AGENDA - Council - 20191210
Council
Meeting Agenda
Tuesday, December 10, 2019
7 p.m.
Council Chambers
Aurora Town Hall
Public Release
December 5, 2019
Town of Aurora
Council Meeting Agenda
Tuesday, December 10, 2019
7 p.m., Council Chambers
1. Approval of the Agenda
2. Declarations of Pecuniary Interest and General Nature Thereof
3. Community Presentations
4. Delegations
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 that one or more items be pulled for discussion and voted
on separately.
Recommended:
That the following Consent Agenda items, C1 to C3 inclusive, be approved:
C1. Council Meeting Minutes of November 26, 2019
Recommended:
1. That the Council meeting minutes of November 26, 2019, be adopted as
printed and circulated.
Council Meeting Agenda
Tuesday, December 10, 2019 Page 2 of 6
C2. Council Closed Session Minutes of November 19, 2019
(confidential attachment)
Recommended:
1.That the Council Closed Session minutes of November 19, 2019, be
adopted as printed and circulated.
C3. Council Closed Session Public Minutes of November 19, 2019
Recommended:
1.That the Council Closed Session Public minutes of November 19, 2019,
be adopted as printed and circulated.
6.Standing Committee Reports
S1. General Committee Meeting Report of December 3, 2019
Recommended:
1.That the General Committee Meeting Report of December 3, 2019, be
received and the recommendations carried by the Committee approved.
S2. Budget Committee Meeting Report – 2020-22 Operating Budget Review
of November 18, 2019
Recommended:
1.That the Budget Committee Meeting Report – 2020-22 Operating Budget
Review of November 18, 2019, be received for information.
S3. Budget Committee Meeting Report – 2020-22 Operating Budget Review
of November 25, 2019
Recommended:
1.That the Budget Committee Meeting Report – 2020-22 Operating Budget
Review of November 25, 2019, be received for information.
Council Meeting Agenda
Tuesday, December 10, 2019 Page 3 of 6
7. Consideration of Items Requiring Discussion (Regular Agenda)
R1. OPS19-026 – Fire Services Headquarters Station 4-5
Recommended:
1. That Report No. OPS19-026 be received; and
2. That the revised design of Station 4-5 be approved; and
3. That the revised budget of $13,567,727 be approved with funding as follows:
• $11,000,000 from original funding sources; and
• $1,650,000 from reserves, as a 15% variance for a Class "C" estimate;
and
• $917,727 from operational savings including but not limited to delayed
hirings through 2020 and 2021; and
4. That the Joint Council Committee (JCC) recommend to Council that the
tender be awarded to REMO General Contracting Ltd. in the amount of
$10,836,817.
R2. FS19-041 – Final 2020-2022 Operating Budget Approval
Recommended:
1. That Report No. FS19-041 be received; and
2. That the 2020, 2021 and 2022 operating budgets as presented in
Attachment 1, representing an estimated tax increase of 3.4, 3.4 and 2.9
percent, respectively be approved; and
3. That a total budget of $11,755,300, $12,200,100 and $12,613,600 be
approved for 2020, 2021 and 2022, respectively relating to the Town’s
share for Fire Services; and
4. That the Town’s full-time staff complement be increased by a net of nine
(9) to 240, net of eight(8) to 248 and a net of five(5) to 253 staff
(excluding Library Board and Central York Fire Services) for 2020, 2021
Council Meeting Agenda
Tuesday, December 10, 2019 Page 4 of 6
and 2022, respectively as presented in Attachment #2 and funded in the
appropriate year’s operating budget; and
5. That the reconciliation of the 2020 to 2022 operating budgets to the full
accrual basis of accounting, as required under Ontario Regulation
284/09, as summarized in Attachment 4 be endorsed; and
6. That the necessary by-law be enacted at a future Council Meeting to set
the final billing 2020 tax rates and payment dates.
R3. FS19-032 – 2020 to 2022 Water, Wastewater, Stormwater Budgets and
Rates
Recommended:
1. That Report No. FS19-032 be received; and
2. That the 2020, 2021 and 2022 combined Water, Wastewater and
Stormwater budgets of $28,805,381, $30,474,578 and $31,504,392
respectively be approved; and
3. That the 2020, 2021 and 2022 retail water rate of $2.41, $2.45 and $2.48
per cubic metre and the retail wastewater rate of $3.11, $3.11 and $3.15
per cubic metre respectively be approved; and
4. That the 2020, 2021 and 2022 flat stormwater charges of $7.09, $8.01
and $9.32 per unit per month for residential and condominium properties
and $90.07, $101.73 and $118.31 per unit per month for metered non-
residential commercial/industrial and multi residential properties
respectively be approved; and
5. That the new approved retail water, retail wastewater and stormwater
charge rate become effective for all billings issued by the Town on or
after May 1 of the effective year, and be retroactive for all consumption
newly billed on such billings; and
6. That the 2020, 2021 and 2022 bulk water rates of $5.52, $5.56 and $5.63
per cubic metre, respectively, dispensed effective May 1 of the effective
year be approved; and
Council Meeting Agenda
Tuesday, December 10, 2019 Page 5 of 6
7. That the necessary by-law be enacted to implement the 2020, 2021 and
2022 retail water rates, retail wastewater rates, stormwater charges and
bulk water purchase rates.
R4. FS19-044 – Interim Forecast Update – as at October 31, 2019
Recommended:
1. That Report No. FS19-044 be received for information.
8. Motions
(a) Mayor Mrakas
Re: Street Name Addition – Kimberley Kerr
9. Regional Report
York Regional Council Highlights – November 21, 2019
Recommended:
That the Regional Report of November 21, 2019, 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-19 Being a By-law to regulate the removal of topsoil,
the placing or dumping of fill and the alteration of the grade of land in the Town
of Aurora.
(General Committee Report No. PDS19-026, Nov. 19, 2019)
Council Meeting Agenda
Tuesday, December 10, 2019 Page 6 of 6
(b) By-law Number XXXX-19 Being a By-law to levy Interim Property Taxes for
the 2020 Taxation year.
(c) By-law Number XXXX-19 Being a By-law to govern the proceedings of
Council and Committee meetings of the Town of Aurora.
(General Committee Report No. CS19-037, Nov. 19, 2019)
13. Closed Session
14. Confirming By-law
Recommended:
That the following confirming by-law be enacted:
By-law Number XXXX-19 Being a By-law to confirm actions by Council
resulting from a Council meeting on December 10, 2019.
15. Adjournment
Town of Aurora
Council Meeting Minutes
Council Chambers, Aurora Town Hall
Tuesday, November 26, 2019
Attendance
Council Members Mayor Mrakas in the Chair; Councillors Gallo, Gilliland, Humfryes,
Kim, and Thompson
Members Absent Councillor Gaertner
Other Attendees Doug Nadorozny, Chief Administrative Officer, Robin McDougall,
Director of Community Services, Techa van Leeuwen, Director of
Corporate Services, Rachel Wainwright-van Kessel, Director of
Finance, Allan Downey, Director of Operations, David Waters,
Director of Planning and Development Services, Stephanie
Mackenzie-Smith, Manager of Corporate Communications,
Michael de Rond, Town Clerk, Linda Bottos, Council/Committee
Coordinator
The Chair called the meeting to order at 7 p.m.
1. Approval of the Agenda
Moved by Councillor Thompson
Seconded by Councillor Gallo
That the agenda as circulated by Legislative Services, including the following
additional item, be approved:
• Delegation (a) Suzanne Lytle, Resident; Re: Motion (a) Councillor Kim; Re:
Capital Project – Sidewalk Construction on Kitimat Crescent
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 1 of 12
Council Meeting Minutes
Tuesday, November 26, 2019 Page 2 of 12
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50.
3. Community Presentations
(a) Roy Cohen, representing Aurora FC
Re: Presentation of Community Partner Award
Mr. Cohen, President of Aurora Youth Soccer Club and Aurora Football Club,
recognized the Town’s assistance in rebuilding the financial stability of the
Clubs, and expressed gratitude to Council and Town staff, especially John
Firman, Manager of Business Support. He presented the Town with an Award
of Merit and Community Partner, which was accepted by the Mayor and Mr.
Firman.
Moved by Councillor Gilliland
Seconded by Councillor Humfryes
That the presentation be received for information.
Carried
4. Delegations
(a) Suzanne Lytle, Resident
Re: Motion (a) Councillor Kim; Re: Capital Project – Sidewalk
Construction on Kitimat Crescent
Ms. Lytle, resident and crossing guard positioned at Kitimat Crescent and
Tecumseh Drive, expressed support for Councillor Kim’s motion and
emphasized the safety concerns in the area.
Moved by Councillor Thompson
Seconded by Councillor Kim
That the comments of the delegation be received and referred to Motion (a).
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 2 of 12
Council Meeting Minutes
Tuesday, November 26, 2019 Page 3 of 12
5. Consent Agenda
Moved by Councillor Gilliland
Seconded by Councillor Kim
That the following Consent Agenda items, C1 to C5 inclusive, be approved:
C1. Council Meeting Minutes of November 12, 2019
1. That the Council meeting minutes of November 12, 2019, be adopted as
printed and circulated.
C2. Council Closed Session Minutes of November 5, 2019
1. That the Council Closed Session minutes of November 5, 2019, be
adopted as printed and circulated.
C3. Council Closed Session Public Minutes of November 5, 2019
1. That the Council Closed Session Public minutes of November 5, 2019,
be adopted as printed and circulated.
C4. Council Closed Session Minutes of November 12, 2019
1. That the Council Closed Session minutes of November 12, 2019, be
adopted as printed and circulated.
C5. Council Closed Session Public Minutes of November 12, 2019
1. That the Council Closed Session Public minutes of November 12, 2019,
be adopted as printed and circulated.
Carried
6. Standing Committee Reports
Moved by Councillor Gilliland
Seconded by Councillor Thompson
S1. General Committee Meeting Report of November 19, 2019
1. That the General Committee meeting report of November 19, 2019, be
received and the recommendations carried by the Committee approved,
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 3 of 12
Council Meeting Minutes
Tuesday, November 26, 2019 Page 4 of 12
with the exception of sub-item R2, which was discussed and voted on
separately as recorded below:
(C1) FS19-034 – Q3 2019 Sole/Single Source Report
1. That Report No. FS19-034 be received for information.
Carried
(A1 ) Community Advisory Committee Meeting Minutes of October 10,
2019
1. That the Community Advisory Committee meeting minutes of
October 10, 2019, be received for information.
Carried
(A2 ) Community Recognition Review Advisory Committee Meeting
Minutes of November 4, 2019
1. That the Community Recognition Review Advisory Committee
meeting minutes of November 4, 2019, be received for information.
Carried
(A3) Heritage Advisory Committee Meeting Minutes of November 4,
2019
1. That the Heritage Advisory Committee meeting minutes of
November 4, 2019, be received for information.
Carried
(R1) CS19-035 – Technology Strategic Plan
1. That Report No. CS19-035 be received; and
2. That the Technology Strategic Plan be endorsed and included in the
2020 to 2022 three-year Operating Budget for final approval of
funding; and
3. That this report satisfies Council’s conditional budget approval for
the following Capital Projects related to the Technology Strategic
Plan:
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 4 of 12
Council Meeting Minutes
Tuesday, November 26, 2019 Page 5 of 12
(a) Capital Project No. 14075 – Business Process Automation and
Data Integration; and
(b) Capital Project No. 13023 – Access Aurora Telephony Project;
and
(c) Capital Project No. 14076 – Digital Education Program; and
(d) Capital Project No. 14073 – Information Technology Strategic
Plan Implementation.
Carried
(R2) CS19-037 – Procedure By-law Review
Main motion
Moved by Councillor Kim
Seconded by Councillor Thompson
1. That Report No. CS19-037 be received; and
2. That the proposed addition of New Business section 36. a) iv)
regarding a three-minute speaking restriction for Council members,
unless the consent of Council is granted, be removed; and
3. That the proposed addition of Delegations at Public Planning
Meetings sections 32. d) ii) regarding a maximum of two rounds of
speaking per item, and iii) regarding staff’s response to queries, be
removed; and
4. That the proposed Procedure By-law (Attachment No. 1), as
amended, be presented at the December 10, 2019 Council meeting
for enactment effective as of January 1, 2020; and
5. That the 2020 Meeting Schedule (Attachment No. 2) be approved.
Amendment No. 1
Moved by Councillor Thompson
Seconded by Councillor Humfryes
That the main motion be amended by adding the following clause:
That section 29 regarding Open Forum be removed.
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 5 of 12
Council Meeting Minutes
Tuesday, November 26, 2019 Page 6 of 12
Amendment No. 2
Moved by Councillor Gilliland
Seconded by Councillor Humfryes
That the main motion be amended by adding the following clause:
That the Delegations at Meetings of Council and General
Committee section 32. a) ii) be revised to reflect that the
deadline for submitting a delegation request form to appear
before General Committee shall be no later than 9 a.m. on the
day of the scheduled meeting.
Carried
Main motion as amended
Moved by Councillor Kim
Seconded by Councillor Thompson
1. That Report No. CS19-037 be received; and
2. That the proposed addition of New Business section 36. a) iv)
regarding a three-minute speaking restriction for Council members,
unless the consent of Council is granted, be removed; and
3. That the proposed addition of Delegations at Public Planning
Meetings sections 32. d) ii) regarding a maximum of two rounds of
speaking per item, and iii) regarding staff’s response to queries, be
removed; and
4. That section 29 regarding Open Forum be removed; and
5. That the Delegations at Meetings of Council and General
Committee section 32. a) ii) be revised to indicate that the
deadline for submitting a delegation request form to appear
before General Committee shall be no later than 9 a.m. on the
day of the scheduled meeting; and
6. That the proposed Procedure By-law (Attachment No. 1), as
amended, be presented at the December 10, 2019 Council meeting
for enactment effective as of January 1, 2020; and
7. That the 2020 Meeting Schedule (Attachment No. 2) be approved.
Carried as amended
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 6 of 12
Council Meeting Minutes
Tuesday, November 26, 2019 Page 7 of 12
(R3) FS19-033 – Prudent Investor Option Analysis
1. That Report No. FS19-033 be received; and
2. That staff be directed to work with ONE Investment to bring
information to the Financial Advisory Committee relating to the
implementation of a Prudent Investor regime, including any
Investment Policy Statement and agreement requirements
associated with the establishment of a Joint Investment Board for its
review and comment; and
3. That staff be directed to bring any resultant recommendations to
Council for consideration.
Carried
(R4) CMS19-027 – Aurora Museum & Archives Museum Plan Status
Report
1. That Report No. CMS19-027 be received for information.
Carried
(R5) FS19-038 – 2019 Year-End Surplus/Deficit Financial Control By-law
1. That Report No. FS19-038 be received; and
2. That a by-law be enacted to authorize the Treasurer and the Chief
Administrative Officer to make the following year-end financial
adjustments:
(a) To allocate any 2019 Operating Fund surplus or deficit as set
out in Report No. FS19-038; and
(b) To allocate any 2019 surplus or alternatively fund any deficit in
the Water, Wastewater, or Stormwater budgets to or from the
appropriate related reserve accounts; and
3. That the Treasurer and Chief Administrative Officer report to
Council after the year-end surplus/deficit control adjustments and
allocations have been completed.
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 7 of 12
Council Meeting Minutes
Tuesday, November 26, 2019 Page 8 of 12
(R6) PDS19-026 – Proposed Site Alteration By-law
1. That Report No. PDS19-026 be received; and
2. That the Site Alteration By-law be enacted at a future Council
meeting; and
3. That Schedule ‘B’ of the 2020 Fees and Charges By-law be
amended to replace the Topsoil Preservation Permit fee with a Site
Alteration Permit fee and a Site Alteration Permit Renewal fee at the
first opportunity to do so upon approval of the Site Alteration By-law.
Carried
(R7) PDS19-099 – Mitigation Tactics to Prevent Illegal Demolition of
Listed Heritage Buildings
1. That Report No. PDS19-099 be received; and
2. That an amendment to Fee By-law Number 6147-19 be presented
to Council to allow the Building Division to collect a deposit in the
amount of $10,000 when an owner applies for a demolition permit
for a listed heritage property; and
3. That the deposit only be returned to the owner after the
requirements of the Ontario Heritage Act have been completed in
respect of the proposed demolition.
Carried
(R8) CMS19-029 – Aurora’s Community Recognition Awards
1. That Report No. CMS19-029 be received; and
2. That the addition of a Senior Volunteer Award be approved as part
of Aurora’s Community Recognition Awards program.
Carried
7. Consideration of Items Requiring Discussion (Regular Agenda)
None
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 8 of 12
Council Meeting Minutes
Tuesday, November 26, 2019 Page 9 of 12
8. Motions
(a) Councillor Kim
Re: Capital Project – Sidewalk Construction on Kitimat Crescent
Council consented to consider Motion (a) prior to consideration of Item S1(R2).
Moved by Councillor Kim
Seconded by Councillor Gilliland
Whereas the Town of Aurora’s Policy supports sidewalk construction where
gaps exist and Ontario Legislation requires municipalities to remove barriers to
accessibility; and
Whereas sidewalks are essential infrastructure that offer a protected,
dedicated space for all pedestrians, especially the most vulnerable, and when
visibility is poor (e.g., weather-related events, darkness); and
Whereas the Town has implemented the “Active and Safe Routes to School
Program” in 2013;
1. Now Therefore Be It Hereby Resolved That Capital Project No. XXXXX –
Sidewalk Construction on Kitimat Crescent be approved; and
2. Be It Further Resolved That a total budget of $100,000 from the 2020
Capital Budget be approved for Capital Project No. XXXXX to be funded
from the Roads Repair and Replacement reserve; and
3. Be It Further Resolved That the sidewalk be completed in time for the
2020/2021 school year.
Carried
9. Regional Report
None
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 9 of 12
Council Meeting Minutes
Tuesday, November 26, 2019 Page 10 of 12
10. New Business
Councillor Gallo referred to section 32. a) iv) of the Procedure By-law and inquired
about the process related to delegates requesting specific financial assistance,
and the Mayor and staff provided clarification.
11. Public Service Announcements
Councillor Gallo extended well-wishes to Councillor Gaertner and her family.
Councillor Gallo announced that Aurora’s Menorah Lighting Ceremony, in
partnership with Chabad Aurora, will be held at Town Hall on Sunday, December
22, 2019, from 4 p.m. to 6 p.m., and more information can be found at
aurora.ca/menorahlighting.
Councillor Thompson extended a reminder that Aurora’s Christmas Market will be
held at Town Hall from Friday, November 29 to Sunday, December 1, 2019, along
with the Christmas Tree Lighting on Friday evening at 6:30 p.m., and more details
can be found at aurora.ca/christmasmarket.
Councillor Kim extended a reminder that registration is open for the Town’s winter
recreation programs and registration for the winter aquatics programs is open on
December 2, 2019, noting that the program guide can be picked up at Town
recreation facilities or viewed online at aurora.ca/recguide.
Councillor Kim announced that registration is open for Winterfest Camp on
December 23, 27, and 30, 2019, and January 2-3, 2020, and more information is
available at aurora.ca/campprograms.
Councillor Humfryes announced that the Town’s winter parking restrictions are
now in effect with street parking prohibited between the hours of 2 a.m. and 6 a.m.,
and details on winter overnight parking, including real-time information on street
snow plowing, is available at aurora.ca/snow.
Councillor Gilliland announced that Aurora’s By-law Services has partnered with
York Regional Police for Aurora’s annual Toys for Tickets campaign, noting that
anyone who has received a parking ticket in Aurora between November 12 and
December 13, 2019, can pay their fine by donating a comparably-valued new,
unwrapped child’s toy and/or non-perishable food items, and more information is
available at aurora.ca/toysfortickets.
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 10 of 12
Council Meeting Minutes
Tuesday, November 26, 2019 Page 11 of 12
Mayor Mrakas announced that, at the Council Closed Session of November 12,
2019, Council appointed seven members to the newly established Mayor’s Golf
Classic Funds Committee to oversee distribution of a community initiatives fund
generated from the annual Aurora Mayor’s Charity Golf Classic. He noted that the
Committee includes representatives from service clubs and community
organizations who provide a variety of services to those in need within the Town,
and congratulated the following Committee members: Barb Allan, Wendy Browne,
Rosalyn Gonsalves, Nancy Harrison, Koula Koliviras, Heidi Schellhorn, and
Beverley Wood.
Mayor Mrakas advised of his meeting and discussions with Premier Doug Ford in
Toronto on November 21, 2019, and noted that the Premier and Deputy Premier
Christine Elliott plan to visit Aurora in future and look forward to having a tour of
Library Square and the Armoury.
12. By-laws
None
13. Closed Session
None
14. Confirming By-law
Moved by Councillor Kim
Seconded by Councillor Humfryes
That the following confirming by-law be enacted:
By-law Number 6223-19 Being a By-law to Confirm Actions by Council
Resulting from a Council Meeting on November 26, 2019.
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 11 of 12
Council Meeting Minutes
Tuesday, November 26, 2019 Page 12 of 12
15. Adjournment
Moved by Councillor Gallo
Seconded by Councillor Kim
That the meeting be adjourned at 8:40 p.m.
Carried
_________________________________ _________________________________
Tom Mrakas, Mayor Michael de Rond, Town Clerk
Council Meeting Agenda
Tuesday, December 10, 2019
Item C1
Page 12 of 12
Town of Aurora
Council Closed Session
Public Minutes
Leksand Room, Aurora Town Hall
Tuesday, November 19, 2019
Attendance
Council Members Mayor Mrakas in the Chair; Councillors Gaertner, Gallo,
Gilliland, Humfryes and Thompson
Members Absent Councillor Kim
Other Attendees Doug Nadorozny, Chief Administrative Officer, David Waters,
Director of Planning and Development Services, Anthony
Ierullo, Manager of Long Range and Strategic Planning and
Michael de Rond, Town Clerk
The Chair called the meeting to order at 5:48 p.m.
Council consented to resolve into a Closed Session at 5:48 p.m.
Council reconvened into open session at 6:22 p.m.
1. Approval of the Agenda
Moved by Councillor Thompson
Seconded by Councillor Gilliland
That the confidential Council Closed Session meeting agenda be approved.
Carried
2. Declaration of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50.
Council Meeting Agenda
Tuesday, December 10, 2019
Item C3
Page 1 of 3
Council Closed Session Public Minutes
Tuesday, November 19, 2019 Page 2 of 3
3. Consideration of Items Requiring Discussion
Moved by Councillor Gaertner
Seconded by Councillor Gilliland
That Council resolve into Closed Session to consider the following matter:
1. A proposed or pending acquisition or disposition of land by the municipality or
local board (Section 239(2)(c) of the Municipal Act, 2001); Re: Closed Session
Report No. PDS19-105 - 22 – 26 Centre Street
Carried
Moved by Councillor Gallo
Seconded by Councillor Thompson
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
municipality or local board (Section 239(2)(c) of the Municipal Act, 2001);
Re: Closed Session Report No. PDS19-105 - 22 – 26 Centre Street
Moved by Councillor Thompson
Seconded by Councillor Gallo
1. That Closed Session Report No. PDS19-105 be received;
On a recorded vote the motion
Carried
Yeas: 5 Nays: 1
Voting Yeas: Councillors Gaertner, Gallo, Gilliland,
Humfryes, and Thompson
Voting Nays: Mayor Mrakas
Absent: Councillor Kim
Council Meeting Agenda
Tuesday, December 10, 2019
Item C3
Page 2 of 3
Council Closed Session Public Minutes
Tuesday, November 19, 2019 Page 3 of 3
4. By-laws
Moved by Councillor Gaertner
Seconded by Councillor Gallo
That the following confirming by-law be enacted:
6222-19 Being a By-law to confirm actions by Council resulting from a Council
Closed Session on November 19, 2019.
Carried
5. Adjournment
Moved by Councillor Thompson
Seconded by Councillor Humfryes
That the meeting be adjourned at 6:30 p.m.
Carried
_________________________________ _________________________________
Tom Mrakas, Mayor Michael de Rond, Town Clerk
Council Meeting Agenda
Tuesday, December 10, 2019
Item C3
Page 3 of 3
Town of Aurora
General Committee Meeting Report
Council Chambers, Aurora Town Hall
Tuesday, December 3, 2019
Attendance
Council Members Councillor Humfryes in the Chair; Councillors Gallo, Gilliland, Kim,
Thompson, and Mayor Mrakas
Members Absent Councillor Gaertner
Other Attendees Doug Nadorozny, Chief Administrative Officer, Robin McDougall,
Director of Community Services, Techa van Leeuwen, Director of
Corporate Services, Rachel Wainwright-van Kessel, Director of
Finance, Allan Downey, Director of Operations, David Waters,
Director of Planning and Development Services, Stephanie
Mackenzie-Smith, Manager of Corporate Communications, Patricia
De Sario, Town Solicitor, Michael de Rond, Town Clerk, Ishita
Soneji, Council/Committee Coordinator
The Chair called the meeting to order at 7.06 p.m.
General Committee consented to recess the meeting at 8:53 p.m. and reconvened the
meeting at 9:03 p.m.
1. Approval of the Agenda
General Committee approved the agenda as circulated by Legislative Services
including the following additional items:
• Delegation (a) Juliana Ciulla and Trina Willert, Residents, Re: Sidewalk on
Kitimat Crescent
• Delegation (b) Aaron Gillard, MCIP, RPP, LarkinPlus Land Use Planners,
representing owners of 180-182 Centre Street, Re: Item R4 – PDS19-069 –
Council Meeting Agenda
Tuesday, December 10, 2019
Item S1
Page 1 of 9
General Committee Meeting Report
Tuesday, December 3, 2019 Page 2 of 9
Regional Municipal Comprehensive Review (MCR) Update: Aurora
Employment Land Conversion Requests
• Item A2 – Governance Review Ad Hoc Committee Meeting Minutes of
November 27, 2019
• Item R10 – CS19-042 – Governance Review Ad Hoc Committee Supplemental
ESR Report
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50.
3. Community Presentations
None
4. Delegations
(a) Juliana Ciulla, Resident
Re: Sidewalk on Kitimat Crescent
Ms. Ciulla, representing residents on Kitimat Crescent, expressed concerns
regarding the installation of sidewalk on Kitimat Crescent noting that the
sidewalk would not alleviate ongoing parking concerns surrounding Aurora
Heights Public School, would not meet accessibility requirements of various
residents, and requested that alternate solutions be explored.
General Committee received the comments of the delegation.
(b) Aaron Gillard, MCIP, RPP, LarkinPlus Land Use Planners, representing
Owners of 180-182 Centre Street
Re: Item R4 – PDS19-069 – Regional Municipal Comprehensive Review
(MCR) Update: Aurora Employment Land Conversion Requests
Mr. Gillard presented an overview of the land conversion request for 180-182
Centre Street noting that the designation conversion would permit the
Council Meeting Agenda
Tuesday, December 10, 2019
Item S1
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General Committee Meeting Report
Tuesday, December 3, 2019 Page 3 of 9
possibility of greater variety of uses and development on the subject lands. He
spoke in support of the staff recommendation and requested Members of
Council to support the reconsideration of the land conversion request.
General Committee received and referred the comments of the delegation to
Item R4.
5. Consent Agenda
C1. FS19-039 – Annual Cancellation, Reduction or Refund of Property
Taxes under Sections 357 and 358 of the Municipal Act
General Committee recommends:
1. That Report No. FS19-039 be received; and
2. That total property taxes in the amount of $ 11,478.77 due from the
property owners be adjusted pursuant to Section 357 of the Act; and
3. That total property taxes in the amount of $ 4,442.08 due to the property
owners be adjusted pursuant to Section 358 of the Act; and
4. That any associated interest charged applicable to these adjustments be
cancelled in proportion to the total property taxes adjusted; and
5. That the Director of Finance/Treasurer be directed to remove said
property taxes from the collector’s roll reflecting these property tax
adjustments.
Carried
6. Advisory Committee Meeting Minutes
Recommended:
That the following Advisory Committee Meeting Minutes items, A1 and A2, be
received:
A1 . Accessibility Advisory Committee Meeting Minutes of November 13,
2019
Council Meeting Agenda
Tuesday, December 10, 2019
Item S1
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General Committee Meeting Report
Tuesday, December 3, 2019 Page 4 of 9
1. That the Accessibility Advisory Committee meeting minutes of November
13, 2019, be received for information.
A2 . Governance Review Ad Hoc Committee Meeting Minutes of November
27, 2019
1. That the Governance Review Ad Hoc Committee meeting minutes of
November 27, 2019, be received for information.
Carried
7. Consideration of Items Requiring Discussion (Regular Agenda)
General Committee consented to consider the items in the following order: R2, R1, R4,
R3, R5, R6, R7, R8, R9, and R10.
R1. OPS19-024 – Fleet Management Strategy
General Committee consented to permit additional time as required for the
presentation.
Ms. Sara Tienkamp, Manager, Parks and Fleet, introduced Mr. Roger Smith,
President, Richmond Sustainability Initiatives (RSI).
Mr. Smith presented an overview of the fleet management study conducted by RSI
highlighting the objectives of the study including review of the Town’s fleet
management practices, long-term capital budget plan, and means of improving
fleet accommodation capacity and mechanical labour demand. He further provided
details on the recommendations by RSI for the implementation of the strategy.
General Committee received the presentation for information.
General Committee recommends:
1. That Report No. OPS19-024 be received; and
2. That the recommendations from the Richmond Sustainability Initiatives
(RSI), Fleet Management Strategy, be endorsed.
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item S1
Page 4 of 9
General Committee Meeting Report
Tuesday, December 3, 2019 Page 5 of 9
R2. OPS19-019 – Hallmark Baseball Diamonds – Additional Funding
General Committee recommends:
1. That Report No. OPS19-019 be deferred to the General Committee
meeting of January 14, 2020, to be brought forward with the Outdoor
Field Strategy report.
Motion to defer
Carried
R3. PDS19-098 – Town of Aurora Official Plan Review
Ms. Andria Sallese, Senior Policy Planner, presented an overview of the Town’s
Official Plan review noting that the review is a legislative requirement of the
Planning Act. She provided details on the forthcoming process for the review,
which includes revisiting the vision and guiding principles of the Official Plan
through public consultation, development of a work program, and forming technical
and community steering committees as part of the public engagement strategy.
General Committee received the presentation for information.
General Committee recommends:
1. That Report No. PDS19-098 be received; and
2. That staff give public notice for a Special Meeting of Council regarding
the initiation of the Official Plan Review in accordance with the
requirements of Section 26 of the Planning Act; and
3. That staff report back following the Special Meeting of Council with a
summary of the feedback received through the public consultation
process to inform the development of a work program for Council’s
consideration; and
4. That the Town Clerk provide a copy of this report to York Region, the
Lake Simcoe Conservation Authority, and Toronto Regional
Conservation Authority for their information.
