AGENDA - General Committee - 20150303GENERAL COMMITTEE
MEETING AGENDA
TUESDAY,MARCH 3,2015
7 P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
February 27,2015
TOWN OF AURORA
GENERAL COMMITTEE MEETING
AGENDA
Tuesday,March 3,2015
7 p.m.
Council Chambers
Councillor Thompson 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 Kim pg.60
Re:Multicultural Festival
General Committee Meeting Agenda
Tuesday,March 3,2015 Page 2 of 5
9.NEW BUSINESS/GENERAL INFORMATION
10.CLOSED SESSION
RECOMMENDED:
THAT General Committee resolve into a Closed Session meeting to consider:
1.Personal matters about an identifiable individual,including a Town or Local Board
employee;Re:Report No.LLS15-022 –Appointments to the Aurora Appeal
Tribunal
2.A proposed or pending acquisition or disposition of land by the Town or Local
Board;Re:Report No.PR15-007 –Purchase of Lands at 100 Vandorf Sideroad,
Formerly Hallmark Cards
11.ADJOURNMENT
General Committee Meeting Agenda
Tuesday,March 3,2015 Page 3 of 5
AGENDA ITEMS
1.BBS15-004 –Request for Sign Variance to Sign By-law No.4898-07.P for pg.1
the McDonald’s Restaurant at 2 Allaura Blvd.
RECOMMENDED:
THAT Report No.BBS15-004 be received;and
THAT a variance to Sign By-law No.4898-07.P be approved to permit two (2)
menu board signs for the McDonald’s drive thru facility located at 2 Allaura
Blvd;and
THAT a second variance to Sign Bylaw No.4898-07.P be approved to permit
each menu board sign to have a sign area of 5.2m2.
2.IES15-011 –Northern Six Waste Collection Contract,Tender Preparation pg.8
Update
RECOMMENDED:
THAT Report No.IES15-011 be received;and
THAT the principle of renewing a waste contract as a partnership with the
Northern Six Municipalities be endorsed;and
THAT staff be directed to update the Memorandum of Understanding
between the Northern Six Municipalities to provide governance and direction
during the next Waste Collection Contract period;and
THAT staff report back with opportunities to harmonize all Waste Collection
By-laws in the Northern Six Municipalities with the aim to improve efficiencies
in the Contract Administration and customer service;and
THAT staff report back to Council for direction with respect to opportunities for
improvements in the service level(s)provided,range of services provided,
opportunities for further waste diversion and cost efficiencies.
3.IES15-012 –Speeding Concerns on Cousins Drive and Multi-Way Stop pg.14
Control Request at the Wells Street and Cousins Drive
Intersection
RECOMMENDED:
THAT Report No.IES15-012 be received;and
General Committee Meeting Agenda
Tuesday,March 3,2015 Page 4 of 5
THAT the request for a three-way stop sign control at the intersection of Wells
Street and Cousins Drive be denied;and
THAT notice of Council’s decision be sent to area residents.
4.IES15-013 –Durham York Energy Centre Status Report pg.24
RECOMMENDED:
THAT Report No.IES15-013 be received for information.
5.IES15-014 –Clear Bag Program for Waste Collection,Follow-up Report pg.28
RECOMMENDED:
THAT Report No.IES15-014 be received;and
THAT staff undertake two additional open-houses and two additional public
on-line surveys to occur in advance of each of the voluntary and full transition
dates;and
THAT a Clear Bag Program for waste collection to replace black opaque bags
for waste collection be approved;and
THAT the voluntary Clear Bag Program start date be June 5,2015,to
coincide with the United Nations Environment Day;and
THAT the Clear Bag Program full transition date be October 19,2015,to
coincide with Canada Waste Reduction Week,after which compliance
measures will be implemented;and
THAT staff bring forward an amendment to By-law Number 5590-14,“BEING
A BY-LAW for the collection of solid waste and recyclable materials in the
Town of Aurora”that includes the replacement of black opaque bags with
clear bags for the setting out of garbage.
6.LLS15-011 –Questions on the Ballot –2014 Municipal Election Results pg.41
RECOMMENDED:
THAT Report No.LLS15-011 be received;and
THAT Council provide direction with respect to the 2014 Municipal Election
Questions on the Ballot.
General Committee Meeting Agenda
Tuesday,March 3,2015 Page 5 of 5
7.LLS15-012 –Civil Marriage Solemnization Services pg.50
RECOMMENDED:
THAT Report No.LLS15-012 be received;and
THAT the Town’s services be enhanced to include civil marriage solemnization
services;and
THAT a by-law to authorize the Town Clerk to provide civil marriage
solemnization services be enacted;and
THAT the fees for civil marriage solemnization services as set out in Report No.
LLS15-012 be approved;and
THAT a by-law be enacted to amend Schedule “C”of By-law Number 5680-15
(being the Town’s Fees and Charges By-law)to include fees for civil marriage
solemnization services.
8.Memorandum from Mayor Dawe pg.56
Re:Finance Advisory Committee Member Appointments
RECOMMENDED:
THAT the memorandum regarding Finance Advisory Committee Member
Appointments be received;and
THAT the following Members of Council be appointed to the Finance Advisory
Committee:
Mayor Geoffrey Dawe
Councillor Harold Kim
Councillor Michael Thompson
9.Memorandum from Mayor Dawe pg.59
Re:Proposed Revision to the Council Meeting Calendar
RECOMMENDED:
THAT the memorandum regarding Proposed Revision to the Council Meeting
Calendar be received;and
THAT the Council meeting currently scheduled on Tuesday,May 12,2015 be
rescheduled to Monday,May 11,2015 at 7:00 p.m.to accommodate the 2015
York Regional Police Appreciation Night.
GENERAL COMMITTEE REPORT No.BBS15-004
SUBJECT:Request for Sign Variance to Sign By-law No.4898-07.P
for the McDonald’s Restaurant at 2 Allaura Blvd.
FROM:Techa van Leeuwen,Director of Building and Bylaw Services
DATE:March 3,2015
RECOMMENDATIONS
THAT Report No.BBS15-004 be received;and
THAT a variance to Sign By-law No.4898-07.P be approved to permit two menu
board signs for the McDonald’s drive thru facility located at 2 Allaura Blvd;and
THAT a second variance to Sign Bylaw No.4898-07.P be approved to permit each
menu board sign to have a sign area of 5.2m2.
PURPOSE OF THE REPORT
To evaluate the applicant’s request and make recommendations on variances to Sign By-
law No.4898-07.P,as amended.
There are two variances requested.The first variance is to allow this restaurant to have
two menu board signs for the drive thru facility whereas the Sign Bylaw No.4898-07.P
restricts the number of menu board signs to one per drive thru facility.
The second variance is to permit the two proposed drive thru menu board signs to each
have a sign area of 5.2m2 whereas Sign By-law No.4898-07.P permits a maximum sign
area of 4m2 for menu board signs.
BACKGROUND
Building and Bylaw Services is in receipt of a sign variance application from McDonald’s
Restaurant to install two menu boards that exceed the maximum sign area for their drive
thru facility.This McDonald’s,built in 1978,is located at the north-east corner of Allaura
Blvd and Yonge St.The property is bordered on the north by The Aurora War Memorial
Peace Park and commercial properties to the east,west and south.The entrance to the
property is from Allaura Blvd.
This restaurant is enhancing the drive-thru facility by creating a second stacking/ordering
lane.The current drive thru facility is serviced by a single stacking lane that has one menu
board sign.The alteration of the stacking drive thru lane into two stacking lanes was
subject to a Site Plan Exemption review and has been approved by Planning and
Development Services.
TOWN OF AURORA
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 1 Page -1
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March 3,2015 -2 -Report No.BBS15-004
The applicant is proposing to install menu board signs reflecting their corporate drive thru
designs installed at other McDonald’s restaurants.
COMMENTS
The second stacking lane and menu board sign is to provide greater customer
service.
The applicant has advised staff that the second lane and the ability to order while in that
lane is for improved customer service.The additional stacking lane will increase the
speed in which customers can order.To accomplish this increase in customer service,the
additional stacking lane requires a menu board sign.
The additional stacking lane requires a menu board sign.
