AGENDA - General Committee - 20150217GENERAL COMMITTEE
MEETING AGENDA
TUESDAY,FEBRUARY 17,2015
7 P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
February 13,2015
TOWN OF AURORA
GENERAL COMMITTEE MEETING
AGENDA
Tuesday,February 17,2015
7 p.m.
Council Chambers
Councillor Humfryes in the Chair
1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF
2.APPROVAL OF THE AGENDA
RECOMMENDED:
THAT the agenda as circulated by Legal and Legislative Services be approved.
3.DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
4.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
5.DELEGATIONS
6.PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
7.CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
8.NOTICES OF MOTION
(a)Councillor Mrakas pg.54
Re:Liquidated Damages
General Committee Meeting Agenda
Tuesday,February 17,2015 Page 2 of 5
(b)Councillor Humfryes pg.55
Re:Aurora Farmers’Market &Artisan Fair
(c)Councillor Thompson pg.56
Re:Development of a Sport Plan
(d)Councillor Mrakas pg.57
Re:Winter Maintenance Service
9.NEW BUSINESS/GENERAL INFORMATION
10.CLOSED SESSION
RECOMMENDED:
THAT General Committee resolve into a Closed Session meeting to consider:
1.Litigation or potential litigation including matters before administrative
tribunals,affecting the Town or a Local Board;Re:Report No.PL15-006 –
Appeal to the Ontario Municipal Board,re Pandolfo et al.,OMB Case
Number:PL141259 Draft Plan of Subdivision Application,14070 Yonge
Street File:SUB-2003-02 (Related Files:OPA-2012-03 &ZBA-2003-21)
2.Personal matters about an identifiable individual,including a Town or Local
Board employee;Re:Report No.LLS15-015 –Appointments to the
Economic Development Advisory Committee
3.Personal matters about an identifiable individual,including a Town or Local
Board employee;Re:Report No.LLS15-016 –Appointments to the
Environmental Advisory Committee
4.Personal matters about an identifiable individual,including a Town or Local
Board employee;Re:Report No.LLS15-017 –Appointments to the
Heritage Advisory Committee
5.Personal matters about an identifiable individual,including a Town or Local
Board employee;Re:Report No.LLS15-018 –Appointments to the Parks
and Recreation Advisory Committee
6.Personal matters about an identifiable individual,including a Town or Local
Board employee;Re:Report No.LLS15-019 –Appointments to the Trails
and Active Transportation Committee
11.ADJOURNMENT
General Committee Meeting Agenda
Tuesday,February 17,2015 Page 3 of 5
AGENDA ITEMS
1.CFS15-005 –Temporary Borrowing By-law pg.1
RECOMMENDED:
THAT Report No.CFS15-005 be received;and
THAT By-law Number 5686-15 be adopted to authorize the creation,
maintenance,and,as necessary,utilization of temporary borrowing facilities
by The Corporation of the Town of Aurora to meet the cash flow needs of the
Town should the borrowing requirement arise,all subject to the authorizations
and limitations of section 407 of the Municipal Act,2001,S.O.2001,c.25 as
amended.
2.IES15-009 –Award of Single Source Contract to Wamco Municipal pg.5
Products Inc.
RECOMMENDED:
THAT Report No.IES15-009 be received;and
THAT a single source contract in the amount of $150,000 excluding taxes for the
supply of Water Meters from Wamco Municipal Products Inc.be approved;and
THAT the Director of Infrastructure and Environmental Services be authorized to
renew the contract at the same rate for an additional five (5)one-year terms
pending an annual analysis and performance review by the Director.
3.IES15-010 –Facility Projects Status Report pg.8
RECOMMENDED:
THAT Report No.IES15-010 be received;and
THAT,notwithstanding the provisions and requirements of the Town’s
Procurement By-law,MHPM Project Managers Inc.be retained for the fee of
$75,400 (excluding taxes)to provide part-time support for the project
administration and oversight duties currently performed by the Town for the
Joint Operations Centre.
General Committee Meeting Agenda
Tuesday,February 17,2015 Page 4 of 5
4.Memorandum from Director of Infrastructure &Environmental Services pg.18
Re:Widening of Industrial Parkway North and South
RECOMMENDED:
THAT the memorandum regarding Widening of Industrial Parkway North and
South be received for information.
5.LLS15-013 –Accountability and Transparency Policy pg.22
RECOMMENDED:
THAT Report No.LLS15-013 be received;and
THAT staff bring forward By-law Number 5690-15,“BEING A BY-LAW to define
the accountability and transparency policies and procedures for The Corporation
of the Town of Aurora”to a future Council meeting for enactment;and
THAT the Accountability and Transparency Policy,Town Administration
Procedure No.67,as amended,be repealed on the day that By-law Number
5690-15 comes into force.
6.PL15-016 –Delegated Agreements,2014 Summary Report pg.34
RECOMMENDED:
THAT Report No.PL15-016 be received for information.
7.PL15-017 –Request for Street Name Approval pg.37
Casing Developments Inc.
1114 Wellington Street East
File:SUB-2006-01
RECOMMENDED:
THAT Report No.PL15-017 be received;and
THAT the following street name be approved for the proposed road within the
approved Draft Plan of Subdivision,File SUB-2006-01:
STREET “A”ELYSE COURT
General Committee Meeting Agenda
Tuesday,February 17,2015 Page 5 of 5
8.PL15-018 –Authorization to Execute the Servicing Incentive Program pg.42
(SIP)Tri-Party Agreement between York Region,Town of
Aurora,and 2C West Subdivision Developers
RECOMMENDED:
THAT Report No.PL15-018 be received;and
THAT the Mayor and Town Clerk be authorized to execute each Tri-Party
Agreement for the Servicing Incentive Program (SIP)between York Region,
the Town of Aurora and each developer in the 2C West Landowners Group,
including any and all documents and ancillary agreements required to give
effect to same.
9.PR15-004 –Canadian Tire Jumpstart Program pg.46
RECOMMENDED:
THAT Report No.PR15-004 be received for information.
10.PR15-005 –Aurora Optimist Club Programs for Youth pg.49
RECOMMENDED:
THAT Report No.PR15-005 be received for information.
11.Memorandum from Director of Building &By-law Services pg.52
Re:Overnight Parking Enforcement at Town Park
RECOMMENDED:
THAT the memorandum regarding Overnight Parking Enforcement at Town Park
be received for information.
GENERAL COMMITTEE REPORT No.CFS15-005
SUBJECT:Temporary Borrowing Bylaw
FROM:Dan Elliott,Director of Corporate &Financial Services -Treasurer
DATE:February 17,2015
RECOMMENDATIONS
THAT report CFS15-005 be received;and
THAT By-law 5686-15 be adopted to authorize the creation,maintenance,and,as
necessary,utilization of temporary borrowing facilities by The Corporation of the
Town of Aurora to meet the cash flow needs of the Town should the borrowing
requirement arise,all subject to the authorizations and limitations of section 407
of the Municipal Act,2001,S.O.2001,c.25 as amended.
PURPOSE OF THE REPORT
To adopt a bylaw which will facilitate,should the need arise,necessary temporary
borrowing of funds required for the operation of The Corporation of the Town of Aurora
(The ‘Town”)until such time as taxes are collected sufficient to fund those operations
and to repay the temporary debt.
BACKGROUND
Section 407 of the Municipal Act,2001,S.O.2001,c.25 as amended provides that
Council may authorize the borrowing from time to time such sums as may be necessary
to meet the current expenditures of the Town until the property tax levies and other
revenues are received by the Town.
The borrowing may also include amounts required in the year for:
a)Reserve sinking and retirement funds;
b)Principal and interest due on any debt of the municipality;
c)School purposes;
d)Other purposes the municipality is required to by law to provide for;and
e)The amount of principal and interest payable by a person or municipality primarily
liable for a debt,if the municipality has guaranteed the debt and the debt is in
default.
TOWN OF AURORA
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 1 Page -1
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February 17,2015 -2 -Report No.CFS15-005
Statutory Limits on Temporary Borrowing
Except with the approval of the Ontario Municipal Board (OMB),the total amount
borrowed at any one time plus any outstanding amounts of principal borrowed and
accrued interest shall not exceed:
a)From January 1 to September 30 in the year,50 per cent of the total estimated
revenues of the municipality as set out in the budget adopted for the year,or if
not yet adopted,in the budget adopted for the prior year;and
b)From October 1 to December 31 in the year,25 per cent of the total estimated
revenues for the municipality as set out in the budget adopted for the year,or if
not yet adopted,in the budget adopted for the prior year.
COMMENTS
It is the practice of many municipalities to pass temporary borrowing bylaw annually,as
has been the case for the Town.However,temporary borrowing is seldom used by the
Town as cash reserves and operating working capital are available to meet the funding
requirements of the Town until the tax levies are collected.Such bylaws are put in place
in advance of any known need for temporary borrowing because such need would likely
arise on an emergency basis and time would be of the essence to avoid any adverse
impact on the operations of the Town.Further,such borrowing facilities are emplaced
by way of preapproved lines of credit or overdraft protection with the Town’s lead bank.