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item S1
Page 5 of 9
General Committee Meeting Report
Tuesday, December 3, 2019 Page 6 of 9
R4. PDS19-069 – Regional Municipal Comprehensive Review (MCR)
Update: Aurora Employment Land Conversion Requests
General Committee recommends:
1. That Report No. PDS19-069 be received for information.
Carried
R5. FS19-040 – Water Meter Replacement Program Contract
General Committee recommends:
1. That Report No. FS19-040 be received; and
2. That WAMCO be awarded the contract for the replacement of residential
meters for five (5) years at a cost of $502,500 annually excluding taxes
under the single source provisions of the Procurement By-law; and
3. That Director of Finance be authorized to execute the agreement,
including any and all documents and ancillary agreements required to
give effect to the same.
Carried
R6. OPS19-023 – Roads Infrastructure Repairs
General Committee recommends:
1. That Report No. OPS19-023 be received; and
2. That Capital Project No. 34004 – Safety Railing – Yonge Street north of
Orchard Heights and Capital Project No. 34005 – Traffic Protection
Guide Rail – Kennedy Street West be approved; and
3. That a total budget of $500,000 be approved for Capital Project No.
34004 – ($400,000) and Capital Project No. 34005 ($100,000) to be
funded from the Repair and Replacement Reserve; and
4. That approval be given for staff to proceed with the tendering process for
Capital Project No. 34004 and Capital Project No. 34005.
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item S1
Page 6 of 9
General Committee Meeting Report
Tuesday, December 3, 2019 Page 7 of 9
R7. PDS19-100 – Proposed Approach to Consider Backyard Swim School
as a Permitted Home Occupation Use
General Committee recommends:
1. That Report No. PDS19-100 be received; and
2. That staff initiate an Official Plan Amendment to add backyard swim
schools as a Home Occupation use in the Town’s Official Plan.
Carried
R8. PDS19-103 – Capital Project No. 81021 – Additional Funding Request
for Capital Project No. 81021 Engineering Design Criteria
Manual
General Committee recommends:
1. That Report No. PDS19-103 be received; and
2. That the total approved budget for Capital Project No. 81021 be
increased from $50,000 to $68,600, representing an increase of $18,600
to be funded from the Studies and Other Reserve Fund.
Carried
R9. PDS19-104 – Draft Plan of Condominium Application, Gottardo 404
(Aurora) Inc., 95 Eric T Smith Way, Part of Lot 3, Plan 65M-
4324, File: CDM-2019-03
General Committee recommends:
1. That Report No. PDS19-104 be received; and
2. That the Draft Plan of Condominium, File No. CDM-2019-03, for an office
building with ten (10) units and a total gross floor area of 4,723 square
meters (50,843 square feet), subject to Schedule “A” to this report, be
approved.
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item S1
Page 7 of 9
General Committee Meeting Report
Tuesday, December 3, 2019 Page 8 of 9
R10. CS19-042 – Governance Review Ad Hoc Committee Supplemental ESR
Report
General Committee recommends:
1. That Report No. CS19-042 be received; and
2. That the following motion from the Governance Review Ad Hoc
Committee be endorsed:
(a) That the Committee research and report to Council on the pros and
cons of the Town’s potential transition to a ward-based electoral
system; and
(b) That the research and report to Council be conducted and delivered
concurrently with the Electoral System Review final report.
Carried
8. Notices of Motion
(a) Mayor Mrakas
Re: Street Name Addition – Kimberley Kerr
Whereas the Town’s Street Naming Policy allows for persons who have made
outstanding, significant and/or exemplary contributions to the Town of Aurora,
to be added to the Bank of Approved Street Names; and
Whereas Kimberley Kerr was a long-time and well-known Aurora resident who
was a dedicated volunteer;
1. Now Therefore Be It Hereby Resolved That staff add the name “Kimberley
Kerr” to the Town’s Bank of Approved Street Names.
9. New Business
None
Council Meeting Agenda
Tuesday, December 10, 2019
Item S1
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General Committee Meeting Report
Tuesday, December 3, 2019 Page 9 of 9
10. Closed Session
None
11. Adjournment
The meeting was adjourned at 9:53 p.m.
Council Meeting Agenda
Tuesday, December 10, 2019
Item S1
Page 9 of 9
Town of Aurora
Budget Committee Meeting Report
2020-22 Operating Budget Review
Council Chambers, Aurora Town Hall
Monday, November 18, 2019
Attendance
Council Members Mayor Mrakas in the Chair; Councillors Gaertner, Gallo, Gilliland,
Humfryes (arrived at 7:14 p.m.), Kim, and Thompson
Members Absent None
Other Attendees Doug Nadorozny, Chief Administrative Officer, Robin McDougall,
Director of Community Services, Techa van Leeuwen, Director of
Corporate Services, Rachel Wainwright-van Kessel, Director of
Finance, Allan Downey, Director of Operations, David Waters,
Director of Planning and Development Services, Stephanie
Mackenzie-Smith, Manager of Corporate Communications, Jason
Gaertner, Manager of Financial Management Services, Michael de
Rond, Town Clerk, Ishita Soneji, Council/Committee Coordinator
The meeting start time was changed to 6:30 p.m.
The Chair called the meeting to order at 6:33 p.m.
Budget Committee consented to recess the meeting at 8:09 p.m. and reconvened the
meeting at 8:20 p.m.
1. Approval of the Agenda
Budget Committee approved the agenda as circulated by Legislative Services,
including the following addition:
• Delegation (a) Mark Holmes, Resident; Re: Suggestions for 2020 Budget
Council Meeting Agenda
Tuesday, December 10, 2019
Item S2
Page 1 of 5
Budget Committee Meeting Report – 2020-22 Operating Budget Review
Monday, November 18, 2019 Page 2 of 5
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50.
3. Delegations
(a) Mark Holmes, Resident
Re: Suggestions for 2020 Budget
Mr. Holmes spoke to the potential installation of a right turn lane from
W ellington Street West onto Yonge Street, sought clarification on the timeline of
the proposed project, and suggested that the project be expedited.
Budget Committee received the comments of the delegation.
4. Consideration of Items
1. 2020-22 Operating Budget – Business Plans and Presentations
(a) Office of the CAO and Council Administration
Mr. Doug Nadorozny, Chief Administrative Officer, introduced the 2020-22
Operating Budget. He presented an overview of the 2020-22 Council
Administration and Office of the CAO business plans, highlighting the
departmental functions, 2019 successes and challenges, 2020-22
objectives, key pressures, and details of the departmental budget
breakdown.
Budget Committee recommends:
1. That the presentation by Doug Nadorozny, Chief Administrative Officer
be received; and
2. That the 2020-22 Operating Budget for the Office of the CAO and
Council Administration as presented be tentatively approved.
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item S2
Page 2 of 5
Budget Committee Meeting Report – 2020-22 Operating Budget Review
Monday, November 18, 2019 Page 3 of 5
(b) Community Services
Ms. Robin McDougall, Director of Community Services, presented an
overview of the 2020-22 Community Services business plan, highlighting
the departmental functions, 2019 successes, challenges, 2020-22
objectives, key pressures, changes and requests for the 2020-22
departmental budget.
Budget Committee recommends:
1. That the presentation by Robin McDougall, Director of Community
Services, be received; and
2. That the 2020-22 Operating Budget for the Community Services
department as presented be tentatively approved.
Carried
(c) Aurora Public Library Board 2020-22 Operating Grant
Mr. Adam Mobbs, Vice Chair of the Board of Directors, extended
appreciation to Members of Council on behalf of the Aurora Public Library
Board of Directors and introduced Mr. Bruce Gorman, Chief Executive
Officer, Aurora Public Library.
Mr. Gorman presented an overview of the library’s mission, values, key
performance indicators including details on increase in library memberships,
program participation, streamed and downloaded electronic materials, and
circulation logistics. He provided details on the 2019 highlights, 2020-22
objectives, key pressures, and breakdown of the operating grant request.
Budget Committee recommends:
1. That the presentation and business plan from the Aurora Public Library
Board be received; and
2. That the request for 2020-22 operating grant to the Aurora Public
Library Board in the amounts of $3,868,100, $3,896,100 and
$3,934,100 for 2020, 2021 and 2022 respectively be tentatively
approved.
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item S2
Page 3 of 5
Budget Committee Meeting Report – 2020-22 Operating Budget Review
Monday, November 18, 2019 Page 4 of 5
(d) Corporate Services
Ms. Techa van Leeuwen, Director of Corporate Services, presented an
overview of the 2020-22 Corporate Services business plan, highlighting the
departmental functions, 2019 successes, challenges, 2020-22 objectives,
key pressures, upcoming changes within the department, and provided
details on the requests for the 2020-22 departmental budget.
Budget Committee recommends:
1. That the presentation by Techa van Leeuwen, Director of Corporate
Services, be received; and
2. That the 2020-22 Operating Budget for the Corporate Services
department as presented be tentatively approved.
Carried
(e) Finance Department
Ms. Rachel Wainwright-van Kessel, Director of Finance, presented an
overview of the 2020-22 Finance Department business plan, highlighting
the departmental functions, 2019 successes, challenges, 2020-22
objectives, key pressures, changes and requests for the 2020-22
departmental budget.
Budget Committee recommends:
1. That the presentation by Rachel Wainwright-van Kessel, Director of
Finance, be received; and
2. That the 2020-22 Operating Budget for the Finance department as
presented be tentatively approved.
Carried
Budget Committee recommends:
That the following 2020-22 Operating Budget business plans and presentations
be deferred to the Budget Committee meeting of November 25, 2019:
(f) Operational Services (Binder Tab 19)
(g) Water & Sewer Budget (Binder Tab 19)
Council Meeting Agenda
Tuesday, December 10, 2019
Item S2
Page 4 of 5
Budget Committee Meeting Report – 2020-22 Operating Budget Review
Monday, November 18, 2019 Page 5 of 5
(h) Planning and Development Services (Binder Tab 20)
(i) Corporate Revenues and Expenses (Binder Tab 21)
Motion to defer
Carried
5. Adjournment
The meeting was adjourned at 9:01 p.m.
Council Meeting Agenda
Tuesday, December 10, 2019
Item S2
Page 5 of 5
Town of Aurora
Budget Committee Meeting Report
2020-22 Operating Budget Review
Council Chambers, Aurora Town Hall
Monday, November 25, 2019
Attendance
Council Members Mayor Mrakas in the Chair; Councillors Gallo, Gilliland (departed
at 7:44 p.m.), Humfryes, Kim, and Thompson
Members Absent Councillor Gaertner
Other Attendees Doug Nadorozny, Chief Administrative Officer, Robin McDougall,
Director of Community Services, Techa van Leeuwen, Director of
Corporate Services, Rachel Wainwright-van Kessel, Director of
Finance, Allan Downey, Director of Operations, David Waters,
Director of Planning and Development Services, Stephanie
Mackenzie-Smith, Manager of Corporate Communications, Jason
Gaertner, Manager of Financial Management Services, Michael de
Rond, Town Clerk, Ishita Soneji, Council/Committee Coordinator
The Chair called the meeting to order at 6:00 p.m.
Budget Committee consented to recess the meeting at 8:07 p.m. and reconvened the
meeting at 8:18 p.m.
1. Approval of the Agenda
Budget Committee approved the agenda as circulated by Legislative Services,
including the following addition:
• Item 3 – FS19-046 – 2020 Budget Committee Additional Information
Council Meeting Agenda
Tuesday, December 10, 2019
Item S3
Page 1 of 6
Budget Committee Meeting Report – 2020-22 Operating Budget Review
Monday, November 25, 2019 Page 2 of 6
2. Declarations of Pecuniary Interest and General Nature Thereof
Prior to the discussion of Item 1(a) – Central York Fire Services 2020-22 Operating
Grant, Councillor Humfryes declared a pecuniary interest under the Municipal
Conflict of Interest Act as a family member is employed by Central York Fire
Services.
3. Delegations
None
4. Consideration of Items
1. 2020-22 Operating Budget – Business Plans and Presentations
(a) Central York Fire Services 2020-22 Operating Grant
Fire Chief Ian Laing presented an overview of the 2020-22 operating grant
request for the Central York Fire Services highlighting details of the 2020
wages and benefits, three-year budget forecast, 2020 capital budget
breakdown, key pressures, and 2020-22 operating expenses.
Budget Committee recommends:
1. That the presentation by Central York Fire Services be received; and
2. That the request for 2020-22 operating grant to the Central York Fire
Services in the amounts of $11,755,300, $12,200,100, and
$12,613,600, which includes an annual allocation of $6,000 for snow
clearance for 2020, 2021, and 2022 respectively be tentatively
approved.
Carried
(b) Aurora Historical Society Board 2020-22 Operating Grant
Mr. John Green, President, Aurora Historical Society (AHS) introduced Ms.
Patricia Wallace, AHS Board Secretary, and former mayor Mr. Geoff Dawe,
AHS Board Director and extended appreciation to the Town for its
Council Meeting Agenda
Tuesday, December 10, 2019
Item S3
Page 2 of 6
Budget Committee Meeting Report – 2020-22 Operating Budget Review
Monday, November 25, 2019 Page 3 of 6
continued support. Mr. Dawe provided a brief overview of the AHS strategic
plan noting that the society is working towards redeveloping and improving
the plan.
Ms. Wallace presented an overview of the vision, mission, and values of the
Aurora Historical Society, including 2019 highlights, program successes,
current funding sources, key performance metrics, 2020 partnership goals,
and breakdown of the proposed 2020-22 grant request and allocation
including projected revenues, expenses, and key pressures.
Budget Committee recommends:
1. That the presentation from the Aurora Historical Society Board be
received; and
2. That the request for 2020-22 operating grant to the Aurora Historical
Society Board amounts of $81,300, $82,800, and $80,900 for 2020,
2021, and 2022 respectively be tentatively approved.
Carried
(c) Aurora Cultural Centre Board 2020-22 Operating Grant
Budget Committee consented to allow an extension to time for the presentation.
Mr. Eric Acker, President of Board of Directors, introduced Aurora Cultural
Centre Board Members present at the meeting, extended appreciation to
the Town, and introduced Ms. Suzanne Haines, Executive Director, Aurora
Cultural Centre.
Ms. Haines presented an overview of the vision, mission, and values of the
Aurora Cultural Centre, 2019 program successes including details on the
Kaleidoscope in Schools program, summer outreach and education
programs, community events, and the volunteer program. She provided a
detailed breakdown of the 2020-22 operating grant request including
projected revenues, expenses, grant allocation, and additional 2020-22
operating pressures.
Budget Committee recommends:
Council Meeting Agenda
Tuesday, December 10, 2019
Item S3
Page 3 of 6
Budget Committee Meeting Report – 2020-22 Operating Budget Review
Monday, November 25, 2019 Page 4 of 6
1. That the presentation and the business plan from the Aurora Cultural
Centre Board be received; and
2. That the request for the 2020-22 operating grant to the Aurora Cultural
Centre Board in the amounts of $424,000, $432,500, and $441,100 for
2020, 2021, and 2022 respectively be tentatively approved.
Carried
(d) Aurora Sports Hall of Fame 2020-22 Operating Grant
Mr. David Thom, President, Aurora Sports Hall of Fame, presented an
overview of the mission, vision, and values of the Aurora Sports Hall of
Fame, 2019 Hall of Fame induction celebration, and provided a breakdown
of the 2020-22 operating grant request and grant allocation.
Recommended:
1. That the presentation from the Aurora Sports Hall of Fame be received;
and
2. That the request for the 2020-22 operating grant to the Aurora Sports
Hall of Fame in the amounts of $28,700, $29,300, and $29,900 for
2020, 2021, and 2022 respectively be tentatively approved.
Carried
(e) Operational Services
Mr. Al Downey, Director of Operational Services, presented an overview of
the 2020-22 Operational Services business plan, highlighting the
department functions, 2019 successes, challenges, 2020-22 objectives, key
pressures, and changes and requests for the 2020-22 departmental budget.
Budget Committee recommends:
1. That the presentation by Al Downey, Director of Operational Services,
be received; and
2. That the 2020-22 Operating Budget for the Operation Services
department as presented be tentatively approved.
Carried
Council Meeting Agenda
Tuesday, December 10, 2019
Item S3
Page 4 of 6
Budget Committee Meeting Report – 2020-22 Operating Budget Review
Monday, November 25, 2019 Page 5 of 6
(f) Water and Sewer Budget
Mr. Al Downey, Director of Operational Services, presented an overview of
the 2020-22 water, wastewater, and stormwater budget highlighting details
on the guiding principles, expenses, regional costs, contributions made to
reserves to support asset sustainability, and the proposed water,
wastewater, and stormwater rates for 2020, 2021, and 2022.
Budget Committee recommends:
1. That the presentation by Al Downey, Director of Operational Services,
be received; and
2. That the 2020-22 Operating Budget for the Water and Sewer as
presented be tentatively approved.
Carried
(g) Planning and Development Services
Mr. David Waters, Director of Planning and Development Services,
presented an overview of the 2020-22 Planning and Development Services
business plan, highlighting the department functions, 2019 successes,
challenges, 2020-22 objectives, key pressures, and changes and requests
for the 2020-22 departmental budget.
Budget Committee recommends:
1. That the presentation by David Waters, Director of Planning and
Development Services, be received; and
2. That the 2020-22 Operating Budget for the Planning and Development
Services department as presented be tentatively approved.
Carried
(h) Corporate Revenues and Expenses
Ms. Rachel Wainwright-van Kessel, Director of Finance, presented an
overview of the 2020-22 Corporate Revenues and Expenses budget
highlighting the key pressures, changes in the budget from 2020 to 2022,
Council Meeting Agenda
Tuesday, December 10, 2019
Item S3
Page 5 of 6
Budget Committee Meeting Report – 2020-22 Operating Budget Review
Monday, November 25, 2019 Page 6 of 6
and provided details on the proposed Library Square debt funding strategy
and additional operating pressures for the Aurora Cultural Centre.
Budget Committee recommends:
1. That the presentation by Rachel Wainwright-van Kessel, Director of
Finance, be received; and
2. That the 2020-22 Operating Budget for the Corporate Revenues and
Expenses as presented be tentatively approved.
Carried
2. FS19-045 – 2020-22 Operating Budget Decision Unit Items
Budget Committee recommends:
1. That Report No. FS19-045 be received; and
2. That the remaining incremental Aurora Cultural Centre 2020, 2021, and
2022 budget pressures be funded from existing budgeted Library Square
funding; and
3. That a further 0.5 % tax levy increase for 2020 and 2021 in support of the
Town’s planned Library Square construction debenture, be approved; and
4. That the Library Square debenture annual carrying cost funding be
contributed to the Tax Rate Stabilization reserve until such time that it is
required for its intended purpose.
Carried
3. FS19-046 – 2020 Budget Committee Additional Information
Budget Committee recommends:
1. That Report No. FS19-046 be received for information.
Carried
5. Adjournment
The meeting was adjourned at 8:42 p.m.
Council Meeting Agenda
Tuesday, December 10, 2019
Item S3
Page 6 of 6
Town of Aurora
Council Report No. OPS19-026
Subject: Fire Services Headquarters Station 4-5
Prepared by: Allan D. Downey, Director of Operations
Department: Operational Services
Date: December 10, 2019
Recommendation
1. That Report No. OPS19-026 be received; and
2. That the revised design of Station 4-5 be approved; and
3. That the revised budget of $13,567,727 be approved with funding as follows:
• $11,000,000 from original funding sources; and
• $1,650,000 from reserves, as a 15% variance for a Class "C" estimate; and
• $917,727 from operational savings including but not limited to delayed hiring’s
through 2020 and 2021.
4. That the Joint Council Committee (JCC) recommend to Council that the tender be
awarded to REMO General Contracting Ltd. in the amount of $10,836,817.
Executive Summary
The attached report to Joint Council Committee is intended to provide Aurora Town
Council with the adopted recommendations for Fire Services Headquarters Station 4-5.
Background
The attached report was considered at the Joint Council Committee (JCC) meeting on
November 26, 2019. The recommendations in the report were revised and subsequently
adopted by JCC at that meeting and adopted by Newmarket Council at its December 2, 2019.
Analysis
See attached report.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R1
Page 1 of 16
December 10, 2019 Page 2 of 3 Report No. OPS19-026
Advisory Committee Review
None.
Legal Considerations
None.
Financial Implications
See attached report.
Communications Considerations
There is no external communication required.
Alternative(s) to the Recommendation
None.
Conclusions
See attached report.
Attachments
Attachment #1 - JCC report - Fire Services Headquarters Station 4-5
Previous Reports
None.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R1
Page 2 of 16
Council Meeting Agenda
Tuesday, December 10, 2019
Item R1
Page 3 of 16
Town of Aurora
Joint Council Committee Report No. OPS19-025
Subject: Fire Services Headquarters Station 4-5
Prepared by: Allan D. Downey, Director of Operations
Department: Operational Services
Date: November 26, 2019
Recommendation
1.That Report No. OPS19-025 be received; and
2.That the revised design of Station 4-5 be approved; and
3.That the revised budget of $13,567,727 be approved from the Asset
Replacement Fund (ARF); and
4.That the Joint Council Committee (JCC) recommend that the tender be
awarded to REMO General Contracting Ltd. in the amount of $10,836,817.
Executive Summary
•The facility was redesigned to provide cost savings that would bring the facility
closer to the approved budget
•As a result of the proposed revisions to the facility design, a reduction in the
amount of $1,147,000 has been achieved
•The increase to the budget can be funded through the Asset Replacement Fund
(ARF)
•Staff recommend that the tender be awarded to REMO General Contracting Ltd.
and the budget be increased to $13,567,727
Background
The JCC recommended the approval of the design and development of a combined fire
hall, training facility headquarters to serve the needs of the residents of Aurora and
Newmarket in accordance with the Master Fire Plan.
On November 10, 2015, four (4) acres of land were purchased at the corner of Earl
Stewart Drive and Isaacson Crescent in Aurora.
Attachment #1
Council Meeting Agenda
Tuesday, December 10, 2019
Item R1
Page 4 of 16
November 26, 2019 Page 2 of 7 Report No. OPS19-025
Joint Council Committee
On February 14, 2017, JCC approved a budget of $11,000,000 for the design and
construction of the facility.
On March 28, 2017, JCC approved the engagement of Thomas Brown Architects to
design the new facility, under the guidance of a Steering Committee comprised of staff
from Aurora, Newmarket and CYFS.
Several reports and updates were presented to JCC culminating in the approval of
design on June 12, 2018.
Staff received approval to proceed to detailed design, preparation of specifications and
tender documents and proceed to public tender based on information provided in staff
report OPS18-011.
The project was released for public tender on April 12, 2019 and closed on May 22,
2019. Nine (9) bids were received as follows:
1. REMO General Contracting Ltd. $11,983,817
2. Garritano Bros Ltd $12,076,783
3. M.J. Dixon Construction Limited $12,283,000
4. Century Group Inc. $12,582,803
5. JR Certus Construction Co. Ltd. $13,307,800
6. Pre-Eng Contracting Ltd. $13,512,500
7. Jasper Construction Corp. $13,668,900
8. Percon Construction Inc. $14,093,475
9. Rea Investments Limited o/q REA Construction $15,730,000
Reference checks were performed by the Town of Aurora. Staff recommend that
REMO General Contracting Ltd. be considered as the low qualified bidder.
Analysis
The facility was redesigned to provide cost savings that would bring the facility
closer to the approved budget
Extensive consultation between the Architect, proposed low bidder and the Fire Chief
have been ongoing since the closing of the tender to ensure that all aspects of the
design are explored for modification and subsequent cost reduction.
The methodology for modifying the design was based on the following:
Council Meeting Agenda
Tuesday, December 10, 2019
Item R1
Page 5 of 16
November 26, 2019 Page 3 of 7 Report No. OPS19-025
Joint Council Committee
1. Look for elements in the design that could be eliminated or changed in order to
reduce the building area.
2. Look for elements in the design that could be changed or modified to reduce the
building cost.
3. Do not change areas programmed for Suppression.
4. Do not make changes that would severely compromise Training or Administrative
operations.
The modifications to the design encompassed the following:
Building Modifications:
• Deletion of one (1) bay in the Apparatus Bay
• Remaining bays shortened by 20’ from 90’ to 70’
• Reduction of second floor office area by the width of the deleted bay below
• Deletion of one (1) classroom on the second floor
• Adjustment of the northwest entrance and hose tower by moving both elements
east to infill area of deleted classroom
The above-noted revisions achieved a reduction in gross floor area of 4,331 square feet
from the original tender gross floor area of 28,099 square feet representing a 15.5%
reduction.
Further Modifications that did not affect Building Area:
• Change of Apparatus Bay doors from four (4) fold style to standard overhead
doors
• Elimination of large trapezoidal overhangs over the Apparatus Bays (east and
west elevation)
• Simplification of northwest building entrance
• Reduction of curtain wall systems at northwest building entrance
• Reduction of architectural precast panels at east (front) elevation of building
• Change of specification for aluminum panel cladding systems
• Elimination of vehicle extraction system, trench drain and tube heaters resulting
from deletion of one (1) Bay
• Elimination of electrical fixtures and wiring resulting from deletion of one (1) Bay
and deletion of one (1) classroom
Council Meeting Agenda
Tuesday, December 10, 2019
Item R1
Page 6 of 16
November 26, 2019 Page 4 of 7 Report No. OPS19-025
Joint Council Committee
The impact of the above-noted reductions required the following modifications:
• Reconfiguration of second floor administrative area, staff kitchen and classroom
areas
• Reconfiguration of ground floor ancillary spaces to the Apparatus Bays, storage
areas and SCBA fill and testing areas
Site Modifications:
• Relocation of the north drive aisle, parking and generator site lighting etc. to the
south in order to eliminate the retaining wall at the north property line
• Reduction of the amount of asphalt paving along the north and west property
lines resulting from the above-noted adjustment of the drive aisle
• Elimination of imported granular fill within the building area
Operational Impact resulting from Modifications
The above-noted modifications have changed the capacity of the facility. While the
operations associated with fire suppression have been maintained, other aspects of the
facility have been changed. A summary of these impacts is provided as follows:
• Reduction of Apparatus Bay number and depth has reduced future housing
opportunities for apparatus
• Deletion of one (1) classroom has reduced the capacity of training operations by
eliminating the possibility of having concurrent training sessions but training
requirements will not be comprised and will continue to be fulfilled. The reduced
second floor area and resulting reconfiguration of second floor administration
area reduces the possibility of future expansion.
Determination of cost impact resulting from modifications
After undertaking a preliminary review of the design to determine a strategy for cost
reduction, the Steering Committee attended a meeting with the lowest compliant bidder
at the end of August 2019.
The work involved in modifying the tender design was significantly more complex than
originally anticipated by the Architect as the impact of the reductions required significant
reconfiguration to the remaining spaces to ensure that the facility would be operationally
effective. To try to mitigate the issue, the Architect was granted permission to establish
contact with the bidder and work with them to develop the scope of the revisions. This
Council Meeting Agenda
Tuesday, December 10, 2019
Item R1
Page 7 of 16
November 26, 2019 Page 5 of 7 Report No. OPS19-025
Joint Council Committee
has proved to be beneficial as the bidder drew attention to items that were not originally
under consideration.
Working with the bidder, the Architect and CYFS are confident that the modifications to
the tender scope is fully explored and that further modifications are not advisable. From
a cost perspective, the order of magnitude value of changes based on discipline is as
follows (organized from greatest to least):
1. Architectural Changes
2. Civil Changes
3. Structural Changes
4. Mechanical and Electrical Changes
The cost impact of the changes places primary importance on Items 1 to 3. The cost
impact under Item 4 will be minimal.
The scope of the modifications realized cost reduction in the following categories:
• Bonding
• Retaining walls
• Concrete forming
• Cast in place concrete
• Concrete finishing
• Concrete reinforcing
• Architectural precast
• Masonry
• Vehicle Exhaust Extraction Systems
• Excavation
• Structural Steel
• Steel Deck
• Waterproofing – Below Grade
• Aluminum Cladding Systems
• Roofing
• Apparatus Bay Doors
• Gypsum Board Systems
• Acoustical Partitions (folding)
• Flooring
• Mechanical Systems
• Electrical Systems
As a result of the proposed revisions to the facility design, a reduction in the
amount of $1,147,000
Cost savings in the amount of $1,147,000 have been realized, culminating in an
adjusted tender bid of $10,836,817.
The Architect, proposed contractor and Fire Chief have modified the design to a point
that continues to maintain the original intent and scope of this facility without
jeopardizing the overall operation.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R1
Page 8 of 16
November 26, 2019 Page 6 of 7 Report No. OPS19-025
Joint Council Committee
The increase to the budget can be funded through the Asset Replacement Fund
The original budget for Fire Hall 4-5 was funded through a combination of the
Development Charge reserve and the Asset Replacement Fund (ARF).
Since the original budget was approved JCC recommended the budget include an
additional 15 percent, $1,650,000, and it be funded from the ARF. To build the Fire Hall
under its current design an additional $2,567,727 is requested to be funded from the
ARF.
At JCC’s meeting on October 22, it was agreed that any year-end surplus experienced
in excess of the budgeted reserve fund requirement (currently $700,000 based upon the
2020 draft budget) will be transferred to the asset replacement funds.
It is projected that there will be sufficient funds in the ARF to cover the additional
$2,567,727 required without impacting the rest of the capital program. These funds are
the result of realized and anticipated operational savings.
Staff recommend that the tender be awarded to REMO General Contracting Ltd.
and the budget be increased to $13,567,727
REMO General Contracting Ltd. has worked with both Towns to reduce the overall cost
of Fire hall 4-5. To award the contract to REMO General Contracting Ltd. it is
recommended the budget be increased to $13,567,727. This budget will include the
complete cost for the Fire Hall project as shown in Table 1 below.
Table 1
Fire Hall 4-5 Revised Project Budget
Non-Construction Costs: Architect $600,000
Furniture, Fixtures, Signage etc 506,500
Prefab shed for training 250,000
Allowance for props 100,000
1,456,500
Construction Costs: Tender Revised Bid 10,836,817
Non-Recoverable HST (1.76%) 190,728
Contingency (10%) 1,083,682
12,111,227
Total Revised Project Budget $13,567,727
Council Meeting Agenda
Tuesday, December 10, 2019
Item R1
Page 9 of 16
November 26, 2019 Page 7 of 7 Report No. OPS19-025
Joint Council Committee
In addition to this budget the Town of Aurora has included $87,300 for project
management fees and public art from its own reserves.