The proposed drive-thru access will be arranged such that customers enter the drive thru
facility through a single lane located on the east side of the building.At the rear (north
side)of the property,the single lane will split into two stacking lanes.Each stacking lane is
proposed to have its own menu board sign incorporating a customer order communication
feature.This requires that a variance be granted for the number of menu board signs.The
change to the stacking lanes was subject to a Site Plan Exemption process and has been
approved through Planning and Development Services.Without the menu board sign the
second lane is ineffective and may reduce customer service by creating confusion.
The new menu board signs are designed to integrate a communication panel
increasing the overall sign area.
The existing menu board sign for this McDonald’s has a separate menu board and
communication panel.McDonald’s have redesigned their menu board signs to integrate
the customer order feature with the menu board.The overall size of the menu board has
been increased to accommodate this change.They propose that this will reduce the visual
clutter of the drive thru by reducing the number of different components required to show
the menu and communicate between the customer and staff.The updated menu boards
will have three rotating panels and a customer order feature (2 way communication)panel.
At 1.08m2 per panel the area of three rotating panels is less than the 4m2 that is permitted
by the Sign By-law.The inclusion of the communication panel brings the total area to
5.2m2.See attachment 2.
The menu board signs are situated to reduce their visibility from off-site.
The proposed menu board signs are to be located at the rear (north side)of the property.
The signs are visually buffered by an existing row of trees along the north property line.
The signs would not be visible from the front of the property (south side)which faces
Allaura Blvd.The signs would be partially obstructed from Yonge St to the west by the
McDonald’s parking lot.To the east of the property are other commercial establishments.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 1 Page -2
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March 3,2015 -3 -Report No.BBS15-004
The menu board signs match the standard McDonald’s menu boards.
The proposed menu board signs are designed to meet the standard McDonald’s menu
board signs installed at other restaurant locations.
The following table compares the proposal to the Sign By-law No.4898-07.P:
Drive-thru Facility Menu Board Signs
Attribute Sign Bylaw Provision Proposed
Illumination
Shall not create a hazard or
nuisance;light deflected from
residential premises.
Located at rear of property and will not
create a hazard or nuisance.Property
is not adjacent to residential premises.
Number of
menu board
signs
1 sign per drive thru facility 2 signs per drive thru facility
Menu Board
sign area 4 m2 5.2 m2
Height of menu
board signs 2.5m 2.23m
Table note:Bold,underlined font represents areas of non-compliance
As the above table demonstrates,a variance is required for the number of menu board
signs and for the overall sign area of each menu board signs.
The following table provides the criteria for assessing sign variance approvals.
Table for Evaluating Sign Variance Criteria
Criteria Comment
1.Physical difficulties
Where due to special circumstances,pre-existing
condition of the building,layout or topography of
the subject land,it is difficult to comply with the
provisions of the Sign By-law.
n/a
2.Consistency with the architectural features
of the building
Where the proposed sign blends well with the
architectural features of the building and granting
the sign variance will result in a more
aesthetically pleasing visual appearance of the
building for the community.
n/a
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 1 Page -3
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March 3,2015 -4 -Report No.BBS15-004
3.Consistency with the character of the
neighbourhood
Where the Sign Variance,if granted,will not alter
the essential character of the neighbourhood and
will have no adverse impact on the Town's
cultural heritage
This is an existing restaurant that is
expanding its drive-thru facility to
enhance customer service.The additional
signs and sign area will not alter the
essential character of the neighbourhood
and will have no adverse impact on the
Town’s cultural heritage.
4.No adverse impact to the adjacent property
or general public
Such adverse impact may include but is not
limited to:illumination,obstruction of other
signage,obstruction of natural light,distance to
the adjacent buildings and properties,etc.
This McDonald’s restaurant has existed since
1978.The proposed menu board signs are
to be located at the north side of the property.
The property abuts the Aurora War Memorial
Peace Park to the north and is surrounded by
other commercial properties.There is no
adverse impact to the adjacent property or
general public.
5.Adherence to Corporate Branding
Where not granting a Sign Variance results in a
conflict in corporate branding requirements such
as updated/new logos or trademarks.
The proposed menu board signs are in
keeping with the standards McDonald’s
applies to new menu board signs.
6.Impact on safety,traffic and accessibility
The proposed Sign Variance,if granted,will not
increase fire or traffic hazard or otherwise
endanger public safety or negatively impact
accessibility.
The signs will not increase fire or traffic
hazards or otherwise endanger the public
safety.The signs will be at the rear of the
property for the dedicated use of the drive
thru facilities.
7.Result in greater convenience to the public
Granting of the variance will result in greater
convenience to the public in identifying the
business location for which a sign variance is
sought.
Granting this variance will result in the
public being able to be served more
quickly resulting in greater convenience
to the public.
Variances requested:
1.A variance is requested to permit the drive thru facility to have two menu board
signs whereas Sign By-law 4898-07.P permits one menu board sign per drive thru
facility.
2.A variance is requested to permit the drive-thru facility to have menu board signs
that are 5.2m2 in sign area whereas Sign By-law No.4898-07.P permits a
maximum sign area of 4.0m2 per menu board.
LINK TO STRATEGIC PLAN
Approving the requested variance to Sign By-law No.4898-07.P supports the Strategic
Plan goal of Enabling a Diverse,Creative and Resilient Economy through its
accomplishment in satisfying requirements of the objective supporting small business
and encouraging a more sustainable business environment.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 1 Page -4
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General Committee Meeting Agenda
Tuesday, March 3,2015 Item 1 Page - 5
- 5 -
March 3, 2015 -5-Report No. 88S15-004
FINANCIAL IMPLICATIONS
N/A
AL TERNATIVE(S) TO THE RECOMMENDATIONS
1. Council could approve the request to vary the number of menu board signs but
impose the provisions of Sign By-law No. 4898-0?.P regarding the size of the menu
board signs. This would require a redesign of the menu board signs that may or
may not be able to integrate a communication feature.
2. Council could approve the request to vary the size of the menu board signs but
impose the provisions of Sign By-law No. 4898-0?.P regarding the number of menu
board signs. This would essentially make the second stacking and ordering lane
ineffective.
3. Council could deny the requested variance and impose the provisions of the Sign
By-law No . 4898-0?.P. The impact of the alteration is stated in option 1 and 2
above .
CONCLUSIONS
Staff determined that the variances being sought are in keeping with the general intent of
the By-law. For reasons outlined in this report staff is recommending that Council approve
the requested variances to allow two menu board signs to have a sign area of 5.2m2.
ATTACHMENTS
Attachment No. 1 --Site Plan
Attachment No. 2 -Elevations of the menu board signs
PRE-SUBMISSION REVIEW
Executive Leadership Team-February 19, 2015
Prepared by: Dale Robson
Manager of Code Review and Inspections-Ext. 4319
~ _tty_
Techa van Leeuwen Neil Garbe
Director of Building and Bylaw Services Chief Administrative Officer
March 3,2015 -6 -Report No.BBS15-004
Site Plan
Attachment 1
Location of proposed Menu Board
signs
N
Allaura Blvd
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 1 Page -6
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March 3,2015 -7 -Report No.BBS15-004
Front of menu board Back of menu board
Menu Board Signs Elevations
Attachment 2
Communication Panel
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 1 Page -7
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.IES15-011
SUBJECT:Northern Six Waste Collection Contract,Tender Preparation Update
FROM:Ilmar Simanovskis,Director of Infrastructure and Environmental
Services
DATE:March 3,2015
RECOMMENDATIONS
THAT Report No.IES15 -011 be received;
THAT the principle of renewing a waste contract as a partnership with the
Northern Six Municipalities be endorsed;and
THAT staff be directed to update the Memorandum of Understanding between the
Northern Six Municipalities to provide governance and direction during the next
Waste Collection Contract period;and
THAT staff report back with opportunities to harmonize all Waste Collection By-
laws in the Northern Six municipalities with the aim to improve efficiencies in the
Contract Administration and customer service;and
THAT staff report back to Council for direction with respect to opportunities for
improvements in the service level(s)provided,range of services provided,
opportunities for further waste diversion and cost efficiencies.
PURPOSE OF THE REPORT
The purpose of this report is to provide Council with an update with respect to the
preparation of the Northern Six waste collection contract tender and to seek Council
guidance as it relates to contract priorities respecting levels of service,convenience to
residents,and waste diversion.