The bank requires evidence of the temporary borrowing bylaw to approve these
arrangements.
Rather than enacting a new bylaw each year,staff are proposing a bylaw for the same
purpose which covers the full term of the current Council,plus three months.The bylaw
requires a report to Council at the first opportunity following any actual borrowing,
should any borrowing ever occur.No such borrowing on the authorized temporary
borrowing facility has occurred for at least the last five calendar years.
LINK TO STRATEGIC PLAN
Ensuring temporary borrowing facilities have been negotiated and emplaced prior to any
urgent borrowing needs demonstrated the Strategic Plan principle of responsible
municipal management.
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 1 Page -2
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February 17,2015 -3 -Report No.CFS15-005
ALTERNATIVE(S)TO THE RECOMMENDATIONS
1.Request staff to redraft the bylaw to authorize temporary borrowing only for the
current year.
FINANCIAL IMPLICATIONS
There are no immediate financial implications to the Town at this time.Lines of credit for
the Town exist on the basis of past temporary borrowing bylaws,however our current
banker,TD Bank,is interested in updating their files in this regard.The Town is not in
need of utilizing temporary borrowing now or in the foreseeable future.
Maintaining the credit facilities with the lead bank is prudent financial planning,and no
additional charges are levied by the bank until such credit is utilized or drawn upon by
the Town.
A temporary borrowing bylaw is required as timing differences may occur between the
requirement to expend funds for current expenditures and the receipt of current
revenues.
Although it has been the practice of the Town to borrow from its Reserves and Reserve
Funds,the recommendations contained in this report also provide for borrowing from
financial institutions in the event that sufficient Reserves and Reserve Funds are not
available.
All municipalities in Ontario pass a borrowing bylaw.The Town’s objective is to
maximize the return on our excess cash and this requires accurately predicting the
Town’s cash flow.If we happen to be out by a day or two,without this bylaw,we would
have to pre-cash an investment certificate which would result in a loss of revenue.
Certainly,both the Interim Property Tax Levy and resident participation in the Town’s
Pre-authorized Payment (PAP)plan mitigate the potential need for temporary
borrowing.
CONCLUSIONS
That Council adopt By-law 5686-15 to authorize the necessary arrangements to be
made with the Town’s lead bank for temporary borrowing for the term of the current
Council (plus three months),and to enable temporary borrowing with the Town’s lead
bank utilizing the prearranged credit should the need arise,subject to the limitations
imposed by section 407 of the Municipal Act,2001,S.O.2001,c.25 as amended.
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Tuesday,February 17,2015 Item 1 Page -3
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General Committee Meeting Agenda
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.IES15-009
SUBJECT:Award of Single Source Contract to Wamco Municipal Products Inc.
FROM:Ilmar Simanovskis,Director of Infrastructure &Environmental
Services
DATE:February 17,2015
RECOMMENDATIONS
THAT Council approve a single source contract in the amount of $150,000
excluding taxes for the supply of Water Meters from Wamco Municipal Products
Inc.;and
THAT Council authorize the Director of Infrastructure and Environmental Services
to renew the contract at the same rate for an additional 5 one-year terms pending
an annual analysis,and performance review by the Director.
PURPOSE OF THE REPORT
To approve a contract in the value of $150,000 for the supply of water meters from
Wamco Municipal Products Inc.for the purpose of outfitting new homes with meters,the
cost of which is fully reimbursed by the builder to the Town.
BACKGROUND
Water charges for commercial and residential consumption are based on flow meter
readings.Every service connection is required to be metered for this purpose.During
the construction of new homes,the builder is required to purchase and install new
meters from the Town as a condition of turning on the water supply.
The process is to have meters purchased through the Town to ensure that the right
meters are used and properly recorded into the system for billing purposes.The cost of
these meters is charged back to the builders with full costs plus administration fees
being collected.
This has been the practice for many years.The purpose of seeking Council approval for
this year is due to the cost value exceeding $100,000 which requires Council approval
as per the Purchasing By-Law.Staff are expecting to exceed this threshold as a result
of the large number of new homes requiring connection in the next few years due to the
high development activity in the 2C lands.
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 2 Page -1
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February 17,2015 -2 -Report No.IES15-009
COMMENTS
Sensus is specified product for all Town metering
Sensus is the preferred water meter for the Town.This meter is an industry leader and
provides reliable and long term accuracy.For consistency,staff recommend continued
use of this meter.The meter is supplied through Wamco Municipal Products Inc.who is
the certified distributer for this region.
Provisions of the Purchasing By-law allow for single source contracts when there is
need for standardization,warranty,function or service such as technical qualifications.It
is under these requirements that staff is recommending a single source approach to
procuring the meters through Wamco Municipal Products Inc.
The cost of first time meter installations is fully recovered from the home builder
Funding for these meters is fully recovered from charges billed to the builder for all first
time installations in a new building.This program is therefore fully cost recovered.
The actual expenditure is difficult to estimate as it is outside the control of the Town and
is fully based on the timing of building completions and owner occupancies.However,it
is recognized that any expenditures made are fully recovered from the builders.
LINK TO STRATEGIC PLAN
Objective 2:Invest in sustainable infrastructure
Maintain and expand infrastructure to support forecasted population growth through
technology.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
Our current water metering system is equipped with Sensus water meters and Wamco
Municipal Products Inc.is the only supplier of this type of water meter for this
geographic area.
An alternative to Sensus would result in compatibility issues and the need to coordinate
replacements and warranty support through multiple vendors.As a goal of the Town is
to integrate the metering into a common communication network,there is additional
benefit in continuing with the current product line.
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.IES15-010
SUBJECT:Facility Projects Status Report
FROM:Ilmar Simanovskis,Director of Infrastructure and Environmental
Services
DATE:February 17,2015
RECOMMENDATIONS
THAT Report No.IES15-010 be received;and
THAT,notwithstanding the provisions and requirements of the Town’s
Procurement By-law,MHPM Project Managers Inc.be retained for the fee of
$75,400 (excluding taxes)to provide part time support for the project
administration and oversight duties currently performed by the Town for the Joint
Operations Centre.
PURPOSE OF THE REPORT
This report provides Council with an update on the following facility projects:
Addition of the Community Space for Youth at the AFLC
New joint operations centre
BACKGROUND
Council approved the following projects as part of the annual capital planning process:
No.74004 -Community Space for Youth
No.34217 -Joint Operations Centre
These projects are significant to both the community and the Town.To facilitate
providing timely information,staff are providing monthly reports to Council on the
progress of these projects.Additional approvals and requirements for Council direction
will be either included in this monthly report or augmented with an additional staff report
depending on the need.
The reporting process will continue until satisfactory completion of these projects or as
directed by Council.
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 3 Page -1
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February 17,2015 -2 -Report No.IES15-010
COMMENTS
This report provides a brief update on progress for the above projects.
Community Space for Youth at AFLC
Project Summary
The scope of work for this tender includes a single storey 9,300 square foot addition
and 18,400 square foot renovation to existing two storey Aurora Family Leisure
Complex.Addition includes new fitness room,programme spaces,climbing wall,control
desk,office spaces,new entry driveway and drop off area,parking,landscaping,and
outdoor skateboard park.Renovation includes work in existing gymnasium and to
suspended track,gym and pool change rooms,and fire exit corridors.
The tender for this project was awarded to Jasper Construction by Council on
November 12,2013 in the amount of $6,039,000 excluding taxes.The facilities were
vacated except for the ice component and the squash courts which will remain open for
the public through the construction period.The project kick off meeting was held on
November 19.
Activities completed since last report January 13,2015 to January 31,2015
Mechanical/Electrical Fixtures –99.9%
Painting Renovations –99%Addition –95%
Flooring &Wall Tile –Washrooms &Change Rooms –100%
Flooring –PT –90%VCT-98%
Glazing –95%
Security –95%
Elevator –100%
Landscaping –35%Seasonal
Climbing Wall –95%
Elevator –TSSA Inspection
Fire Suppression –95%
Rubber Flooring –Fitness Room 100%
Rubber Flooring –Running Track Material on site
Wood Flooring –Material on site
Mechanical Control –99%
Activities planned for February 2015:
The building is to be open to the public on Saturday,February 28 and the following
items are scheduled for completion this month:
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 3 Page -2
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February 17,2015 -3 -Report No.IES15-010
Completion of maple wood flooring in studio and gym
Commissioning of kitchen
Completion of all systems to allow for full unimpeded occupancy by the public
Staff will be occupying the building starting February 17 to set up offices and facilities
and the temporary gym at the SARC will be closed February 26 and 27 to allow for
equipment removal and setup at the AFLC.