Conclusions
The project budget for Fire Hall 4-5 be increased to $13,567,727 with the additional
budget requested to be funded from the ARF and the tender be awarded to the lowest
compliant bidder REMO General Contracting Ltd.
Attachments
Attachment #1 – Revised Design.
Previous Reports
PRCS17-008 Engagement of a Design Architect and Scheduling for the new Central
York Fire Services Fire Hall, Headquarters and Training Centre, March 21, 2017
PRCS17-039 Central York Fire Services Headquarters Station 4-5, November 7, 2017
PRCS17-041 Central York Fire Services Headquarters Station 4-5, November 14, 2017
OPS18-011 Central York Fire Services Headquarters 4-5, June 12, 2018
Pre-submission Review
Departmental Approval Approved for Agenda
______________________________ ______________________________
Allan D. Downey Ian Laing
Director Fire Chief
Operational Services Central York Fire Services
______________________________ ______________________________
Jag Sharma Doug Nadorozny
Chief Administrative Officer Chief Administrative Officer
Town of Newmarket
Council Meeting Agenda
Tuesday, December 10, 2019
Item R1
Page 10 of 16
PROPERTY LINEREAR YARD SETBACKSIDEYARDSETBACKDRIVER TRANING ROUTEE A R L S T E W A R T D R I V EAODAPARKING(3)ADMIN PARKINGTRAINING PARKINGISAACSONCRESCENTCREW PARKINGCREW PARKING2700529818542R 6000R 6000R 6000R 6000R 6000R 6000R 9000R 9000R 9000R 9000R 9000R 9000R 9000R 9000R 9000R 9000R 9000R 9000R 9000R 9000720037976719885897200TO C/L OF DRIVWAY12189TRAINING PARKINGTRAINING PARKINGADMIN PARKINGVISITORPARKINGGENERATORTRAINING AREATRAINING AREATRAINING AREATRAINING AREACENTRAL YORK FIRE SERVICES HQ STATION 4-5300 EARL STEWART DRIVE. AURORA, ONTARIOSITE PLAN - TenderCouncil Meeting Agenda Tuesday, December 10, 2019 Item R1 Page 11 of 16
PROPERTY LINEREAR YARD SETBACKSIDEYARDSETBACKDRIVER TRANING ROUTEE A R L S T E W A R T D R I V EAODAPARKING(3)ADMINPARKINGTRAINING PARKINGISAAC SONC RESC ENTCREW PARKINGCREW PARKING27005300R6000R6000R6000R6000R6000R9000R9000R9000R9000R9000R9000R9000R9000R9000R9000R9000R9000R900072004517485897200TOC/LOFDRIVWAY12189TRAINING PARKINGTRAINING PARKINGADMINPARKINGVISITORPARKINGGENERATORTRAINING AREATRAINING AREATRAINING AREATRAINING AREACENTRAL YORK FIRE SERVICES HQ STATION 4-5300 EARL STEWART DRIVE. AURORA, ONTARIOSITE PLAN5HGXFHG6FRSHCouncil Meeting Agenda Tuesday, December 10, 2019 Item R1 Page 12 of 16
TSTSWDACTIVE LEAFTSTS72TSTS72TS7272TSTSTSTS72117104103102101113116136135124122121120129134114115112A105119107108111132UP TO SECURE PARTS STORAGE ABOVE301ROLL-UP SHUTTERROLL-UP SHUTTERROLL-UP SHUTTERBUNKER GEAR STORAGETOOL CRIBBUNKER GEAR RACKS(46)130COMPRESSORLINENBAY ACCESS DOORBAY ACCESS DOORTRAINING STAIRC/W RAPELLING AND HOSE DRYING FUNCTIONLINE OF MECHANICAL ROOM ABOVELINE OF SECOND FLOOR ABOVELINE OF SECOND FLOOR ABOVECENTRAL YORK FIRE SERVICES HQ STATION 4-5300 EARL STEWART DRIVE. AURORA, ONTARIOGROUND FLOOR PLAN - TenderSPATIAL PROGRAM - GROUND FLOORNUMBER ROOM NAME100VESTIBULE101ENTRANCE/HERITAGE102CAPTAINS OFFICE 1103CAPTAINS OFFICE 2104PLATOON CHIEF105UNIVERSAL WC106CORRIDOR107TRAINING OFFICE 1108WOMENS LOCKER ROOM109WOMEN`S WASHROOM110CORRIDOR111MENS WASHROOM112AMENS LOCKER ROOM112BSHOWER ROOM112CSHOWER ROOM113DORMITORY114EXTERIOR PATIO115KITCHEN116DAYROOM117EXERCISE ROOM118IT ROOM119LAUNDRY120APPARATUS BAY121GEAR ROOM122CORRIDOR123CLEAN ROOM124WORKSHOP125BAY WASHROOM126LOADING AREA127HOSE TOWER128CORRIDOR129REAR ENTRANCE130PARTS STORAGE131STAIRWAY132SCBA AIR FILL133SCBA AIR FILL134SCBA MASK REPAIR135TRAINING SPACES136ELECTRICAL ROOMCouncil Meeting Agenda Tuesday, December 10, 2019 Item R1 Page 13 of 16
WDTS72TSTSTSTSTSTS117104103102101113116135134125122121120133114115112A105119107108111132UP TO SECURE PARTS STORAGE ABOVE301BUNKER GEAR RACKS(46)129LINENBAY ACCESS DOORBAY ACCESS DOORLINE OF MECHANICAL ROOM ABOVELINE OF SECOND FLOOR ABOVELINE OF SECOND FLOOR ABOVEROLL-UP SHUTTERROLL-UP SHUTTERBUNKER GEAR STORAGETOOL CRIB118109110126128130124123131106112B112C127CENTRAL YORK FIRE SERVICES HQ STATION 4-5300 EARL STEWART DRIVE. AURORA, ONTARIOGROUND FLOOR PLAN5HGXFHG6FRSHSPATIAL PROGRAM - GROUND FLOORNUMBER ROOM NAME100VESTIBULE101ENTRANCE/HERITAGE102CAPTAINS OFFICE 1103CAPTAINS OFFICE 2104PLATOON CHIEF105UNIVERSAL WC106CORRIDOR107TRAINING OFFICE 1108WOMENS LOCKER ROOM109WOMEN`S WASHROOM110CORRIDOR111MENS WASHROOM112AMENS LOCKER ROOM112BSHOWER ROOM112CSHOWER ROOM113DORMITORY114EXTERIOR PATIO115KITCHEN116DAYROOM117EXERCISE ROOM118IT ROOM119LAUNDRY120APPARATUS BAY121GEAR ROOM122CORRIDOR123CLEAN ROOM124LOADING AREA125BAY WASHROOM126HOSE TOWER127CORRIDOR128REAR ENTRANCE129STAIRWAY130PARTS STORAGE131SCBA AIR FILL132SCBA AIR FILL133SCBA MASK REPAIR134TRAINING SPACE135ELECTRICAL ROOMCouncil Meeting Agenda Tuesday, December 10, 2019 Item R1 Page 14 of 16
72TSTS72TSTSTSTSTSTSTSTSTS220230207206101135GREEN ROOF208OPEN TO BELOW301OPEN TO BELOW229224223217 218 219205203204231232221201215225AREA DESIGNATED FOR FUTURE EXPANSIONAPPROX 1800 SQ FT.(20% OF CURRENT SECOND FLOOR AREA)202SECURE STORAGE214OPEN TO BELOWOPEN TO BELOW21121020 TABLESEOC STORAGECONFINED SPACE EXTRACTION/LADDER WINDOW PROP235234 236236233213209216200CENTRAL YORK FIRE SERVICES HQ STATION 4-5300 EARL STEWART DRIVE. AURORA, ONTARIOSECOND FLOOR PLAN - TenderSPATIAL PROGRAM - SECOND FLOORNUMBER ROOM NAME200ENTRANCE/HERITAGE201RECEPTION202RECEPTIONIST203CLOSET204COPYROOM205GENERAL WORK AREA206DEPUTY'S OFFICE 1207DEPUTY'S OFFICE 2208CHIEF'S OFFICE209ADMIN COORDINATOR210HR OFFICE211ASSISTANT DEPUTY (TRAINING)212CORRIDOR213BOARD ROOM214JANITOR215KITCHENETTE/LUNCHROOM216TRAINING OFFICE 1217TRAINING OFFICE 2218TRAINING OFFICE 3219TRAINING OFFICE 4220CORRIDOR221UNIVERSAL WC222CORRIDOR223FEMALE WASHROOM224MALE WASHROOM225SERVERY226CORRIDOR227HOSE TOWER228REAR ENTRANCE229STORAGE230CLASSROOMS231TRAINING STORAGE232MEN'S LOCKER ROOM233WASHROOM234B.A.S. ROOM235I.T. ROOM236WOMEN'S LOCKER ROOM237CORRIDOR238ELEC. CLOSET300ELEVATOR301ELEVATOREXTCouncil Meeting Agenda Tuesday, December 10, 2019 Item R1 Page 15 of 16
72TSTSTSTSTSTS226208207101134GREEN ROOF209OPEN TO BELOW301OPEN TO BELOW206203214225227201AREA DESIGNATED FOR FUTURE EXPANSIONAPPROX 1800 SQ FT.(20% OF CURRENT SECOND FLOOR AREA)202SECURE STORAGEOPEN TO BELOWOPEN TO BELOW211EOC STORAGECONFINED SPACE EXTRACTION/LADDER WINDOW PROP230229231228210216200204205212213223222220218217224126215219221232233CENTRAL YORK FIRE SERVICES HQ STATION 4-5300 EARL STEWART DRIVE. AURORA, ONTARIOSECOND FLOOR PLAN5HGXFHG6FRSHSPATIAL PROGRAM - SECOND FLOORNUMBER ROOM NAME200ENTRANCE/HERITAGE201RECEPTION202RECEPTIONIST203CLOSET204COPYROOM205HR OFFICE206GENERAL WORK AREA207DEPUTY'S OFFICE 1208DEPUTY'S OFFICE 2209CHIEF'S OFFICE210ADMIN COORDINATOR211ASSISTANT DEPUTY (TRAINING)212TRAINING OFFICE 1213TRAINING OFFICE 2214TRAINING OFFICE 3215CORRIDOR216BOARDROOM217KITCHENETTE/LUNCHROOM218JANITOR219CORRIDOR220UNIVERSAL WC221CORRIDOR222FEMALE WASHROOM223MALE WASHROOM224REAR ENTRANCE225STORAGE226CLASSROOMS227MEN'S LOCKER ROOM228WASHROOM229B.A.S. ROOM230I.T. ROOM231WOMEN'S LOCKER ROOM232CORRIDOR233ELEC. CLOSET300ELEVATOR301ELEVATOREXTCouncil Meeting Agenda Tuesday, December 10, 2019 Item R1 Page 16 of 16
Town of Aurora
Council Report No. FS19-041
Subject: Final 2020-2022 Operating Budget Approval
Prepared by: Jason Gaertner, Manager, Financial Management
Department: Finance
Date: December 10, 2019
Recommendation
1. That Report No. FS19-041 be received for information; and
2. That the 2020, 2021 and 2022 operating budgets as presented in Attachment
1, representing an estimated tax increase of 3.4, 3.4 and 2.9 percent,
respectively be approved; and
3. That a total budget of $11,755,300, $12,200,100 and $12,613,600 be approved
for 2020, 2021 and 2022, respectively relating to the Town’s share for Fire
Services; and
4. That the Town’s full-time staff complement be increased by a net of nine (9)
to 240, net of eight(8) to 248 and a net of five(5) to 253 staff (excluding
Library Board and Central York Fire Services) for 2020, 2021 and 2022,
respectively as presented in Attachment #2 and funded in the appropriate
year’s operating budget; and
5. That the reconciliation of the 2020 to 2022 operating budgets to the full
accrual basis of accounting, as required under Ontario Regulation 284/09,
as summarized in Attachment 4 be endorsed; and
6. That the necessary by-law be enacted at a future Council Meeting to set the
final billing 2020 tax rates and payment dates.
Executive Summary
This report seeks Council’s approval of the 2020 to 2022 operating budget as presented
in Attachment 1. Items of consideration include:
• The 2020 multi-year budget process was guided by Council’s two foundational
documents: Council Budget Principles, and Council Budget Process
Council Meeting Agenda
Tuesday, December 10, 2019
Item R2
Page 1 of 13
December 10, 2019 Page 2 of 9 Report No. FS19-041
• Council’s approval of the 2020, 2021 and 2022 operating budgets is required
• Each year’s recommended budget successfully addresses all identified base,
capital operating cost, growth driven, enhanced and transformational services or
strategic initiative funding pressures
• The Budget Committee recommended two changes to staff’s presented draft
operating budget
• The Town’s budget re-affirmation process offers an opportunity for Council to
adjust a future year budget should changes be required
• Council’s endorsement of the reconciliation of the 2020 to 2022 operating
budgets to the full accrual basis of accounting responds to Ontario Regulation
284/09
Background
The Town’s new multi-year budgeting framework aligns with each Council’s term.
Council approves the first year’s budget of its term and receives an accompanying
forecast of the next three budgets. In the second year of its term, Council will approve a
three-year operating budget, including all related tax impacts. Year’s three and four of
this budget will be re-affirmed by Council prior to their commencement.
As shown in Table 1, Council has already approved the first year’s budget of its term
being 2019, and received the budgets for 2020 to 2022. The Town has now reached the
stage of its multi-year budget framework where Council’s approval is sought for the
Town’s 2020 to 2022 budgets.
Table 1
Year Action Status
One Approve 2019
Receive 2020 to 2022 Complete
Two Approve 2020 to 2022 In Progress
Three Re-affirm 2021 & 2022
Four Re-affirm 2022
The Budget Committee concluded its review and discussions of the Town’s first multi-
year budget for the 2020, 2021 and 2022 fiscal years on November 25, 2019. The
Budget Committee’s final recommended budgets for Council’s approval are presented
in Attachment 1.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R2
Page 2 of 13
December 10, 2019 Page 3 of 9 Report No. FS19-041
Analysis
The 2020 multi-year budget process was guided by Council’s two foundational
documents: Council Budget Principles, and Council Budget Process
At its meeting of June 18, 2019, Council adopted the Town’s updated budget principals
and process documents. The 2020 multi-year budget process was guided by these
foundational documents. Council adopted these documents to set out clearly the
principles to be followed in preparing and reviewing its annual operating and capital
budgets, which included the detailed process which would be followed in conducting
those reviews. The budget process document outlines the additional role that the
Finance Advisory Committee fulfils in performing detailed departmental reviews outside
of the annual budget review and approval process.
Council’s approval of the 2020, 2021 and 2022 operating budgets is required
The Budget Committee is recommending that Council approve total tax increases of
3.4, 3.4 and 2.9 percent for 2020, 2021 and 2022, respectively. Each of these
recommended annual increases include 1.9 percent for inflationary pressures and 1
percent for fiscal strategies. The 2020 and 2021 increases include a further 0.5 percent
as per of the Town’s planned phase-in of the debt carrying costs relating to its new
library square development.
The one percent tax increases in 2020, 2021 and 2022 for the Town’s fiscal strategies
will primarily support its on-going strategy of increasing its contributions to infrastructure
reserves in support of infrastructure renewal and the reduction in the Town’s reliance on
supplementary tax revenues.
The Town’s final recommended three year budget is presented under Attachment #1 by
department. As per Council’s approved multi-year budget framework, its approval is
sought for the 2020, 2021 and 2022 operating budgets.
Each year’s budget successfully addresses all identified base, capital operating
cost, growth driven, enhanced & transformational services or strategic initiative
funding pressures
The Town used two forms of incremental tax levy revenues to successfully address all
identified funding pressures in each year. In addition to the above noted annual tax levy
increases, the Town accessed all of its available incremental tax revenue arising from
tax assessment growth that has taken place over the course of the prior fiscal year. The
Town strived to use its available assessment growth tax revenues, as much as possible,
Council Meeting Agenda
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Page 3 of 13
December 10, 2019 Page 4 of 9 Report No. FS19-041
to fund its growth driven tax pressures. This enables the Town to provide the same level
of service to a growing community. The additional tax levy revenue from assessment
growth does not impact the tax bill for any of the Town’s existing tax payers.
Each year’s recommended budget successfully addressed its identified funding
pressures within the Town’s budgeted incremental revenues. Some common pressures
addressed in all years include:
1. Funding of the inflationary impact on various Town contracts
2. Cost of living adjustments (COLA) and step increases for existing staff
3. The Town’s share of incremental core and growth Central York Fire Services
requirements
4. New staffing requirements driven predominantly by the Town striving to provide
the same level of service to a growing community. A summary of all new staffing
included in these budgets can be found under Attachment #2
5. Increased contributions to infrastructure reserves in support of asset
management
6. Continued reduction in Town reliance upon development driven revenues
7. All 2020, 2021 and 2022 rates, fees, and charges of the Town have been
indexed where permissible by two percent in an effort to offset the estimated
inflationary erosion of service delivery costs
8. All revenue estimates have been carefully considered in the context of
anticipated service demand for each fiscal year
The year-over-year net budget changes are outlined in Attachment #3. These changes
include all anticipated new revenues, the above noted budget pressures, as well as any
other new incremental costs that are expected in each year.
The Budget Committee recommended two changes to staff’s presented draft
operating budget
After careful consideration and discussion, the Budget Committee made two
modifications to staff’s originally tabled draft operating budgets for 2020 to 2022. These
noted modifications relate to the Town’s planned Library Square development and the
operations of its community partner, the Aurora Cultural Centre (ACC).
The total required investment for the Library Square project is presently estimated to be
$47.9 million. The Town’s proposed investment strategy for this project includes the use
of debt as a source of funding. The Town’s debt tolerance for this project was defined
as the debt principal cannot exceed a point where its annual carrying costs exceed an
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December 10, 2019 Page 5 of 9 Report No. FS19-041
equivalent value to a 1 percent tax rate increase being $484,700 in 2020. The
investment strategy for this project plans to use this maximum defined debt threshold.
The debt is expected to be required in late 2021 or early 2022. This provides the Town
time to phase in the annual carrying costs, principal and interest, of this debt. The
Budget Committee agreed to phase in these planned requirements over 2020 and 2021
in two equal tax rate increases of 0.5%.
The ACC identified operating pressures in each of the next three fiscal years totaling
$67,000, $19,000 and $21,400 in 2020, 2021 and 2022, respectively. Upon the
application of the Town’s already budgeted incremental amounts in support of the ACC,
its net remaining funding requirements were $58,700, $10,500 and $12,800 for the next
three years. The Budget Committee agreed to fund these net remaining pressures out
of existing Library Square operating budget funding already included in the
recommended operating budgets for the next three years thus avoiding the need for any
further incremental tax rate increases.
The Town’s budget re-affirmation process offers an opportunity for Council to
adjust a future year budget should changes be required
As per the Municipal Act Council is required to re-affirm the budget for future years
annually. In 2020 Council will be asked to re-affirm the budget for 2021 and 2022 and
then asked in 2021 to re-affirm the budget for 2022. However, the focus of these budget
reviews would be on the changes to the previously approved budget.
Should a significant change arise to one of these future year budgets Council will be
able to make adjustments to the applicable future year approved budgets at the time of
re-affirmation. These adjustments may include, but are not limited to;
a) Legislation changes
b) Unplanned service level changes
c) Material changes to the projected inflation rate
d) Material changes to labour agreements
e) Changes to assessment growth projections
Council’s endorsement of the reconciliation of the 2020 to 2022 operating
budgets to the full accrual basis of accounting responds to Ontario Regulation
284/09
This report responds to the requirements of Ontario Regulation 284/09. The regulation
requires municipalities to report on whether they are budgeting for amortization
expenses, post-employment benefit expenses and solid waste landfill closure and post-
Council Meeting Agenda
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December 10, 2019 Page 6 of 9 Report No. FS19-041
closure expenses. It also requires that this report be prepared prior to adopting the
budget for that year.
Attachment 4 fulfills these requirements. This attachment includes a reconciliation of the
recommended 2020, 2021 and 2022 budgets which are completed based upon a
modified accrual method of accounting with the Public Sector Accounting Board (PSAB)
Standards which are based upon the full accrual method.
Advisory Committee Review
The Financial Advisory Committee does not review the annual draft operating budget,
however they review the detailed budgets of each Town department on a rotating basis.
This approach allows the Budget Committee to focus their review on the key changes
and pressures arising in the annual budget, while relying upon the work of the Finance
Advisory Committee in regards to the review of each department’s ongoing core
operating budget details.
Legal Considerations
Section 291 of the Municipal Act provides that a municipality may prepare and adopt
multi-year budgets. For the second and each subsequent year, Town Council will have
the opportunity to re-review the budget, make any necessary changes and re-adopt the
budget for the year to which the budget applies.
Financial Implications
Residential tax bills contain three different property taxes. Taxes collected for provincial
education purposes represents approximately 20.5 percent of a residential tax bill, while
taxes for York Region are approximately 42.8 percent and the Town’s share is the
remaining 36.7 percent.
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Tuesday, December 10, 2019
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December 10, 2019 Page 7 of 9 Report No. FS19-041
Total gross expenditures of $71,774,400; $74,953,300; and $77,676,400 are planned
for the next three years. These planned expenditures are partially offset by non-tax
revenues such as investment income, user fees, grants, and fines & penalties. The
remaining requirement is raised through property taxes. Table 2 outlines the
recommended tax levy requirements for each of these years.
Table 2
Year
Proposed
Gross
Expenditures
Planned
Non-Tax
Revenues
Total Tax
Levy
Requirement
2020 71,774,400 (21,669,900) 50,104,500
2021 74,953,300 (21,883,800) 53,069,500
2022 77,676,400 (21,845,400) 55,831,000
Table 3 summarizes the estimated impact that the Town’s recommended annual tax
increases of 3.4, 3.4 and 2.9 percent for 2020, 2021 and 2022 respectively, will have on
a typical Aurora residential tax payer. When these recommended tax increases are
combined with those of York Region and the Board of Education
Table 3
Year
Proposed
Tax
Increase
Increase per
$100k of
Assessed
Value
Increase for
Average Aurora
Home Assessed
at $800k
2020 3.4% $10 $79
2021 3.4% $10 $83
2022 2.9% $9 $73
When combined with the Region of York’s proposed tax increases of 2.96% per year for
2020 to 2022, and the expected net 0% increase on the provincial education share of
the tax bill, the combined effect on the overall tax bill in Aurora is expected to be
approximately 2.5%, 2.6% and 2.4% on average for residential properties. This
translates to an average incremental cost of $158, $164 and $157 for an average home
assessed at $800,000.
All reports, presentations and materials presented to the Budget Committee will remain
available to the public on the Town’s Budget and Financial Information website page.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R2
Page 7 of 13
December 10, 2019 Page 8 of 9 Report No. FS19-041
Communications Considerations
A press release and information kit has been prepared related to the approval of the
Town’s 2020, 2021 and 2022 Operating Budgets. Updated budget information will be
included on the reverse side of the Final Tax Bill Brochure included with all mailed tax
billings to be issued in June. The full budget details have been updated to the Town’s
Budget and Financial Information page on our website, including the capital budget
approval report and detailed capital sheets of all approved projects.
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
1. Council may make further adjustments to the budget than those recommended
by Budget Committee.
Conclusions
The Budget Committee has concluded its review of the Town’s first multi-year operating
budget covering the 2020, 2021 and 2022 fiscal years. The result of these final
recommended budgets is a 3.4, 3.4 and 2.9 percent tax increase for each of the next
three years on the Aurora share of the tax bill. When combined with the increases for
the Region of York and the provincial education portions, the estimated overall tax
impact for Aurora residents is 2.5, 2.6 and 2.4 percent.
This operating budget includes the first phase-in amount relating to the funding of the
estimated annual debt carrying costs for the planned Library Square debenture.
In the preparation of the 2020-22 operating budgets, in accordance with Ontario
Regulation 284/09 section 2, the Town of Aurora has undertaken a reconciliation of
these operating budgets to the full accrual basis of accounting.
Attachments
Attachment # 1 – 2020, 2021, 2022 Draft Operating Budget – By Department
Council Meeting Agenda
Tuesday, December 10, 2019
Item R2
Page 8 of 13
Council Meeting Agenda
Tuesday, December 10, 2019
Item R2
Page 9 of 13
Attachment #1
FINAL Program Tax Levy Summary
2017 2018 Net Fcst* Gross Net Gross Net $ %
Mayor & Council 538.9 607.3 571.1 576.1 576.1 578.1 578.1 2.0 0.3%
Office of the CAO 1,065.6 1,166.0 1,276.6 1,332.4 1,332.1 1,378.8 1,378.5 46.4 3.5%
Corporate Services 6,706.7 7,111.0 7,420.6 8,269.9 7,472.9 9,330.6 8,364.7 891.8 11.9%
Finance 1,302.9 2,119.9 1,730.9 2,293.8 1,837.5 2,503.6 2,073.6 236.1 12.9%
Planning & Development Services (959.6) (161.8) 535.1 5,868.5 1,047.8 6,124.6 1,117.3 69.5 6.6%
Operational Services 9,991.5 10,009.7 9,919.0 11,063.9 9,996.1 11,724.0 10,578.3 582.3 5.8%
Community Services 7,553.1 7,901.0 8,728.9 14,654.1 9,429.7 15,381.5 9,628.3 198.6 2.1%
Corporate Revenues and Expenses 2,402.7 1,724.6 589.6 8,364.9 535.0 9,129.8 762.2 227.1 42.5%
Departmental Total 28,603.7 30,479.7 30,771.8 52,423.7 32,227.3 56,151.0 34,481.1 2,253.8 7.0%
Central York Fire Services 10,225.0 10,496.4 11,188.1 11,188.1 11,188.1 11,755.3 11,755.3 567.2 5.1%
Library 3,767.7 3,843.1 3,843.1 3,843.1 3,843.1 3,868.1 3,868.1 25.0 0.7%
Total 42,596.4 44,819.1 45,803.0 67,454.9 47,258.5 71,774.4 50,104.5 2,846.0 6.0%
Assessment Growth 1,209.4 2.6%
Proposed Tax Increase 1,636.6 3.4%
Gross Net $ % Gross Net $ %
587.6 587.6 9.5 1.6% 597.2 597.2 9.7 1.6%
1,403.1 1,402.8 24.4 1.8% 1,428.1 1,427.8 25.0 1.8%
10,160.2 9,174.6 809.8 9.7% 10,559.4 9,555.2 380.6 4.1%
2,688.3 2,160.3 86.6 4.2% 2,849.7 2,334.7 174.5 8.1%
6,466.8 1,116.1 (1.2) (0.1%) 6,786.3 1,184.0 68.0 6.1%
12,230.0 11,106.4 528.1 5.0% 12,755.1 11,629.9 523.5 4.7%
15,982.7 10,208.3 580.0 6.0% 16,263.4 10,535.0 326.8 3.2%
9,338.4 1,217.3 455.1 59.7% 9,889.5 2,019.4 802.1 65.9%
58,857.1 36,973.3 2,492.2 7.2% 61,128.7 39,283.3 2,310.0 6.2%
12,200.1 12,200.1 444.8 3.8% 12,613.6 12,613.6 413.5 3.4%
3,896.1 3,896.1 28.0 0.7% 3,934.1 3,934.1 38.0 1.0%
74,953.3 53,069.5 2,965.0 5.9% 77,676.4 55,831.0 2,761.5 5.2%
Assessment Growth 1,204.7 2.4% 1,178.6 2.2%
Proposed Tax Increase 1,760.3 3.4% 1,582.9 2.9%
*Net forecast as of August 31, 2019
Total Proposed Budget
Total Departmental Budget
Library
$000's
Mayor & Council
Net Change
2020 Proposed
2021 Proposed 2022 Proposed
Net Change
Net Change
Central York Fire Services
Corporate Services
Finance
$000's
Net Actual Results 2019 Budget
Community Services
Corporate Revenues and Expenses
Planning & Development Services
Operational Services
Office of the CAO
Council Meeting Agenda
Tuesday, December 10, 2019
Item R2
Page 10 of 13
Attachment #2
FINAL 2020 TO 2022 Operating Budget Impacts
Converted & New Positions, and Other Adjustments Included 2020, 2021 and 2022 Budgets
FTE Gross Net FTE Gross Net FTE Gross Net
Opening Full Time Equivalent (FTE) 231 240 248
Corporate Services
2 252,000 252,000 1 111,800 111,800 1 111,800 111,800
Project Manager, PMO (Conversion)1 136,200 -
Parking/By-Law Officers (Conversion)2 163,000 8,500
Uplift of Part Time to Full Time Customer Service Rep 1 55,700 55,700
Human Resources Consultant 1 108,800 108,800
Legal Assisstant 1 74,300 74,300
Legal Acticling Student 1 90,000 90,000
Finance
1 119,800 119,800
Financial ERP Specialist 1 111,100 -
Procurement Analyst 1 90,900 90,900
Planning & Development Services
1 75,000 75,000
Operational Services
1 82,000 -
Flex Service Person (Conversion)1 81,300 15,900
Flex Service Person 1 81,300 81,300
Parks Operator 1 83,000 83,000
Community Services
Community Programmer 1 83,900 83,900
Facility Booking Administrator 1 68,200 68,200
1 100,900 -
Closing Full Time Equivalent (FTE) 240 918,200 480,100 248 712,100 500,100 253 450,700 450,700
985
2020 2021 2022
Sport & Community Development Specialist (Conversion)
IT Strategic Plan Positions
Senior Financial Management Advisor
Administrative Assistant - Engineering Division
Water Meter/Backflow Administrator
Council Meeting Agenda
Tuesday, December 10, 2019
Item R2
Page 11 of 13
Attachment #3
FINAL Financial Summary
Fcst* Budget
2017 2018 2019 2019 2020 2021 2022
Departmental:
Expenditures 48,921.5 54,541.9 54,418.3 52,423.7 56,151.0 58,857.1 61,128.7
Non-Tax Revenues (20,317.8) (24,062.2) (23,646.5) (20,196.4) (21,669.9) (21,883.9) (21,845.4)
Net Departmental 28,603.7 30,479.7 30,771.8 32,227.3 34,481.1 36,973.3 39,283.3
Fire Services 10,225.0 10,496.4 11,188.1 11,188.1 11,755.3 12,200.1 12,613.6
Library 3,767.7 3,843.1 3,843.1 3,843.1 3,868.1 3,896.1 3,934.1
Total Proposed Budget 42,596.4 44,819.1 45,803.0 47,258.5 50,104.5 53,069.5 55,831.0
Assessment Growth 1,209.4 1,204.7 1,178.6
Proposed Tax Increase 1,636.6 1,760.3 1,582.9
*Net forecast as of August 31, 2019
Net Budget Change Summary
FTE $000's FTE $000's FTE $000's
- 947.3 - 642.0 - 523.2
- 318.3 - 184.1 - 219.1
Rate stabilization draws/contributions - 291.6 - (333.8) - 208.9
- 192.5 - 130.1 - 191.5
- 86.6 - 88.7 - 98.3
- 81.4 - 35.7 - 29.5
Insurance premium increases - 55.2 - 60.8 - 66.8
- - - 100.0 - 56.0
- (495.3) - (61.7) - -
- (235.0) - (129.7) - (92.2)
- (208.7) - (129.6) - (105.9)
One time provincial modernization grant - (160.4) - 160.4 - -
- (83.4) - (67.2) - 103.9
- (42.8) - (18.3) - (6.3)
- 747.4 - 661.5 - 1,292.9
- 253.0 - 257.0 - -
- 240.0 - 240.0 - -
- - - 175.0 - -
- 493.0 - 672.0 - -
Central York Fire Services - 567.2 - 444.8 - 413.5
New positions - Various 5.0 357.5 6.0 500.1 5.0 450.7
- 189.0 - 158.8 - 65.8
- 171.3 - 39.8 - 52.7
- 44.7 - 37.8 - 37.8
- 37.3 - 38.6 - 45.3
4.0 8.5 1.0 - - -
- (328.7) - (38.1) - (57.8)
- (181.7) - (115.9) - (129.2)
9.0 865.2 7.0 1,066.0 5.0 878.8
- 229.1 - 30.0 - -
- - 1.0 - - -
- 229.1 1.0 30.0 - -
- 436.3 - 460.6 - 539.8
- 75.0 - 75.0 - 50.0
- 511.3 - 535.6 - 589.8
9.0 2,846.0 8.0 2,965.0 5.0 2,761.5
Proposed Budget
2020 2021
Capital Operating Costs
Phase in of New Library Square Operating Budget
New HRIS Software Maintenance & Support
Sponsorship / advertising revenues
$000's Net Actual Results
Other savings / revenues
Lease revenues
Overhead support recoveries from water & building operations
Phase in of annual debt carrying costs for planned Library Square Debenture
2022
Base
Salary & Wages including COLA, step increases and other approved staffing actions
Inflationary impacts on various Town contracts
Penalty revenue increases
Multi-year budget contingency
Town Facility operating cost increases (utilities, heating, operating supplies)
Solid waste / recycling contract increases
Fleet and equipment operation
Maintaining Service Levels for Growth
New Positions - Various Conversions
Development driven revenue increases
Enhancements and Transformation
New Positions - Financial & Systems Specialist
IT Strategic Plan driven non staffing enhancements
Community partner delivered services
Community program revenue increases
Contract increases
Part time / contract increases
Solid waste / recycling contract increases
Fiscal Strategy
Reduce reliance on Supplementary Taxes
Total Net Budget Change
Cash to capital contribution to reserve
Council Meeting Agenda
Tuesday, December 10, 2019
Item R2
Page 12 of 13
Attachment #4Reconciling the 2020, 2021 and 2022 Budgets with PSAB StandardsFull Accrual Full Accrual Full Accrual Operating CapitalOperating Capital*Operating Capital*Revenues71,77424,357 - 96,132 74,953 61,156 - 136,10977,676 17,425 - 95,101Transfers from reserves(12,115) (12,115)(20,358) (20,358)(9,637) (9,637)Total Revenues71,774 24,357 (12,115) 84,01774,953 61,156 (20,358) 115,751 77,676 17,425 (9,637) 85,465Expenses71,77424,357 - 96,132 74,953 61,156 - 136,10977,676 17,425 - 95,101Transfers to reserves(10,397) (10,397)(10,420) (10,420)(11,066) (11,066)Acqusition of tangible capital assets(23,267) (23,267)(60,856) (60,856)(17,393) (17,393)Debt principal repayments(1,072) (1,072)(1,105) (1,105)(1,139) (1,139)Amortization13,420 13,42013,922 13,92214,443 14,443WSIB59 5953 5349 49Post employment benefits313 313324 324336 336Total Expenses71,774 24,357 (20,944) 75,18774,953 61,156 (58,082) 78,027 77,676 17,425 (14,770) 80,331Surplus- - 8,830 8,830- - 37,724 37,724 - - 5,134 5,134*As per ten year capital plan.202020212022Proposed budgetProposed budgetOperating and CapitalOperating and Capital(in $ooo's)Reporting ChangeReporting ChangeReporting ChangeModified Accrual Modified Accrual Modified AccrualOperating and CapitalCouncil Meeting Agenda Tuesday, December 10, 2019 Item R2 Page 13 of 13
Town of Aurora
Council Report No. FS19-032
Subject: 2020 to 2022 Water, Wastewater, Stormwater Budgets and Rates
Prepared by: Laura Sheardown, Financial Management Advisor
Department: Finance
Date: December 10, 2019
Recommendation
1. That Report No. FS19-032 be received; and
2. That the 2020, 2021 and 2022 combined Water, Wastewater and Stormwater
budgets of $28,805,381, $30,474,578 and $31,504,392 respectively be
approved; and
3. That the 2020, 2021 and 2022 retail water rate of $2.41, $2.45 and $2.48 per
cubic metre and the retail wastewater rate of $3.11, $3.11 and $3.15 per cubic
metre respectively be approved; and
4. That the 2020, 2021 and 2022 flat stormwater charges of $7.09, $8.01 and $9.32
per unit per month for residential and condominium properties and $90.07,
$101.73 and $118.31 per unit per month for metered non-residential
commercial/industrial and multi residential properties respectively be
approved; and
5. That the new approved retail water, retail wastewater and stormwater charge
rate become effective for all billings issued by the Town on or after May 1 of
the effective year, and be retroactive for all consumption newly billed on such
billings; and
6. That the 2020, 2021 and 2022 bulk water rates of $5.52, $5.56 and $5.63 per
cubic metre, respectively, dispensed effective May 1 of the effective year be
approved; and
7. That the necessary by-law be enacted to implement the 2020, 2021 and 2022
retail water rates, retail wastewater rates, stormwater charges and bulk water
purchase rates.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 1 of 18
December 10, 2019 Page 2 of 11 FS19-032
Executive Summary
The purpose of the report is to present the budget for rate supported utility programs
and to set the 2020, 2021 and 2022 rates for water, wastewater and stormwater
services for billings issued on or after May 1 of the effective year.