BACKGROUND
In 2007 the Northern Six Municipalities (N6)of York Region being;The Towns of
Aurora,East Gwillimbury,Georgina,Newmarket,Whitchurch Stouffville and Township
of King collectively entered into a ten-year waste collection contract.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 2 Page -1
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March 3,2015 -2 -Report No.IES15-011
This award winning contract was the first N6 initiative in which the municipalities
collaborated with one another to leverage the economies of scale for the benefit of cost
containment of municipally delivered services.
The N6 was recognized at both the Federation of Canadian Municipalities (FCM)
Sustainable Community Awards,and the Association of Municipalities of Ontario (AMO)
Conference.
Together the six municipalities accepted top honours in the waste management
category for the Northern Six Joint Waste Collection Contract and Green Bin program at
FCM and the AMO P.J.Marshall Certificate of Merit Award for excellence in innovation.
The goal of the joint initiative was to maximize solid waste collection efficiencies,
minimize solid waste system collection costs and introduce new waste diversion
initiatives (e.g.a household organic collection program)with the aim to divert a
minimum of 65%of waste from landfill as established through the 2006 Joint Municipal
Waste Diversion Strategy.
The 2007-2017 N6 contract not only implemented a new waste collection system but it
shared a communication and public education program,joint customer service
arrangement,and distributed over 70,000 organic collection containers.
Collaborative savings of one million dollars per year was projected over the life of the
contract.York Region conducted an audit on behalf of the municipalities and this audit
confirmed that the 2008 savings were higher than expected.
In addition to savings to residents,the project provides residents with an increased level
of service with respect to waste and recycling collection services.The new waste
collection program provides garbage collection every other week,weekly blue box
collection,weekly household organic waste collection,and yard waste collection every
other week between April and November.
Building upon the successes of the 2007-2017 N6 waste collection contract,staff have
initiated the preparation of the new contract with the intent of having tender documents
prepared as early as 2015.The new waste contract will have to be awarded no later
than the spring of 2016 to ensure the successful bidder has time to order trucks and
equipment and put processes in place for a September 2017 start.
COMMENTS
Using the current N6 waste collection contract as a basis,staff will prepare the new
contract taking into consideration the current contract performance,customer service
levels,cost containment/savings,impact on the environment and implementation of new
technologies.Staff will also incorporate such improvements as directed by Council for
the benefit the residents of the Northern Six municipalities.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 2 Page -2
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March 3,2015 -3 -Report No.IES15-011
Additionally,and where feasible,the SM4RT Living Plan and Integrated Waste
Management Master Plan will be incorporated into this contract.
As was done with the current waste contract,services of a consultant with the
experience and expertise in these types of contracts will be retained to prepare the
tender documents and undertake bid analysis.Sufficient funds have been requested
through the 2015 budget deliberations to employ these services.
Contract Priorities
Providing the highest level of service at the lowest possible cost to residents is the key
consideration for any publically provided service.Staff have identified the following
priorities for the future contract and will evaluate bids accordingly:
Cost containment
Maintain current level of service
Convenience to resident
Diversion rates
Staff identified early on in the tender preparation process that efficiencies and cost
containment may be realized if the municipalities more closely align collection services.
These aligned services are expected to help contain costs.Aligned services also
provide the contractor flexibility in collection services,other efficiencies,and staff
training.
Acknowledging that each of the Northern Six municipalities may choose to offer differing
levels of service as is done now,staff identified the following possible
changes/alignments in the next contract.
Harmonization of Waste Collection By-Laws will benefit overall program
efficiencies
Staff anticipate harmonization of waste collection by-laws across the N6 could have
significant positive benefits.This harmonization would provide for consistent messaging
throughout the N6 including communications from our call centres,coordinated
promotion and education materials and improved contract enforcement.
Harmonization would also provide maximum flexibility for the contractor delivering
service across municipal boundaries,over large geographic areas and throughout the
urban-rural makeup of the N6.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 2 Page -3
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March 3,2015 -4 -Report No.IES15-011
Harmonization of waste by-laws could include:
Frequency of collection
Type of waste collected
Bag limits
Implementation of clear garbage bags
Ability to purchase bag tags and/or white good and bulky tags
Enforcement
Recycling at super mail boxes
SM4RT Living Plan will be incorporated to maximize diversion goals
The Integrated Waste Management Master Plan has been endorsed by York Region
and each of the N6 municipalities.The plan is an innovative,long-term plan to drive
waste reduction and reuse for the next 25 to 40 years.
The SM4RT Living Plan will not only incorporate the traditional 3R’s (reduce,reuse,
recycle)but will incorporate a fourth R –recovery.Part of this recovery component is
energy recovery from waste through the new partnership facility between York and
Durham region.
Call Centre -Customer Service Approach to be evaluated to optimize program
A contractor operated call centre for residents is a requirement of the current waste
collection contract.This call centre addresses missed collections,damaged collection
containers or other complaints.Residents are also able to schedule special waste
collections using the call centre.
The call centre has significantly reduced the number of calls to N6 front-line staff.
Under consideration for call centre:
Status quo -contractor operated with enhanced performance standards and
reporting
Contracting out this service to a third party
Contracting out this service to one of the N6 call centres
The first priority of a customer call centre is to provide service to N6 residents.Staff feel
the call centre can provide other valuable information to the municipalities and be used
to evaluate key performance indicators and customer satisfaction.An independent call
centre reporting directly to the N6 may also enhance contract enforcement by identifying
potential collection issues affecting residents.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 2 Page -4
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March 3,2015 -5 -Report No.IES15-011
Contract Administration approach and delivery model to be reviewed to better
leverage staff resources
Through a Memorandum of Understanding the N6 collectively manages the waste
contract but more specifically the N6 appoints a “Municipal Relationship Manager”
(MRM),typically a Director,who acts as the contract administrator on behalf of the N6.
The MRM carries the responsibilities for a term of approximately two years.
Each MRM takes on significant workload and responsibility on behalf of the other
municipalities.The 2007-2017 contract has a value of $100M.During normal
operations,the role of MRM is manageable however during emergency events such as
the severe winter and ice storm of 2013/2014,the administration of the contract can
directly impact the MRM and the respective municipality.
While there are efficiencies with this MRM model,the N6 will review existing resourcing
to determine it’s adequacy to effectively manage the contract.
Other contract considerations will be explored to leverage new practices where
warranted
Staff will research new technologies for incorporation into the waste contract where
appropriate to implement.Examples of such technologies might include;cameras to
record curbside conditions before and after collection (remotely accessible by N6
representative),GPS route tracking including vehicle speed,direction of travel and time
of day etc.(part of current contract),radio-frequency identification (RFID)tags on front
end container collection.Inclusion of new technologies is intended to improve contract
conformance,service level improvements and accuracy of billing.
Staff identified an opportunity to embrace green fleet technology as an N6 commitment
to the environmentally sustainable service delivery.
Under Ontario regulation,both the Public and Separate school Boards are required to
implement waste diversion programs.Staff intend to include a piggyback clause in the
N6 contract to assist the school boards in this statutory responsibility.The piggyback
clause will permit the Boards to take advantage of the economies of scale and N6
contract pricing.If this piggyback clause is exercised by the Boards,the Boards will be
required to undertake 100 percent of the administration of the services provided to the
Boards.
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:
General Committee Meeting Agenda
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General Committee Meeting Agenda
Tuesday, March 3,2015 Item 2 Page - 6
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March 3, 2015 -6-Report No. IES15-011
Investing in sustainable infrastructure: Maintain and expand infrastructure to support
forecasted population growth through technology, waste management, roads,
emergency services and accessibility
ALTERNATIVE(S) TO THE RECOMMENDATIONS
As directed by Council
FINANCIAL IMPLICATIONS
Sufficient funding has been requested in the 2015 operating budget to fund Aurora's
portion of the consultant costs associated with the preparation of tender documents and
the tender bid evaluation. The estimated funding requirement is $7,500 .
CONCLUSIONS
The Northern Six Municipalities of York Region are initiating preparation of the next
Northern Six Waste Collection Contract as the current contract is set to expire in
September 2017. Tendering will be required to be completed by early 2016 to allow for
sufficient to for the successful bidder to procure the collection fleet.
In the lead up to the tender completion, Council will be consulted to review and endorse
service levels, and other aspects of the tendering process .