Milestone Estimated Completion Date
Council Approval of Tender November
Construction start November
Interior Demolitions Phase 1 November to January
Excavation and earthworks January to March
Exterior Foundations March to May
Exterior Structure February to July
Interior Partitions February to October
Stair F Interior Demolitions Phase 2 March
Exterior site works July to October
Skate Park September to October
Occupancy February 2015
Deficiencies and Landscaping Spring 2015
Joint Operations Centre
Activities completed since last report January 13,2015 to January 31,2015
Continued forming and concrete placement;foundations for garage bays 70
percent complete;second floor concrete floor 50 percent complete
Retaining wall on north face of site prepared to start
Activities planned for February 2015:
Continue concrete placement
Start north retaining walls
Milestone Estimated Completion Date
Site Works Aug/14 to Dec/15
Office Building
Foundations Mar 2015
Basic Structure May 2015
Building Water Tight July 2015
Exterior Cladding Sept 2015
Mechanical/electrical July 2015
Interior Finishes Dec 2015
Garage Areas
Foundations April 2015
Basic Structure Jun 2015
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 3 Page -3
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February 17,2015 -4 -Report No.IES15-010
Exterior Envelope Aug 2015
Interior Finishes Oct 2015
Final Commissioning and Closeout Feb 2016
Move in activities March 2016
The following figure provides a summary of progress to date based on construction
components:
Financial Monitoring Task Force Meeting
The Financial Monitoring Task Force met on February 2,2015 to review the project
status and financial activities as summarized above.
Staff also presented a proposal to retain Project Management support services on a
part time bases for a six month period to assist Town staff in effectively delivering Town
related responsibilities and to provide a third party oversight on overall project delivery.
The merits of this proposal are:
Having a dedicated resource to oversee the project and support town staff.
Currently,the project is being administered by staff responsible for many
0%10%20%30%40%50%60%70%80%90%100%
General Conditions
Sitework
Concrete
Masonry
Metals
Wood and Plastics
Moisture Protection
Doors and Windows
Finishes
Specialties
Equipment
Special Construction
Elevators
Mechanical
Electrical
cash allowance
Change Orders
Change Directive
JOC Construction Progress
01-Oct-14 01-Nov-14 Dec-14 01-Jan-15
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 3 Page -4
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February 17,2015 -5 -Report No.IES15-010
other aspects of the department’s services.This results in delays in other
business responsibilities and limited ability to meet all duties in a timely
manner.Other departmental functions are therefore delayed as priority
attention is being diverted to the JOC.
Third party oversight will benefit decision making effectiveness.Every project
decision requires careful consideration of both immediate and long term
impacts.The project team has been addressing these needs based on
contributions from the architect,contractor and Town staff.An external
perspective will bring decision making value to the project.
Expectation that these services will be justified through increased savings in
contingency expenditures.Having an additional overseer role should result in
more pre-issue resolution and theoretically reduce the pressure for
contingency funding expenditures.
Staff reviewed service providers in this field and have identified a specific individual
employed through MHPM Project Managers Inc.as the preferred service provider.Staff
are making this recommendation based on the skills and qualifications required and the
reputation of the individual selected.An interview process verified these qualifications
and confirmed that Guy Logan has the skills and experience to support the JOC project.
Given the project timelines,it is imperative that this third party project manager
commence work as soon as possible,necessitating the retainer of the service provider
outside of the requirements of the Procurement By-law.
A proposal to provide part time support for up to 6 months was submitted to the Town at
a discounted cost of $75,400 excluding taxes.This funding would be provided from the
existing contingency allowance of the project with no further budget implications.It was
agreed by the committee that this approach would bring value to the overall project
while allowing staff to properly support other functional responsibilities.
LINK TO STRATEGIC PLAN
The above projects support the Strategic Plan goal of Supporting an exceptional
quality of life for all through their accomplishment in satisfying requirements in the
following key objectives within this goal statement:
Investing in sustainable infrastructure:By using new technologies and energy and
environmentally conscious design and building practices.
Encouraging an active and healthy lifestyle:Through new services and facilities
focused on youth needs.
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February 17,2015 -6 -Report No.IES15-010
Strengthening the fabric of our community:Through new and better formats to
engage the community.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
Council may not support retaining the services of MHPM Project Leaders for part time
project management support to the Town.This direction will require that staff continue
to support Town administrative and project management functions.Internal resource
constraints will require that other projects be delayed or deferred to provide sufficient
support to the JOC.
FINANCIAL IMPLICATIONS
The financial approvals and commitments are presented for each project in the following
sections.These figures are excluding HST.
Community Space for Youth at AFLC:
Contract Change Log
The following contract change log has been updated to capture approved change
orders to date.
Contract Change Log
Change Order Group 1 added to contract value (Report IES14-027)66,855.19
Change Order Group 2 added to contract value (Report IES14-032)132,254.73
Change Order Group 3 added to contract value (Report IES14-032)40,594.02
Change Order Group 4 added to contract value (Report IES14-052)100,450.34
Change Order Group 5 added to contract value (Report IES14-057)257,068.46
Change Order Group 6 added to contract value (Report IES15-001)65,955.83
Subtotal 663,178.57
Electrical ECN 11 4,179.10
Electrical ECN 24 4,774.51
Electrical ECN 23,Security 2,238.48
RFCO 60 Future program room electric 3,927.83
Electrical basketball nets ECN 26 RFCO 63 5,530.64
Soil Conditions at Driveway RFCO 50 31,641.45
Structural RFCO 20,23,49 3,127.40
New gym grills RFCO 41 2,540.54
Change Order Group 7 to be added to contract value 57,959.95
Total Change Order value to date 721,138.52
Each change order group above represents those changes that have been reported to
Council in earlier reports.
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 3 Page -6
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February 17,2015 -7 -Report No.IES15-010
Funding Summary
The following table summarizes the revised budget for the AFLC renovations:
Approved Funding and Contract Commitments
Previous
Approved
Additional
Requirements
Revised Budget
Approved Budget $7,424,723 $7,424,723
Less Committed Funds $525,373 $525,373
Funding Available $6,899,349 $6,899,349
Base Contract Award excluding HST $5,994,000 $5,994,000
Gym Lights $20,000 $20,000
Asphalt Driveway $25,000 $25,000
Sub-Total $6,039,000 $6,039,000
Contingency $603,900 $346,100 $950,000
FF&E $100,000 $50,000 $150,000
Inspections and Testing $15,000 $15,000
Building Insurance Costs $27,147 $27,147
Internal Start-up costs $40,000 $40,000
Contractor Extended Admin Costs $160,000 $160,000
Arch Fees based on Change Orders $80,000 $80,000
Non-refundable HST (1.76%)$118,675 $12,640 $131,315
Total Funding Required $6,861,575 $730,887 $7,592,462
Less:2C Facility Funding Contribution ($100,000)
Budget Variance $37,774 ($593,113)
Contract Payments
Item Transaction Balance Remaining
Approved Contract Value 6,039,000
Payment Certificate #1 (Jan 6,2014)-169,164 5,869,836
Payment Certificate #2 (Jan 17,2014)-117,610 5,752,226
Payment Certificate #3 (Feb 25,2014)-162,529 5,589,697
Elevator Payment (Feb 28,2014)-147,000 5,442,697
Payment Certificate #4 (Mar 17,2014)-116,407 5,326,290
Payment Certificate #5 (April 25,2014)-358,172 4,968,118
Approved Change order group 1 (May 1,2014)66,855 5,034,973
Payment Certificate #6 (May 14,2014)-490,234 4,544,739
Approved Change order group 2 (May 27,2014)132,254 4,676,993
Payment Certificate #7 (June 12,2014)-437,267 4,239,726
Approved Change order group 3 (Jun,2014)40,594.02 4,280,320
Payment Certificate #8 (July 28,2014)-682,415 3,597,905
Payment Certificate #9 (August 22,2014)-440,917 3,156,988
Approved Change order group 4 (July/Aug),2014)100,450 3,257,438
Payment Certificate #10 (September 10,2014)-574,588 2,682,850
Payment Certificate #11 (October 27,2014)-682,184 2,000,666
Payment Certificate #12 (November 17,2014)-667,831 1,332,835
Approved Change order group 5 (Sept-Nov,2014)257,068 1,590,059
Payment Certificate #13 (December 19,2014)-438,844 1,151,215
Approved Change order group 6 (Dec,2014)65,733 1,216,948
Payment Certificate #14 (January 23,2015)-256,751 960,497
Approved Change order group 7 (Jan 23,2015)57,960 1,018,457
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 3 Page -7
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February 17,2015 -8 -Report No.IES15-010
Joint Operations Centre:Funding approvals and commitments for the Joint
Operations Centre are summarized in the following table as based on Council
recommendations from the August 12,2014 Meeting.
Approved Funding and Contract Commitments
Construction and Related Costs:
Buttcon Limited Contract Award (excluding optional items)17,004,000
Non-refundable taxes (1.76%)299,270
Fees for One Space Architects Unlimited 954,084
FF&E and Internal IT costs 125,000
Third party testing services (soils,concrete,building envelope)150,000
Subtotal 18,532,354
Contingency Allowance (10%)1,853,235
Project Construction Budget 20,385,589
Contract Change Log
Change Order Group 1 added to contract value (Report IES15-001)653,632
Subtotal 653,632
Requirement for Geogrid to stabilize north lot subbase 93,000
Change Order Group 2 added to contract value 93,000
Total Change Order value to date 746,632
*This is not additional to the contract but has been transferred from the inspection budget to the Contractor to expedite
inspection coordination.