• Budgets for water, wastewater and stormwater operations should be viewed as
individual cost recovery budgets
• The corporate overhead charge has increased and continues to be spread
across all three utility budgets
• The Region's on-going wholesale water and wastewater rate increases add
pressure to the Town's underlying costs
• The water demand per household continues to decline
• Annual water consumption is impacted by the weather
• The investigation of water loss is ongoing
• A stormwater rate structure review is currently underway; results will be
presented to Council once they are completed
• The water, wastewater and stormwater 2020, 2021 and 2022 budget summaries
are attached
• Overall the recommended 2020, 2021 and 2022 water and wastewater rate
increases are moderate
• The larger stormwater rate increases are a reflection the growing maintenance
and repair needs for the Town's stormwater system
• Upward pressure on Town of Aurora utility rates is expected to continue into the
future
• There will be an opportunity to make adjustments to future year water,
wastewater or stormwater budgets as part of the Town’s budget re-affirmation
process
Background
In order to remain in sync with the Town's newly adopted multi-year operating budget
framework, a draft three year budget for the Town's water, wastewater and stormwater
operations have been developed on a balanced, cost-recovery basis. Each of these
budgets were built upon the following foundational elements:
• Assurance of capital asset sustainability: Each budget will strive to ensure that
sufficient funds are being contributed to reserves to ensure that the funds are
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 2 of 18
December 10, 2019 Page 3 of 11 FS19-032
available when infrastructure repair and replacement requirements arise. In
addition, each budget strives to ensure that the proper level of funding is planned
in support of capital asset maintenance to ensure that system assets are
achieving expected useful lives.
• Inclusion of overhead chargeback: Each budget will include a cost for its share of
the Town’s total overhead costs which are recovered from the tax levy funded
operating budget.
• Inclusion of growth driven incremental operating costs: The incremental
operating costs directly related to providing the same level of service to a
growing community such as maintaining water quality and testing requirements
and operations support costs.
• Estimate total water volume to be purchased from the Region of York; in an effort
to calculate the Town’s expected wholesale costs for water and wastewater
treatment services.
• Take into consideration all other known information: Include any other known
requirements in support of each utilities’ operations in the budget.
• Determination of required retail rate: Based upon the Town’s estimate of water
consumption, the required rate is set in order to fully recover the identified gross
operating budget for the period.
Similar to last year, this year’s water budgets have been developed collaboratively with
input from Operations, Billing Administration and Financial Management staff. All
applicable ten year capital requirements were factored into the contribution to capital
and reserve health analysis. In addition, all other operating costs have been reviewed in
detail and adjusted where considered appropriate. During the development of the tax
funded operating budget, the allocation of corporate overhead to the water budgets was
adjusted to reflect actual costs and time allocations of staff directly and indirectly
involved in the water operations.
The largest challenge in developing the water budget is in estimating the expected
volumes to be purchased from the Region of York. It is the volume of water purchased
together with rates that determine wholesale water and wastewater costs and the
required retail water and wastewater revenues. To do this, staff worked with the Region
to create an estimate and this expected water flow to Aurora was used for the basis of
setting wholesale cost estimates, and the balancing of budgets by setting retail rates.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 3 of 18
December 10, 2019 Page 4 of 11 FS19-032
Analysis
Budgets for water, wastewater and stormwater operations should be viewed as
individual cost recovery budgets
As provincial regulations require that each specific water budget be fully cost recovered,
water, wastewater and stormwater utility budgets should also be viewed as distinct
operating budgets, each balanced by a full cost recovery. Consequently, the Town has
built its utility budgets accordingly and proposed rates that ensure these budgets are
fully cost recovered each fiscal year.
Please note that the Town Operations and Maintenance budgets for all water budgets
include one additional FTE starting in 2020. The request for this FTE has been included
in the 2020-22 Operating Budget requests and business cases.
The corporate overhead charge has increased and continues to be spread across
all three utility budgets
The methodology upon which the 2019 overhead charge calculation was based
continues to be utilized for the overhead calculation for the 2020, 2021 and 2022
operating budgets. This methodology is consistent with the one being utilized for the
corporate overhead recovery from Building Services. This has resulted in a slight
increase in the corporate overhead charge.
In addition to the corporate overhead charge, each utility budget is charged for costs
incurred by the Finance department for administration and billing functions that are
performed on behalf of these utility operations.
These noted corporate overhead and administrative costs continue to be charged to all
three of these utility operations.
The Region's on-going wholesale water and wastewater rate increases add
pressure to the Town's underlying costs
Similar to the Town of Aurora, York Region is responsible for the maintenance of and
repair & replacement of a growing base of water and wastewater asset infrastructure. In
an effort to ensure that its assets were sustainable, the Region has been increasing its
wholesale water and wastewater discharge rates by approximately nine percent per
year since 2016. The nine percent increase is expected to conclude in 2020 and then
drop to more of an inflationary increase of three percent per year for the next few years.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 4 of 18
December 10, 2019 Page 5 of 11 FS19-032
These material increases have consequently placed considerable pressure on the
Town’s water and wastewater rates each year as the Town must purchase its water and
have its wastewater treated by York Region.
The water demand per household continues to decline
The Town’s water demand per household continues to decline, however its overall
water demand has continued to increase due to household growth. There are three key
contributors to individual households using less water each year on average:
• New construction and renovation has seen reductions in total family water use
through the implementation of more and improved water efficient devices and
fixtures in the home. In addition, businesses seek to reduce their water
consumption in their operations as well.
• With water rates increasing and the resultant increases in the household water
billings, families are becoming more sensitive and wise in how they use and
improve conservation within their homes. Water demand is seemingly fairly
elastic with price increases.
• The restriction on outdoor pesticide and herbicide use has resulted in significant
infestation of dandelions and other common weeds. With the increasingly difficult
fight against these invaders, together with price sensitivity to increasing rates,
many families have simply stopped watering or significantly reduced watering
their lawns, further reducing demand per household.
Annual water consumption is impacted by the weather
Weather may have an impact on the annual demand for water. The greatest volatility in
water demand takes place during the summer months. The unpredictable weather
during the summer months has an impact on forecasted water consumption. Looking
back at consumption data for years with cooler and wet summer months, staff can see a
direct correlation between the weather and our resident’s consumption of water. As staff
are unable to reliably predict the weather for this coming summer season, we have had
to rely upon the information provided by the Farmer’s Almanac which is predicting a wet
and warmer summer than normal.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 5 of 18
December 10, 2019 Page 6 of 11 FS19-032
The investigation of water loss is ongoing
For 2018, the water loss within our system was11.1%, which York region has indicated
is within municipal standards and represents a well-managed system. Water loss can
be attributed to a variety of factors such as hydrant flushing, fire suppression leaks,
water main breaks, faulty meter readings, construction activity and theft.
Operations staff have implemented an audit process for water consumption as a result
of ongoing maintenance and fire suppression as well as meter replacement. Staff are
also considering additional programs such as flow monitoring to further address the
water loss.
A stormwater rate structure review is currently underway; results will be
presented to Council once they are completed
With an understanding that its stormwater system requirements would continue to grow
materially over the next several years, the Town engaged a consultant to assist it in
evaluating potential more equitable stormwater rate structures. In the summer of 2019,
Staff brought a report to Council outlining the consultant’s findings and
recommendations. At that time Council approved a project allowing staff to explore
further the implementation of the consultant’s recommended alternative rate structure.
When it is in a position to do so, staff will bring a report to Council for its consideration,
which may impact proposed rates.
The water, wastewater and stormwater 2020, 2021 and 2022 budget summaries
are attached
Attachments #1 through #4 at the end of this report outline the budget details for each
individual Town utility operation along with a consolidated summary of all three utility
operations. It should be noted that each individual utility operation’s gross operating
requirements will be fully cost recovered through their established user rates should
Council approve staff’s recommended rate increases for each year’s budget.
Overall the recommended 2020, 2021 and 2022 water and wastewater rate
increases are moderate
Table 1 below presents the rates that are required in order to fully recover the identified
gross operating requirements for water and wastewater operations for each year. These
required rates are heavily influenced by the estimated volumes of water flow for each
fiscal year.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 6 of 18
December 10, 2019 Page 7 of 11 FS19-032
Table 1 – Proposed Water Rates for 2020-2022
Retail
Water
Rate
(per
cu.m)
Retail
Wastewater
Rate
(per cu.m)
Combined
Water &
Wastewater
Rate
(per cu.m)
Stormwater
Flat Rate
Residential
(per
month)
Stormwater
Flat Rate
Non-
Residential
(per
month)
2019 Rate $2.18 $2.65 $4.83 $5.44 $69.08
2020 Proposed $2.41 $3.11 $5.52 $7.09 $90.07
Change (%) 10.6% 17.4% 14.3% 30.3% 30.4%
2021 Proposed $2.45 $3.11 $5.56 $8.01 $101.73
Change (%) 1.7% 0.0% 0.7% 13.0% 12.9%
2022 Proposed $2.48 $3.15 $5.63 $9.32 $118.31
Change (%) 1.2% 1.3% 1.3% 16.4% 16.3%
The average residential household uses approximately 54 cubic metres of water per
quarter. The impact of these rate changes on their quarterly bill for 2020 are
summarized in Table 2 below:
Table 2 – Average Quarterly Residential Bill Impact
Current
rates billing
Proposed
rates billing*
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
2020 Average Bill
Water Services $117.72 $130.14 $12.42 10.6%
Wastewater 143.10 167.94 24.84
17.4%
Stormwater 16.32 21.27 4.95 30.3%
Total Billing $277.14 $319.35 $42.21 15.2%
2021 Average Bill
Water Services $130.14 $132.30 $2.16 1.7%
Wastewater 167.94 167.94 0.00 0.0%
Stormwater 21.27 24.03 2.76 13.0%
Total Billing $319.35 $324.27 $4.92 1.5%
2022 Average Bill
Water Services $132.30 $133.92 $1.62 1.2%
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 7 of 18
December 10, 2019 Page 8 of 11 FS19-032
Wastewater 167.94 170.10 2.16 1.3%
Stormwater 24.03 27.96 3.93 16.4%
Total Billing $324.27 $331.98 $7.71 2.2%
* Effective for billings issued after May 1, including all newly billed consumption thereon
As can be seen in Table 2, the impact of the proposed rate increases for a residential
property is approximately $168.84 for 2020 ($42.21 times four billings); $19.68 for 2021;
and $30.84 for 2022.
The larger stormwater rate increases are a reflection the growing maintenance
and repair needs for the Town's stormwater system
As can be seen from Table 1, the required increases to the Town’s storm water rates
over the next three years are more material in nature. These required increases are
attributable to the Town’s storm water infrastructure beginning to show its age as well
as the impact of climate change on the volume of stormwater travelling through our
system and therefore requiring more maintenance and repair & replacement.
Consequently, the storm water reserve’s financial health has begun to deteriorate in
recent years. In an effort to improve the health of this reserve, the Town has had to
adopt a more aggressive funding strategy which is impacting the required storm water
rate as well. The other key driver placing additional pressure on the storm water rate is
in general the cost to maintain or replace storm water infrastructure has proven to be
more expensive.
Upward pressure on Town of Aurora utility rates is expected to continue into the
future
It is anticipated that there will continue to be an upward pressure on the Town’s utility
rates. This upward pressure will be driven by multiple drivers such as increasing costs
for the Town’s purchase of clean water for resale and the treatment of its wastewater.
As noted above, the York Region is forecasting a continued increase to its rates for
water and wastewater. In addition, as the Town’s underground infrastructure continues
to age, the Town must continue its strategy of setting aside the significant funding now
that will be required in the future to replace this aging infrastructure in the future. This
strategy allows the Town to spread its recovery of these significant requirements from
rate payers over a longer period of time, thus making it more financially feasible for all.
The other significant driver on rates will be future growth and inflation impacts.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 8 of 18
December 10, 2019 Page 9 of 11 FS19-032
There will be an opportunity to make adjustments to future year water,
wastewater or stormwater budgets as part of the Town’s budget re-affirmation
process
Should an unplanned impact arise subsequent to the initial approval of a future year
water, wastewater or stormwater budget, there is an opportunity for the Town to make
any necessary budget adjustments to any of its utility operation budgets and
consequently its required user rates through the Town’s annual budget re-affirmation
process.
Advisory Committee Review
Not applicable.
Legal Considerations
The budgets and rates for water, wastewater and stormwater utilities operations must
be approved by Council. The proposed budgets provide sufficient resources for the
Town staff to meet all statutory responsibilities of the Town as an owner and operator of
systems for water distribution, wastewater collection and stormwater collection and
management.
Financial Implications
The water, wastewater and stormwater budgets are all full cost recovery driven. In
developing the budgets, water flow estimates are made, wholesale costs then
determined, operating and administrative costs developed, internal charges confirmed,
and contribution requirements for reserves established. Ultimately, the full costs of
these services are then recovered by establishing rates required to do so for the
forecast volumes.
This year’s budget sees the internal charge for corporate overhead allocation increased
as determined by the overhead allocation formulas.
Should Council approve the utility rates recommended by staff for each year, the
underlying identified gross operating requirements for each utility operation are
financially feasible and in compliance with all applicable legislation.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 9 of 18
December 10, 2019 Page 10 of 11 FS19-032
Communications Considerations
Finance and Corporate Communications staff will work together in preparing a press
release regarding the adoption of the utilities budgets and the impacts to be expected.
Link to Strategic Plan
Strategic Plan Goal of Supporting an Exceptional Quality of Life for All Objective 2:
Invest in Sustainable Infrastructure. Both legislation and fiscal management lead to
creating sustainable water, wastewater and stormwater infrastructure. Providing the
appropriate rates ensures that sufficient revenues are generated to create financial
sustainability and maintain the assets accordingly.
Alternative(s) to the Recommendation
1. Council may choose to accept, amend or reject any or all of the recommendations
of this report.
Conclusions
The water, wastewater and stormwater programs are all funded through a rate structure
based on consumption and full cost recovery. Overall, the proposed rate changes result
in an increase of $168.84 annually for 2020 for the average residential household. On a
combined basis, the rates outlined in the recommendations are in line with previous
year’s increases and represent a prudent approach to achieving full cost recovery for
future years. All new rates are to become effective for all billings issued by the Town on
or after May 1, 2020 2021 and 2022 respectively and be retroactive for all consumption
newly billed on such billings. This approach is consistent with past years, and ensures
all properties receive four quarterly bills at the old rates and four quarterly bills at the
new rates each year.
Attachments
Attachment #1: Summary Water Operations Budget
Attachment #2: Summary Wastewater Operations Budget
Attachment #3: Summary Stormwater Operations Budget
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 10 of 18
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 11 of 18
Attachment #1 2019 Forecast to Year End 2019 Budget 2019 Budget/Actual variance fav(unfav) 2020 Budget % Change Budget 2021 Budget % Change Budget 2022 Budget % Change Budget (9,797,962) (11,105,365) (1,307,403) (11,552,126) 4.0% (12,101,617) 4.8% (12,385,961) 2.3% 6,113,727 7,151,000 1,037,273 7,569,518 5.9% 7,913,504 4.5% 8,156,720 3.1% (3,684,235) (3,954,365) (270,130) (3,982,608) 0.7% (4,188,113) 5.2% (4,229,241) 1.0% 1,108,661 1,029,581 (79,080) 922,994 -10.4% 927,221 0.5% 924,862 -0.3% 997,622 1,266,284 268,662 1,382,372 9.2% 1,417,922 2.6% 1,455,641 2.7% 710,400 710,400 - 749,142 5.5% 784,870 4.8% 810,638 3.3% 1,700,000 1,700,000 - 1,700,000 0.0% 1,700,000 0.0% 1,700,000 0.0% (735,462) (751,900) (16,438) (771,900) 2.7% (641,900) -16.8% (661,900) 3.1% 3,781,221 3,954,365 173,144 3,982,608 0.7% 4,188,113 5.2% 4,229,241 1.0% 96,986 - (96,986) (0) 0 0 9,894,948 11,105,365 1,210,417 11,552,126 4.0% 12,101,617 4.8% 12,385,961 2.3%Gross Contribution to Fixed CostsTown Operational, Administrative and Fiscal CostsTown Operations and MaintenanceAdministration and Billing WaterInfrastructure Sustainability Reserve ContributionsLess: Misc Revenue and direct cost recoveriesTotal Fixed Town CostsNet Budget - (surplus)deficitTotal Expenditures: Region Wholesale Charges plus Town CostsCorporate Overhead AllocationRequired rate revenuesLess: Region Wholesale ChargesCouncil Meeting Agenda Tuesday, December 10, 2019 Item R3 Page 12 of 18
Gross Contribution to Fixed CostsTown Operational, Administrative and Fiscal CostsTown Operations and MaintenanceAdministration and BillingInfrastructure Sustainability Reserve ContributionsLess: Misc Revenue and direct cost recoveriesTotal Fixed Town CostsNet Budget - (surplus)deficitTotal Expenditures: Region Wholesale Charges plus Town CostsCorporate Overhead AllocationRequired rate revenuesLess: Region Wholesale ChargesAttachment #2 2019 Forecast to Year End 2019 Budget 2019 Budget/Actual variance fav(unfav) 2020 Budget % Change Budget 2021 Budget % Change Budget 2022 Budget % Change Budget (12,846,910) (13,839,100) (992,190) (14,741,594) 6.5% (15,413,999) 4.6% (15,708,083) 1.9% 9,826,825 10,944,000 1,117,175 11,459,330 4.7% 11,845,616 3.4% 12,356,197 4.3% (3,020,085) (2,895,100) 124,985 (3,282,264) 13.4% (3,568,383) 8.7% (3,351,886) -6.1% 791,959 868,800 76,841 1,225,707 41.1% 1,233,879 0.7% 1,247,254 1.1% 261,400 261,400 - 261,400 0.0% 261,400 0.0% 261,400 0.0% 554,900 554,900 - 585,157 5.5% 613,104 4.8% 633,232 3.3% 1,300,000 1,300,000 - 1,300,000 0.0% 1,550,000 19.2% 1,300,000 -16.1% (60,356) (90,000) (29,644) (90,000) 0.0% (90,000) 0.0% (90,000) 0.0% 2,847,903 2,895,100 47,197 3,282,264 13.4% 3,568,383 8.7% 3,351,886 -6.1% (172,182) - 172,182 0 0 - - 12,674,728 13,839,100 1,164,372 14,741,594 6.5% 15,413,999 4.6% 15,708,083 1.9% WastewaterCouncil Meeting Agenda Tuesday, December 10, 2019 Item R3 Page 13 of 18
Gross Contribution to Fixed CostsTown Operational, Administrative and Fiscal CostsTown Operations and MaintenanceAdministration and BillingInfrastructure Sustainability Reserve ContributionsLess: Misc Revenue and direct cost recoveriesTotal Fixed Town CostsNet Budget - (surplus)deficitTotal Expenditures: Region Wholesale Charges plus Town CostsCorporate Overhead AllocationRequired rate revenuesLess: Region Wholesale ChargesAttachment #3 2019 Forecast to Year End 2019 Budget 2019 Budget/Actual variance fav(unfav) 2020 Budget % Change Budget 2021 Budget % Change Budget 2022 Budget % Change Budget (1,973,944) (2,069,100) (95,156) (2,511,661) 21.4% (2,958,962) 17.8% (3,410,348) 15.3% - (1,973,944) (2,069,100) (95,156) (2,511,661) 21.4% (2,958,962) 17.8% (3,410,348) 15.3% 461,942 529,200 67,258 769,848 45.5% 1,015,360 31.9% 1,265,492 24.6% 105,400 105,400 - 105,400 105,400 105,400 34,500 34,500 - 36,413 38,202 39,456 1,400,000 1,400,000 - 1,600,000 14.3% 1,800,000 12.5% 2,000,000 11.1% - - - - - - 2,001,842 2,069,100 67,258 2,511,661 21.4% 2,958,962 17.8% 3,410,348 15.3% 27,898 - (27,898) - - - - 2,001,842 2,069,100 67,258 2,511,661 21.4% 2,958,962 17.8% 3,410,348 15.3% StormwaterCouncil Meeting Agenda Tuesday, December 10, 2019 Item R3 Page 14 of 18
Gross Contribution to Fixed CostsTown Operational, Administrative and Fiscal CostsTown Operations and MaintenanceAdministration and BillingInfrastructure Sustainability Reserve ContributionsLess: Misc Revenue and direct cost recoveriesTotal Fixed Town CostsNet Budget - (surplus)deficitTotal Expenditures: Region Wholesale Charges plus Town CostsCorporate Overhead AllocationRequired rate revenuesLess: Region Wholesale ChargesAttachment #4 2019 Forecast to Year End 2019 Budget 2019 Budget/Actual variance fav(unfav) 2020 Budget % Change Budget 2021 Budget % Change Budget 2022 Budget % Change Budget (24,618,816) (27,013,565) (2,394,749) (28,805,381) 6.6% (30,474,578) 5.8% (31,504,392) 3.4% 15,940,552 18,095,000 2,154,448 19,028,848 5.2% 19,759,120 3.8% 20,512,918 3.8% (8,678,264) (8,918,565) (240,301) (9,776,533) 9.6% (10,715,458) 9.6% (10,991,474)2.6% 2,362,562 2,427,581 65,019 2,918,549 20.2% 3,176,460 8.8% 3,437,608 8.2% 1,364,422 1,633,084 268,662 1,749,172 7.1% 1,784,722 2.0% 1,822,441 2.1% 1,299,800 1,299,800 - 1,370,712 5.5% 1,436,176 4.8% 1,483,326 3.3% 4,400,000 4,400,000 - 4,600,000 4.5% 5,050,000 9.8% 5,000,000 -1.0% (795,818) (841,900) (46,082) (861,900) (731,900) (751,900) 8,630,966 8,918,565 287,599 9,776,533 9.6% 10,715,458 9.6% 10,991,475 2.6% (47,298) - 47,298 (0) 0 0 - - - - - - 24,571,518 27,013,565 2,442,047 28,805,381 6.6% 30,474,578 5.8% 31,504,392 3.4% TotalCouncil Meeting Agenda Tuesday, December 10, 2019 Item R3 Page 15 of 18
Attachment # 5
2020 Proposed Water, Wastewater, and Storm Sewer Rates
1.Water Wastewater Combined
(a) Metered Service $2.41 $3.11 $5.52
per m3 per m3 of water per m
3
consumed
(b) Non-metered Service Flat Rate Flat Rate Flat Rate
(Refusal by homeowner $159.00 per unit $204.00 per unit $363.00 per unit
to install meter)per month per month per month
(c) Non-metered Service Flat Rate Flat Rate Flat Rate
(Installation not $80.00 per unit $102.00 per unit $182.00 per unit
physically possible)per month per month per month
2. Storm Sewer Flat Rates
(a) All Residential and Residential Condominium Properties - $7.09 per unit, per
month.
(b) All Non-Residential, Commercial, Industrial and Multi-residential Apartment
Properties - $90.07 per meter per month.
3. Penalty for Late Payment
3. All billings are due and payable as stated thereon and shall, if not paid on or
before the due date stated, be subject to a one time late payment penalty of five
percent (5%) of the total billed, plus the monthly interest rate of one and one
quarter percent (1.25%) (being fifteen percent (15%) per annum), calculated from
the first day of the month after the account is overdue.
4. Bulk Purchase of Water
$5.52 per m
3
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 16 of 18
Attachment # 6
2021 Proposed Water, Wastewater, and Storm Sewer Rates
1.Water Wastewater Combined
(a) Metered Service $2.45 $3.11 $5.56
per m3 per m3 of water per m
3
consumed
(b) Non-metered Service Flat Rate Flat Rate Flat Rate
(Refusal by homeowner $162.00 per unit $204.00 per unit $366.00 per unit
to install meter)per month per month per month
(c) Non-metered Service Flat Rate Flat Rate Flat Rate
(Installation not $81.00 per unit $102.00 per unit $183.00 per unit
physically possible)per month per month per month
2. Storm Sewer Flat Rates
(a) All Residential and Residential Condominium Properties - $8.01 per unit, per
month.
(b) All Non-Residential, Commercial, Industrial and Multi-residential Apartment
Properties - $101.73 per meter per month.