PREVIOUS REPORTS
None
ATTACHMENTS
None
PRE-SUBMISSION REVIEW
Executive Leadership meeting of February 19, 2015
Prepared by: //mar Simanovskis, Director, Infrastructure and Environmental
Services -Ext. 4371
llmarsrrnat1011Ski
Director, Infrastructure &
Environmental Services
Neil Garbe
Chief Administrative Officer
TOWN OF AURORA
GENERAL COMMITTEE REPORT No.IES15-012
SUBJECT:Speeding Concerns on Cousins Drive and Multi-Way Stop Control
Request at the Wells Street and Cousins Drive Intersection
FROM:Ilmar Simanovskis,Director of Infrastructure &Environmental
Services
DATE:March 3,2015
RECOMMENDATIONS
THAT Report No.IES15-012 be received;and
THAT the request for a three-way stop sign control at the intersection of Wells
Street and Cousins Drive be denied;and
THAT notice of Council’s decision be sent to area residents.
PURPOSE OF THE REPORT
The purpose of this report is to investigate the speeding concerns on Cousins Drive and
the request for a multi-way stop sign control at the Wells Street and Cousins Drive
intersection.
BACKGROUND
On August 18,2014,an email from a resident (Attached as Appendix “A”)was received
by staff regarding speeding concerns on Cousins Drive and a request for a three-way
stop sign installation at the Wells Street and Cousins Drive intersection.
The request for a three-way stop sign control at the Wells Street and Cousins Drive
intersection has been before Council in the past and the request was denied due to the
lack of traffic volumes and pedestrian activities in the area.However,since then both
traffic and pedestrian volumes have increased.In addition,the Town supports active
transportation initiatives and providing safer and uninterrupted routes for pedestrians is
a major goal that the Town is trying to achieve to encourage physical activities and
reduce greenhouse gas emissions.
COMMENTS
Existing physical road characteristics of Cousins Drive and Wells Street
Cousins Drive is a two lane local road in the east/west direction with an urban cross-
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 3 Page -1
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March 3,2015 -2 -Report No.IES15-012
section (curbs and gutters),an 8.5 metre pavement width,a posted speed of 40 km/h,
and a sidewalk on the south side between Edward Street and Wells Street and on the
north side between Wells Street and Yonge Street.Parking is prohibited at anytime on
the south side between Yonge Street and Cameron Avenue.
Wells Street is a two lane local road in the north/south direction with an urban cross-
section,an 8.5 metre pavement width,a posted speed of 40 km/h,and a sidewalk on
the west side.There are no-parking restrictions on Wells Street north of Cousins Drive.
The intersection of Wells Street and Cousins Drive is controlled by a stop sign at the
Wells Street approach.Refer to Appendix “B”showing the area in question.
Traffic volume counts and speed study on Cousins Drive
Concerns were raised by the residents about the traffic volume and speed of vehicles
on Cousins Drive.To determine the extent of these concerns,staff conducted a traffic
volume count and speed study on Cousins Dive between September 3rd and
September 9th,2014.The results are summarized in Table 1 below.
Table 1:Vehicular Speed and Traffic Counts on Cousins Drive
Location
Eastbound Westbound Eastbound Westbound Eastbound Westbound
43 41 52 50 696 626
Average Speed 85th Percentile Speed*ADT**
Cousins Drive in front
of #55
*The 85th percentile speed is a common transportation indicator,which refers to the speed 85 percent of the vehicles
are traveling at or below
**ADT=Average Daily Traffic
The results of the vehicular speed and traffic counts show the average speed is
between 41 and 43 km/h and the 85th percentile speed is between 50 and 52 km/h.The
overall average daily traffic for Cousins Drive was 1,322 vehicles per day.
To address the compliance with the posted speed limit,staff have installed the drivers’
feedback speed board on Cousins Drive from October 6th,2014 to January 5th,2015,
which resulted in reduction in both the average and 85th percentile speeds.In addition,
staff have requested York Regional Police to monitor the area for speed enforcement.
Furthermore,residents should utilize the Road Watch Program to report aggressive
drivers directly to the Police by completing the Road Watch complaint form available on
the York Regional Police website.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 3 Page -2
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March 3,2015 -3 -Report No.IES15-012
Three-Way stop sign review for the Wells Street and Cousins Drive intersection
Staff conducted an eight hour multi-way stop sign review of the Wells Street and
Cousins Drive intersection on Tuesday November 4,2014 and the results are shown in
Table 2 below.
Table 2:Multi-Way Stop Sign Analysis
Time
Southbound
Traffic
Volume
Eastbound
Traffic
Volume
Westbound
Traffic
Volume
North/South
Pedestrian
Volume
7:00a.m.-8:00a.m.32 68 11 4
8:00a.m.-9:00a.m.52 86 26 13
11:00a.m.-12:00a.m.29 60 20 2
12:00a.m.-1:00p.m.25 59 18 0
1:00p.m.-2:00p.m.23 58 18 0
3:00p.m.-4:00p.m.30 65 29 10
4:00p.m.-5:00p.m.26 68 37 18
5:00p.m.-6:00p.m.24 44 38 1
Average 30 64 25 6
Overall 8-Hour Average 124
Side street Average 36
The established warrants state that one or more of the following conditions must exist at
an intersection on a local/local road before the installation of multi-way stop signs is
warranted:
Total traffic volume entering the intersection from all approaches must average
at least 350 vehicles per hour for any 8 hours of an average day,and the
combined vehicular and pedestrian volume from the minor street or highway
must average at least 120 units per hour for the same 8 hours;
An accident problem exists at the intersection,indicated by having had three or
more accidents at the intersection in a year;and
A restricted view problem exists at the intersection.
As can be seen,the average volume entering the intersection from all approaches is
124 vehicles per hour for an eight-hour period.The combined average vehicular and
pedestrian traffic from Wells Street is 36 units for the same eight-hour period,which is
below the required average traffic volumes.Based on the low traffic volumes observed
during the peak and off-peak hours,the required traffic volume warrant has not been
met.
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Tuesday,March 3,2015 Item 3 Page -3
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March 3,2015 -4 -Report No.IES15-012
The second and third warrants have not been met as there have been no reported
traffic collisions at this intersection in the past 3 years and there are no sightline
restrictions on both sides of Cousins Drive for motorists on Wells Street.
Town’s parks and sidewalks on opposite sides of Cousins Drive
There are two parks in the vicinity of Cousins Drive.The Rotary Park is located on the
northwest corner of Cousins Drive and Wells Street intersection and Cousins Park is
located south of Cousins Drive.The sidewalks on Cousins Drive are located on the
north side between Yonge Street and Wells Street and on the south side between Wells
Street and Edward Street as shown in Figure 1.Pedestrians walking along Cousins
Drive at some point are forced to jaywalk to connect between the sidewalks.There is an
opportunity to provide a safe and continuous route for pedestrians on Cousins Drive at
this location however,there is no policy that supports installation of a three way stop at
this location for the purpose of pedestrian access improvements.
Figure 1:Parks and Sidewalks on Cousins Drive
Pedestrian lines and “Pedestrian Must Yield to Traffic”caution signs were
recently installed to assist residents crossing Cousins Drive and connect
between the sidewalks
In the interim and in order to address the road crossing concerns,on Tuesday
November 11,2014 pedestrian crossing lines were painted and “Pedestrian Must Yield
to Traffic”caution signs were installed on Cousins Drive to provide a connection
between the sidewalks on both sides of the street to assist residents crossing the road.
The pavement markings could be utilized if the intersection is changed to a three-way
stop controlled;however the caution signs will be removed.Figure 2 showing the
pavement markings and signs.
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Tuesday,March 3,2015 Item 3 Page -4
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March 3,2015 -5 -Report No.IES15-012
Figure 2:Pavement Markings and Cautions Signs
LINK TO STRATEGIC PLAN
Strategic Plan Goal of Supporting an Exceptional Quality of Life for All
Objective 1:Improve transportation,mobility and connectivity
Examine traffic patterns and identify potential solutions to improve movement and
safety for motorists and pedestrians/students.
Objective 4:Encouraging an active an healthy lifestyle
Develop programs and policies that nurture and contribute to the development of youth.