Contract Payments
Item Transaction Balance Remaining
Approved Contract Value 17,004,000
Payment Certificate #1 (September 18,2014)-211,756 16,792,244
Payment Certificate #2 (October 17,2014)-497,468 16,294,776
Payment Certificate #3 (November 21,2014)-977,432 15,317,344
Payment Certificate #4 (December 16,2014)-1,164,015 14,153,329
Approve Change order group 1 (Sept/Dec)653,632 13,499,697
Payment Certificate #5 (January 16,2015)-890,323 12,609,374
Approve Change order group 1 (Jan 2015)93,000 12,702,374
Funding Sources Summary:
The funding summary for this project to the end of December 2014 is as follows:
Source Approved Funding Budget Received to Date:
Dec.31/14
Development Charges $11,932,404 $3,370,281
Sale of Municipal Lands 8,453,185 0
Interim Line of Credit if
nec.
0
Total $20,385,589 $3,370,281
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February 17,2015 -9 -Report No.IES15-010
Funding received to date has been sufficient to fund the project payment requirements
to date,without the need to draw advances on the approved Construction Line of Credit.
In the event the line of credit is required,the interest rate is variable monthly,with the
February 2015 monthly rate set by Infrastructure Ontario as 1.36%p.a.(January:
1.67%).
Balance on Construction Line of Credit,as at February 9,2015,is $NIL.
CONCLUSIONS
This report is provided to Council as an ongoing communication on the progress of the
following two facilities projects;1)Addition of the youth centre to the AFLC,2)New joint
operations centre.
In this report it is requested that Council approve a contract of $75,400 for MHMP
Project Leaders to provide part time support for the project administration and oversight
duties for the Joint Operations Centre,notwithstanding the provisions of the Town’s
Procurement By-law.The cost of $75,400 excluding taxes will be funded from the
existing project contingency allowance that was previously approved by Council.
PREVIOUS REPORTS
Infrastructure and Environmental Services
1.January 18,2011,IES11-002 –Award of RFP No.IES2010-73-Architectural
Consulting Services for a New Operations Centre
2.March 20,2012,IES12-012 –Town of Aurora Joint Operations Centre
3.April 3,2012,IES12-017 –Town of Aurora Joint Operations Centre
4.July 17,2012,IES12-039 –Town of Aurora Joint Operations Centre Site
Selection
5.September 18,2012,CFS12-032 –Follow-up Information:Funding Sources for
New Joint Operations Centre Capital Project
6.October 2,2012,IES12-052 –Town of Aurora Joint Operations Centre
7.October 23,2012,IES Memo 09-12 –Cost Information for Leadership in Energy
and Environmental Design for New Construction (LEED NC)
8.May 21,2013,IES13-031 –Joint Operations Centre Status and Snow Disposal
Site Consideration
9.July 16,2013,CFS13-023 –Capital Financing of Youth Centre and Operations
Centre Capital Projects
10.January 7,2014-IES14-001 JOC Pre-tender scope and budget approval
11.February 18,2014-IES14-009 Facility Project Status Report
12.April 15,2014-IES14-024 Facility Project Status Report
13.May 20,2014 –IES14-027 Facility Status Report
14.June 17,2014 –IES14-032 Facility Status Report
15.July 29,2014 –IES14-041 Facility Status Report
16.September 16,2014 –IES14-052 Facility Status Report
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Infrastructure and Environmental
Services
100 John West Way,
Box 1000,
Aurora,ON L4G 6J1
Phone:905-727-3123 ext.4371
www.e-aurora.ca
MEMORANDUM
DATE:February 17,2015
TO:Mayor Dawe and Members of Council
FROM:Ilmar Simanovskis,Director of Infrastructure and Environmental Services
RE:Widening of Industrial Parkway North and South
Memo 07-15
RECOMMENDED
THAT the memorandum regarding “Widening of Industrial Parkway North and South”
be received for information.
DISCUSSION
This memorandum is to provide Council with information regarding the feasibility and cost
estimate of widening Industrial Parkway North and South from two (2)to four (4)lanes from
Yonge Street to St.John’s Sideroad.
Existing road characteristics,traffic counts and road capacity
Industrial Parkway is a two-lane industrial collector roadway with an urban cross-section with
10.5 metre pavement width and a 50km/h and 60 km/h posted speed limits.The total length
is 5.16 km from Yonge Street to St.John’s Sideroad.The Town constructed a sidewalk on
Industrial Parkway South from Vandorf Sideroad to Industry Street in 2014.
Based on a 7-day traffic volume count using the Automated Traffic Counters,the average
daily traffic on different sections of Industrial Parkway is as follow:
•Industrial Parkway South –6,551 vehicles/day,counts were recorded between
Yonge Street and Vandorf Sideroad in 2012
•Industrial Parkway North –10,433 vehicles/day counts were recorded north of
Wellington Street East in 2008
The percentage of truck traffic is in the range of 8%to 10%.The existing right-of-way is 20m
(varies on some sections).The design speed for the entire road is 70 km/hour,which is 10
to 20 km/h above the posted speed limit.
The average daily traffic on Industrial Parkway is well below the maximum range expected
for an industrial/commercial collector road,which typically has up 12,000 vehicles per day as
per the Transportation Association of Canada guidelines.
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Under ideal traffic flow conditions a roadway can carry up to 1,900 vehicle per hour per lane
(vphpl)during peak hour times.Industrial Parkway peak hour traffic volume varied between
337 vphpl and 513 vphpl at the same locations indicated above;therefore the road has
ample capacity to carry additional traffic.This suggests that the current road capacity is only
25 percent utilized.
Design criteria for the road widening
For a collector road with a design speed limit of 70 km/hour and a volume larger than 450
vehicle/hour at the peak hours (am and pm),the “Geometric Design Standards for Ontario
Highways”recommends a width of 3.5 metre/lane to a total of 14 metres of pavement for
four (4)lanes (edge-of-asphalt to edge-of-asphalt)and a total road allowance of 26 metres
throughout.This would require an additional 6 metres of road allowance which in most
cases would require expropriation.
Use of existing road configuration to accommodate three (3)traffic lanes
The existing pavement width may accommodate three (3)lanes,being a combination of
either two lane traffic in one direction and one lane in the opposite direction,or a centre lane
for turning movements.The long term traffic volumes do not warrant a second lane in either
direction.
Current traffic patterns allow sufficient space for trucks to stop without obstructing traffic.
This is a relatively regular occurrence when materials are being delivered to the businesses.
Traffic flow is also well accommodated when vehicles are making left hand turns into
properties as the road width will accommodate for passing vehicles if the turning vehicle is
properly situated.
Delineation of a centre turning lane is possible but is not expected to improve traffic flow and
may impede current behaviours related to use of the curb lane for parking/stopping.Traffic
volumes don’t warrant the use of a centre lane.
A full assessment was not undertaken to verify acceptability of a third turning lane.If
assumed that the road width is adequate for the full length,then the process would be
primarily related to line painting and public awareness.To properly define the project,it is
recommended that a budget of $50,000 be approved to retain a design consultant.An
estimated cost for implementation as described above is $200,000.
As there is no warranted need for a left turn lane,staff are not recommending this option.
Cost Estimate of widening the road from two (2)to four (4)lanes
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Various cost components for civil works,utility relocation,land acquisition,design,legal fees
and project management are presented in Table A below:
Table A
Description Estimated Total ($)
Relocate Hydro Poles 3,000,000
Relocate bus pads 200,000
Relocate catch basins 2,000,000
Traffic signal relocation 250,000
Relocate sidewalk 2,500,000
Relocate curb (incl.subdrain)1,600,000
Road excavation 1,000,000
Road base and Asphalt 6,000,000
Tree removal/replacement 400,000
Retaining wall construction 3,000,000
Guiderail 250,000
Relocate buried Bell,Cable 400,000
Land acquisition 5,200,000
Design and Project Management 1,500,000
Subtotal 27,000,000
Contingency 3,000,000
Total Budget 30,000,000
Project Feasibility and Schedule
This project would require acquisition of property to a total road allowance of 26m
throughout,relocation of utilities,design and reconstruction of the new road.The overall
project timeline is 7 to 10 years based on the following tasks.
1)Design of the 4-lane road:this assignment can be completed in 2 years.
2)Land acquisition necessary to increase the road allowance from the existing 20metres
for a 2-lane road to the required 26metres for a 4-lane road.Land acquisition costs were
estimated at $3,200,000.Given the number of landowners to be involved in expropriation
(over 77 approximately),it will take about 3 years to move through the process.
3)Relocation of utilities and in particular hydro poles relocation.It was establish that at
least 108 hydro poles will have to be relocated for this undertaking to a total estimate cost of
$3,300,000.Utility relocation would require approximately 2 years to complete.
4)Construction:The construction of the road can be completed in 3 years upon completion
of securing the necessary land for the widened right of way.
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Should Council recommend a more detailed assessment,it would be advised that an
external consultant be retained to complete preliminary design activities for the purpose of
defining the scope and assessing physical requirements of the project.An estimated budget
for this initial assignment would be $200,000.All costs are based on a class D estimate level
of accuracy.