3. Penalty for Late Payment
3. All billings are due and payable as stated thereon and shall, if not paid on or
before the due date stated, be subject to a one time late payment penalty of five
percent (5%) of the total billed, plus the monthly interest rate of one and one
quarter percent (1.25%) (being fifteen percent (15%) per annum), calculated from
the first day of the month after the account is overdue.
4. Bulk Purchase of Water
$5.56 per m
3
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 17 of 18
Attachment # 7
2022 Proposed Water, Wastewater, and Storm Sewer Rates
1.Water Wastewater Combined
(a) Metered Service $2.48 $3.15 $5.63
per m3 per m3 of water per m
3
consumed
(b) Non-metered Service Flat Rate Flat Rate Flat Rate
(Refusal by homeowner $164.00 per unit $207.00 per unit $371.00 per unit
to install meter)per month per month per month
(c) Non-metered Service Flat Rate Flat Rate Flat Rate
(Installation not $82.00 per unit $103.00 per unit $185.00 per unit
physically possible)per month per month per month
2. Storm Sewer Flat Rates
(a) All Residential and Residential Condominium Properties - $9.32 per unit, per
month.
(b) All Non-Residential, Commercial, Industrial and Multi-residential Apartment
Properties - $118.31 per meter per month.
3. Penalty for Late Payment
3. All billings are due and payable as stated thereon and shall, if not paid on or
before the due date stated, be subject to a one time late payment penalty of five
percent (5%) of the total billed, plus the monthly interest rate of one and one
quarter percent (1.25%) (being fifteen percent (15%) per annum), calculated from
the first day of the month after the account is overdue.
4. Bulk Purchase of Water
$5.63 per m
3
Council Meeting Agenda
Tuesday, December 10, 2019
Item R3
Page 18 of 18
Town of Aurora
Council Report No. FS19-044
Subject: 2019 Interim Forecast Update – as at October 31, 2019
Prepared by: Tracy Evans, Financial Management Advisor
Department: Finance
Date: December 10, 2019
Recommendation
1. That Report No. FS19-044 be received for information.
Executive Summary
This report presents to Council the information to effectively monitor the financial
performance of the Town’s operating budget as of October 31, 2019. As of this date, the
Town is forecasting to complete the year with favourable variances from its tax levy and
utility rate funded operations.
• A surplus of $1,695,500 from tax levy funded operations is forecasted
• An adjusted tax levy surplus of $1,042,200 is expected after removing the impact
of unexpected development revenue and the phase-in of library square operating
funding
• A utility operations surplus of $78,600 is anticipated
These forecasted variances may be subject to change over the remainder of the fiscal
year. Should any operational budget excesses or short-falls remain at year end they will
be contributed to or transferred from the appropriate reserves as defined in the Town’s
2019 surplus control by-law.
Background
To assist Council in fulfilling its roles and responsibilities with respect to Town finances
and accountability, the Finance Department has worked with all departments to review
the corporation’s operating budget financial performance to date. Each Director has
reviewed their department’s operating budget versus 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
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Item R4
Page 1 of 12
December 10, 2019 Page 2 of 8 Report No. FS19-044
Staff have similarly reviewed the results of the Town’s utility operations to date and the
year end forecasted positions for the water, wastewater, and storm water service lines
estimated.
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 Director is responsible for 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 to best deliver their overall service portfolio in the circumstances of
an ever changing community, operating environment and economic conditions. In some
instances a departmental pressure may be addressed at a corporate level at the
direction of the Executive Leadership Team.
Analysis
A surplus of $1,695,500 from tax levy funded operations is forecasted
The Town’s tax levy funded operations is forecasted to finish the year with an
anticipated surplus of $1,695,500. This surplus includes $480,700 in engineering and
planning revenues which are expected to decline in future years and $172,600 relating
to the Library Square funding strategy. Excluding these items the surplus would be
$1,042,200.
A detailed break-down of the Town’s current forecasted variance by department can be
found in Attachment #1. This report has been simplified to show only the net budget
amount, the forecasted ending position for each item, and the variance to budget.
Overall, the Town’s approved budget for 2019 includes $67,454,900 in approved
expenditures, funded by $20,196,400 in revenues consisting of user fees, charges, and
investment income, and a total tax levy of $47,258,500.
The key drivers of this forecasted surplus are healthier than projected development
driven revenues and salary savings. 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 challenging for staff to estimate, such as development
driven revenues and other user fee income, as well as the level of Town services that
will be ultimately consumed by fiscal year end.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R4
Page 2 of 12
December 10, 2019 Page 3 of 8 Report No. FS19-044
For 2019, the Town has budgeted a salary gapping savings amount of $150,000 in
recognition that while salaries are based upon 100% usage, with no staff departures, in
reality some staff turnover and periodic vacancies will arise naturally during the year. A
share of this amount has been allocated to each operating department on a pro-rata basis.
These allocations have resulted in unfavorable variances under the Corporate Services,
Operational Services and Community Services’ administrative divisions which are offset
by salary surpluses arising from other divisions within each department.
CAO and Council
Council and the Office of the CAO are forecasting to conclude the fiscal year with a
favourable variance of $64,500 on a net operating budget of $1,908,200. This variance
relates to advertising and internal grant savings in Corporate Communications.
Corporate Services
Corporate Services is forecasting a surplus of $161,100 on a total net operating budget
of $7,472,900. This variance is attributable to higher than anticipated parking violation
revenues partially offset by unexpected salary costs.
Finance
Finance is forecasting a $113,600 (6.2 percent) favourable variance on a net operating
budget of $1,837,500 driven almost wholly by salary savings resulting from vacant
position gapping.
Fire Services
Overall, Central York Fire Services (CYFS) is forecasting a surplus of $1,411,382 (7.29
percent) on a total budget of $27,214,800 as of September 30, 2019. This surplus is
mostly attributable to gapping for retirements, leave of absences, new hires, and other
vacancies. Aurora’s share of this budget and its surplus is $11,182,125 and $580,219,
respectively. This CYFS surplus was offset by a contribution to the shared CYFS
Reserve, thus leaving the Town’s forecasted Fire Services requirements as budgeted.
Operational Services
Operational Services excluding water, wastewater & storm water services is forecasting
an overall favourable variance of $105,200 on a net operating budget of $9,996,100. Key
contributors to this variance are an unfavourable variance in snow management resulting
from larger than anticipated contract and salary costs and an increase in the number of
snow events at the beginning of 2019 offset by contract, salary and operating material
cost savings in road network operations, as well as waste management. If required, the
Council Meeting Agenda
Tuesday, December 10, 2019
Item R4
Page 3 of 12
December 10, 2019 Page 4 of 8 Report No. FS19-044
snow management reserve may be accessed in order to balance any funding short-falls
arising from snow management should the corporation overall be unable to absorb any
short-falls of this nature within its existing approved funding levels.
Operational Services’ salaries and wages are split between tax levy and rate (water,
wastewater & storm water services) funded programs. In any given year, the extent of
operational service staff support of tax levy or rate funded programs is difficult to predict;
consequently some variability is not unusual.
Community Services
Community Services is forecasting a $670,300 (7.1 percent) favourable variance on a net
operating budget of $9,429,700. The key contributors to this variance are salary savings,
projected town facility contract and utility savings and increased revenue from ice rentals,
new adult/senior programs as well as higher enrollment in summer programs and fitness
memberships.
Library Square related unspent savings represent $172,600 of their favorable variance.
These savings come from the implementation of the Town’s financial strategy to phase in
the anticipated incremental operating costs to it becoming fully operational in 2022. Any
surplus funds relating to Library Square will be contributed to the Town’s rate stabilization
reserve as per the 2019 surplus control bylaw. These funds can then be drawn upon as
required in future years in order to manage any one-time implementation/start-up
operating costs that may exceed the on-going operational funding estimates starting in
2020.
Planning & Development Services
Planning & Development Services is forecasting a surplus of $825,700. The key
contributing factor to this favourable variance was heathier than expected development
driven revenue such as engineering fees for lot grading, subdivisions and site plans. It
should be noted that the majority of these revenues arise at the ‘front end’ of a
development and the Town has almost reached build out for its designated greenfield
areas. As development moves more toward infill in future years, these revenues can be
expected to decline while the complexity of the work performed by staff will continue to
increase.
Not included in this variance is a projected Building Services’ surplus of $255,600 as it is
a self-funded function as per provincial legislation. If it is unable to recognize sufficient
revenues to offset its expenses in a given fiscal year, it will draw from its dedicated reserve
Council Meeting Agenda
Tuesday, December 10, 2019
Item R4
Page 4 of 12
December 10, 2019 Page 5 of 8 Report No. FS19-044
in order to balance its operating budget. If it recognizes excess revenues, these revenues
are used to replenish its reserve. This year’s forecasted surplus results from salary
savings. As the majority of Building Services’ revenues arise more towards the ‘back end’
of a development, these associated revenues are expected to continue to be strong into
the short term as development initiated earlier through Planning & Development Services
runs its course towards conclusion.
Corporate Revenues & Expenses
Corporate Revenues and Expenses is forecasting an unfavourable variance of $245,000
on a net operating budget of $4,378,100. The primary drivers of this variance relate to
larger than anticipated reductions to tax revenue arising from unfavourable tax
assessment appeal decisions and other unplanned salary obligations. These are offset
by penalties on unpaid property taxes, transferring more investment income to the Town’s
R&R reserves and payment in lieu of property tax revenue surpluses.
Aurora Public Library Contribution
The Aurora Public Library remains on track to spend its full planned requisition from the
Town.
Total Tax Levy
Staff have confirmed that the Town will collect a total of $47,258,500 in tax levy revenue
in 2019, equal to what was budgeted.
Overall Operating Summary
Overall, the Town of Aurora general municipal operations is forecasting a surplus of
$1,695,500 with no noticeable adverse impacts to service levels. This forecasted surplus
is subject to change by year end. Should any surplus remain at fiscal year-end, it will be
transferred to the appropriate town reserve(s) as set out in the town’s 2019 surplus control
bylaw.
The Operating Budget Summary can be found in Attachment 1.
An adjusted tax levy surplus of $1,042,200 is expected after removing the impact
of unexpected development revenue and the phase-in of library square operating
funding
At least 40 percent or $653,300 of the total reported surplus of $1,695,500 relates to
two items. The first being higher than expected development driven revenues and the
second relates to the Town’s Library Square funding strategy with forecasted surpluses
Council Meeting Agenda
Tuesday, December 10, 2019
Item R4
Page 5 of 12
December 10, 2019 Page 6 of 8 Report No. FS19-044
of $480,700 and $172,600, respectively. Without these two items the tax levy funded
surplus is anticipated at $1,042,200.
Development driven revenues such as engineering or subdivision application fees are
difficult to estimate. The savings from Library Square reflect the savings from the
Town’s financial strategy to phase in the incremental operating costs prior to it
becoming fully operational in 2022.
A minor utility operations surplus is anticipated
Utility operations is currently projected to close the year with a minor favourable budget
variance, primarily attributable to lower than anticipated wholesale water purchase and
wastewater treatment costs from lower water and wastewater volumes and contract
savings. These costs are partially offset by the write off of some of the Town’s
uncollectable water receivables owing. This forecasted variance will continue to be
subject to change over the remainder of the fiscal year.
The utility operations service line budgets are comprised primarily of fixed operational
costs, funded by the net proceeds from the sale of water, waste water and storm water
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. The fixed costs relating to water and waste water are
funded from the net revenues earned by these services which are variable in nature due
to the fact that they are based upon metered water consumption volumes. Storm water
revenues are not subject to the same volatility as the water and waste water service
budgets.
Should any utility service surpluses remain at fiscal year-end, they will be moved to their
respective stabilization reserve funds as set out in the town’s 2019 surplus control
bylaw.
The utility operations summary can be found in Attachment 2.
Advisory Committee Review
Not applicable.
Council Meeting Agenda
Tuesday, December 10, 2019
Item R4
Page 6 of 12
December 10, 2019 Page 7 of 8 Report No. FS19-044
Legal Considerations
Nil
Financial Implications
Any final resultant surplus or deficit at fiscal year end 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 control 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.
Communications Considerations
This 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
throughout the year 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
Not applicable.
Conclusions
Having completed ten months of operations, the management team is presently
forecasting to end the year with a favourable budget variance from its tax levy funded
operations of $1,695,500. 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 challenging for staff to estimate, such as development driven revenues and
investment income, as well as the ultimate level of town services that will be consumed
Council Meeting Agenda
Tuesday, December 10, 2019
Item R4
Page 7 of 12
Council Meeting Agenda
Tuesday, December 10, 2019
Item R4
Page 8 of 12
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Tuesday, December 10, 2019
Item R4
Page 9 of 12
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Tuesday, December 10, 2019
Item R4
Page 10 of 12
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Tuesday, December 10, 2019
Item R4
Page 11 of 12
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Council Meeting Agenda
Tuesday, December 10, 2019
Item R4
Page 12 of 12
Motion for Which Notice Has
Been Given (December 3, 2019) Mayor Tom Mrakas
Date: December 10, 2019
To: Members of Council
From: Mayor Mrakas
Re: Street Name Addition – Kimberley Kerr
Whereas the Town’s Street Naming Policy allows for persons who have made
outstanding, significant and/or exemplary contributions to the Town of Aurora, to be
added to the Bank of Approved Street Names; and
Whereas Kimberley Kerr was a long-time and well-known Aurora resident who was a
dedicated volunteer;
1. Now Therefore Be It Hereby Resolved That staff add the name “Kimberley Kerr” to
the Town’s Bank of Approved Street Names.
Council Meeting Agenda
Tuesday, December 10, 2019
Motion (a)
Page 1 of 1
Memorandum
Date: December 10, 2019
To: Members of Council
From: Mayor Tom Mrakas
Re: York Regional Council Highlights of November 21, 2019
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: tmrakas@aurora.ca
www.aurora.ca
Town of Aurora
Office of the Mayor
Council Meeting Agenda
Tuesday, December 10, 2019
Regional Report
Page 1 of 6
Monday, November 25, 2019
York Regional Council – Thursday, November 21, 2019
2020 York Region budget tabled for review
York Region Finance Commissioner and Regional Treasurer Laura Mirabella tabled York Region’s
2020 budget, which includes an outlook for 2021 and 2022. This is the second year of a four-year
budget plan to coincide with the current term of Council.
For 2020, the proposed $3.3 billion budget is comprised of $2.5 billion in operating spending and an
$826-million capital component. The budget proposes a tax levy increase of 2.96% for 2020, equivalent
to an additional $75 on the average residential property tax bill. This is consistent with the four-year
outlook approved in 2019.
The budget addresses fiscal challenges through savings and efficiencies while addressing growth-
related asset management needs with stable debt levels and higher reserve balances.
The proposed 2020 budget will be reviewed at the Committee of the Whole meetings on December 5
and 12, each beginning at 9 a.m. It is scheduled to be presented to Council for approval on December
19.
Regional Government Review
Regional Council has received an update on the Province’s review of regional government, including
the Ontario Government’s renewed commitment to strengthening Ontario municipalities and the
requirement to complete a review of regional representation in 2020.
York Region looks forward to working with the province and our local cities and towns to further explore
ways to optimize service delivery and reduce costs while still providing high-quality programs and
services to our residents, businesses and visitors.
York Region’s strong credit ratings reaffirmed
Regional Council received an update on The Regional Municipality of York’s credit ratings. Both
Moody’s Investor Service and S&P Global Ratings recently re-affirmed their credit ratings for the debt
issued by the Region, commenting favourably on the Region’s strong economy, high liquidity balances
and prudent fiscal management.
On July 29, 2019, S&P Global Ratings re-affirmed its AA+ rating, revising the outlook to positive from
stable. The positive outlook reflects the possibility that within the next two years, S&P Global Ratings
could raise the rating to triple A.
Council Meeting Agenda
Tuesday, December 10, 2019
Regional Report
Page 2 of 6
Both rating agencies commented favourably on the Region’s strong financial management. These
ratings help contribute to the Region’s ability to access capital markets.
York Region receives Government Finance Officers Association Budget Award
The Regional Municipality of York received the Government Finance Officers Association Distinguished
Budget Presentation Award for its 2019 budget document.
To receive this award, a government agency must publish a budget document that meets program
criteria as a policy document, a financial plan, an operations guide and as a means of communication.
This professional association serves more than 20,000 government finance professionals throughout
North America, and the award is the highest recognition in governmental budgeting.
York Region is a competitive and economic powerhouse
Regional Council has approved the Economic Development Action Plan 2020 to 2023, which continues
to position York Region as a place to invest, live, grow and thrive.
Following the success of previous plans, the updated plan fosters an environment that attracts
business, grows employment opportunities and draws talent to York Region’s nine cities and towns
through the YorkLink.ca marketing strategy.
Regional Council also endorsed the principles for allocating funding through the Innovation Investment
Fund, which supports major innovation infrastructure investments in York Region.
York Region-based Non-Resident Speculation Tax
Effective April 2017, the province introduced a 15% Non-Resident Speculation Tax on the purchase of
residential properties by corporations and/or by individuals who are not citizens or permanent residents
of Canada. The province’s stated intent of this tax was to help make housing more available and
affordable. The tax is in effect only within the Greater Golden Horseshoe Region.
Since implementation, $394 million has been collected by the province, of which more than $103 million
was received from York Region-based transactions.
In September 2018, York Region requested a portion of this tax revenue to reinvest money into
programs that support local affordable housing initiatives. Staff are following up with the Ministry
regarding a response, and work continues to find other ways to support this important Council priority.
York Region receives $17.4 million to support community housing
Regional Council welcomes approximately $17.4 million over three years through the Federal/Provincial
Housing Priorities Initiative, plus a one-time contribution of $51,493 through the Community Housing
Initiative.
The funding will help York Region and housing providers meet community needs by preserving and
increasing the supply of community housing.
Council Meeting Agenda
Tuesday, December 10, 2019
Regional Report
Page 3 of 6
2020 to 2023 Child Care and Early Years Service System Plan
Regional Council received York Region’s Child Care and Early Years Service System Plan.
The plan sets a vision, priorities and key actions to better use community resources to strengthen and
integrate child care and early years services over the next four years for children from birth to the age
of 12 and their families.
York Region puts Community Safety and Well-Being first
Regional Council approved the development of a Community Safety and Well-Being Plan for York
Region. The plan will identify and assess risks to community safety and well-being, including strategies
to reduce prioritized risks.
Development and finalization of the plan will be submitted for Council adoption in late 2020.
York Region continues to look at ways to reduce greenhouse gas emissions
Regional Council received an update about the ongoing planning and implementation of technology
aimed at reducing greenhouse gas emissions in Regional vehicles, including transit.
The Region is reducing greenhouse gas emissions generated by Regional vehicles with a series of
initiatives, including:
x Purchase of six electric buses and participation in the Pan-Canadian Electric Demonstration and
Integration trail
x Implementing operating procedures to limit bus idling while out of service
x Consideration of purchasing hybrid or electric vehicles as the lifecycles of current vehicles come
to an end
x Purchase of 17 hybrid vehicles over the last seven years
York Region continues to reduce its carbon footprint and move towards achieving the overall goal of
zero greenhouse gas emissions by 2051.
York Region paramedics recognized for bravery
Two York Region paramedics have been presented with the Ontario Award for Paramedic Bravery for
going above and beyond their day-to-day duties.
In 2017, York Region paramedics Bret Foisy and Richard Morra responded to a distress call at the
Holland River. After searching in the dark for 35 minutes they were able to locate the person in distress
and quickly treat for hypothermia. As a result of their heroic actions, the person remained safe and has
now recovered fully.
Five new parking restrictions on Regional roads
Regional Council has approved parking and stopping restrictions to address traffic concerns and to help
move traffic more efficiently on sections of Warden Avenue, Bayview Avenue, Metro Road and Ninth
Line.
Effective immediately, parking restrictions will be in the following sections of road:
Council Meeting Agenda
Tuesday, December 10, 2019
Regional Report
Page 4 of 6
x Warden Avenue at 19th Avenue in the City of Markham, both east and west sides, 24 hours a
day, seven days a week
x Metro Road, at Shorecrest Road in the Town of Georgina, on the west side, 24 hours a day,
seven days a week
x Ninth Line, south of Bloomington Road in the Town of Whitchurch-Stouffville, both east and
west sides, 24 hours a day, seven days a week
x Bayview Avenue at High Tech Road in the City of Richmond Hill, on the east side during
weekday evening rush hour from 3 p.m. to 8 p.m.
x Bayview Avenue at High Tech Road in the City of Richmond Hill, directly south and north of
High Tech Road, 24 hours a day, seven days a week
York Region continues to support vibrant communities that invite pedestrians and cyclists
Regional Council approved updates to the Municipal Streetscape Partnership and Pedestrian and
Cycling Partnership Program policies.
Since the implementation of the Municipal Streetscape Partnership Program in 2006 and the
Pedestrian and Cycling Partnership Program in 2007, York Region and local municipalities have
invested over $34 million to promote projects to enhance active and vibrant communities. Annually,
Regional Council commits $1.5 million to support these locally-initiated programs.
The Region will continue to collaborate with all nine cities and towns, and the conservation authorities
in these cost-sharing programs that support community and promote active transportation.
Rutherford Road construction supports more frequent GO service and enhances road travel
Regional Council approved an agreement with Metrolinx for Rutherford Road to be widened from four
to six lanes and will cross underneath the Barrie GO rail corridor.
The Rutherford Road construction between Westburn Drive/Barrhill Road and Confederation
Parkway/Peter Rupert Avenue and improvements to the Rutherford GO station will support the GO
expansion. This includes all-day frequent service on the Barrie and Stouffville GO rail corridors,
improving travel options for residents and businesses. The construction will also minimize delays for
road users by removing the increased train traffic from the roadway.
York Region will also make improvements to Rutherford Road/Carrville Road from Jane Street to
Yonge Street to meet increasing travel demands, including widening the road and installing multi-use
paths.
December 1 is World AIDS Day
York Regional Council has recognized December 1 as World AIDS Day. Celebrated annually, World
AIDS Day provides an opportunity for people worldwide to demonstrate support for those living with
HIV/AIDS, commemorate those who have passed away and to eliminate stigma and discrimination by
raising awareness.
As the only non-profit organization in York Region providing support to residents living with HIV/AIDS,
the AIDS Committee of York Region provides programming, education and advocacy for those
impacted by HIV/AIDS, including the annual World AIDS Day Courageous Conversation event taking
place in the City of Richmond Hill on Friday, November 29.
Council Meeting Agenda
Tuesday, December 10, 2019
Regional Report
Page 5 of 6
York Regional Council kicks-off Salvation Army campaign
On Thursday, November 14, 2019, members of Regional Council joined local community partners and
representatives from the Salvation Army to officially kick-off the 2019 Christmas Kettle campaign.
As one of Canada’s largest and most recognizable annual charitable events, the Salvation Army’s
Christmas Kettle Campaign seeks donations from the public to help provide practical assistance to
individuals and families across Canada. The campaign allows the Salvation Army to continue operating
its life-changing programs, such as substance abuse recovery, housing supports, jobs and skills
training and budgeting and education classes.
Every dollar donated to a Salvation Army Christmas Kettle remains in the community in which it was
given to help local people in need.
Next regular meeting of York Regional Council
Regional Council will meet on Thursday, December 19 at 9 a.m. in the York Region Administrative
Centre Council Chambers, located at 17250 Yonge Street in the Town of Newmarket.
The Regional Municipality of York consists of nine local cities and towns and provides a variety of
programs and services to 1.2 million residents and 52,000 businesses with over 636,600 employees.
More information about the Region’s key service areas is available at york.ca/regionalservices
- 30 -
Compiled by:
Tamara Ostrowski, Corporate Communications, The Regional Municipality of York
Phone: 1-877-464-9675, ext. 71226 Cell: 905-251-6412
Email: Tamara.Ostrowski@york.ca
Council Meeting Agenda
Tuesday, December 10, 2019
Regional Report
Page 6 of 6
The Corporation of the Town of Aurora
By-law Number XXXX-19
Being a By-law to regulate the removal of topsoil, the placing or
dumping of fill and the alteration of the grade of land
in the Town of Aurora.
Whereas Section 142 of the Municipal Act,2001, S.O. c. 25, as amended, authorizes
municipal councils to pass by-laws to regulate or prohibit the removal of topsoil, the
placing or dumping of fill, and the alteration of the grade of land;
And whereas a municipality may require that a permit be obtained for the removal of
topsoil, placing or dumping of fill and alteration of grade of land and prescribe the fees
for the permit and the circumstances under which a permit may be issued and the
conditions to such a permit;
And whereas a municipality may impose condition to a permit, including requiring the
preparation of plans acceptable to the municipality relating to grading, filling or
dumping, the removal of topsoil and rehabilitation;
And whereas the Council of The Corporation of the Town of Aurora deems it advisable
to exercise this authority and to provide for the rehabilitation of lands and to protect
water bodies and environmental protection zones where the removal of topsoil, or the
placing and dumping of fill or the alteration of grade of the land is permissible;
Now therefore the Council of The Corporation of the Town of Aurora hereby
enacts as follows:
Part I: Definitions and Interpretation
1.Definitions
1.1 In this by-law, the following words have the following meanings:
(a) “adjacent” means abutting or contiguous to;
(b) "adverse effect" means one or more of:
(i) impairment of the quality of the natural environment for any use
that can be made of it;
(ii) injury or damage to property or to plant or animal life;
(iii) harm or material discomfort to any person;
(iv) an adverse effect on the health of any person;
(v) impairment of the safety of any person;
(vi) rendering any property or plant or animal life unfit for human use;
(vii) loss of enjoyment of normal use of property; and
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (a)
Page 1 of 21
By-law Number XXXX-19 Page 2 of 21
(viii) interference with the normal conduct of business;
(c) “agricultural uses” means:
(i) growing crops, including nursery and horticultural crops;
(ii) raising livestock and other animals, including poultry and fish, for
food and fur;
(iii) aquaculture; and
(iv) agro-forestry and maple syrup production;
(e) “applicant” means the person who applies for a permit under this by-law;
(f) “Areas of Natural or Scientific Interest” means areas that have been
identified by the Ministry of Natural Resources and Forestry as having
earth/life science values related to protection, scientific study or education
using evaluation procedures established by the Ministry of Natural
Resources and Forestry, as amended from time to time;
(g) “authorized agent” means a person acting on behalf of the owner as
designated on the application for the permit;
(h) “Clerk” means the clerk of the Town as appointed pursuant to the
Municipal Act;
(i) "contaminant" means any solid, liquid, gas, odour, heat, sound, vibration,
radiation or combination of any of them resulting directly or indirectly from
human activities that causes or may cause an adverse effect;
(j) “Council” means the Council of The Corporation of the Town of Aurora;
(k) “development” means the construction of buildings or structures and
above or underground services such as roads, parking lots, paved
storage areas, watermains, storm and sanitary sewers, and similar
facilities, as well as general grading works on any lands;
(l) “Director” means the director responsible for the Engineering Division of
the Town or his/her designate;
(m) “drainage” means the movement of water to a place of disposal, whether
by way of natural characteristics of the ground surface or by an artificial
method;
(n) “dumping” means the depositing of material in a location other than
where the material was obtained and includes the movement and
depositing of material from one location on a property to another location
on the same property;
(o) “Environmental Protection Zone” means any area identified as an
Environmental Protection Zone in the Zoning By-law;
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (a)
Page 2 of 21
By-law Number XXXX-19 Page 3 of 21
(p) “erosion” means the detachment and movement of soil, sediment or rock
fragments by water, wind, ice or gravity;
(q) “existing grade” means the elevation of the existing ground surface of
the lands upon which site alteration is proposed, except that where site
alteration has occurred in contravention of this by-law, existing grade shall
mean the ground surface of the lands as it existed prior to site alteration;
(r) “fill” means any type of imported or relocated material deposited or
placed, or proposed to be deposited or placed, on the site and includes,
but is not limited to, soil, stone, concrete, sod or turf either singly or in
combination;
(s) “finished grade” means the elevation of ground surface of lands upon
which fill has been placed or grade of land has been altered;
(t) “land disturbance” means any man-made change of the land surface
including removing vegetative cover, and/or excavating and/or filling
and/or grading;
(u) “Municipal Act” means the Municipal Act, 2001, S.O. 2001, C.25, as it
may be amended or replaced from time to time;
(v) “Municipal Law Enforcement Officer” means a person appointed by
Council as a Municipal Law Enforcement Officer;
(w) “Oak Ridges Moraine” means the lands identified as the Oak Ridges
Moraine Area under the Oak Ridges Moraine Conservation Act, 2001,
S.O. 2001, c. 3;
(x) “owner” means the legal registered owner of a site as shown by the
records of the applicable land registry office, or any successor of such
office;
(y) “permit” means permission or authorization given in writing by the
Director to perform work regulated by this by-law or part thereof;
(z) “permit holder” means the person to whom a permit is issued and
includes:
(i) the owner,
(ii) any person in possession or in charge, and
(iii) a lessee and a mortgagee in possession,
of the property for which a permit has been issued;
(aa) “person" includes a natural individual and their heirs, executors,
administrators or other legally appointed representatives, a corporation,
partnership or other form of business association;
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (a)
Page 3 of 21
By-law Number XXXX-19 Page 4 of 21
(bb) "placing" means the distribution of material on lands to establish a
finished grade higher or lower than the existing grade and "place" in
relation to fill shall have the same meaning;
(cc) “Planning Act” means the Planning Act, R.S.O. 1990, c.13, as amended;
(dd) “ponding” means the accumulation of surface water in the area not
having drainage therefrom where the lack of drainage is caused by the
placing or dumping of fill or altering of the grade of land;
(ee) “proposed grade” means the proposed elevation of ground surface of
land upon which fill is proposed to be placed or upon which altering the
grade of land is proposed;
(ff) “Public Authority” means any commission, committee, school board,
department or agency of the Government of Canada, Province of Ontario,
The Regional Municipality of York, Lake Simcoe Region Conservation
Authority or the Toronto and Region Conservation Authority;
(gg) “qualified person” means a person who holds a license, limited license
or temporary license under the Professional Engineers Act, R.S.O. 1990,
c. P.28, as it may be amended from time to time, and/or any consultant
approved by the Director that possesses expert or special knowledge in
regards to matters contained within this by-law;
(hh) “refuse” means:
(i) any object or material that has been discarded by any person or
that is no longer in use or reasonably intended to be used by any
person having ownership or control over such object or material;
(ii) fill that contains:
1) toxic or hazardous materials;
2) glass;
3) "sewage" within the meaning of Town of Aurora Sewer Use
By-law as amended or successor legislation thereto; and
4) contaminants that do not meet the standards set out in
O.Reg. 153/04, as may be amended from time to time, with
respect to all contaminants in the fill;
(ii) “removal” means excavation or extraction of any fill which lowers the
existing grade, and includes soil stripping;
(jj) “retaining wall” means a concrete or concrete product wall or other
material designed to contain and support fill which has a finished grade
higher than that of adjacent lands;
(kk) “site” means the area of land altered or proposed to be altered within a
property, lot or parcel of land described in a deed or other document
legally capable of conveying land or shown as a lot or block on a
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (a)
Page 4 of 21
By-law Number XXXX-19 Page 5 of 21
registered plan of subdivision;
(ll) “site alteration” means activities such as removal of topsoil from a site,
the placement or dumping of fill on a site, the alteration of the grade of
land within a site or excavation by any means including the removal of
vegetative cover, the compaction of soil or the creation of impervious
surfaces, or any combination of these activities that would change the
landform and natural vegetative characteristics of a site;
(mm) "site alteration plan" means a plan prepared by a qualified person on
behalf of an owner in connection with a site alteration permit pursuant to
this by-law;
(nn) “soil” means any material commonly known as earth, topsoil, loam,
subsoil, clay, sand or gravel or any combination thereof;
(oo) “soil stripping” means removing of soil or topsoil;
(pp) “swale” means a depression in the ground sloping to a place of disposal
of surface water for the purpose of providing a method of drainage;
(qq) “topsoil” means those horizons in a soil profile, commonly known as the
“O” and the “A” horizons, containing organic material and includes
deposits of partially decomposed organic matter such as peat;
(rr) “Town” means The Corporation of The Town of Aurora and/or the area
located within the geographical limits of the Town of Aurora, depending
on the context of the provision in which the term appears;
(ss) “Town Standards” means collectively the documents entitled the Town of
Aurora Site Alteration Standards and the Town of Aurora Design Criteria
Manual For Engineering Plans issued by the Director, as amended from
time to time or any successor thereof;
(tt) “Treasurer” means the treasurer of the Town as appointed pursuant to
the Municipal Act;
(uu) “watercourse” means a natural or man-made channel or swale in which
water flows, either continuously or intermittently with some degree of
regularity;
(vv) “wetland” means land such as a swamp, marsh, bog or fen;
(ww) "Zoning By-law" means the Zoning By-law of the Town of Aurora as
amended or successor legislation thereto.