Continue to develop awareness programs that promote the benefits of recreation in
supporting a healthy lifestyle.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
Council may wish to implement three-way stop control at Wells Street and Cousins
Drive intersection.If so,the following recommendations would allow for staff to proceed
with this direction:
THAT three-way stop sign control at the intersection of Wells Street and Cousins Drive
be approved;and
THAT a by-law to implement three-way stop sign control at the intersection of Wells
Street and Cousins Drive be introduced;and
THAT “Pedestrians Must Yield to Traffic”caution signs be removed upon
implementation of three-way stop sign control at the intersection of Wells Street and
Cousins Drive;and
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 3 Page -5
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General Committee Meeting Agenda
Tuesday, March 3,2015 Item 3 Page - 6
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March 3, 2015 . 6-Report No. IES15-012
THAT notice of Council's decision be sent to area residents.
FINANCIAL IMPLICATIONS
There is no cost to leave the intersection as is. Should implementation of the three way
stop be approved, the cost for the implementation of the stop signs is approximately
$500 and the cost will be covered by the Operations Budget.
CONCLUSIONS
The traffic operations of the Wells Street and Cousins Drive intersection have been
reviewed . The multi-way stop sign installation warrants according to the Town's policy
have not been met.
However, for the benefit of area residents and to eliminate jaywalking and provide an
uninterrupted and safer connection between the sidewalks on both sides of Cousins
Drive, a three way stop could be implemented if directed by Council. The proposed
recommendation is attached as Appendix "C".
PREVIOUS REPORTS
Report TSACOB-012 -Cousins Drive Traffic Study
ATTACHMENTS
• Appendix "A" -Email correspondence for the resident
• Appendix "B" -Key Map of Area in Question
• Appendix "C" -Map showing report recommendation
PRE-SUBMISSION REVIEW
Executive Leadership Team meeting of February 19, 2015
Pre~ Massadeh, Traffic/Tra:f!? ;l1f:zxt. 4374
lltfmr Simanovskis Neil Garbe
Director, Infrastructure & Chief Administrative Officer
Environmental Services
APPENDIX A
Cousins Drive
Aurora,Ontario L4G 1B5
August 18,2014
Jamal Massadeh
Traffic/Transportation Analyst
100 John West Way,Box 1000
Aurora,Ontario L4G 6J1
Dear Jamal,
Thank you very much for sharing some of your time with me today.I especially appreciate your
thorough and forthright presentation of all data and information pertaining to the issue of which I
am concerned.Although I was disappointed to learn that this potentially imminently dangerous
issue may not be brought before the Aurora Council until January of 2015,you did however
convince me that indeed you care about the citizens of Aurora.
The Issue In Question:the decision to not create a stop-sign at the Wells Street-Cousins Drive
intersection
My wife,myself,and our 3 year old daughter,moving into our house @ 55 Cousins Drive in
August of 2013.
My sister,Sunny Matheson,has lived @ 51 Metcalfe Street since 2006.She has 3 children all
under the age of 6.
Over the years,has forged many relationship with people all over town as she has lived in
Aurora the majority of her life.In the year of 2008,Sunny became a mother for the first
time.Since then,she,along with all of the mothers and fathers she has become friendly with,
tend to want to create a very safe neighbourhood for their children to play.During this period of
time,she discovered that her home-owning friends (living on Cousins Drive;parents also of 3
children under the age of 6)have become very concerned with the 5-10%of the cars that speed
up and down Cousins Drive at speeds exceeding 65 km/h
FULL-DISCLOSURE:although I can only approximately,I can confidently state that at least 1
out of 15 cars are exceeding the posted 40km/h speed-limit by at least 50%
Recently,I was mowing the front-portion of my lawn.I then looked to the west portion of
Cousins Drive for coming cars.I saw no cars coming my way,so I swung my push-mower into
a portion of my lawn that always forces my body into the street....at which point I noticed a car
speeding (at least 65-70km/h)coming over the crest of the hill.The car was been driven by a
young-man (estimated age 16-20)texting on the phone,only noticing me and swerving away at
the last second (me having been 5 feet into the street)while I was hustling to stay clear of his
car.
Sunny,along with her friends that live on Cousins Drive,have become fearful of playing with
their children in the open-field of Cousins Park.As children tend to spontaneously dart out,and
away,in different directions,visions of their children being struck-down (by any of the cars
speeding too fast to safely react)has already motivated many of them to request that the
township put in a stop-sign at the bottom of the hill;cars tend to be parked curb-side if front of
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 3 Page -7
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Cousins Park which provides visual-obstructions for children to slip through.
My fear is that this situation is a sort of ticking time-bomb.It seems inevitable that a child will
eventually be struck by a careless-driver at the bottom of the hill on Cousins Drive;in fact,we
are requested a stop-sign at the very bottom of 2 hills...both the east and east directions of
Cousins Drive are downhill,only to bottom-out at Wells Street.
If a child was ever to be struck-down around this dangerous intersection,then I believe that the
parents/homeowners would literally emotionally-snap!There would be so much outrage that it
would most likely be difficult to contain.This would truly be an awful day in the great history of
Aurora.At this point,a stop-sign would become an absolute demand from these citizens.So,
the question becomes...WHY NOT NOW?
Sunny tells me how nervous she gets walking up and down Cousins Drive during
Hallowe'en.She,along with her fellow parents/friends,become very emotional when they
speak of such things,as if they have premonitions of a great horror to come unless there is a
stop-sign placed at this intersection;considering the fact that they are thinking of their children
romping around in these neighbourhoods over the next decade or so.
Additionally,this currently dangerous intersection is a morning and afternoon bus-stop for
toddlers.This is indeed nervous-time for those parents.
Personally,I have lived here @ 55 Cousins Drive since last August,and I too am becoming very
concerned in the sense that my daughter almost 4 years of age and is becoming quite fast-on-
her-feet.To our east is Cousins Park.Directly to our north is Rotary Park.I have become
confused why there is not a stop-sign at the bottom of 2 hills in between 2 town parks.Surely,
some of the only people that do not wish to have stop-sign put at that intersection are those that
enjoy zipping across Cousins in order to avoid the very stop-signs we wish to create.
Jamal,I guess that I am writing to you in a sort of desperate plea/action to potentially save my
daughter's life.The fact is that I live at the bottom of both of the "2 Hills of Cousins",and I really
feel a great pressure to do everything in my power in order to have a stop-sign put in at this
potentially fatal intersection.My daughter's life may depend on my action,or inaction.
Could you please guide me to the next step I/we should take in order to have this very important
issue resolved.
Thank you very much for reading this letter.
Kind regards,
Craig Matheson
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 3 Page -8
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Appendix“B”NKeymapshowingareainquestionMulti-waystopsignrequestatWellsStreetandCousinsDriveintersectionExistingSidewalkonCousinsDriveGeneral Committee Meeting Agenda
Tuesday,March 3,2015 Item 3 Page -9
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Appendix“C”Installthree-waystopsignsandremove“PedestriansMustYieldtoTraffic”SignsNMulti-waystopsignrequestatWellsStreetandCousinsDriveintersectionReportrecommendationsGeneral Committee Meeting Agenda
Tuesday,March 3,2015 Item 3 Page -10
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.IES15-013
SUBJECT:Durham York Energy Centre Status Report
FROM:Ilmar Simanovskis,Director Infrastructure and Environmental
Services
DATE:March 3,2015
RECOMMENDATIONS
THAT Report No.IES15-013 be received for information.
PURPOSE OF THE REPORT
The purpose of this report is to update Council on the progress of the Durham York
Energy Centre.
BACKGROUND
Waste management is a joint responsibility between York Region and the nine local
municipalities with the municipalities responsible for collection and the Region
responsible for processing,marketing and disposal of residual materials.The Regional
program supports diversion as a priority which includes blue box and green bin
materials in addition to other reusable materials.Household waste is currently managed
primarily through land fill disposal.
The process for investigating energy from waste alternatives began in 1998 within
Durham Region as part of their long range planning for managing residential waste.In
2005,York Region Partnered with Durham Region to initiate the joint environmental
assessment which was approved in 2006.The recommended solution was to use the
energy from waste process as the preferred alternative for managing residential
garbage.
The necessary studies to meet the environmental assessment requirements were
completed in 2009 and approved by the Ontario Ministry of the Environment and
Climate Change in 2010.