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Attachment 1
DRAFT
BY-LAW
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Attachment 2
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PL15-016
SUBJECT:Delegated Agreements,2014 Summary Report
FROM:Marco Ramunno,Director of Planning &Development Services
DATE:February 17,2015
RECOMMENDATIONS
THAT Report No.PL15-016 be received for information.
PURPOSE OF THE REPORT
The purpose of this report is to provide Council with a summary report of Development
Agreements that have been processed by the Planning Department based on Council’s
Delegated Approval Bylaw 5540-13.
BACKGROUND
In February 22,1995 Council enacted Bylaw 3604-95.1 designating portions of the
Town as site plan control areas.The Site Plan control bylaw has been further amended
since that time including Bylaw 4933.07.P which granted delegated approval authority to
the Director of Planning &Development Services.Delegated approval applies to
agreements which,in the opinion of the Director are considered to be minor in nature,
and amendments to existing agreements where the terms and plans remained
substantially unaltered.
The Planning Act allows Committees of Adjustment,in granting minor variances or
consents,to impose terms or conditions to the approval,and can require the owner to
enter into one or more agreements with the municipality to fulfill the terms and
conditions set out in its decision.As such on July 16,2013 Council approved Bylaw
5540-13 granting Delegated Approval Authority to the Director of Planning &
Development Services to approve and execute Simplified Development Agreements,
Oak Ridges Moraine Agreements,and other minor development agreements required
by the conditional approval of the Committee of Adjustment.The provisions of that
Bylaw also provides that the Director present a summary report on a semi-annual basis
of all simplified development agreements entered into by the Town.
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Tuesday,February 17,2015 Item 6 Page -1
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February 17,2015 -2 -Report No.PL15-016
COMMENTS
The following is a listing of Committee of Adjustment conditional approvals requiring
Simplified Development Agreements for both Minor Variance and Consent applications
and one Site Plan Amending Agreement.
File and Name Status Description of Application Agreement Date
MV-2014-22,
553 St.John’s Sideroad
(Fiorini)
Completed ORM Simplified Development
Agreement to allow construction of a
cabana in conformity with an
approved Natural Heritage
Evaluation
August 14,2014
C-2013-06,07
200 Wellington Street
West and 7 Kenlea
Court
(Baker)
Completed ORM Simplified Development
Agreement to allow single detached
home in conformity with an approved
Natural Heritage Evaluation.Applied
for new lot to be created.
November 14,2014
MV-2013-26,27,28
C-2013-08,09,10
14222,14314,14338
and 14378 Yonge Street
and 222 Ridge Road
(Coutts)
Completed Development Agreement to allow
severances and variances which
implement the conditions of Draft
Plan Approval and permit
development of one lot in accordance
with an approved Natural Heritage
Evaluation
November 14,2014
MV 2013-40
16 Woodsend Crescent
(Bishop-Lajoie)
Completed ORM Simplified Development
Agreement to allow a structure to be
built in conformity with an approved
Natural Heritage Evaluation.
April 30,2014
MV2014-07
18 Ing Court
(Tatarinova)
Completed ORM Simplified Development
Agreement to allow a structure to be
built in coformity with an approved
Natural Heritage Evaluation.
July 16,2014
SP-2014-04
444-446 Hollandview
Trail
(Sun Life Assurance
Company/Symposium)
Completed Amending Stie Plan Agreement to
allow outdoor patio,roof top
screening and revised parking layout.
November 26,2014
LINK TO STRATEGIC PLAN
Supporting small business and encouraging a more sustainable business
environment:By providing a more streamlined administrative approvals process for
simplified agreements and reporting to Council on a regular basis on the numbers and
status of these agreements.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
None
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PL15-017
SUBJECT:Request for Street Name Approval
Casing Developments Inc.
1114 Wellington Street East
File:SUB-2006-01
FROM:Marco Ramunno,Director of Planning &Development Services
DATE:February 17,2015
RECOMMENDATIONS
THAT staff report PL15-017 be received;and
THAT the following street name BE APPROVED for the proposed road within the
approved Draft Plan of Subdivision,File SUB-2006-01.
STREET “A”ELYSE COURT
PURPOSE OF THE REPORT
To seek Council approval of a street name proposed by Casing Developments Inc.The
name was not selected from the Town of Aurora’s approved bank of street names but
has been approved by York Region and Central York Fire Services.
BACKGROUND
In accordance with the Town of Aurora’s Street Naming Policy,developers have the
option of requesting specific street names for proposed new developments,pending
obtaining clearance by the York Region Planning Department and acceptance by the
Town’s Fire Department,and subsequently Council’s approval.The applicant has
indicated their desire to proceed with the clearance of conditions of approval,working
towards the preparation of the subdivision agreement and registration of the plan.It is
appropriate that the street name be approved for the site at this time.
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February 17,2015 -2 -Report No.PL15-017
COMMENTS
The proposed name was brought forward by Casing Developments Inc.,who first had
the opportunity of reviewing the Approved Bank of Street Names.After careful
consideration,the applicant has proposed that Street A take the name of ELYSE Court.
The proposed name is the of Property owner’s eldest Daughter’s name.The proposed
name has been approved by Central York Fire Services and by the Regional
Municipality of York.
LINK TO STRATEGIC PLAN
The proposed draft plan of subdivision supports the Strategic Plan goal of Supporting
and exceptional quality of life for all through its accomplishment in satisfying
requirements in the objectives of strengthening the fabric of our community.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
1.Council has the option to not approve the proposed name,at which point the
developer would have to re-submit alternate requests to the applicable agencies
for review and a future report.
FINANCIAL IMPLICATIONS
None
PREVIOUS REPORTS
None
CONCLUSIONS
In keeping with Council’s resolution respecting the naming of roads,staff recommends
that the name ELYSE Court be considered for the road servicing the proposed
development.
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PL15-018
SUBJECT:Authorization to Execute the Servicing Incentive Program (SIP)
Tri-Party Agreement between Region of York,Town of Aurora and
2C West Subdivision Developers
FROM:Marco Ramunno,Director of Planning &Development Services
DATE:February 17,2015
RECOMMENDATIONS
THAT report PL15-018 be received;and
THAT the Mayor and Town Clerk be authorized to execute each Tri-Party
Agreement for the Servicing Incentive Program (SIP)between the Region of York,
the Town of Aurora and each developer in the 2C West Landowners Group,
including any and all documents and ancillary agreements required to give effect
to same.
PURPOSE OF THE REPORT
The purpose of the report is to provide Council with background information on the
Servicing Incentive Program (SIP)initiated by the Region of York,and obtain
authorization for the Mayor and Clerk to execute the Tri-Party Agreement.The focus of
the program is to promote water efficiency and reduce waste water flow from residential
grade-related developments and buildings up to three storeys high in York Region.
BACKGROUND
The program offers additional servicing capacity assignment as an incentive to promote
more sustainable grade related developments and buildings up to three storeys high in
York Region.
By meeting all the program criteria,the developer becomes eligible for additional
servicing capacity credits in the amount of 20%based on population.This percentage is
based on the number of residential units requiring standard allocation from the local
municipality.There is a cost to the developers in implementing the sustainable
development initiatives required in the program.
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February 17,2015 -2 -Report No.PL15-018
COMMENTS
The Aurora 2C Secondary Plan (OPA 73)includes green development and design
standards.All new development is to achieve green development and design through a
number of initiatives related to environmental protection,community design,energy
efficiency,water conservation,waste reduction,noise reduction,improved indoor air
quality and residential education.The 2C West Developers Group has initiated and
applied many elements in order to create a healthy,compact and sustainable
community that meets or exceeds the requirements.
Program Requirements
As an incentive to further enhance the water efficiency and waste water reduction goals
of the Region,through the program the Region is promoting further enhancements to
the green development requirements already in place:
Water Efficiency
Reduce indoor and outdoor potable water waste through integrating efficient fixtures
and appliances and rainwater harvesting systems in new homes.
Waste Water Flow Reduction
Reduce waste water flow reduction through the implementation of improved design and
construction techniques and flow monitoring.New requirements for sanitary
maintenance holes and sewers,bulk heads,extraneous flow performance testing and
inspection,and sanitary flow monitoring.
Recognizing that the developments have already been approved and there will be
additional costs to implement the additional water saving and waste water changes,the
Region is offering the development industry servicing capacity assignment or bonus as
an incentive to implement the changes.
Town Initiatives
Through consultation with the Region and the development community in anticipation of
the SIP,the Town,through the design approval and inspection review process,has
already implemented the design and construction techniques that would reduce the
waste water flows.It is anticipated that the design and construction changes will also
reduce the Town’s long term anticipated maintenance costs for this type of
development.
The main obligation on the Town under the Tri-Party Agreement is that the Town will
enforce the Town initiatives with each developer to reduce waste water flows which are
a part of the program.These initiatives are already a part of each subdivision
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February 17,2015 -3 -Report No.PL15-018
agreement,and the Town would enforce these provisions against each developer prior
to assumption of servicing works,regardless of the existence of the Tri-Party
Agreement.