2.Interpretation
2.1 The part and section headings contained throughout this document are for
reference purposes only and do not form a part of this by-law. This by-law is to
be interpreted without reference to such headings.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (a)
Page 5 of 21
By-law Number XXXX-19 Page 6 of 21
2.2 Where there is a conflict of the provisions between this by-law and any other by-
laws of the Town with respect to site alteration, the provisions of this by-law shall
prevail.
3.Administration of this by-law
3.1 The Director is responsible for administering this by-law and shall be delegated
the authority to:
(a) receive applications and fees established under this by-law;
(b) enter into agreements on behalf of the Town pursuant to this by-law;
(c) issue, cancel, revoke or decline to issue, permits;
(d) establish, issue, revise and amend the Town Standards; and
(e) impose conditions on permits in accordance with this by-law, including any
or all of the conditions set out in Schedule “B”.
3.2 The Director and Municipal Law Enforcement Officers of the Town are hereby
delegated the authority to enforce this by-law, including the authority to conduct
inspections pursuant to this by-law, the Municipal Act, as amended, and any
other enacted applicable by-law or legislation.
3.3 The Director is authorized to delegate responsibilities for the administration and
enforcement of this by-law to any Town staff or external third parties deemed to
be qualified and appropriate by the Director for such purposes.
4.Application
4.1 The provisions of this by-law shall apply to all lands and premises within the
Town of Aurora.
4.2 Any site which has had previous or on-going land disturbances or development
prior to the passing of this by-law is subject to the conditions set forth in this by-
law.
Part II: Prohibitions and Exemptions
5.Prohibitions
5.1 No person shall:
(a) carry out or perform,
(b) cause to be carried out or performed, or
(c) permit to be carried out or performed,
any site alteration within the Town, except in compliance with this by-law.
5.2 Unless otherwise exempted under this by-law from the requirement to obtain a
permit, no person shall:
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(a) carry out or perform,
(b) cause to be carried out or performed, or
(c) permit to be carried out or performed,
any site alteration within the Town unless a permit has been issued for the site
being altered and the site alteration is in compliance with the terms and
conditions of the permit.
5.3 Where an agreement is entered into pursuant to this by-law with the Town, no
person shall:
(a) carry out or perform,
(b) cause to be carried out or performed, or
(c) permit to be carried out or performed,
any site alternation except in compliance with any applicable terms and
conditions of the agreement.
5.4 No person shall perform any site alteration on lands within the Town that is not
permitted by any applicable law or regulation as may be approved or amended
from time to time.
5.5 No person shall perform a site alteration on any land without the consent of the
owner of the land on which the site alteration is occurring or is to occur, unless it
is being done by or on behalf of the Town, a Public Authority, a Municipal Law
Enforcement Officer or the Director in exercising powers or duties under this by-
law or any other applicable legislation.
5.6 No person shall fail to comply with an order issued under this by-law.
5.7 No person shall perform any site alteration for the purpose of storing fill, where
such storage is not permitted pursuant to this by-law or the Zoning By-law.
5.8 No person shall perform any site alteration that will result in:
(a) soil erosion;
(b) the contamination of soil or groundwater;
(c) blockage of a storm drainage system;
(d) blockage of a natural drainage system or watercourse;
(e) siltation or pollution in a watercourse;
(f) flooding or ponding caused by a watercourse overflowing its banks;
(g) flooding or ponding on a neighbouring property or adverse effect on the
amenities adjacent to the site;
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(h) a detrimental effect on any Environmental Protection Zone, Areas of
Natural or Scientific Interest, wetland or wetland complex;
(i) a contravention of O. Reg. 140/02, the Oak Ridges Moraine
Conservation Plan, the Zoning By-law or any other applicable law or
regulation; or
(j) any adverse effect to archeological or historically significant attribute or
property as defined and identified under the Ontario Heritage Act, R.S.O.
1990, c. O.18.
5.9 No person shall perform any site alteration in the following circumstances:
(a) where the site alteration results in the change of any grade established by
a grading and drainage plan approved by the Town in relation to any
subdivision, rezoning, site plan or building permit approval, unless a
permit has been issued with respect to such site alteration;
(b) where the site alteration would not be in accordance with the Town’s
Private Tree Protection By-law, as amended or successor legislation
thereto;
(c) where the site alteration does not accord with the Town Standards and
accepted engineering and environmental principles;
(d) where the fill includes material from the demolition of any structure or
includes refuse;
(e) where the fill, placed or dumped, or to be placed or dumped, contains a
contaminant, or would cumulatively with other fill placed or to be placed
on any one site for which a permit or series of permits is issued or would
be issued, contain a contaminant in an amount, concentration or level in
excess of that prescribed by the regulations as may be enacted from time
to time under the Environmental Protection Act, R.S.O. 1990, C. E.19, as
amended;
(f) where the fill placed or dumped, or to be placed or dumped, contains any
of the following:
(i) refuse;
(ii) material from the demolition of any structure;
(iii) lumber, pressure treated or otherwise;
(iv) asphalt;
(v) scrap metal;
(vi) pulp and paper products;
(vii) ashes;
(viii) domestic or industrial waste; or
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(ix) tires.
5.10 No person shall carry out any site alteration on any lands during any period in
which a wind warning for the area has been issued by Environment Canada,
except for mitigation measures designed to prevent adverse impacts on abutting
lands and the environment.
5.11 No person shall perform any site alteration unless:
(a) the drainage system for the lands is provided in accordance with this by-
law and all other applicable by-laws of the Town and the Director is
satisfied that provision has been made for drainage where such drainage
is not provided by natural gradients or a swale;
(b) the fill is placed or dumped or removed in such a manner, or the retaining
wall containing such fill is erected in such a manner, that no ponding or
alteration of existing flow is caused on abutting lands; and
(c) erosion and sediment control requirements are met as required by this by-
law.
6.Exemptions
6.1 The following activities, are exempted from the requirement to obtain a permit:
(a) any site alteration less than two hectares (2.0 ha) in size, provided that:
(i) no more than three-hundred millimetres (300 mm) of fill in depth is
placed on the lands;
(ii) the total amount of fill placed on the said lands does not exceed
fifty cubic metres (50 m3);
(iii) the elevation of the land within six-hundred millimetres (600 mm)
of any property line is not changed;
(iv) there is no change in the location, direction, elevation or
flowrate of any natural or artificial watercourse, open channel,
swale or ditch used to drain land;
(v) the site alteration activity will not in any way affect the land
drainage of abutting properties;
(vi) there is control of any sediment runoff; and
(vii) the person carrying out, performing or causing the site alternation,
or the owner of the property on which the site alteration is being
carried out or performed, can demonstrate on a balance of
probabilities that all the aforementioned requirements of this
paragraph (a) are being complied with in the course of carrying
out, performing or causing the site alteration;
(b) any site alteration where fill is placed or dumped in an excavation to the
elevation of existing and adjacent grade following the demolition or
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removal of a building or structure.
(c) removal of topsoil as an incidental part of agricultural use, including such
removal as an incidental part of sod-farming, greenhouse operations and
nurseries for horticultural products, however, this exception does not
include the removal of topsoil for sale, exchange or other deposition;
(d) any site alteration carried out by a Public Authority.
6.2 This by-law does not apply to:
(a) the placing or dumping of fill, removal of topsoil or alteration of the grade of
land imposed after December 31, 2002 as a condition to the approval of a
site plan, a plan of subdivision or a consent under section 41, 51 or 53,
respectively, of the Planning Act or as a requirement of a site plan
agreement or subdivision agreement entered into under those sections;
(b) the placing or dumping of fill, removal of topsoil or alteration of the grade of
land imposed after December 31, 2002 as a condition to a development
permit authorized by regulation made under section 70.2 of the Planning
Act or as a requirement of an agreement entered into under that
regulation;
(c) the placing or dumping of fill, removal of topsoil or alteration of the grade of
land undertaken by a transmitter or distributor, as those terms are defined
in section 2 of the Electricity Act, 1998, for the purpose of constructing and
maintaining a transmission system or a distribution system, as those terms
are defined in that section;
(d) the placing or dumping of fill, removal of topsoil or alteration of the grade of
land undertaken on land described in a licence for a pit or quarry or a
permit for a wayside pit or wayside quarry issued under the Aggregate
Resources Act;
(e) the placing or dumping of fill, removal of topsoil or alteration of the grade of
land undertaken on land in order to lawfully establish and operate or
enlarge any pit or quarry on land,
(i) that has not been designated under the Aggregate Resources Act or
a predecessor of that Act, and
(ii) on which a pit or quarry is a permitted land use under a by-law
passed under section 34 of the Planning Act;
(f) the placing or dumping of fill, removal of topsoil or alteration of the grade of
land undertaken as an incidental part of drain construction under the
Drainage Act or the Tile Drainage Act;
(g) where a regulation under section 28 of the Conservation Authorities Act,
R.S.O. 1990, c. C.27, is in force respecting site alteration in a specified
area within the Town; or
(h) activities or matters undertaken by the Town or a local board of the Town.
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Part III: Permits
7.Permit Requirements and Conditions
7.1 All permit applications must be completed in full, and all required
supporting documentation provided, prior to the issuance of a permit.
7.2 A permit shall only be issued after approval of the application by the Director or a
person appointed by the Director.
7.3 All permits shall be subject to the conditions as set out in Schedule “B” and any
other conditions imposed by the Director pursuant to this by-law.
7.4 To obtain a permit pursuant to this by-law, an applicant shall provide the
following:
(a) a completed application for a site alteration permit, duly signed by the
applicant and, if different from applicant, the owner of the property
subject to the application in a form as prescribed by the Director from
time to time;
(b) the application permit fee as established in the Town’s Fees and
Charges By-law, as it may be amended from time to time;
(c) securities as per Schedule "A" to this by-law;
(d) proof of insurance in an amount satisfactory to the Director from an
insurer licensed in the Province of Ontario;
(e) a site alteration plan, certified by a qualified person that:
(i) confirms the site alteration will prevent the impairment of water,
groundwater and soil quality as well as the off-site effects of soil
erosion and sedimentation;
(ii) confirms that the site alteration activities will be performed in
accordance with the most stringent of the following, unless
otherwise directed in writing by the Director:
1) Erosion and Sediment Control Guideline for Urban
Construction as prepared by the Greater Golden Horseshoe
Area Conservation Authorities dated December 2006, as
amended and updated from time to time or successor
thereto,
2) federal, provincial, Lake Simcoe Region Conservation
Authority, Toronto Region Conservation Authority and The
Regional Municipality of York Region standards;
3) Town Standards, and
4) any other applicable legislation that may apply,
(iii) will be prepared and submitted in accordance with the Town
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Standards and to the Director’s satisfaction;
(f) confirmation that the applicant complies or will comply with the permit
conditions imposed by the Director or Council, as the case may be,
including any of the applicable conditions listed in Schedule “B”;
(g) confirmation that the appropriate archaeological assessments on lands
deemed to have moderate to high potentials for the discovery of
archaeological resources have been completed to the satisfaction of the
Ministry of Tourism Culture and Sport;
(h) if located on the Oak Ridges Moraine, confirmation that the site alteration
is in compliance with Ontario Regulation 140/02, the Oak Ridges Moraine
Conservation Plan, and the Town of Aurora Zoning By-law;
(i) any documentation requested by the Director, to be provided to the
Director’s satisfaction, demonstrating that all approvals applicable to the
site and the site alteration required by the Town or any other government
agency have been obtained;
(j) any additional information as required, in writing, by the Director;
7.5 The Director may, prior to the issuance of a permit, require the owner to enter
into an agreement, which may be registered on title to the subject lands,
containing such requirements as the Director considers necessary to ensure that
the site alteration is done in accordance with this by-law, the Town Standards
and proper engineering principles. Requirements contained in such agreement
may include the owner posting with the Town the required security and where, in
the opinion of the Director extensive activities are proposed, certifications by a
qualified person, both prior to the issuance of a permit and upon completion of
the work.
8.Expiry, Renewal, Transfer, Revocation and Refusal of Permits
8.1 Permits issued pursuant to this by-law shall be valid for a period of one-hundred
and eighty (180) days from the date of issuance. The Director may renew the
permit one (1) or more times for an additional one-hundred and eighty (180) days
each time with a permit renewal fee provided by the applicant each time as set
out in the Town’s Fees and Charges By-Law, as it may be amended from time to
time. The Director may, at his/her discretion, impose additional and vary any
conditions imposed on a permit being renewed and require additional control
measures as a condition of the renewal.
8.2 A permit which is no longer valid or which has expired pursuant to this by-law,
may be renewed, at the discretion of the Director, upon making a written
application to the Director accompanied by payment of the permit renewal fee
along with any information, documentation, confirmation deemed required by the
Director at his/her discretion necessary to consider such an application. The
Director may, at his/her discretion, impose additional and vary any conditions
imposed on a permit being renewed in such a manner and require additional
control measures as a condition of the renewal.
8.3 If the title of the lands for which a permit has been issued is transferred while the
permit remains in effect, the permit shall be cancelled unless the new owner of
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the lands, within thirty (30) days of the transfer, forthwith advises the Director of
such transfer and either:
(a) provides the Town with an undertaking to comply with all the
conditions under which the existing permit was issued and also
provides a letter of credit and/or a security deposit in accordance with
the requirements of Schedule “A” to this By- law; or
(b) applies for and obtains a new permit in accordance with the provisions
of this by-law;
8.4 Where a permit is issued based on mistaken, false or misleading information,
the Director may revoke the permit at any time, and the owner and the permit
holder shall ensure that all work that was the subject of the revoked permit
ceases.
8.5 A permit may be revoked by the Director under any of the following
circumstances:
(a) it was issued in error;
(b) the owner or permit holder requests, in writing, that it be revoked;
(c) the terms of an agreement under this by-law have not been complied
with;
(d) work authorized under the permit has not been commenced within
ninety (90) days after the date of issuance of the permit;
(e) the owner or permit holder fails to comply with the terms and conditions of
the permit;
(f) the owner fails to comply with the provisions of this by-law;
8.6 If a permit has expired, been cancelled or revoked after the work has
commenced and prior to the completion of the site alteration, the owner shall
forthwith restore the site to its original condition or to a condition satisfactory to
the Director that will prevent adverse impacts on abutting properties and the
environment.
8.7 Where the Director refuses to issue a permit, the applicant shall be informed in
writing of the refusal.
8.8 The issuance of a permit by the Director does not relieve the applicant of
the responsibilities of obtaining all other approvals which may be required from
the Town or from any level of government and agencies thereof or from the
compliance with any other by-law, legislation or regulation.
Part IV: Offences, Inspections and Powers of Entry
9.Power of Entry, Inspections, Prohibitions
9.1 A Municipal Law Enforcement Officer, or any other individual authorized to
enforce this by-law on behalf of the Town, may at any reasonable time enter
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upon any land for the purpose of carrying out an inspection to determine whether
the following are being complied with:
(a) this by-law;
(b) any direction or order under this by-law;
(c) any condition on a permit issued under this by-law; or
(d) an order issued under section 431 of the Municipal Act.
9.2 Where an inspection is conducted pursuant to this section, a Municipal Law
Enforcement Officer, or any other individual authorized to enforce this by-law on
behalf of the Town, may:
(a) require the production for inspection of documents or things relevant to the
inspection;
(b) inspect and remove documents or things relevant to the inspection for the
purpose of making copies and extracts;
(c) require information from any person concerning a matter related to the
inspection; and
(d) alone or in conjunction with a person possessing special or expert
knowledge, make examinations or take tests, samples or photographs
necessary for the purpose of the inspection.
9.3 No person shall hinder or obstruct or attempt to hinder or obstruct the Town, its
employees, officers or agents from carrying out any powers or duties under this
by-law.
9.4 No person shall contravene any order or direction issued by the Town pursuant
to this by-law or the Municipal Act.
9.5 Where a Municipal Law Enforcement Officer, or any other individual authorized to
enforce this by-law on behalf of the Town, has reasonable grounds to believe
that an offence has been committed by any person, the authorized officer may
require the name, address and proof of identity of that person, and the person
shall supply the required information.
9.6 No person shall decline or neglect to give, produce or deliver any access,
information, document or other thing that is requested pursuant to this by-law by
a person authorized to enforce this by-law.
9.7 No person shall knowingly make, participate in, assent to or acquiesce in the
provision of false information in a statement, affidavit, application or other
document prepared, submitted or filed under this by-law.
10.Order
10.1 Where the Director or any Municipal Law Enforcement Officer is satisfied that a
contravention of this by-law or a permit has occurred, such Director or Municipal
Law Enforcement Officer may make an order requiring that the person who
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caused or permitted such contravention, or the owner or occupier of the land on
which the contravention occurred, to discontinue the contravening activity and/or
to do work to correct the contravention.
10.2 An order pursuant to section 10.1 shall set out the following:
(a) the municipal address and/or the legal description of the land or premises
on which the contravention occurred;
(b)reasonable particulars of the contravention;
(c) what is required of the person subject to the order;
(d)the date by which there must be compliance with the order and/or, if any
work is ordered, the date by which any such work must be done;
(e) if any work is required to be done, a statement that if such work is not
done in compliance with the order and within a specified time period, the
Town will have the work done at the expense of the person directed or
required to do it; and
(f)information regarding the Town's contact person.
10.3 An order pursuant to section 10.1 shall be deemed to have been received upon:
(a) personal service of the order to the person being served;
(b) the day after posting a copy of the order on the land on which the
contravention took place; or
(c) the fifth (5
th) day after the order is sent by registered mail to the last known
address of the owner of the land on which the contravention took place or
the last known address of any other person in contravention of this by-law.
11.Remedial Action and Cost Recovery
11.1 Wherever this by-law or an order issued under this by-law directs or requires any
matter or thing to be done by any person within a specified time period, in default
of it being done by the person directed or required to do it, the action may be
taken under the direction of the Director or a Municipal Law Enforcement Officer
at that person’s expense and the Town may recover the costs incurred through a
legal action or by recovering the costs in the same manner as taxes.
11.2 For the purposes of taking remedial action under section 11.1, the Town, its staff
and/or its agents may enter, at any reasonable time, upon any lands on which a
default to carry out a required thing or matter occurred.
11.3 Where a person has carried out a site alteration contrary to this by-law, that
person, the owner of the lands on which such site alteration took place and, if a
permit has been issued, the permit holder shall each be jointly and severally
responsible for the restoration of the land to the grade as it existed prior to such
site alteration, or to the satisfaction of the Director.
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11.4 Where a security has been provided to the Town with respect to a permit, the
Town may:
(a) draw upon or use such security to recover any costs incurred by the Town
to remedy or address any contravention of this by-law, any non-
compliance with an order issued pursuant to this by-law or any
contravention of any term or condition of a permit issued or agreement
entered into under this by-law;
(b) upon the failure by the permit holder to complete all or part of the works in
the time stipulated in the site alteration plan, draw the appropriate amount
from the securities deposited and use the funds to arrange for the
completion of the said works, or any part thereof;
(c) upon failure by the permit holder to install, repair, maintain or
decommission a specific part of the works as requested by the Town, draw
upon the securities deposited and use the funds to arrange for the
completion of the said works, or any part thereof;
(d) in the case of emergency repairs or clean-up, undertake the necessary
works at the expense of the permit holder and draw upon the securities to
pay for such works or reimburse itself for any resulting costs incurred by
the Town;
(e) upon failure of the permit holder to restore a site to a condition satisfactory
to the Director where the permit has expired, been cancelled or revoked
after the work has commenced and prior to completion of the site
alteration, draw upon or use such security to recover any costs incurred by
the Town to restore the site to the Director’s satisfaction.
12.Offence
12.1 Every Person who contravenes a provision of this by-law, including an order
issued under this by-law, is guilty of an offence. If a corporation has contravened
a provision of this by-law, including an order issued under this by-law, every
director and officer who knowingly concurred in such a contravention is guilty of
an offence.
12.2 Pursuant to subsection 429(2) of the Municipal Act, all contraventions of this by-
law or orders issued under this by-law are designated as multiple offences and
continuing offences. If a contravention of any provision of this by-law has not
been corrected, or an order issued under this by-law has not been complied
with, the contravention of such a provision or an order shall be deemed to be a
continuing offence for each day or part of a day that the contravention remains
uncorrected or an order not complied with. A multiple offence is an offence in
respect of two (2) or more acts or omissions each of which separately
constitutes an offence and is a contravention of the same provision of this by-
law.
13.Penalties
13.1 On conviction of an offence under this by-law, every person is liable to a fine in
accordance with the following rules pursuant to the Municipal Act:
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(a) to a fine of not less than $500.00 and not more than $100,000.00;
(b) in the case of a continuing offence, for each day or part of a day that the
offence continues, the minimum fine shall be $500.00 and the maximum
fine shall be $10,000.00; despite paragraph (a), the total of all the daily
fines for an offence is not limited to $100,000;
(c) in the case of a multiple offence, for each offence included in the multiple
offence, the minimum fine shall be $500.00 and the maximum fine shall be
$10,000.00, despite paragraph (a), the total of all fines for each included
offence is not limited to $100,000.
13.2 In addition to fines under this section, a person convicted of an offence under this
by-law may be liable to a special fine in the amount of the economic advantage
or gain that such a person obtained from the contravention of this by-law.
Notwithstanding section 13.1, a special fine my exceed $100,000.
14.Presumption – Owner
14.1 An owner shall be presumed to have carried out or caused or permitted to be
carried out a site alteration that occurred on a site owned by such owner, or
contravened or caused or permitted the contravention of the terms or conditions
of a permit applicable to a site owned by such owner, as the case may be, which
presumption may be rebutted by evidence to the contrary on a balance of
probabilities.
15.Indemnity
15.1 Any person who conducts, causes or permits any site alteration, regardless of
whether compliant with the provisions of this by-law, shall be deemed to
undertake to, and shall, save harmless and indemnify the Town, its officers,
employees, servants or agents from any claims associated with any injury, loss or
damage to any person or property, as a result of any site alteration.
Part IX: General Provisions
16. If a court of competent jurisdiction declares any provision, or any part of a
provision, of this by-law to be invalid or to be of no force and effect, it is the
intention of the Town in enacting this by-law that such provision or part of a
provision shall be severable, and such a decision shall not affect the validity of
the remaining sections, subsections, clauses or phrases of this by-law.
17. The following Schedules attached to this by-law form and are part of this by-law;
(a) Schedule “A” - Security;
(b) Schedule “B” - Permit Conditions;
17. This by-law shall be referred to as the “Site Alteration By-law”.
18. By-law Number 3399-92, as amended, and By-law Number 4751-05.P, as
amended, be and are hereby repealed.
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19. For the purpose of transition to this by-law, any permits issued pursuant to By-law
Number 3399-92 and By-law Number 4751-05.P prior to the effective date of this
by-law shall remain effective and be subject to the provisions of this by-law,
except that such a permit shall be subject to the terms and conditions imposed at
the time of issuance until otherwise amended pursuant to this by-law.
20. This by-law shall come into full force and effect on the date of final passage
hereof.
Enacted by Town of Aurora Council this 10th day of December, 2019.
___________________________________
Tom Mrakas, Mayor
___________________________________
Michael de Rond, Town Clerk
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Schedule “A”
Security
1. The Director may at his/her discretion request an irrevocable letter of
credit/security deposit in favour of the Town to cover up to:
(a) one-hundred percent (100%) of the estimated cost of erosion and
sediment control measures and any other site management control
measures; and/or
(b) one-hundred percent (100%) of estimated cost to return the site to a
condition satisfactory to the Director in a manner that will prevent adverse
impacts on abutting properties and the environment.
In addition, the Director may, at his/her discretion, also request a security
deposit up to an amount determined by the Director necessary to cover potential
damages to roads and road maintenance measures due to site alteration works.
The letter of credit/security deposit shall be in a form acceptable to the Director
that may include, but not be limited to, the following requirements:
1.1 letter of credit/security deposit to remain in effect for the full duration of
the permit;
1.2 letter of credit/security deposit and its subsequent renewal forms to
contain a clause stating that thirty (30) days written notice must be given
to the Town prior to its expiry or cancellation;
1.3 in the event that the Town receives notice that a letter of credit/security
deposit is expiring and will not be renewed, or, if further or additional
securities are not provided within thirty (30) days, the Town to have a right
to draw on the current letter of credit/security deposit at its discretion;
1.4 any interest accruing on the realized security to belong to the Town and
not the permit holder.
2. The Director may release the permit holder’s security or the remaining amount of
any reduced security when:
2.1 the permit holder has provided adequate proof to the Director’s
satisfaction, which may require certification from a qualified person, that
the site condition is in accordance with this by-law and the site alteration
plan accompanying the permit; and
2.2 the Director is satisfied upon final inspection by the Town that the site
condition is in accordance with this by-law and the site alteration plan
accompanying the permit.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (a)
Page 19 of 21
By-law Number XXXX-19 Page 20 of 21
Schedule “B”
Permit Conditions
1. Unless waived or otherwise amended by the Director or Council, all permit
holders under this by-law shall:
1.1 notify the Director within forty-eight (48) hours of commencing any land
disturbing activity;
1.2 notify the Director of the completion of any control measures, within forty-
eight (48) hours after installation;
1.3 obtain permission in writing from the Director prior to modifying the site
alteration plan;
1.4 install all site control measures, as identified in the approved site alteration
plan, prior to soil stripping; these measures shall be maintained by the
permit holder or subsequent landowner during the period of land
disturbance in a manner satisfactory to the Director to ensure adequate
compliance with the requirements of this by-law and to prevent damage as
a result of erosion, sedimentation or flooding;
1.5 repair any sedimentation or erosion damage to adjoining surfaces,
drainageways and watercourses resulting from land disturbing activities;
1.6 inspect the construction control measures at least once per week and after
each rainfall, which may be severe enough to cause erosion and sediment
drainage to adjoining properties, and complete repairs within forty-eight
(48) hours to the satisfaction of the Director;
1.7 allow employees of the Town, and/or any other person(s) working on
behalf of the Town, to enter the site for the purpose of inspecting for
compliance with the approved site alteration plan or for performing any
work necessary to bring the site into compliance with the approved site
alteration plan;
1.8 maintain a copy of the permit and the approved site alteration plan on the
site, as well as, a record of all inspections. Copies of all inspection reports
must be made available to the Town upon request;
1.9 be responsible for the activities of his/her agents, servants, employees,
contractors and subcontractors who may create a situation of non-
compliance of the permit;
1.10 provide additional information and construct additional control measures,
not identified in the site alteration plan, as deemed necessary by the
Director to ensure no erosion and sediment damage to the adjoining
properties from activities on the site;
1.11 not remove trees or other vegetation that is in contravention of the Town’s
Private Tree Protection By-law or Zoning By-law as amended or successor
legislation thereto or is in contravention of any other applicable law or
regulation.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (a)
Page 20 of 21
By-law Number XXXX-19 Page 21 of 21
2. In addition to the above, the Director may prescribe conditions, amongst others,
with respect to the following:
2.1 the maximum height of fill to be placed or dumped in any area or areas of
any lands;
2.2 the maximum volume of fill to be placed or dumped in any area or areas of
any lands;
2.3 notwithstanding any other provision of this by-law, further limiting and
defining the quality or type or source of fill to be placed on any area or
areas of any lands;
2.4 limiting the days and time of day during which site alteration may take
place on any lands;
2.5 prescribing the maximum rise of slopes, expressed as a percentage or
ratio, for fill placed or dumped on any lands and the maximum time in
which those rises must be achieved;
2.6 prescribing a date by which the site alteration must be completed; and
2.7 site remediation measures, including topsoil, seeding, sodding and
installation of berms and landscaping, as are necessary to minimize the
visual impact of site alteration proposals.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (a)
Page 21 of 21
The Corporation of the Town of Aurora
By-law Number XXXX-19
Being a By-law to levy Interim Property Taxes
for the 2020 taxation year.