The project has been proceeding through the construction phase and is now complete
with commissioning operations being initiated this month.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 4 Page -1
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March 3,2015 -2 -Report No.IES15-013
COMMENTS
Energy from Waste (EFW)facility is part of the long term solution to responsible
waste management
Waste management is a high priority for the Region and its municipal partners and this
has been demonstrated through successes with current programs and the recent
approval of the SM4RT Living plan embodied in the Integrated Waste Management
Master Plan of September 2013.
The priorities for waste management have been captured in the four “R’s”of Reduce,
Reuse,Recycle and Recover and within the objective of recovery is the energy from
waste program which is expected to process up to 90 percent of garbage collected in
the Region thereby significantly reducing the Region’s reliance on landfill disposal.
EFW has begun commissioning phase as of February 2015
The Region has begun shipping garbage to the facility as part of a 60 day
commissioning period.This start-up period is necessary to ensure all systems are
functioning properly and allows for short notice shut down of the facility without
impacting local waste collection services.
Once commissioning is complete,waste will continue to be shipped to the facility as
landfill usage diminishes.
EFW program a significant benefit to the long term goal of waste reduction and
energy recovery
Some of the key points of this component of the waste management program are:
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Tuesday,March 3,2015 Item 4 Page -2
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March 3,2015 -3 -Report No.IES15-013
Durham York Energy Centre will serve a population of 1.8 million residents within
York and Durham Regions and operate 24 hours a day,seven days a week
Energy-from-waste is a highly efficient process that takes garbage and burns it at
extremely high temperatures resulting in electrical generation form thermal
energy capture
The facility will process up to 140,000 tonnes of post-diversion residual waste
annually while recovering metals and energy from the process
Energy produced by the facility is sufficient to power between 10,000 and 12,000
homes
The facility has followed strict requirements to ensure residents and the
environment are protected
The capital costs is $284.2 million
Community awareness of Region’s change from landfill operations to energy
recovery is important step in waste management accountability
Proper disposal of all waste products is a social responsibility we all are accountable
for.The shift from landfill to EFW processing is another opportunity for residents to re-
evaluate personal household waste management practices and the value recoverable
materials have to both the economy and the ecosystem.
To support community accountability,staff will be supporting York Region’s media
campaign as they continue to promote the transition to EFW.Key aspects of this
support are to ensure residents appreciate the need to eliminate toxic and inappropriate
waste materials from the garbage so that the new facility is able to operate as efficiently
as possible.
LINK TO STRATEGIC PLAN
This project also supports the Strategic Plan Goal of Supporting Environmental
Stewardship and Sustainability by creating and promoting waste diversion education
programs in partnership with York Region.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
There are no alternatives to the recommendation
FINANCIAL IMPLICATIONS
This report has no direct financial impact to the Town.
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General Committee Meeting Agenda
Tuesday, March 3,2015 Item 4 Page - 4
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March 3, 2015 -4-Report No. IES15-013
CONCLUSIONS
As the Durham York Energy Centre begins its comm1ss1oning process, increased
amounts of Aurora garbage will transition from landfill to Energy from Waste recovery.
In following with the four "R's", priority is placed on reducing, reusing, and recycling our
waste materials. Once exhausted, any residual garbage will then be processed at the
Energy Centre to produce electricity and fulfilling the fourth R of recovery.
As users of this new facility, our residents will benefit from being informed of this
transition from landfill as a solution and are encouraged to consider how materials are
sorted within the home so that unsuitable materials such as paints, batteries or
chemicals are disposed of through the appropriate channels.
PREVIOUS REPORTS
None
ATTACHMENTS
None
PRE-SUBMISSION REVIEW
Executive Leadership meeting of February 19, 2015
Prepared by: //mar Simanovskis, Director, Infrastructure & Environmental
Services -Ext.4371
I ar Jmanovskis
Director, Infrastructure &
Environmental Services
Neil Garbe
Chief Administrative Officer
GENERAL COMMITTEE REPORT No.IES15-014
SUBJECT:Clear Bag Program for Waste Collection,Follow-up Report
FROM:Ilmar Simanovskis,Director of Infrastructure and Environmental
Services
DATE:March 3,2015
RECOMMENDATIONS
THAT Report No.IES15-014 be received;and
THAT staff undertake two additional open-houses and two additional public on-
line surveys to occur in advance of each of the voluntary and full transition dates;
and
THAT a Clear Bag Program for waste collection to replace black opaque bags for
waste collection be approved;and
THAT the voluntary Clear Bag Program start date be June 5,2015,to coincide
with the United Nations Environment Day;and
THAT the Clear Bag Program full transition date be October 19,2015,to coincide
with Canada Waste Reduction Week,after which compliance measures will be
implemented;and
THAT staff bring forward an amendment to By-law Number 5590-14,“BEING A
BY-LAW for the collection of solid waste and recyclable materials in the Town of
Aurora”that includes the replacement of black opaque bags with clear bags for
the setting out of garbage.
PURPOSE OF THE REPORT
The purpose of this report is to update Council on activities taken to fulfill public
education and engagement activities for a clear bag program,provide additional
information on options to increase diversion rates related to curb side collection and to
seek Council approval to proceed with implementation of the program for the spring of
2015.
BACKGROUND
York Region’s Integrated Waste Management Master Plan was completed and
endorsed by Council in late 2013.In addition,Council endorsed Staff Report IES14-050
which outlined Town of Aurora initiatives that are in support and aligned with the
TOWN OF AURORA
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 5 Page -1
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March 3,2014 -2 -Report No.IES15-014
Region’s Integrated Waste Management Master Plan.The two initiatives identified for
2014 were to update the Town’s waste by-law and introduce a clear bag program for
waste collection.Both projects were initiated in 2014.The waste by-law update was
completed and the clear bag program was deferred to 2015 pending completion of
public education and engagement activities.
The clear bag program was recommended for the Town of Aurora based on the great
success it experienced in Markham which is one of a growing number of Municipalities
that are moving beyond recycling and adopting a sustainable Zero Waste approach to
waste management.In April 2013 Markham launched a clear bag program and since
then has increased their waste diversion from 71 percent to 81 percent.It is from this
experience that staff consulted with Town of Markham staff and initiated the process to
transition from black opaque bags to clear bags for waste collection.The following is a
summary of reports to Council and directions provided upon which staff have acted.
Staff Report IES14-006,Implementation of a Clear Bag Waste Program was before
General Committee January 14,2014 and Council passed the following motion:
THAT report IES14-006 and the delegate presentation from
Delegate (a)be referred to the Environmental Advisory
Committee.
At its meeting of February 6,2014,the Environmental Advisory Committee
recommended that the clear bag waste program be approved.This was reported to the
February 18,2014 General Committee meeting for approval.This recommendation was
amended by Council February 25 with the following recommendation:
THAT Item 7 (EAC14-02 EAC Feb 6 Report)be referred
back to the Environmental Advisory Committee for more
information.
In the meantime,Staff Report IES14-008,Solid Waste By-law Update was before
General Committee on February 4,2014 wherein the following motion was passed and
carried at the subsequent Council meeting:
THAT Report IES14-008 be deferred to a future meeting when
the Clear Bag report comes back to Council.
The Environmental Advisory Committee meeting was held on April 3,2014 in which the
following EAC recommendation was approved for consideration by Council at its April
15,2014 meeting.The following motion was approved by Council on consent April 22,
2014:
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 5 Page -2
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March 3,2014 -3 -Report No.IES15-014
THAT the extract from Council Meeting of February 25,2014
be received;and
THAT the Environmental Advisory Committee endorse the
Clear Bag Waste Program;and
THAT the Environmental Advisory Committee recommend to
Council:THAT Council endorse the Clear Bag Waste
Program.
Following the April 22,2014 Council meeting,staff prepared report IES14-026,Solid
Waste By-law Update and Clear Bag Status which was presented at the May 20,2014
General Committee Meeting.At its Council meeting of May 27,2014,the following
resolution was approved:
THAT the request for approval of a clear bag program be
brought back to Council in January 2015 for a proposed launch
of June 2015;and
THAT staff immediately begin a process of public education and
engagement on the clear bag initiative as part of an overall
waste diversion strategy using internal resources;and
THAT staff bring forward By-law number 5590-14,“BEING A
BY-LAW for the collection of solid waste and recyclable
materials in the Town of Aurora”to a future Council meeting for
enactment,exclusive of the clear bag program.