Securities for the Program
To ensure that the program is implemented to the required standards,the Region
requires that a letter of credit be posted by each developer and that the Town and the
developer are in agreement with the SIP requirements.It is not the intent of the Region
to “double secure”for the work done by the developers to reduce waste water flows,as
the Town initiatives and requirements to achieve these objectives are already built into
the existing subdivision agreements between the Town and the developers.As such,
the Region and the Tri-Party Agreement recognize that certain servicing works and
requirements of the program are already secured through letters of credit posted by
each developer to the Town,and the Town already has the ability to enforce compliance
with these aspects of the program through these subdivision agreements.
The capacity incentive or bonus will not be provided directly to the Developer by the
Region.It will be extended to the Town and assigned in accordance with the allocation
policy based on the Tri-Party Agreement.
In order to receive the allocation,it is intended that each developer will be required to
enter into a Tri-Party Agreement with the Town and the Region.The agreement outlines
the terms and conditions of compliance with the program,including the requirements
that must be met in order to secure the servicing capacity assignment credit and the
requirement to post additional program security directly to the Region.The Town will
maintain its own rights to the security provided from each developer in each subdivision
agreement,and the Region will not have drawing rights on such securities –they
remain for the benefit of the Town to ensure compliance with the terms of the
subdivision agreements.
Execution of the Tri-Party Agreement with each developer in 2C West will allow for the
continued development of the overall site and ensure the continued achievement of the
OPA 73 objectives.The additional positive benefit of the Tri-Party Agreement is that the
2C West developers will be able to obtain an additional 20%servicing allocation
capacity through the Region’s program,without drawing from or impacting the Town’s
overall existing allocation from the Region.
LINK TO STRATEGIC PLAN
The Servicing Incentive Program (SIP)supports the strategic plan goal of Supporting
an exceptional quality of life for all through its accomplishment in satisfying
requirements in the following key objectives:Strengthening the Fabric of Our
Community:tracking and planning for future residential growth supports the action item
to collaborate with the development community to ensure future growth includes
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PR15-004
SUBJECT:Canadian Tire Jumpstart Program
FROM:Allan D.Downey,Director of Parks and Recreation Services
DATE:February 17,2015
RECOMMENDATIONS
THAT Council receive Report No.PR15-004,for information.
PURPOSE OF THE REPORT
To inform Council of the community impact resulting from the partnership between the
Town of Aurora and the Canadian Tire Jumpstart Foundation.
BACKGROUND
The Canadian Tire Jumpstart Foundation (Jumpstart)works with Community Partner
organizations to identify families in financial need and provide funding to assist with the
costs associated with participating in organized sports and physical activity
programming.
Until January of 2011,Jumpstart did not have a Community Partner organization based
in Aurora,and as a result Aurora families looking for support from Jumpstart had to
apply to the Town of Newmarket for assistance.Given the lack of awareness of the
program in Aurora,a limited number of families (less than 10 per year)living in Aurora
were identified and provided with Jumpstart funding.
Effective January 2011,the Town of Aurora,Parks and Recreation Services
Department signed on as the Community Partner with Jumpstart.Through the Town’s
website,Recreation Program Guide,on-site information at the Town’s recreation
facilities,and working in partnership with community sports organizations we have
created a much greater awareness of the Jumpstart program in Aurora.
As a Community Partner,Town staff receive,review and process applications for
funding from Aurora residents applying for funding for children between the ages of 4 –
18 to participate in organized sport or physical activity programming.
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February 17,2015 -2 -Report No.PR15-004
COMMENTS
To date,the Town,as a Jumpstart Community Partner has provided over $53,000 in
Jumpstart funding to 320 children and youth.
Year #of Children Funded Total Funds Dispersed
2011 51 $9,450
2012 73 $10,936
2013 90 $14,897
2014 106 $17,768
TOTAL 320 $53,051
In addition to the direct funding provided through Jumpstart,the Town has developed
partnerships with local organizations such as the Aurora Youth Soccer Club and Aurora
Minor Hockey Association,who have provided additional support to community youth in
situations where the maximum allowable Jumpstart funding did not meet the need.
The Town continues to work with Jumpstart to ensure financially disadvantaged children
and youth in our community are provided with the opportunity to participate in organized
sport and physical activity programming.
LINK TO STRATEGIC PLAN
This project supports the Strategic Plan Goal of Supporting an Exceptional Quality
of Life for All by encouraging an active and healthy lifestyle.Develop a long-term
needs assessment for recreation programs,services and operations to march the
evolving needs of the growing and changing population.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
None.
FINANCIAL IMPLICATIONS
None.
CONCLUSIONS
Programs such as Jumpstart play an important role in reducing the financial barriers
that many families encounter in their ability to participate in organized sports.
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PR15-005
SUBJECT:Aurora Optimist Club Programs for Youth
FROM:Allan D.Downey,Director of Parks and Recreation Services
DATE:February 17,2015
RECOMMENDATIONS
THAT Council receive Report No.PR15-005,for information.
PURPOSE OF THE REPORT
To inform Council of the community impact resulting from the partnership between the
Town of Aurora and the Aurora Optimist Club in promoting awareness and identifying
families in need of support.
BACKGROUND
The Aurora Optimist Club has provided service to this community,specifically in support
of youth for several decades.Recently,the Optimist Club has worked in partnership
with the Town of Aurora,Parks and Recreation Services Department to promote some
of its programs.
Given the Town’s role in the processing of Jumpstart program applications,Town staff
are able to identify individuals who are in need of financial assistance through a simple
means test.Working in cooperation with the Canadian Tire Jumpstart Foundation,the
Town has modified the Jumpstart application providing applicants with the opportunity to
be notified of other programs that they may be interested in participating in.As a result
the Town has been able to assist in connecting financially disadvantaged residents with
the Optimist Club for various programs.
COMMENTS
To date,the Town and the Optimist Club have worked in partnership to:
To provide funding for Opti-Hockey registration;
To promote the distribution of free bicycles and helmets;
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February 17,2015 -2 -Report No.PR15-005
To promote the collection and distribution of free ice skates;and
To promote the distribution of free school supplies.
In September,2014 the Optimist Club in partnership with Staples Business Depot
provided almost 70 Aurora youth with approximately $75 each in back to school
supplies.
LINK TO STRATEGIC PLAN
These programs support the Strategic Plan Goal of Supporting an Exceptional
Quality of Life for All by encouraging an active and healthy lifestyle.Develop a
long-term needs assessment for recreation programs,services and operations to march
the evolving needs of the growing and changing population.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
None.
FINANCIAL IMPLICATIONS
None.
CONCLUSIONS
Community organizations such as the Optimist Club and their generosity help define a
community and serve not only the members of their organization,but reach out in
significant ways to improve the lives of others.Programs such as these enable
students to begin the school year with enthusiasm and give relief to those parents that
need it most when their children want to participate in organized sport.
PREVIOUS REPORTS
None.
ATTACHMENTS
None
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 10 Page -2
-50 -
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 10 Page -3
-51 -
MEMORANDUM
DATE:February 17,2015
TO:Mayor and Members of Council
FROM:Techa van Leeuwen,Director of Building and By-law Services
RE:Overnight Parking Enforcement at Town Park
RECOMMENDATIONS
THAT the memorandum regarding Overnight Parking Enforcement at Town Park be
received for information.
BACKGROUND
Building and By-law Services Report No.BBS15-002,regarding parking regulations and
enforcement,was brought forward to the General Committee meeting of January 13,2015.
The report outlined overnight parking restrictions on our public streets and at our Town
parks.The report advised that the Town Park parking lot was being used by residents and
commuters and the intent to enforce parking restrictions at Town Park commencing March
1,2015 with an education and awareness program leading up to that date.
At the Council meeting of January 20,2015 the following motion carried:
THAT Report No.BBS15-002 be received;and
THAT staff report back to Council on the feasibility of implementing an on-street parking
permit and an online just-in-time parking permit system in the Town of Aurora.
COMMENTS
Town Park parking enforcement will remain inactive.
Concerns have been raised regarding enforcement of the overnight parking restrictions at
Town Park in the absence of an alternative solution such as parking permits.Understanding
that there may have been an expectation that a parking permit system would be in place
prior to March 1,2015,staff is advising that parking enforcement at Town Park will remain
100 John West Way
Box 1000
Aurora,Ontario
L4G 6J1
Phone:905-727-3123 ext.4748
Email:tvanleeuwen@aurora.ca
www.aurora.ca
Town of Aurora
Building and By -law Services
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 11 Page -1
-52 -
February 17,2015
inactive until the feasibility study is completed and recommendations are adopted by
Council.
A Town wide parking strategy will be developed as part of a comprehensive traffic
impact study.
Staff is committed to reviewing the feasibility of a parking permit system at all our facilities
and on our roads.A Town-wide parking strategy will be developed as part of a
comprehensive traffic impact review,with stakeholder engagement.The review will be led
by Infrastructure &Environmental Services (IES).A project work plan will be brought to
Council at a future meeting for adoption.