Whereas subsection 317(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended
(the “Act”), provides that a local municipality, before the adoption of estimates for the
year under section 290 of the Act, may pass a by-law levying amounts on the
assessment of property in the local municipality rateable for local municipality purposes;
And whereas subsection 317(2) of the Act provides that a by-law under subsection
317(1) shall be passed in the year that the amounts are to be levied or may be passed
in November or December of the previous year if it provides that it does not come into
force until a specified day in the following year;
And whereas since The Corporation of the Town of Aurora (the “Town”), The Regional
Municipality of York, and the Province of Ontario have not all adopted estimates and
established tax rates for the year 2020, the Town wishes to pass a by-law levying
amounts on the assessment of property in the Town in accordance with subsection
317(1) of the Act (the “Interim Property Tax”);
Now therefore the Council of The Corporation of the Town of Aurora hereby enacts
as follows:
1. The Town shall levy an Interim Property Tax in 2020.
2. The Interim Property Tax may be levied under this by-law on a property that is
rateable for local municipality purposes for the current tax year, but which was
not rateable for local municipality purposes for the prior tax year, including
assessment of property that is added to the assessment roll after this by-law is
passed.
3. The Interim Property Tax rate will be an amount equal to fifty percent (50%) of
the total amount of taxes for municipal and school purposes levied on the
rateable property for the previous year.
4. The Treasurer of the Town or his designate shall send to each person so taxed,
a printed bill specifying the amounts and due dates of amounts payable by the
taxpayer.
5. The Treasurer of the Town or his/her designate shall send the property tax bill to
the taxpayer’s residence or place of business unless the taxpayer directs the
Treasurer, in writing, to send the bill to an alternate address, in which case it
shall be sent to the requested alternate address, until revoked by the taxpayer in
writing.
6. The Interim Property Tax levied by this by-law shall be due and payable to the
Treasurer in installments on February 25, 2020 and April 21, 2020, and shall be
paid at the Town of Aurora Municipal Office located at 100 John West Way,
Aurora, Ontario or to a financial institution to the credit of the Treasurer, Town of
Aurora. Properties registered for the Pre-authorized Tax Payment Plan program
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (b)
Page 1 of 2
By-law Number XXXX-19 Page 2 of 2
will have Interim Property Tax levied by this by-law due and payable in automatic
installments on the last business day of each calendar month, commencing on
January 31, 2020, and such Pre-authorized Tax Payment Plan installments shall
be subject to adjustment as set out in paragraph 10 of this by-law.
7. If the Interim Property Tax levied on any class of property or any installments
thereof which are due and payable in accordance with this by-law, remain unpaid
on the due date, interest of one and one quarter percent (1.25%) (being fifteen
percent (15%) per annum) of the unpaid Interim Property Tax shall be imposed
on the first day of the default, or within five (5) business days of the default.
8. On the first day of the next calendar month following the due date and every
month thereafter for so long as there is Interim Property Tax remaining unpaid,
interest in the amount of one and one quarter percent (1.25%) (being fifteen
percent (15%) per annum) shall be imposed on the Interim Property Tax
remaining unpaid. Interest shall not be charged in respect of any installment
which was due in the prior month, but for which interest has been imposed in the
current month.
9. All payments, including partial payments, shall be applied to accounts on a
consistent basis.
10. The Treasurer of the Town or his/her designate is hereby delegated the power
and authority to adjust the amount of the Interim Property Tax levied on a
property to the extent that the Treasurer considers appropriate, where the
Treasurer is of the opinion that the Interim Property Tax levied on a property is
too high or too low in relation to the estimate of the total taxes that will be levied
on the property for the year 2019; and more particularly, the Treasurer may do so
for all properties described in paragraph 2 above and those properties registered
for the Pre-authorized Tax Payment Plan program.
11. This By-law shall come into full force and effect on January 1, 2020.
Enacted by Town of Aurora Council this 10th day of December, 2019.
__________________________________
Tom Mrakas, Mayor
__________________________________
Michael de Rond, Town Clerk
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (b)
Page 2 of 2
The Corporation of the Town of Aurora
By-law Number XXXX-19
Being a By-law to govern the proceedings of
Council and Committee meetings of the Town of
Aurora.
Whereas subsection 238 (2) of the Municipal Act, 2001 requires every Council and local
board to adopt a Procedure by-law for governing the calling, place and proceedings of
Meetings;
And whereas subsection 11 (2) of the Municipal Act, 2001 provides that upper and lower
tier municipalities may pass by-laws respecting accountability and transparency of the
municipality and its operations and of its local boards and their operations; and,
And whereas it is Council’s desire to follow a process of municipal governance that reflects
an open, transparent government;
And whereas Council, in the interest of good governance, recognizes a Procedure By-law
as a hallmark of accountability and transparency; and,
And whereas Council considers it necessary to enact a by-law in this regard and to repeal
Procedural By-law Number 6068-18, as amended;
Now therefore the Council of The Corporation of the Town of Aurora hereby enacts
as follows:
1. Definitions
In this Procedure By-law:
a)“CAO” means the Chief Administrative Officer of the Town or his/her
designate;
b)“Chair” means the presiding officer at a meeting of Council or a
Committee;
c)“Clerk” means the Clerk of the Town or his/her designate;
d)“Closed Session” means a Meeting, or part of a Meeting of Council or a
Committee, which is closed to the public as permitted by the Municipal
Act, 2001;
e)“Code of Ethics” means the “Code of Ethics”, a declaration of the
principles of good conduct and ethics.
f)“Committee” means any Standing Committee of Council or an advisory or
special Committee established by Council from time to time;
g)“Confirming By-law” means a by-law passed for the purpose of giving
effect to a previous decision or proceeding of Council;
h)“Council” means the Members of Council of the Town of Aurora;
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 1 of 32
By-law Number XXXX-19 Page 2 of 32
i)“Delegation” means an address to Council or a Committee at the request
of a person wishing to speak;
j)“Deputy Mayor” means the Councillor who received the highest number of
votes in the last regular election;
k)“Director” means a Director of the Town or his/her designate or successor
in title;
l)“Emergency Weather Event” means an emergency weather event as
defined by Town Policy No. HR-23 – Facility Closure – Inclement
Weather/Power Failure – as may be amended from time to time;
m)“Friendly Amendment” means an amendment to the Motion under debate
with the consent of the mover and seconder only, and without the
requirement for an amending Motion to be made;
n)“Frivolous” means without merit or substance or is trivial;
o)“Head” means the individual or body determined to be head under the
Municipal Freedom of Information and Protection of Privacy Act, 1990
p)“Inaugural Meeting” means the first Meeting of Council after a regular
election;
q)“Local Board” means a local board defined by the Municipal Act, 2001;
r)“Mayor” means the Mayor of the Town;
s)“Meeting” means any regular, special or other Meeting of Council or a
Committee and includes a Workshop;
t)“Member” means any individual elected to Council or a person appointed
by Council to a Committee;
u)“Motion” means a proposal moved by a Member, and seconded by
another Member, to adopt, amend, or otherwise deal with a matter before
Council or a Committee;
v)“Municipal Act, 2001” means the Municipal Act, 2001, S.O. 2001, c.25, as
amended;
w)“Municipal Conflict of Interest Act” means the Municipal Conflict of Interest
Act, R.S.O. 1990, c. M.50, as amended;
x)“Municipality” means The Corporation of the Town of Aurora;
y)“Notice” means written notice, except where legislation, by-law or policy of
the Town provides for another form and manner of notice;
z)“Offending Member” means a Member who has been found by the Chair
or by Council or by a Committee to have disobeyed a rule in this
Procedure By-law or a Chair’s ruling;
aa)“Point of Order” means a Motion raised by a Member drawing attention to
an infraction of this Procedure By-law;
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 2 of 32
By-law Number XXXX-19 Page 3 of 32
bb)“Point of Personal Privilege” means a Motion raised by a Member which
concerns the health, safety, rights, or integrity of the Member, the Council,
a Committee, Staff or anyone present at a Meeting;
cc)“Procedural Matter” means a matter or Motion of a procedural nature;
dd)“Public Planning Meeting” means a Meeting held pursuant to the Planning
Act, R.S.O. 1990, c. P.13, as amended,or other statute;
ee)“Quorum” means the number of Members required for the legal conduct of
the business of Council or a Committee.
ff)“Resolution” means the decision of Council on any Motion;
gg)“Robert’s Rules of Order” means the most current edition of Robert’s
Rules of Order, Newly Revised;
hh)“Rules of Procedure” means the rules and regulations contained in this
Procedure By-law and that govern the proceedings of Council and its
Committees;
ii)“Staff” means an employee(s) of the Town;
jj)“Standing Committee” means a Committee established by Council and
consisting solely of all Members of Council;
kk)“Town” means The Corporation of The Town of Aurora;
ll)“Town Hall” means the municipal offices located at 100 John West Way,
Aurora, Ontario;
mm)“Vexatious” means without merit and pursued in a manner that is
malicious or intended to embarrass or harass the recipient or others;
nn)“Workshop” means a Meeting of Council or Committee for the purpose of
discussing issues in an informal venue.
2. Purpose and Application
a)This By-law shall be known as the Procedure By-law and establishes the
rules of procedure for Council and Committee Meetings.
3. Principles of the Procedure By-law
a)The principles of openness, transparency and accountability to the public
guide the Town’s decision-making process. In the context of Council and
Committee proceedings, this is accomplished by:
i) Ensuring the decision-making process is understood by the public
and other stakeholders;
ii) Providing access to information and opportunities for input by the
public and other stakeholders consistent with the requirements of
this Procedure By-law and other statutory requirements;
iii) Exercising and respecting individual and collective roles and
responsibilities provided for in this Procedure By-law and other
statutory requirements.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 3 of 32
By-law Number XXXX-19 Page 4 of 32
b)The protection of basic rights by recognizing the right of the majority to
decide, the minority to be heard and individuals to have the opportunity to
participate.
c)The principles of parliamentary law governing Council and Committee
Meetings include:
i) Every Member has the right to one vote, unless prevented by law;
ii) Each Member has the right to be heard on a matter, unless
prevented by law;
iii) Each Member has the right to information to help make decisions,
unless prevented by law;
iv) Each Member has the right to an efficient meeting;
v) Each Member has the right to be treated with respect and courtesy;
vi) Each Member represents the public and will first and foremost
consider the well-being and interests of the Municipality.
4. Interpreting the Procedure By-law
a)In the event of conflict between this Procedure By-law and legislation, the
provisions of the legislation prevail.
b)If there is a conflict between two or more rules in this Procedure By-law, or
if there is no specific rule on a matter, the Chair will rule. In making a
ruling, the Chair may consult the Clerk, rely on previous rulings and
practices, or refer to Robert's Rules of Order.
5. Suspension of Rules
a)Rules of Procedure provided for in this Procedure By-law may be
suspended by a two-thirds majority vote of Council or a Committee, with
the exception of the following circumstances:
i) Where required by law;
ii) Contractual agreements binding the Town;
iii) Quorum requirements.
b)A Motion to suspend the Rules of Procedure required by this Procedure
By-law shall not be debatable or amendable.
6. Standing Committees
a)General Committee
i) The General Committee shall be comprised of all Members of
Council.
ii) The General Committee may consider delegations, Community
presentations, correspondence, staff reports and matters which
may require more elaboration and discussion than would be
appropriate in a Council Meeting and such other matters as Council
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 4 of 32
By-law Number XXXX-19 Page 5 of 32
may determine. Recommendations from General Committee will
be considered by Council.
b)Audit Committee
i) The Audit Committee shall be comprised of all Members of Council.
ii) The Audit Committee shall:
(a) Review audited financial statements;
(b) Review significant management letter comments and related
recommendations;
(c) Review the appointment of auditors; and
(d) Make recommendations regarding the above to Council.
iii) The Committee’s mandate shall include operational reviews.
iv) Meetings will be held at the call of the Chair. Agendas will be
distributed to Members of Council at least forty-eight (48) hours
prior to the Meeting.
c)Budget Committee
i) The Budget Committee will be comprised of all Members of
Council.
ii) The Budget Committee shall make recommendations to Council on
approval of the Town’s annual operating and capital budgets.
iii) The Budget Committee has delegated authority to:
(a) Approve the Meeting minutes of the Budget Committee;
(b) Direct staff to bring forward information to the Budget
Committee as needed, and defer matters to a future General
Committee or Budget Committee meeting; and
(c) Direct staff to prepare and bring forward for Council’s
consideration a report summarizing Committee
recommendations on the annual capital and operating
budgets.
iv) Budget Committee Meetings will be held as outlined in the Meeting
Schedule, as approved by Council.
7. Committees
a)When not provided for in the Committees’ Terms of Reference or the
Town Policy for Ad Hoc/Advisory Committees and Local Boards, the Rules
of Procedure set out in this Procedure By-law shall govern all Meetings of
all Committees, including any ad hoc, Advisory Committees, or Local
Boards.
8. Chair of Meeting
a)The Chair is the presiding officer at a Meeting of Council or a Committee.
b)The Chair of a Meeting of Council, Audit Committee, Budget Committee, a
Closed Session or a Workshop Meeting is the Mayor. In the absence of
the Mayor, the Deputy Mayor is Chair.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 5 of 32
By-law Number XXXX-19 Page 6 of 32
c)The Chair of a Meeting of General Committee shall be rotated among the
Members of Council, excluding the Mayor, every two (2) consecutive
meetings, in descending order of votes received by the Members in the
last regular election.
d)In the absence of the person appointed as Chair, the Members shall
appoint one of their Members as Chair for the purpose of that Meeting.
e)The Chair and any Vice Chairs of other Committees are appointed in
accordance with the Town’s Policy for Ad Hoc/Advisory Committees and
Local Boards, or their Terms of Reference.
9. Duties of the Chair
a)The Chair is responsible for, where applicable:
i) Carrying out the roles and responsibilities of his/her role as
described in the Municipal Act, 2001;
ii) Chairing the Meeting in an objective manner in accordance with this
Procedure By-law;
iii) Enforcing the Rules of Procedure in this Procedure By-law;
iv) Enforcing order and good behaviour of all Members at all times;
v) Announcing the business before Council or a Committee and the
order in which it is to be considered;
vi) Receiving, stating and framing all Motions presented to clarify their
intent as moved;
vii) Ruling on whether a Motion is in order;
viii) Protecting Council or a Committee from a Motion that is obviously
Frivolous or tending to cause delay by refusing to acknowledge the
Motion;
ix) Providing information to Members on any matter related to the
business of Council or a Committee;
x) Deciding to acknowledge, and ruling on, whether a Point of Order
or Point of Personal Privilege is in order subject to an appeal by
any Member to the Council or a Committee on any question of
order in respect to business before the Council or a Committee,
and giving the facts, circumstances and reasons for the ruling;
xi) Calling a vote on the question of sustaining the ruling of the Chair,
and announcing the results of the vote, if there is an appeal to the
ruling of the Chair. In this regard, the Chair may provide further
explanation of the ruling prior to calling the vote;
xii) Recessing a Meeting for a brief, specified time to consult the Clerk,
the CAO or other staff person if necessary;
xiii) Recessing the Meeting for a specified time if there is a threat or
imminent threat to the health or safety of any person, or if there is a
possibility of public disorder;
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 6 of 32
By-law Number XXXX-19 Page 7 of 32
xiv) Ensuring that Members take a health break by announcing a
minimum ten (10) minute recess after two (2) hours have passed
since the last break;
xv) Ensuring that all Members who wish to speak on a Motion have
spoken;
xvi) Ensuring clarity, where required, by reading, or requesting the
Clerk, recording secretary or other appropriate person to read
Motions before voting;
xvii) Putting all Motions to a vote and announcing results;
xviii) Voting on all matters unless the Municipal Conflict of Interest Act
prohibits it;
xix) Declining to put to a vote any Motion which contravenes this
Procedure By-law;
xx) Calling Members to order;
xxi) Adjourning the Meeting when the business of the Meeting has
concluded; and,
xxii) Signing all by-laws, Resolutions, and minutes when required.
10. Members of Council and Committees
a)Members are responsible for, where applicable:
i) Carry out the responsibilities of the role of Council as described in
the Municipal Act, 2001, Municipal Conflict of Interest Act and any
other legislation;
ii) Attending scheduled Meetings;
iii) Carefully considering and making decisions about Meeting
business, including seeking information and advice from staff prior
to and during a Meeting;
iv) Voting on Motions put to a vote, unless the Municipal Conflict of
Interest Act prohibits it;
v) Respecting the Rules of Procedure in this Procedure By-law;
vi) Listening attentively, participating in a Meeting and not interrupting,
unless to raise a Point of Order or Point of Personal Privilege;
vii) Remaining silent in their seats while Council or a Committee votes
and until the Chair announces the result of the vote;
viii) Refraining from using indecent, offensive or insulting language or
speak disrespectfully of any individual.
ix) Refraining from engaging in private conversation while in the
Meeting or using communication devices in any manner that
disrupts the Member speaking or interrupts the business of Council;
x) Respecting and following the decisions of Council or a Committee;
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 7 of 32
By-law Number XXXX-19 Page 8 of 32
xi) Not disclosing any of the content of a Meeting that was closed to
the public or provide confidential documents or materials to
unauthorized individuals;
xii) Complying with the Chair’s rulings and Council’s decisions; and
xiii) Complying with the Council Code of Ethics.
11. Breach of Rules
a) If a Member disobeys a rule in this Procedure By-law or a Chair’s ruling:
i) After the first occurrence, the Chair calls the Member to order.
ii) After the second occurrence, if the Member continues to disobey
this Procedure By-law or the Chair’s ruling, the Chair will
immediately order the Member to leave his/her seat and observe
the Meeting from the audience for the remainder of the Meeting.
iii) Any Member other than the Offending Member may appeal the
Chair’s ruling in ii), and Council or a Committee may overturn or
uphold the Chair’s ruling. Should the Chair’s ruling be overturned,
the Offending Member may return to his/her seat.
iv) At the next available opportunity in the Meeting, the Chair will offer
the Offending Member the opportunity to apologize to Council or a
Committee. The apology will not include additional comments or
debate by the Offending Member or by Council or a Committee.
v) After an apology is made by the Offending Member, Council or a
Committee may consent to allow the Offending Member to return to
the Meeting.
vi) Should, at any point, the Offending Member create a disturbance
while seated in the audience in accordance with subsection 10.b)ii),
the Chair will order the Offending Member to leave the Council
chamber or meeting room.
vii) Council cannot appeal the Chair’s ruling in accordance with
subsection 10.b) vi).
viii) If the Offending Member refuses to leave his/her seat or leave the
Council chamber or meeting room as required in subsection
10.b)vi), the Chair may request the CAO to contact security or the
police for assistance.
12. Right of Public Input and Notice
a)The public has the right to have input and receive Notice on Council’s
decision-making process. The methods for doing so include: writing to
Council through the Clerk; submitting a petition; speaking at an Open
Forum; or speaking as a Delegation. The public will receive Notice in
accordance with the requirements of legislation, this Procedure By-law
and the Town’s Notice By-law.
b)Should an individual wish to be provided with further Notice related to a
matter of business before Council or Committee, he/she is required to
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 8 of 32
By-law Number XXXX-19 Page 9 of 32
indicate this wish to the Clerk on the prescribed form, which is available on
the Town’s website or at the Town Hall.
13. Members of the Public
a)The Chair may expel or exclude any person who disrupts a Meeting, and
may request security and/or police assistance in doing so.
b)No persons, other than Members and Town staff, are permitted to
approach the area where Members and staff are seated.
c)Attendees will submit all materials for Council or Committee through the
Clerk.
d)Attendees are responsible for:
i) Maintaining order and not heckling, or engaging in conversations,
displaying placards or props or any behavior that may be
considered disruptive;
ii) Speaking respectfully at all times;
iii) Using recording, broadcasting or streaming devices respectfully,
and should the Chair direct it, moving or ceasing to use recording,
broadcasting or streaming devices.
e)All communication devices shall be turned off or set to silent mode during
any meeting, with the exception of assistive devices for people with
disabilities.
14. Preparation of Agendas
a)The CAO and his/her staff are charged with providing guidance and
recommendations to Council or Committee related to municipal business,
and implementing the decisions of Council.
b)The CAO chairs a regularly scheduled internal meeting to review draft
agenda items in order to support the business of Council.
c)The Clerk provides an administrative process to support the approval,
preparation, Notice, publication and distribution/public access to agendas
and agenda items, following approval by the CAO and/or Director.
15. Availability of Agendas
a)Council Meeting agendas are generally available to Members of Council
and the public on each Thursday preceding a Meeting.
b)General Committee Meeting agendas are generally available to Members
on the Monday that is eight (8) days preceding a General Committee
Meeting and are generally available to the public on the following
Tuesday.
c)Closed Session agendas will be provided to Council in accordance with
the publishing timeframes set out in Section 15 a) where required.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 9 of 32
By-law Number XXXX-19 Page 10 of 32
d)Council Public Planning Meeting agendas are generally available to
Members of Council and the public seven (7) days prior to the Meeting
date.
e)Special General Committee and Council, Workshop and emergency
Meeting agendas will be provided to Members in accordance with the
publishing timeframes set out in the Notice of Meetings section of this
Procedure By-law, where required.
f)Agendas for Committees, including Audit Committee and Budget
Committee and excluding General Committee, are generally available
seven (7) days prior to the meeting date.
16. Additional Items and Corrections
a)An additional item is any item that is to be added to a Council or
Committee agenda following publication of the original agenda.
b)Any corrections to the agendas of Council or Committee may be listed on
the additional items to be distributed, for information only.
c)Committees are required to consent to the introduction of additional items
by approving the agenda, as amended.
d)Requests for items to be added to the agenda as an additional item shall
have met at least one of the following conditions:
i) Government/agency deadlines;
ii) Legal implications;
iii) Contractual implications;
iv) Financial implications;
v) Council or General Committee direction; or
vi) As directed by the CAO.
e)Additional items to Council or General Committee Meeting agenda are
available on each Monday preceding the Meeting, and further additional
items may be provided up to and including the Meeting day.
17. Reports of Council and General Committee
a)In accordance with established administrative protocols, reports prepared
by staff are submitted in writing to the Clerk and distributed with the
agenda for the applicable Meeting of Council or General Committee.
b)Reports prepared by staff members contain information and
recommendations prepared in the context of their professional, technical
and administrative expertise independent of any particular political,
constituent or stakeholder interest.
18. Information Reports
a)An information report is prepared for the information of Council and
generally relates to a matter considered at Council or General Committee,
or is a matter of Town business.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
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By-law Number XXXX-19 Page 11 of 32
b)An information report does not contain recommendations.
c)An Information Report may be requested by Council or General
Committee in the form of a motion.
d)Information reports are circulated directly to Council Members by email
and made available to the public on the Town’s website in accordance
with the timelines set out in the Availability of Agendas section of this
Procedure By-law. Information reports are not published on a General
Committee or Council agenda unless a Council Member makes such a
request to the Clerk.
e)Information Reports will be placed on an upcoming General Committee
agenda at the request of a Council Member. Where required due to
urgency or timing, information reports may be considered directly at
Council as an item.
19. Meetings
a)Meetings Open to the Public
i) All Meetings shall be open to the public except as provided for in
the Closed Session section of this Procedure By-law.
b)Inaugural Meeting
i) The first Meeting of a newly elected Council after a regular
municipal election shall be held on the first Tuesday in December at
7 p.m. or such other date and time as determined by the Clerk.
c)Approval of the Meeting Schedule
i) Prior to January 1
st of every year, Council approves a Meeting
schedule of Council and Standing Committees for each calendar
year, which may be amended. The Meeting Schedule is made
available to the public on the Town’s website.
ii) The Meeting schedule of Committees is determined by its
Members, in accordance with each Committee’s Terms of
Reference and/or prescribed mandate.
d)Location of Meetings
i) Meetings shall take place at Town Hall, or at another location within
the municipality or adjacent to the municipality, as authorized by the
Mayor or by Council, or as provided for in the Municipal Act, 2001
when Notice is given.
e)Schedule of Meetings
i) Meetings shall take place in accordance with the Meeting Schedule
as prepared by the Clerk and approved by Council.
ii) All Council Meetings will generally be held on the fourth Tuesday of
each month at 7 p.m. and General Committee Meetings will
generally be held on the first and third Tuesday of each month at 7
p.m. Where a Council Meeting day is a public or civic holiday,
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 11 of 32
By-law Number XXXX-19 Page 12 of 32
Council will meet at the same hour on the Wednesday immediately
following the holiday.
iii) Unless otherwise determined by the Clerk, Council Closed Session
will be scheduled at 5:45 p.m. immediately prior to a Council or
General Committee Meeting, and will recess or adjourn at least ten
(10) minutes prior to the scheduled time of the meeting.
f)Public Planning Meetings
i) Council will meet on the second Tuesday of each month at 7 p.m.
for a Council Meeting to consider development-related applications
and other matters that have been submitted under the Planning
Act, R.S.O. 1990, c. P.13,as amended.
g)Quorum
i) A majority of Members shall constitute a Quorum.
ii) As soon as there is a Quorum after the time appointed for
commencement of a Meeting, the Mayor or Chair will call the
Meeting to order. If a Quorum is not present 30 minutes after the
time appointed for commencement of a Meeting, the Clerk shall
indicate that no Quorum is present and the Meeting shall not
commence.
iii) If during the course of a Meeting, Quorum is lost, the Chair shall
declare that the Meeting shall be adjourned until the date of the
next scheduled Meeting. The agenda items are deemed to be
deferred to the next scheduled Meeting.
h)Late Arrival
i) If a Member arrives late at a Meeting, any prior discussion is not
reviewed without the consent of the Members present.
20. Notice of Meetings
a)General Provisions
i) The Clerk gives Notice of a Meeting by:
(a) Posting the annual approved schedule of Meetings; or
(b) Using the Town’s social media accounts and website; or
(c) Publishing Notice on the Town’s regular advertising page in
the local newspaper; or
(d) Providing the agenda to Members and the public; or
(e) All of the above.
ii) Every Notice of a Meeting shall indicate the date, time and place of
the Meeting, and the contact information for the Clerk’s office.
iii) Nothing in this Procedure By-law shall prevent the Clerk from using
more extensive methods of Notice.
iv) Nothing in this Procedure By-law shall prevent the Clerk from using
longer timeframes for providing Notice.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 12 of 32
By-law Number XXXX-19 Page 13 of 32
b)Special Meetings of Council or General Committee
i) A special Meeting of Council or General Committee may be called
by the Mayor at any time. A special Meeting of Council or General
Committee is limited to business matters included in the Notice of
Meeting.
ii) Upon receipt of a written petition from a majority of the Members of
Council, the Clerk will summon a special Meeting of Council or
General Committee for the specific purpose and time identified in
the petition.
iii) In addition to the general Notice provisions in this Procedure By-
law, the Clerk shall give Notice of a special Meeting of Council or
General Committee by providing an agenda at least twenty-four
(24) hours prior to the Meeting or if the Meeting is to be scheduled
in less than twenty-four (24) hours, then by providing an agenda at
the first opportunity to do so.
c)Workshop Meetings
i) The Mayor and/or CAO may hold a Workshop Meeting for
Members of Council to discuss issues in an informal venue. With
the exception of Procedural Matters, no Motions are passed.
ii) A record describing, in general terms, the Meeting and the subject
matter discussed is made at all Workshop Meetings and placed on
a future Council agenda to be received only for the purposes of
information.
iii) In addition to the general Notice provisions in this section of the
Procedure By-law, the Clerk shall give Notice of a Workshop
Meeting by providing an agenda at least twenty-four (24) hours
prior to the Meeting.
iv) Delegations shall not be permitted at Workshop Meetings.
d)Cancellation or Postponement of Meetings
i) A Meeting may be cancelled or postponed where it is known in
advance that Quorum will not be achieved, by Council Resolution,
in the event of an emergency or Emergency Weather Event, or
where the Meeting is no longer required, as deemed by the CAO.
ii) Where possible, the Clerk shall give Notice of cancellations or
postponements of Meetings by:
(a) Providing Notice to each Member by email notification no
less than forty-eight (48) hours prior to the time set for the
Meeting; or
(b) Providing Notice to the public no less than 3 hours by:
Posting a Notice on the Town website;
Sending a Notice via the Town’s social media accounts;
Posting a Notice on the Town’s regular advertising page in
the local newspaper, if time permits; and
Where (c) cannot be achieved, posting a Notice at the main
entrance to Town Hall.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 13 of 32
By-law Number XXXX-19 Page 14 of 32
(c) Notwithstanding subsection 19.d) ii), in the case of an
emergency or an Emergency Weather Event, the Clerk shall
provide Notice to each Member and the public as soon as
practically possible.
iii) Meetings of Committees may be cancelled or postponed by the
Clerk, recording secretary, Chair or other assigned person where
Quorum cannot be achieved, by Committee resolution, or in the
event of an emergency or Emergency Weather Event.
e)Invalidation of Notice of Meeting
i) If a Meeting Notice is substantially given, but varies from the form
and manner provided in this Procedure By-law, the ability to hold
the Meeting and the actions taken at the Meeting are not
invalidated.