As a result of the following resolution,staff brought forward a revised by-law exclusive
of the clear bag program which was enacted July 29,2014.
This report is intended to satisfy the first and second part of the above resolution of
Council and to provide additional information on the development of the clear bag
program.
COMMENTS
Everyday purchase choices benefit from focus on environmental sustainability
and the Four “R’s”strategy of waste management
The reduction in waste generation is a strategic priority both within the Town’s Strategic
Plan and as part of the Integrated Waste Management Master Plan.Social
accountability of the consumer also influences buying decisions.
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March 3,2014 -4 -Report No.IES15-014
The first line of response for any household is to make conscious product choices that
either minimize packaging or provide recyclable packaging.By making these choices,
consumers can have a direct influence on the amount of non-recoverable waste that is
generated within the home.
Once buying choices are made,the next best line of defense for responsible waste
management is to ensure that as much waste as possible is diverted to the appropriate
streams with priority being organic recycling through the green bin program or backyard
composting,and recyclable materials recovery through the blue box program.
Not all materials can be collected at the curb resulting in the need for consumers
to take a more active role in supporting sustainable waste management
Waste management systems have drastically changed in the past 30 years resulting in
significant economic and environmental benefits.Very few materials remain to be
recycled or recovered within the York Region programs,and now with the new energy
recovery facility,even residual waste will provide a benefit through energy recovery.
However other household waste streams such as e-waste electronics,batteries,and
toxic consumables such as paints,solvents,medications,pesticides and construction
waste are not intended to be collected and recovered through the curb side program.
The cost to collect and separate these materials at curb side is significant and not an
efficient use of our resources.This is due to both the limited quantities of these
materials and the unique handling and recovery processes required.
This is where resident engagement is important in knowing what materials cannot be
recycled through the curb side collection programs and how to appropriately dispose of
these materials.The Regional Community Environmental Centres are the first stop to
disposing of these materials as well as local events such as e-waste and other special
collection events.
Maximizing effectiveness of curb side collection program includes careful use of
the three primary collection streams
The three primary curbside collection streams are blue box,green bin and garbage.
When sorting household waste,most residents maximize the use of the blue and green
bin streams.However,convenience,or expedience may periodically result in the
overuse of the black garbage bag for not only waste that is intended to be collected
there,but also as an option for disposal of wastes that can be recovered through other
options such as a CEC depot.
This can result in materials being hidden in a black garbage bag and is a lost
opportunity for increased material recovery and long term sustainability.
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March 3,2014 -5 -Report No.IES15-014
Opportunity statement:How can material recovery be maximized and waste
generation be minimized at the curb in the most cost efficient way?
This opportunity statement is based on one of the Master Plan goals of reducing waste
and maximizing diversion of recyclable materials and has formed the basis for
consideration of the clear bag program.Although the clear bag approach is only one
option,industry experience for this option is growing with significant success at minimal
to no cost.In some cases cost savings have been reported due to overall reduction in
weight as inappropriate materials are totally removed from the curb side collection
program.
However,this is not the only option for advancing the stated opportunity.Additional
information is provided to describe other options considered,their impacts and costs
and to formalize the recommendation to proceed with the clear bag option as the most
cost effective approach to advancing diversion with the curbside collection program.
Specific goal to support opportunity statement is to minimize amount of
recoverable materials and inappropriate materials that get placed in the garbage
stream
With the green bin and blue box programs maturing,there is little doubt that most
residents are using these recovery options as diligently as possible.The remaining
opportunity for curbside collection is to take a closer look at how the waste stream is
generated.To achieve this goal,the following options were considered as possible
approaches to improving waste decisions made at the curb related to non-recoverable
garbage.
Option Description
Status Quo This is the baseline option based on the current service level
and practices with use of the black bag for garbage with an
unenforceable bag limit of 3
Introduce Bag Tag Program Implement a bag tag program to allow enforcement of the
current 3 bag limit
Eliminate garbage bags along with use
of a bag tag program
Ban any large bags for garbage set out and require all
residents to use garbage cans to reduce waste along with a
tag program to enforce 3 “can”limit
Introduce Clear Bag Program with no
limits
Implement clear bag for waste along with no bag limit for all
waste that meets the criteria
Reduce waste collection to every third
week
Continue with current program with additional non-collection
week thereby reducing waste collections from 27 to 17
annually.
Eliminate residential waste collection Ban curbside collection of residential waste and require that
residents transport residual household waste to CEC or other
appropriate disposal
General Committee Meeting Agenda
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March 3,2014 -6 -Report No.IES15-014
Public engagement and education part of ongoing activities that will occur
regardless of preferred approach to changing curbside garbage behavior
Each option above has the potential to reduce the recoverable and inappropriate
materials placed in the waste stream.However,each option also comes with various
social,economic and environmental impacts.These factors are presented further in the
report.Regardless of the preferred option,the following were identified as baseline
attributes that would be required to be fulfilled regardless of the final option.
Public awareness and education programs need to continue to meet goals
Enforcement required as a last resort to encourage change behaviours
Enforcement mechanisms will remain in place to support any of the identified
options based on stickering and non-collection of unsuitable materials
Resident engagement and feedback essential in assessing effectiveness of
programs and progress towards stated goals
Program evaluation is ongoing to assess and adjust responses to support
changing environment
The above activities are an ongoing part of the waste program and are essential in
maintaining service targets and long term environmental objectives.
Evaluation criteria summarized in challenges and benefits table for each option
Each option was evaluated as to specific challenges and benefits that could be
expected and is summarized in the following table:
Option Challenges Benefits
Status Quo -recyclable material can be placed in
garbage bag
-banned materials can be “hidden”in
garbage bag (construction waste,e-
waste,paints,grass clippings,soil,etc.)
-unable to determine suitability of
materials other than by exceeding weight
limit
-program well established
-users understand how to use black
bags
-many households retain a stock of
black bags
-convenient if customer chooses to
"hide"materials that would otherwise
require alternate efforts to dispose
Introduce Bag Tag
Program
-additional cost to implement program
and costs to customers requiring
additional bags
-3 bag limit is high resulting in few
customers actually requiring additional
bags
-creates incentive to be more selective
when disposing of waste
-source of revenue for Town
-may increase diversion
-minimal change to existing program
based on experience of N6 partners
currently using bag tags
Eliminate garbage
bags along with tag
program
-concerns with privacy (loose garbage)
-costs associated with buying cans
-storage space requirements for
customers
-restrictive to customers
-difficult to assess content once can is
emptied
-elimination of plastic waste associated
with black bags
-increased visibility of waste contents
during dumping
-may increase diversion
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 5 Page -6
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March 3,2014 -7 -Report No.IES15-014
Introduce Clear
Bag Program with
no limits
-concerns with privacy
-unused black bags
-perceived as government interference
and restrictive
-increased awareness of need to
recycle due to increased visibility
-driver ability to identify non-collectable
waste
-expected increased diversion based on
other municipal experiences with clear
bags
Reduce waste
collection to every
third week
-increased complaints due to
accumulation of waste.
-odour concerns during warm seasons
-increased probability of dumping on
private property/road side
-costs savings in frequency of collection
-increased incentive to divert as much
as possible
Eliminate
residential waste
collection
-increased customer costs to find own
solution
-increased probability of dumping on
private property/road side
-increased operational costs of CEC's to
accommodate increased volume and
traffic
-eliminate cost of collection and transfer
to customer
-incentive to increase recycling to
reduce effort in transporting waste to
CEC's
-ultimate approach towards zero waste
goal
Life cycle costing applied to each option to assess economic value
Life cycle costing was applied to each option to assess economic value.The following
parameters were applied to develop the net present value for each option.
Discount rate of 5 percent
Term of 10 years
Assumption that renewed contract will consolidate cost per ton for one overall
cost to eliminate current higher cost for green bin and blue box collections
Cost boundary only considered direct costs to Town and to the consumer.Does
not include costs related to regional operations
Cost differences between options are primarily influenced by expected diversion rates
and transfer of waste delivery from Town to customer through increased use of
Community Environmental Centres (CEC).This secondary driver is a result of reduced
options to dispose of waste not suitable for curbside collection thereby requiring
individual delivery to a CEC.Costs have also been considered for increased dumping
on public lands due to customer frustration or lack of curbside collection options.