General Committee Meeting Agenda
Tuesday,February 17,2015 Item 11 Page -2
-53 -
NOTICE OF MOTION Councillor Tom Mrakas
Date:February 17,2015
To:Mayor and Members of Council
From:Councillor Mrakas
Re:Liquidated Damages
WHEREAS most forms of building contracts include a clause referred to as "liquidated
damages"that specifies the amount of damages that a contractor may be responsible
for should the contractor fail to meet project timelines,including the completion date;
and
WHEREAS "liquidated damages"are a tool that can be used to ensure that projects
meet timelines and the completion date;and
WHEREAS the ability to meet time of delivery or performance of contractual obligations
is an important factor in the award of any contract,and the Town may reasonably
expect to suffer financial damages if performance targets and/or project timelines are
not met;and
WHEREAS the Town currently includes "liquidated damages"clauses in its tender/RFP
documents that form part of the construction contract between the contractor and the
Town;and
WHEREAS the absence of a "liquidated damages"clause in a construction contract
does not prevent the Town from recovering any financial losses against a contractor
due to breach of contract terms such as a failure to meet a completion date,but its
inclusion does serve as an important tool and warning to contractors that project
timelines and completion dates must be met.
NOW THEREFORE BE IT HEREBY RESOLVED THAT staff place "liquidated
damages"clauses in all future construction project contracts;and
BE IT FURTHER RESOLVED THAT if staff determines that a "liquidated damages"
clause should not be included in a construction project contract,then staff must obtain
the approval of Council prior to the removal of such clause.
General Committee Meeting Agenda
Tuesday,February 17,2015 Notice of Motion (a)Page -1
-54 -
NOTICE OF MOTION Councillor Sandra Humfryes
Date:February 17,2015
To:Mayor and Members of Council
From:Councillor Humfryes
Re:Aurora Farmers’Market &Artisan Fair
WHEREAS the Aurora Farmers’Market &Artisan Fair provides a valuable community
service to our Town where citizens can purchase fresh local produce,healthy food
items,and artisan wares;and
WHEREAS the Aurora Farmers’Market has proven to be a popular visitor and tourist
attraction to Aurora in its ever-increasing growth by being a family-friendly and culturally
rich destination that supports tourism and culture;and
WHEREAS the Aurora Farmers’Market runs weekly outdoors during the months of May
to October at 49 Wells Street,and sporadically during winter months;and
WHEREAS to enable the community to experience the Farmers’Market on a continual
basis during the winter months,the Aurora Farmers’Market is considering running a
winter Farmers’Market &Artisan Fair at the Aurora Armoury;and
WHEREAS the Aurora Armoury rental fee of $375 per day is a deterrent to hold an
indoor winter market more frequently and cannot be sustained successfully by the
Aurora Farmers’Market.
NOW THEREFORE BE IT HEREBY RESOLVED THAT rental fees for an indoor winter
Farmers’Market at the Aurora Armoury be waived as the Aurora Farmers’Market &
Artisan Fair contributes an abundance of enjoyment,convenience and usefulness to
citizens of Aurora and beyond.
General Committee Meeting Agenda
Tuesday,February 17,2015 Notice of Motion (b)Page -1
-55 -
NOTICE OF MOTION Councillor Michael Thompson
Date:February 17,2015
To:Mayor and Members of Council
From:Councillor Thompson
Re:Development of a Sport Plan
WHEREAS the Town of Aurora recently proclaimed 2015 the Year of Sport in Aurora;and
WHEREAS Aurora’s Strategic Plan identifies “Supporting an exceptional quality of life for all”
as a primary goal and “Encouraging an active and healthy lifestyle”as one of the key
objectives to achieving this goal;and
WHEREAS people who are physically active tend to live longer,healthier lives and feel that it
adds not only to their well-being but to the quality of their lives as well;and
WHEREAS sporting activities can provide character building activities and teach our children
character building traits like;leadership,respect,responsibility,perseverance and many other
positive traits;and
WHEREAS Aurora has been identified as a potential Canadian Sport for Life Community
(CS4L)and organized meetings have occurred in the Town to help develop Aurora as one of
Canada’s healthiest communities;and
WHEREAS the Federal Government revised their Canadian Sport Policy in 2012 to better
reflect the importance of enhanced collaboration amongst all stakeholders to achieve the
goals of enhanced participation,excellence,capacity and interaction in sport;and
WHEREAS a Sport Plan is a strategic document that is intended to provide direction and
recommendations to support the sustainability and growth of sport in a given community.
NOW THEREFORE BE IT HEREBY RESOLVED THAT staff report to Council on the
development of a Sport Plan for the Town of Aurora.
General Committee Meeting Agenda
Tuesday,February 17,2015 Notice of Motion (c)Page -1
-56 -
NOTICE OF MOTION Councillor Tom Mrakas
Date:February 17,2015
To:Mayor and Members of Council
From:Councillor Mrakas
Re:Winter Maintenance Service
WHEREAS residents of and businesses in Aurora have raised concerns about the
adequacy of winter maintenance service levels;and
WHEREAS the residents of and businesses in Aurora expect and deserve the best
service possible at the best price.
NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to return the
winter maintenance service levels to those in effect for the 2013-2014 winter
maintenance season;and
BE IT FURTHER RESOLVED THAT staff be directed to report to Council,following the
end of the 2014-2015 winter maintenance season,with recommendations on how to
provide the residents of and businesses in Aurora with better winter service provisions
especially as it speaks to snow removal.
General Committee Meeting Agenda
Tuesday,February 17,2015 Notice of Motion (d)Page -1
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TOWN OF AURORA
ADDITIONAL ITEMS
FOR GENERAL COMMITTEE MEETING
Tuesday, February 17, 2015
7 p.m.
Council Chambers
Replacement pages for Item 5 – LLS15-013 – Accountability and Transparency Policy
Re: Attachment 1 – Accountability and Transparency By-law No. 5690-15
Replacement of Item 5 pages 6 to 9 (agenda pages 27 to 30) to include the
missing pages (2, 4, and 6) of the draft By-law
RECOMMENDED:
THAT the replacement pages for Attachment 1 to Item 5 – LLS15-013 – Accountability
and Transparency Policy be received for information.
By-law Number 5690-15 Page 1
THE CORPORATION OF THE TOWN OF AURORA
By-law Number 5690-15
BEING A BY-LAW to
define the accountability
and transparency policies
and procedures for The
Corporation of the Town of
Aurora.
WHEREAS paragraph 5 of subsection 270(1) of the Municipal Act, 2001, S.O. 2001,
c. 25, as amended provides that a municipality shall adopt and maintain policies with
respect to the manner in which the municipality will try to ensure that it is accountable
to the public for its actions and the manner in which it will try to ensure that its actions
are transparent to the public;
AND WHEREAS on November 27, 2007 the Town adopted a corporate policy
regarding procedures by which the Town will try to ensure that it is accountable to the
public for its actions and that its actions are transparent to the public, being Town
Administration Procedure No. 67;
AND WHEREAS it is deemed necessary to adopt a policy by by-law with respect to
the Town’s accountability and transparency to replace Administration Procedure No.
67;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF
AURORA HEREBY ENACTS AS FOLLOWS:
TABLE OF CONTENTS
PART 1: DEFINITIONS, PRINCIPLES, PURPOSE AND APPLICATION
1. DEFINITIONS OF THIS BY-LAW ............................................................................. 2
2. VISION, MISSION AND VALUES OF THE TOWN .................................................. 2
3. PURPOSES, GOALS, AND OBJECTIVES OF THIS BY-LAW ................................ 2
4. ACCOUNTABILITY AND TRANSPARENCY PRINCIPLES AND PRACTICES ...... 3
5. APPLICATION .......................................................................................................... 3
6. RESPONSIBILITIES ................................................................................................. 3
7. EXCEPTIONS AND CONFLICT ............................................................................... 6
8. ACCESS TO INFORMATION ................................................................................... 6
9. ACCESSIBILITY CONSIDERATIONS ..................................................................... 6
PART 2: GENERAL ITEMS
10. BY-LAW REVIEW .................................................................................................... 6
11. SEVERABILITY ........................................................................................................ 6
12. SHORT TITLE .......................................................................................................... 7
13. IN FORCE ................................................................................................................. 7
By-law Number 5690-15 Page 2
PART 1: DEFINITIONS, PRINCIPLES, PURPOSE AND APPLICATION
1. DEFINITIONS OF THIS BY-LAW
1.(1) In this by-law, the following words have the following meanings:
(a) “AODA” means the Accessibility for Ontarians with Disabilities Act,
2005, S.O. 2005, c. 11, as amended;
(b) “CAO” means the Chief Administrative Officer of the Town, or his/her
designate;
(c) “Closed Meeting” means a regular, special or other meeting of a
Council, of a local board or of a committee that is closed to the public
within the meaning ascribed to it under section 239 of the Municipal Act,
2001, S.O. 2001, c. 25, as amended;
(d) “Council” means the Council of The Corporation of the Town of
Aurora;
(e) “Department” means a department of the Town;
(f) “Department Head” means a Director, or his/her designate, of the
Town who is responsible for a Department, and shall include the CAO
with respect to his/her direct responsibilities for a Department;
(g) “Town” means The Corporation of the Town of Aurora.
2. VISION, MISSION AND VALUES OF THE TOWN
2.(1) The Town’s vision is to be a respected leader in municipal government,
seeking innovative approaches and effective solutions that meet community
expectations.