21. Closed Session
a)Matters of Closed Session
i) Council or a Committee may, by Resolution, close a Meeting or part
of a Meeting to the public in accordance with section 239 of the
Municipal Act,2001.
ii) Council or a Committee may also resolve into a Closed Session to
the public for the following purposes:
(a) An ongoing investigation respecting the Municipality, a Local
Board or a municipally-controlled corporation by the
Ombudsman appointed under the Ombudsman Act, an
Ombudsman referred to in subsection 223.13 (1) of the
Municipal Act, 2001, or the investigator referred to in
subsection 239.2 (1) of the Municipal Act, 2001.
b)Notice of Closed Session
i) Where a matter may be considered by Council or General
Committee for discussion in Closed Session, wherever possible,
written Notice by way of a published agenda will include:
(a) The fact that the Meeting will be closed to the public as
provided for in the Municipal Act, 2001;and
(b) The general nature of the matter to be considered at the
Closed Session.
c)A Motion to close a Meeting or part of a Meeting to the public shall state
the:
i) Intention to close the Meeting to the public; and
ii) General nature of the matter to be considered at the Closed
Session, and the grounds for closing the Meeting as set out in the
Municipal Act, 2001.
d)Voting during Closed Session
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 14 of 32
By-law Number XXXX-19 Page 15 of 32
i) Only votes relating to procedural matters or direction to staff may
be taken during a Closed Session, unless otherwise authorized.
e)Upon completion of the Closed Session:
i) The Members shall immediately reconvene in open session;
ii) The Mayor shall report any outcomes on the Closed Session as
necessary; and,
iii) If applicable, the Members shall vote on any Resolution(s)
originating from the Closed Session.
f)Reporting Out and Confidentiality of Closed Session Discussions
i) Any required vote will occur following the Closed Session
discussion of a Council or Committee Meeting.
ii) Public General Committee and Council Closed Session agendas,
minutes or reports shall provide sufficient detail without
detrimentally affecting the confidentiality of the matter(s) discussed
in Closed Session and the position of the Municipality.
iii) Minutes of a Closed Session shall be presented for adoption at a
scheduled Meeting of Council that does not occur on the same day.
iv) No Member shall disclose or discuss, through written, electronic or
verbal communication or any other means, to any individual or
corporate third party, any information that has been or will be
discussed at a Closed Session of Council or a Committee until such
time that Council or a Committee has determined or has been
advised by staff that the matter, or any part of the matter, may be
made public, subject to review by the head or designate under the
Municipal Freedom of Information and Protection of Privacy Act or if
directed to do so by a court.
g)Openness and Transparency
i) The Clerk shall maintain an annual log of all reports and
Resolutions considered in Closed Session, conduct an annual
review with the CAO and staff to determine which items are no
longer sensitive and/or confidential. The Clerk shall prepare an
Annual Report of all Closed Session items approved for public
release, and shall post the report on the Town website. Items
identified for release shall qualify for ‘routine disclosure’ in
accordance with the Town’s freedom of information practices.
h)Closed Meeting Investigation
i) A person may request that an investigation be undertaken to
determine whether Council or Committee complied with the
requirements of the Municipal Act, 2001 and this Procedure By-law
in respect of a Meeting or part of a Meeting closed to the public. A
person may initiate such a request by submitting a written request
to the Town Clerk.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 15 of 32
By-law Number XXXX-19 Page 16 of 32
22. Speaking Order and Limit
a)The Chair shall maintain a list of Members who have requested to speak
or ask questions. The Chair shall designate Members to speak or ask
questions in the order in which they appear on the list. The Chair shall
give priority to Members who have not spoken to the matter previously.
b)At Committee Meetings, Members are permitted to speak two (2) times on
a matter, the first time being for a maximum of ten (10) minutes, and the
second time being for a maximum of five (5) minutes; and
c)At Council Meetings, Members are permitted to speak two (2) times on a
matter for a maximum of five (5) minutes each time
23. Rules of Debate
a)Members’ comments are relevant to the matter of business before Council
or a Committee. Members should avoid comments intended to be
statements or assertions.
b)Any Member may require a Motion or question under discussion to be
read at any time during the debate but not so as to interrupt the Member
speaking.
c)Members shall express themselves succinctly without repetition.
d)Questions may be asked only of:
i) The Chair;
ii) Staff;
iii) A previous speaker; and,
iv) A delegation.
24. Order of Business – General Committee
a)The order of business of General Committee is set out in the agenda, as
follows, where provided for:
i) Approval of the Agenda
ii) Declarations of Pecuniary Interest and General Nature Thereof
iii) Community Presentations
iv) Delegations
v) Consent Agenda
vi) Advisory Committee Meeting Minutes
vii) Consideration of Items Requiring Discussion (Regular Agenda)
viii) Notices of Motion
ix) New Business
x) Closed Session
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 16 of 32
By-law Number XXXX-19 Page 17 of 32
xi) Adjournment
25. Order of Business – Council
a)The order of business for the Council is set out in the agenda as follows,
where provided for:
i) Approval of the Agenda
ii) Declarations of Pecuniary Interest and General Nature Thereof
iii) Community Presentations
iv) Delegations
v) Consent Agenda
vi) Standing Committee Reports
vii) Consideration of Items Requiring Discussion (Regular Agenda)
viii) Motions
ix) Regional Report
x) New Business
xi) Public Service Announcements
xii) By-laws
xiii) Closed Session
xiv) Confirming By-law
xv) Adjournment
26. Order of Business - Other
a)The order of business for any other meeting type is at the discretion of the
Clerk.
27. Record of Meetings
a)The Clerk records the minutes of Meetings of General Committee and
Council without note or comment. The minutes record:
i) The date, time and location of the Meeting;
ii) The name of the Chair and a record of the attendance at the
Meeting;
iii) The name and nature of presenters and Delegations; and
iv) All Resolutions, decisions and other proceedings of the Meeting;
b)Minutes of Committees, excluding standing Committees are submitted to
General Committee for receipt.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 17 of 32
By-law Number XXXX-19 Page 18 of 32
c)The receipt of Committee minutes, excluding standing Committee minutes,
by Council does not constitute endorsement by the Town of any
recommendations or actions contained in the minutes.
d)A General Committee report is submitted to the next regular Council
meeting for consideration of the recommendations to Council. The report
from General Committee that is presented to Council shall not contain the
mover or seconder on each item but rather shall only show
recommendations endorsed by the General Committee.
e)Minutes of each Meeting of Council are presented to the subsequent
regular Meeting of Council for approval. The approved minutes form the
official record of the Meeting.
f)After the Council Meeting minutes have been approved by Council, they
shall be signed by the Mayor and Clerk.
g)Approved minutes of Council, including the report of the General
Committee, will be posted on the Town’s website as they become
available.
h)The Clerk shall ensure that the minutes of each Meeting are made
available to Members within a reasonable amount of time after the holding
of such Meeting.
28. Changes in Order of Agenda
a)The business of General Committee and Council is dealt with in the order
stated on the published agenda, unless Council consents to changing the
order.
29. Declarations of Pecuniary Interest
a)Members are required to make declarations of pecuniary interest in
accordance with the requirements of the Municipal Conflict of Interest Act
and/or other relevant legislation and shall refrain from speaking to and
voting on the matter. At a Meeting at which a Member discloses a
pecuniary interest, or as soon as possible afterwards, the Member shall
file a written statement of the interest and its general nature with the Clerk
or the secretary of the Committee or Local Board.
b)A public registry of all declarations of pecuniary interest will be maintained
by the Clerk in accordance with the Municipal Conflict of Interest Act.
c)Where a Meeting is not open to the public, in addition to complying with
the requirements set out in the Closed Session section of this Procedure
By-law, the Member shall leave the Meeting or the part of the Meeting
during which the matter is under consideration.
d)Where the interest of a Member has not been disclosed by reason of the
Member’s absence from a particular Meeting, the Member shall disclose
the Member’s interest and otherwise comply at the first Meeting of Council
or Committee, as the case may be, attended by the Member after the
particular Meeting.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 18 of 32
By-law Number XXXX-19 Page 19 of 32
e)The Clerk shall record the particulars of any disclosure of pecuniary
interest and general nature thereof made by a Member, and this record
shall appear in the minutes of that Meeting.
30. Staff and Community Presentations
a)Staff Presentations
i) Staff presentations, if related to a report on the agenda shall occur
at the time the report is discussed. Presentations by Staff at
Meetings shall be a maximum of ten (10) minutes.
b)Community Presentations
i) Community Presentations may be made by third-parties invited by
staff to Council or General Committee on matters of interest to the
Town. Such presentations are received or presented by the Chair.
ii) Requests to be added to the Community Presentations section of
an agenda shall be submitted to the Clerk at least three (3) weeks
prior to the Meeting date.
iii) Any accompanying materials must be submitted to the Clerk in an
electronic format at least three (3) business days prior to the
Meeting date.
iv) Community Presentations may be up to five (5) minutes. The
consent of Council or General Committee is required to extend a
presentation beyond five (5) minutes.
v) The Clerk may limit the frequency and/or number of times a group
or individual may appear before General Committee or Council.
31. Delegations at Meetings of Council and General Committee
a)General Provisions
i) Delegates shall be encouraged to appear at the appropriate
Committee first rather than Council.
ii) Anyone wishing to appear before General Committee shall register
as a delegate by submitting the prescribed form to the Clerk no
later than 9 a.m. on the scheduled Meeting date.
iii) Anyone wishing to appear before Council shall register as a
delegate by submitting the prescribed form to the Clerk no later
than 9 a.m. one (1) business day prior to the scheduled Meeting
date.
iv) Delegates shall advise the Clerk that the audio visual equipment
will be required and shall submit supporting material to the Clerk for
approval in an electronic format no later than 4:30 p.m. on the
Friday prior to the Meeting date.
v) Delegates requesting specific financial assistance or services in-
kind from General Committee or Council shall be directed to a
Budget Committee meeting. Requests made outside the Budget
Committee Meeting must include a detailed written request to the
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 19 of 32
By-law Number XXXX-19 Page 20 of 32
Clerk prior to the Meeting, which will be forwarded to the
appropriate department for review. A decision will not be made at
the Meeting where the Delegation is heard.
vi) The Clerk shall give due consideration to the length of the agenda
and the number of Delegations and shall advise to the requester
the earliest possible date when his/her Delegation may be
accommodated. A limit of four (4) Delegations will be considered at
a Meeting of General Committee, and two (2) Delegations will be
considered at a Meeting of Council.
vii) The Clerk may limit the frequency and/or number of times a group
or individual may appear before General Committee or Council.
viii) Delegation requests received after the deadline or limit has been
reached will be acknowledged by the Clerk but not placed on an
agenda.
ix) Delegations at General Committee and Council Meetings shall be
on a subject that is within the jurisdiction or influence of local
government. Delegations at a Meeting of Council shall be related to
an item of business on the agenda.
x) Delegations regarding active planning applications will not be
permitted at a Council Meeting
xi) Delegates shall refrain from making statements or comments that
are, in the opinion of the Chair, frivolous or vexatious in nature.
xii) Delegates who share the same position on a matter or are from the
same organization, are encouraged to speak in one delegation.
xiii) Delegates shall be restricted to a speaking limit of five (5) minutes,
regardless of whether they are representing an organization,
association or other group.
xiv) The consent of Council or General Committee is required to grant a
delegate one (1) extension of up to five (5) minutes at a Council or
General Committee Meeting, and to consider more than two (2)
Delegations at a Council Meeting.
xv) Delegates who appear before General Committee are not permitted
to make a Delegation in relation to the same item at the following
Council Meeting, but may submit written material to Members of
Council through the Clerk’s Office.
b)Conduct of Delegates
i) Delegates shall not make detrimental, offensive or insulting
comments, or speak ill of, or malign the integrity of Staff, the public,
Council or Committee or other external public agencies.
ii) Delegates who contravene this section will not be permitted to
finish their delegation and will be asked by the Chair to take their
seat in the audience.
c)Delegations at Council Meetings
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 20 of 32
By-law Number XXXX-19 Page 21 of 32
i) Anyone wishing to speak on an item that is not on the Council
agenda shall be directed to appear at the Open Forum session that
precedes the General Committee Meetings. Alternatively, the
Delegation may be placed on a Committee agenda to address an
issue that is not on the Council agenda.
d)Delegations at Public Planning Meetings
i) Any person may speak on a matter on the agenda at a Public
Planning Meeting. The delegate shall not speak for more than five
(5) minutes, but may have an opportunity to speak more than once
on the agenda item.
32. Consent Agenda
a)Consent Agenda will include the following items that do not have
presentations or Delegations:
i) Receipt of the Minutes (i.e. Special Council, Workshop, Closed
Session) (Council Meeting agenda only);
ii) Procurement items that are within the approved budget;
iii) Communications addressed to Council;
iv) Information reports requested by Council through motions; and
v) Items as directed by the CAO or Clerk.
b)Questions of clarification may be asked by Members about any consent
item during the adoption of the Consent Agenda without requiring a
separate vote.
c)Members shall identify any items contained on the Consent Agenda which
they wish to speak to and the matter shall be extracted from the Consent
Agenda to be dealt with separately under Consideration of Items Requiring
Discussion (Regular Agenda).
d)In the event that a Member declares a pecuniary interest on an item that is
included on the Consent Agenda, that item shall be considered under
Consideration of Items Requiring Discussion (Regular Agenda).
e)Items on the Consent Agenda or the balance of the items, as the case
may be, shall be adopted in one Motion.
33. Notice of Motion
a)A Member desiring to introduce a subject for discussion by Council will
provide the proposed Notice of Motion to the Clerk in writing for inclusion
in a regular agenda of General Committee by 12 p.m. on the Wednesday
prior to the meeting.
b)The Motions will be included on the next Council agenda for consideration
and disposition. Motions that are not in order, as determined by the Clerk,
will not be included.
c)Closed Session Notices of Motion may be published as part of a General
Committee or Council agenda to fulfil Notice provisions. The subsequent
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 21 of 32
By-law Number XXXX-19 Page 22 of 32
Motion will be brought forward to the next scheduled Council Closed
Session meeting, or to a meeting agreed to by the authoring Member and
the Clerk.
d)The CAO or Staff may be requested to comment on the Motion raised in
this section, but no staff report will be prepared unless the Motion, once
adopted by Council, is referred to staff for a further report.
e)It is the duty of the Member to:
i) Prepare the proposed Motion in writing
ii) Submit the proposed Motion to the Clerk
iii) Ensure the content of the proposed Motion allows for it to be
published on a public agenda.
34. Regional Report
a)The representative of the Town on Regional Council will provide a report
at regular Meetings of Council on matters of interest to the Town, when
available.
35. New Business
a)Any Member of Council or a Committee, at any Meeting, may present and
introduce any matter of new business during the New Business portion of
the Meeting, and shall have regard to the following guidelines:
i) Members are encouraged to raise operational matters prior to the
Meeting through the CAO, Director or appropriate Staff;
ii) Members are discouraged from raising substantive policy matters,
in particular consideration of corporate policies or by-laws; and,
iii) Members of Council are encouraged to raise announcements and
community events under the Public Service Announcements
portion of the Council agenda.
36. Public Service Announcements
a)Members may speak for no more than three (3) minutes on public service
announcements and community events, unless the consent of Council is
granted.
37. By-laws
a)By-laws are considered by Council and approved by Motion.
b)Every by-law adopted by Council is done so under the seal of the Town
and signed by the Clerk and the Mayor.
c)All by-laws shall be given first, second and third readings in a single
Motion, unless a Member wishes to discuss the contents of a by-law, at
which time the subject by-law shall be removed from the Motion and dealt
with separately.
d)The following types of by-laws may be presented directly to Council
without an accompanying staff report:
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 22 of 32
By-law Number XXXX-19 Page 23 of 32
i) Those directed to be presented directly to Council by General
Committee or Council;
ii) The appointment of statutory positions, staff for by-law inspection,
municipal law enforcement and provincial offences administration;
iii) Consolidation of by-laws or housekeeping amendments;
iv) General by-laws where the purpose and intent of the by-law has
been clearly authorized by a previous resolution;
v) A by-law to levy interim property taxes;
vi) A by-law to set tax rates in accordance with the approved budget;
vii) Part-lot control by-laws;
viii) Assumption by-laws;
ix) A by-law to establish a public highway;
x) Minor amendments resulting from changes to provincial enabling
legislation; and,
xi) Other administrative by-laws deemed appropriate by the CAO.
e)Every Council Meeting shall be confirmed by by-law so that every decision
of Council at that Council Meeting and every Resolution of the Meeting
shall have the same force and effect as if each and every one of them had
been the subject matter of a separate by-law duly enacted.
f)All amendments to any by-law approved by Council shall be deemed to be
incorporated into the by-law and if the by-law proposing the amendment is
enacted by Council, the amendments shall be inserted by the Clerk.
g)All by-laws, including the confirming by-law, shall be voted on prior to
Adjournment.
38. Adjournment
a)No item of business shall be considered at a Meeting of Council or
General Committee after 10:30 p.m. unless a majority of the Members
present enact a resolution to extend the hour. The Resolution must include
a proposed time for adjournment of the Meeting.
39. Correspondence
a)Where correspondence is not requested to be included in a Council or
General Committee agenda, it is circulated by the Clerk to Members, the
CAO, Directors and applicable Staff for their information, and forms a part
of the Clerk’s records.
b)Where correspondence has been requested to be included on a Council or
General Committee Meeting agenda or on the request of a Member to the
Clerk, correspondence is placed on the General Committee meeting
agenda for consideration. Where required due to urgency or timing,
correspondence may be considered directly by Council as an Additional
Item.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 23 of 32
By-law Number XXXX-19 Page 24 of 32
c)The Council’s receipt of correspondence does not constitute endorsement
of the correspondence by the Town of any recommendations it may
contain or actions it may advocate.
40. Petitions
a)Petitions may be submitted to the Clerk and will include a minimum of two
(2) persons and their respective addresses unless otherwise required by
law, and a clear statement of the purpose for the petition.
b)If the petition meets the requirements of the Petition Policy and/or any
other related Town Policies, the request conveyed in the petition will be
considered by General Committee for disposition. Where required due to
urgency or timing, petitions may be considered directly by Council.
c)Staff may prepare recommendations related to the matter for Council’s
consideration.
d)The Town is not accountable for the accuracy or reliability of petitions that
are submitted.
41. Motions from Other Municipalities
a)All requests for endorsement of resolutions from other municipalities will
be electronically circulated to Council and acknowledged by the Clerk, with
the advice that the Town does not take action on resolutions received from
other municipalities, but rather makes its position known through the
appropriate municipal association, or alternatively, directly to the relevant
Minister or government leader.
b)A Member of Council may request that a resolution from another
municipality be added to a General Committee agenda for consideration.
c)The Council’s receipt of resolutions from other municipalities does not
constitute endorsement by the Town of any recommendations or actions
they may contain.
42. Motions – Impact on Corporate Resources
a)The CAO will advise on the appropriate means of disposition for matters
that make an impact on administration.
b)Council is not required to pass a Motion that makes an impact on
corporate resources where a matter:
i) Has already been approved by Council;
ii) Is considered by the CAO to be minor in nature; and/or,
iii) Falls within existing service levels.
43. Procedures Concerning Motions
a)General Rules
i) Every Motion in any Meeting of Council or Committee requires a
mover and a seconder.
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 24 of 32
By-law Number XXXX-19 Page 25 of 32
ii) When duly moved and seconded, every Motion, other than a
Motion to adjourn, recess, table or suspend the rules of this
Procedure By-law, is open for discussion.
iii) No debate is permitted on any Motion or amending Motion until it
has been properly seconded.
iv) A Member may move a Motion in order to initiate discussion and
debate, but vote in opposition to the Motion. A seconder of the
Motion may vote against the Motion.
v) A Motion or amending Motion may not be withdrawn without the
consent of the mover and seconder.
vi) The Chair of a Meeting of Council or a Committee will not move or
second a Motion.
All Members of Council or a Committee will vote on all Motions
except in the instance where the Member refrains from voting on an
issue due to a declaration of a pecuniary interest in the matter by
the Member. If any Member does not vote, he/she will be deemed
as voting in the negative (except where prohibited from voting by
statute).
b)Motion under Debate
i) When a Motion is under debate, no other Motion may be
considered except for the following Motions, to be considered in the
listed order of priority:
(a) To adjourn;
(b) To recess;
(c) To table an item;
(d) To put the question to a vote or call the vote;
(e) To defer;
(f) To refer;
(g) To amend.
c)Motion to Adjourn
i) A Motion to adjourn means a Motion to end a Meeting.
ii) A Motion to adjourn is not debatable and shall always be in order
except when:
(a) Another Member is in possession of the floor;
(b) A vote has been called; or
(c) Members are voting.
iii) A Motion to adjourn is not amendable, except when moved to set
future time for adjourning.
iv) A Motion to adjourn shall take precedence over any other Motion
and shall be put immediately without debate.
d)Motion to Recess
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i) A Motion to recess means to suspend a meeting for a specific
length of time.
ii) A Motion to recess when other business is before the Meeting:
(a) Specifies the length of time of the recess;
(b) Is debatable as to the length or timing of the recess; and
(c) Can only be amended with respect to the length of the
recess.
e)Motion to Table
i) A Motion to table means to postpone a matter without setting a
definite date for future discussion for a matter. A tabled Motion that
has not been decided on by Council during the term of Council in
which the Motion was introduced is deemed to have been
withdrawn.
ii) A Motion to table:
(a) Is not to be amended or debated; and
(b) Applies to the Motion and any amendments thereto under
debate at the time when the Motion to table was made.
iii) If the Motion to table carries, in the absence of any direction from
Council, the matter may not be discussed until the CAO, or a
Member through a Motion, brings it forward to a subsequent
Meeting.
f)Motion “To Put the Question to a Vote” or “To call the Vote”
i) A Motion “To Put the Question to a Vote” or “To call the Vote”
means to stop debate and immediately proceed to vote on the
Motion.
ii) Any Member may request the Chair “To Put the Question to a Vote”
or “To call the Vote” by presenting a Motion that the question “now
be put to a vote.” A Motion to put the question to a vote must:
(a) Be seconded;
(b) Is not open to debate;
(c) Immediately put to a vote without debate;
(d) Requires a 2/3 majority vote to close debate.
g)Motion to Refer
i) A Motion to refer means to direct a matter under discussion by
Council or a Committee to Staff or another Committee for further
examination or review.
ii) A Motion to refer a matter under consideration to a Committee or to
Staff:
(a) Shall be debatable as to the rationale of referring, and
cannot go into the merits of the Motion or subject being
referred; and
(b) May be amended as to the Committee or group to whom it is
being referred, as to the time the Committee or Staff reports
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By-law Number XXXX-19 Page 27 of 32
back, and as to directions given to the Committee or Staff;
and
(c) Includes the terms on which the Motion is being referred and
the time at which the matter is to be returned; and
(d) Includes the reasons for the referral.
iii) This Motion may be delayed by the Chair in order to permit
Members on the speaking list to speak.
h)Motion to Defer
i) A Motion to defer means to postpone all discussion on a matter
until a future date or time, one which is established as part of the
Motion.
ii) A Motion to defer to a certain time or date:
(a) Is open to debate as to advisability of postponement and
cannot go into the merits of the Motion or subject being
postponed; and
(b) May be amended as to the time or date to which the matter
is to be deferred.
iii) This Motion may be delayed by the Chair in order to permit
Members on the speaking list to speak.
i)Motion to Amend
i) The purpose of this Motion is to modify a Motion. It cannot be used
to directly contradict or negate the effect of another Motion.
ii) A Motion to amend:
(a) Is open to debate; and,
(b) Is to be relevant to the main Motion; and
(c) Is applied to a Motion at one time, and that amendment may
be amended [by a secondary amendment], which then
cannot be amended.
iii) If a Motion to amend is not considered a Friendly Amendment, then
the Motion to amend:
(a) If more than one Motion, will be put to a vote in the reverse
order to that in which they were moved;
(b) Will be decided upon or withdrawn before the main Motion is
put to the vote;
(c) Will not be amended more than once, provided that further
amendments may be made to the main Motion; and,
(d) Will not be directly contrary to the main Motion.
j)Motion Containing Two or More Matters
i) When the Motion under consideration concerns two (2) or more
matters, the Chair, upon the request of any Member, will direct that
the vote upon each matter be taken separately. Such request may
also be made by the Chair.
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By-law Number XXXX-19 Page 28 of 32
ii) A vote on the main Motion or the Motion, as amended, may be split
for the purpose of complying with the Municipal Conflict of Interest
Act, or at the discretion of the Chair.
k)Withdrawal of Motion
i) A request to withdraw a Motion:
(a) May only be made by the mover of the Motion;
(b) Requires consent of the seconder of the Motion; and,
(c) Is in order any time during the debate.
l)Adoption in a Single Motion
i) One or more items on an agenda may be adopted in a single
Motion.
44. Voting
a)General Rules
i) After a Motion is finally put to a vote by the Chair, no Member
speaks to it nor will any other Motion be made until after the vote is
taken and the result has been declared.
ii) All Members of Council or a Committee will vote on all Motions.
Failure by any Member to announce his/her vote openly and
individually, including an “abstention,” is deemed to be a vote in the
negative.
iii) Each Member present and voting announces or indicates his/her
vote upon the Motion openly and individually, and no vote is taken
by ballot, or any other method of secret voting.
b)Majority Vote
i) A majority means more than half of the Members present, or:
(a) If 7 Members present: 4
(b) If 6 Members present: 4
(c) If 5 Members present: 3
ii) Unless this Procedure By-law states otherwise, a matter passes
when a majority of Members present vote in the affirmative.
iii) Where required in this Procedure By-law, a two-thirds majority
means 2/3 of the Members present, or:
(a) 2/3 of 7: 5
(b) 2/3 of 6: 4
(c) 2/3 of 5: 4
(d) 2/3 of 4: 3
c)Tie Vote
i) Any Motion on which there is a tie vote is deemed to be defeated.
d)Recorded Vote
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i) A recorded vote is only permitted at Council Meetings and will be
taken at the request of a Member prior to the commencement of the
vote being taken or immediately thereafter.
ii) A Member of Council’s failure to participate in a recorded vote
when he/she has not declared a pecuniary interest is deemed to be
a negative vote.
iii) A recorded vote at Council Meetings will be taken as set out in a) or
b) below:
(a) Each Member announces his/her vote openly, and the Clerk
records his/her vote in the minutes. Votes are called in
random order as determined by the Clerk.
(b) Each Member first indicates his/her vote by using an
electronic device. Each Member’s vote is then electronically
displayed on a screen, and the Clerk announces the
outcome of the vote and records each Member’s vote in the
minutes.
iv) Notwithstanding recorded votes, a record or notation of a Member’s
opposition to an issue is not recorded in any Meeting minutes.
45. Reconsideration of a Matter
a)Council cannot reconsider a matter until six (6) months have passed from
the date of the matter’s original disposition by Council, except upon a vote
in the affirmative of two-thirds majority of the Members present.
b)Decisions which contractually bind the Town shall not be reconsidered.
c)A Motion to reconsider shall be introduced by way of a Notice of Motion
and considered either at the next Council Meeting or at a special Meeting
called to reconsider the Motion unless the Council, without debate,
dispenses with the requirement for a Notice of Motion on a two-thirds vote.
d)A Motion to reconsider is debatable, which debate will be restricted to the
rationale for reconsidering the matter, and no debate of the main Motion
shall be allowed until the Motion for reconsideration is carried.
e)Once the reconsideration Motion has carried, the matter is reopened in its
entirety unless the reconsideration Motion specifies otherwise.
f)If the matter is reopened, all previous decisions of the Council remain in
force until the Council decides otherwise.
g)No Motion to reconsider may, itself, be the subject of a Motion to
reconsider.
h)Notwithstanding the time period set out in s. 45 (a), if a Council matter was
lost as a result of a tie vote due to an absent Member, the matter may be
reconsidered at the next Council meeting via a Motion to reconsider
carried by a majority of the Members present.
46. Point of Order
a)A Member may interrupt the person who has the floor to raise a Point of
Order when such Member feels that there has been:
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i) A deviation or departure from this Procedure By-law; or
ii) A deviation from the matter under consideration and the current
discussion is not within the scope of the proposed Motion.
b)Upon hearing such Point of Order, the Chair decides and states his/her
ruling on the matter.
c)Upon hearing the Point of Order ruling, a Member only addresses the
Chair for the purpose of appealing the Chair’s decision to the Council or a
Committee.
d)If no Member appeals, the decision of the Chair is final.
e)If a Member appeals the Chair’s ruling to the Council or a Committee, the
Member has the right to state his/her case, the Chair has the right to reply
and the Council or Committee decides the question of whether the
decision of the Chair be sustained without further debate. The decision of
the majority of the Members who are present at the Meeting is final.
47. Point of Personal Privilege
a)A Member may rise at any time on a Point of Personal Privilege where
such Member feels that the health, safety, rights, or integrity of his/her own
person, the Council, a Committee Member, Staff or anyone present at the
Meeting has been called into question by another Member or by anyone
present at the Meeting.
b)Upon hearing such Point of Personal Privilege, the Chair decides and
states his/her ruling on the matter.
c)Where the Chair rules that a breach of privilege has taken place, he/she
demands that the offending Member or individual apologize and, failing
such apology, requires said Member or individual to vacate the Meeting
room for the duration of the Meeting.
d)With the exception of providing an apology, the Member addresses the
Chair for the purpose of appealing the Chair’s ruling of a breach of
privilege to the Council or a Committee.
e)If no Member appeals, the decision of the Chair is final.
f)If a Member appeals the Chair’s ruling to the Council or a Committee, the
Member has the right to state his/her case, the Chair has the right to reply
and the Council or Committee decides the question of whether the
decision of the Chair be sustained without further debate. The decision of
a majority of the Members who are present at the Meeting is final.
48. Public Record
a)All communications that the Clerk receives about a matter on the agenda
of a public or open Meeting will form part of the public record. Personal
information and opinions in communications are part of the public record
unless the author of the communication requests the removal of his/her
personal information when submitting it, or where confirmed by the Clerk.
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49. Administrative Authority of Clerk
a)The Clerk is authorized to amend by-laws, minutes and other Council and
Committee documentation for technical, typographical or other
administrative errors and omissions for the purpose of ensuring an
accurate and complete record of proceedings.
b)The Clerk is authorized to create and amend an annotated version of the
Procedure By-law from time to time, to assist Members in complying with
the rules as enforced and interpreted.
50. Recording, Broadcasting and/or Live Streaming Meetings
a)All Meetings with a Quorum of Members shall be audio and/or visually
recorded, broadcast and/or live streamed publically by the Town, with the
exception of Meetings closed to the public provided for in the Closed
Session section of this Procedure By-law.
b)All Meetings of Committee of Adjustment, Property Standards Committee,
and other quasi-judicial bodies or Committees of the Town shall be audio
and/or visually recorded, broadcast and/or live streamed publically by the
Town, with the exception of Meetings closed to the public provided for in
the Closed Session section of this Procedure By-law.
c)Attendees using their own recording, broadcasting and/or streaming
devices are encouraged to inform the Clerk or recording secretary to
ensure attendees at the Meeting are notified through the Chair.
d)The approved minutes of a Meeting will form the official record of the
Meeting. Any audio, video, or other record of the Meeting shall not be
considered an official record.
51. Review of Procedure By-law
a)Council shall review this By-law within the first six (6) months of the
second year of each term of Council.
b)The Clerk shall bring forward housekeeping amendments, as required or
as directed by Council.
52. Severability
a)Each and every one of the provisions of this Procedure By-law is
severable and if any provisions of this Procedure By-law should, for any
reason, be declared invalid by any Court, it is the intention and desire of
Council that each and every one of the then remaining provisions of this
Procedure By-law shall remain in full force and effect.
53. Enactment
a)By-law Number 6068-18 be and is hereby repealed.
b)This By-law shall come into full force and effect on January 1,2020.
Enacted by Town of Aurora Council this 10th day of December, 2019.
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__________________________________
Tom Mrakas, Mayor
__________________________________
Michael de Rond, Town Clerk
Council Meeting Agenda
Tuesday, December 10, 2019
By-law (c)
Page 32 of 32
The Corporation of The Town of Aurora
By-law Number XXXX-19
Being a By-law to confirm actions by Council
resulting from a Council meeting
on December 10, 2019.
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 December 10, 2019, in
respect of each motion, resolution and other action passed and taken by the
Council at the said meeting is 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 10
th day of December, 2019.
Tom Mrakas, Mayor
Michael de Rond, Town Clerk
Council Meeting Agenda
Tuesday, December 10, 2019
Confirming By-law
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