2.(2) The Town’s mission is to be a professional and resilient organization
dedicated to providing high quality service and better understanding the needs
of our community.
2.(3) The Town values the following:
(a) Acting with honesty and integrity while serving the community;
(b) Providing a positive work environment that promotes employee health
and well-being;
(c) Recognizing and respecting the diversity of its community and
workforce;
(d) Protecting and enhancing the natural environment;
(e) Valuing the cultural heritage and the history of our community; and
(f) Contributing to the economic vitality of our community.
3. PURPOSES, GOALS, AND OBJECTIVES OF THIS BY-LAW
The purposes, goals, and objectives of this by-law are:
(a) to ensure openness, accountability and transparency while protecting
the best interests of the Town;
By-law Number 5690-15 Page 3
(b) to deliver high quality services while promoting the efficient use of
public resources;
(c) to avoid conflicts between the interests of the Town and those of the
Town’s employees and elected officials;
(d) to foster an environment that invites and encourages citizen
participation and engagement; and
(e) to incorporate, where applicable, the requirements of the AODA in
practices of the Town as well as any requirements contained in other
legislation (either provincial or federal) which may impact the practices
of the Town.
4. ACCOUNTABILITY AND TRANSPARENCY PRINCIPLES AND PRACTICES
Accountability and transparency affect and are affected by the public sector
organization as a whole, and the community it serves, whether at the local,
provincial, or national level. Accountability and transparency are standards of
good governance that enhance public trust. Therefore, the Town has adopted
Accountability and Transparency Principles and Practices, as follows:
Accountability:
Taking ownership and being responsible to stakeholders for our actions or
inactions. This value is essential to preserve the public trust and to protect the
public interest.
Efficiency:
Efficient management of the Town. This value is essential to ensure issues
and needs of the public are responded to in a timely fashion.
Ethics:
Acting in a manner true to the values listed herein. Acting ethically is essential
to preserve the public’s trust.
Impartiality:
Unbiased decision-making and action. This value is essential to ensure
fairness for the public good.
Professionalism:
Upholding high standards of job performance and ethical behavior. This value
is essential to balance diverse public interests.
Service:
Obligation to assist stakeholders. This value is essential to support the public
good.
Transparency:
Easily accessible and understandable policies and processes. This value is
essential to ensure active encouragement and fostering of public participation
in the Town’s decision-making.
5. APPLICATION
5.(1) This by-law shall apply to all members and committees of Council and
employees of the Town with respect to their roles in the political processes,
decision-making and administrative management of the Town.
6. RESPONSIBILITIES
6.(1) Council is responsible for providing good government for its constituents in an
accountable and transparent manner by:
By-law Number 5690-15 Page 4
(a) encouraging public access and participation to ensure that decision
making is responsive to the needs of its constituents and receptive to
their opinions;
(b) delivering high quality services to its constituents; and
(c) promoting the efficient use of public resources.
6.(2) With respect to financial dealings, as required under the Municipal Act, 2001,
as amended, the Town shall be responsible for providing accountability and
transparency to its constituents in a manner that may include, but is not limited
to, the following:
(a) publishing internal and external audits;
(b) publicly providing financial statements and reporting;
(c) documenting long term financial planning;
(d) demonstrating a commitment to asset management;
(e) adopting open and transparent procurement policies and practices;
(f) providing, when concluded, the details of any purchase or sale of land;
and
(g) ensuring open and accessible budget processes including opportunities
for public input.
6.(3) With respect to internal governance, the Town shall be responsible for
ensuring accountability on the part of its employees through the following
initiatives:
(a) mission, vision and value statements;
(b) code of conduct for staff;
(c) performance management and evaluation;
(d) hiring policies;
(e) orientation and continuing education;
(f) compensation and benefits;
(g) health and safety programs; and
(h) administrative practices and procedures that recognize Council’s
commitment to accountability and transparency.
6.(4) With respect to Town meetings, the Town shall be responsible for providing
accountability and transparency to its constituents in a manner that may
include, but is not limited to, the following:
(a) implementing a processes outlining how, when and under what rules
Town meetings will take place;
(b) ensuring the Town meetings are open to the public where required by
the Municipal Act, 2001, as amended;
(c) providing members of the public with an opportunity to make delegations
or comments in writing on specific items at meetings that are open to the
public; and
By-law Number 5690-15 Page 5
(d) fostering meaningful and effective public participation at Town meetings,
by disclosing information in a timely manner on various media, which
may include print media and websites, where such information may
include, but is not limited to, the following:
(i) Procedural By-law;
(ii) Code of Ethics for Councillors;
(iii) Strategic Plan;
(iv) development of the Customer Service Strategy;
(v) employee satisfaction survey, action plan and report care;
(vi) membership with Excellence Canada and related action plans;
(vii) Delegation By-law and policy;
(viii) Records Retention By-law and policy;
(ix) corporate records and documents management plan;
(x) Public Notice By-law and policy;
(xi) provincial and municipal benchmarking;
(xii) financial information reporting;
(xiii) online availability of the Town’s Operating and Capital
Budget/Business Plans;
(xiv) the maintenance of an inventory of the Town’s landholdings;
(xv) Annual Community Report, which includes the Town’s
performance results in the Municipal Performance Measurement
Program;
(xvi) audited financial statements, which shall be compliant with the
Public Sector Accounting Board requirements;
(xvii) salary information, released in accordance with the Public Sector
Salary Disclosure Act, 2006;
(xviii) information required by the AODA;
(xix) by-laws, agendas, minutes and reports of General Committee
and Council, provided on the Town’s website;
(xx) the Town’s Emergency Plan, provided on the Town’s website;
and
(xxi) live streaming of General Committee meetings, and local
broadcast of Council meetings, where both recordings will be
available online following the meeting on an on-demand basis.
6.(5) With respect to Closed Meetings, the Town shall be responsible for ensuring
accountability and transparency to its constituents by:
(a) ensuring the Town’s procedural by-law and practices enable detailed
compliance with the requirements of the Municipal Act, 2001, as
amended, for holding a Closed Meeting;
By-law Number 5690-15 Page 6
(b) informing the public, when possible, of the reason for the holding of the
Closed Meeting by providing information which may include, but is not
limited to:
(i) the general nature of the matter to be considered at the Closed
Meeting; and
(ii) the resolutions made at the Closed Meeting.
7. EXCEPTIONS AND CONFLICT
7.(1) All political processes, decision-making and administrative management of the
Town shall comply with this by-law and all other Town by-laws and policies,
including the Town Corporate Policies and Procedures, the Employee Code of
Conduct and the Council Code of Ethics By-law.
7.(2) In case of conflict between any Town policy and this by-law relating to matters
of accountability and transparency, the provisions contained in this by-law
shall prevail. In case of conflict between this by-law and any other Town by-
law, the provisions of the by-law that is more specific in addressing the matter
in conflict shall prevail.
7.(3) Notwithstanding the provisions of this by-law, all political processes, decision-
making and administrative management of the Town shall comply with any
provincial or federal Act, or a regulation made under any such Act, and any
instrument of a legislative nature.
8. ACCESS TO INFORMATION
8.(1) The disclosure of information by the Town shall be made in accordance with
the provisions of the Municipal Freedom of Information and Protection of
Privacy Act, R.S.O. 1990, c. M.56 and the Personal Health Information
Protection Act, 2004, S.O. 2004, c. 3, Sched. A, as amended.
9. ACCESSIBILITY CONSIDERATIONS
9.(1) The Town is committed to giving people with disabilities the same opportunity
to access and participate in the decision-making processes of the Town and
allowing them to benefit from the same services and public participation
opportunities as other constituents, pursuant to the provisions of the AODA.
Programs, services, facilities, etc. should be accessible to persons with
disabilities (visible and invisible), including (without limitation): hearing loss,
vision loss, physical or mobility related impairments, temporary disabilities,
learning, speech, language, cognitive, psychological, psychiatric, intellectual
and developmental disabilities, allergies, and multiple chemical sensitivities.
PART 2: GENERAL ITEMS
10. BY-LAW REVIEW
10.(1) This by-law shall be monitored and evaluated for effectiveness continuously by
the CAO and shall be comprehensively reviewed upon specific request by the
Council.
11. SEVERABILITY
11.(1) If any provision of this by-law or the application thereof to any person or
circumstance is held to be invalid by a court of competent jurisdiction, the
invalidity does not affect other provisions or applications of this by-law which
can be given effect without the invalid provision or application, and to this end
the provisions of this by-law are severable.
By-law Number 5690-15 Page 7
12. SHORT TITLE
12.(1) This by-law may be referred to as the “Accountability and Transparency By-
law”.
13. IN FORCE
13.(1) This by-law shall come into full force and effect on the date of final passage
hereof.
READ A FIRST AND SECOND TIME THIS 24th DAY OF FEBRUARY, 2015.
READ A THIRD TIME AND FINALLY PASSED THIS 24th DAY OF FEBRUARY,
2015.
___________________________________
GEOFFREY DAWE, MAYOR
___________________________________
STEPHEN M.A. HUYCKE, TOWN CLERK