The estimated percentage shift in diversion options is summarized in the following table:
Option Increase to CEC Increase to Blue
Box
Increase to Green Bin
Status Quo NA NA NA
Introduce Bag Tag
Program/Eliminate
garbage bags along with
tag program
0%2%2%
Introduce Clear Bag
Program with no limits
10%6%6%
Reduce waste collection to
every third week
5%5%5%
Eliminate residential waste
collection
80%10%10%
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 5 Page -7
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March 3,2014 -8 -Report No.IES15-014
The life cycle costs results are presented in the following table:
Option NPV (Town Cost)NPV (All Cost)Expected Diversion
(at Curb)
Expected Diversion
(Net Residual for
MRF)*
Status Quo $13,279,280 $13,279,280 62%54%
Introduce Bag Tag
Program (or)Eliminate
garbage bags along with
tag program
$13,161,715 $13,161,715 63%55%
Introduce Clear Bag
Program with no limits
$12,920,788 $13,677,018 70%65%
Reduce waste collection
to every third week
$13,179,359 $13,557,474 68%60%
Eliminate residential
waste collection
$10,618,072 $16,667,910 100%92%
*Materials Recovery Facility (MRF)experiences operational waste due to recyclable materials that are not recoverable resulting in a
percentage loss towards total diversion amount.
Comments on the life cycle cost results are as follows:
The “all costs”column minus the “Town costs”column is the additional cost to
the community as a result of increased resident costs in driving and tipping fees
for use of CEC facilities.These costs are based on an estimation of waste that
will not comply with curbside collection requirements.In the status quo option,
these costs are hidden based on non-curbside material being collected through
the curbside program.In the other options these cost can have significant
variability based on real curbside contamination which is difficult to determine.
The CEC usage was estimated on the conservative side to fully account for these
potential social costs.
Bag tag program is not expected to yield significant shift in diversion rates as
currently all other York municipalities have bag tag programs (in Georgina’s case
with a 1 bag limit),in which overall diversion rates are similar to Aurora’s.
Reduction or elimination of waste collection days is expected to yield higher
diversion due to increased inconvenience to community.However,it is also
expected to increase secondary costs of cleanup related to dumping on public
roads and properties which have been included.
Clear Bag program diversion increase based on experiences of other
municipalities that have implemented similar programs.Other program
experiences have resulted in net cost savings,however conservative impact
through increased CEC use included as part of evaluation.
Elimination of residual waste collection although achieving a zero waste target,
would have significant negative impacts,both related to inefficiencies in
individual transport of household waste to CEC’s and increased traffic and waste
volume at the CEC’s which will drive up regional operating costs (not included in
analysis).
Difference between diversion rate at curb and net diversion rate less residual at
MRF is based on recyclable materials that are sorted out of the recover stream
due to noncompliance with requirements.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 5 Page -8
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March 3,2014 -9 -Report No.IES15-014
Costs do not include Waste Diversion Ontario funding which is calculated based
on percentage of diverted blue box material.Funding formula is based on total
tonnage of blue box material as a percentage of total waste.Increasing diversion
rate favours increase in external funding receipts.
Converting to clear bags for waste is favourable option to achieve increased
diversion with minimal overall impact to residents and collection costs
The lowest cost option is to implement a bag tag program.This is due to the marginal
reduction in waste combined with a nominal revenue stream estimated at $20,000 per
year.However,experience from other N6 communities that have a bag tag program is
that there is no significant difference in the net diversion rates.At the very least,the bag
tag program generates a small revenue to offset administrative costs of operating the
program.
Although not the lowest overall cost option,the clear bag program would be the next
best choice to boost diversion rates with both the least financial and social impact to the
community.
To achieve the stated goal of minimizing the amount of recoverable materials and
inappropriate materials that get placed in the garbage stream,it is recommended that a
clear bag program be implemented for waste collection at curbside.
Public education program implemented from Fall 2014 to early 2015
Staff completed a public education and awareness campaign as directed by Council.
This program consisted of information posted on the Town’s website along with nine
separate advertisements on the Aurora Banner notice board.
Upon conclusion of the education campaign,an online survey was initiated and
remained active from January 28,2015 to February 26,2015 to assess the level of
public awareness and engagement with the program.A total of 171 responses were
received and key results are summarized in the table below.In general,there is
opportunity to improve communication of the program to increase community
awareness.
Survey Summary
Question Response (Feb 2015)
Aware of consideration to move to clear bags Yes 71%,No 29%
Aware of protection of privacy using opaque grocery
bag
Yes 66%,No 34%
Aware of unlimited set out of clear bags that comply
(no limit)
Yes 35%,No 65%
Aware that enforcement will be similar to current
practice for blue and green bins
Yes 54%,No 46%
Aware that diversion could increase by up to 10%Yes 39%,No 61%
Aware that energy from waste facility in Durham is
where much of our waste will go and the importance of
keeping unsuitable materials out of the garbage
Yes 35%,No 75%
Do you support transition of clear bag Yes 24%,No 76%
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 5 Page -9
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March 3,2014 -10 -Report No.IES15-014
Public Open House further identified need to continue with public education and
awareness
A public information meeting was held on February 9 from 5:00 to 7:00 pm with a total
estimated attendance of 60 residents.Residents who were concerned about the
program were generally satisfied or in support of the program once made aware of
program details.Common concerns were:
Privacy and limit of 3 opaque bags within clear bag.This has been addressed
through allowing an unlimited amount of opaque (used grocery bags)within the
clear bag
Use of garbage cans.Some residents don’t use bags and were concerned that
the program would mandate use of clear bags.The continued use of garbage
cans is acceptable as this will still allow limited inspection.The benefit of not
using any bag is greater than the risk of non-collectible material being placed in
the garbage cans.
Costs and availability of clear bags-The clear bags would not cost any more than
black bags and retailers have been engaged to transition to clear bag inventory
once the program is approved.
Disposal of broken glass-Some reported placing broken glass in craft bags to
protect the driver from injury.This practice is acceptable and understandable.
Issues with non -collection due to presents of craft or paper bags will be
considered by the drivers and addressed appropriately.
Enforcement-The program would be enforced no differently than the current
practice for blue box and green bin compliance.Any compliance issues would
be communicated to the resident through a detailed Clear Bag Garbage “OOPS”
sticker which would identify the reasons for non-collection.Any disputes can be
channeled back to the Town for consideration.The intent is to educate the
residents on acceptable material to ensure proper collection is achieved,and not
to avoid collection which only increases resident frustration.
It is recommended that public education and awareness continue through to the end of
2015 as the program transitions from voluntary start to full transition.In addition,staff
will conduct two additional surveys and open-house events.One will be targeted in
advance of the voluntary start date of June 5 and the second will be in advance of the
full transition date planned for October 19.The focus of these events will be to gauge
community support and ensure appropriate messaging is occurring.The results of these
events will be reported to Council prior to launch dates.
Program benefits and staff ability to address majority of resident concerns
warrant continued support in proceeding with clear bag program
Based on the options consider to increase diversion through improved waste
management and the community response once adequate information is provided,it is
recommended that the Town continue with implementation of a clear bag program.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 5 Page -10
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March 3,2014 -11 -Report No.IES15-014
A Benefits Dependency Analysis is attached as Appendix A and provides a graphical
representation of how specific projects relate to waste reduction and ties those back to
the stated strategic priorities
Program voluntary start of June 5,2015 to coincide with the United Nations
Environment Day
Pending Council Approval,staff will initiate retailer preparations and continued program
media communications to prepare of a launch date of June 5.Early approval of the
program will provide sufficient time to allow retailers to transition their stock from black
opaque bags to clear bags as well as provide residents time to use up their existing
inventory of black bags.
LINK TO STRATEGIC PLAN
Promoting and advancing green initiatives:through the use of effective education
and promotion,staff will encourage increased diversion of recoverable and recyclable
materials as new provisions of the By-law are implemented.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
As directed by Council.
FINANCIAL IMPLICATIONS
A consulting assignment to VisionQuest Environmental was awarded in January 15,
2014 at a value of $33,900.This assignment will continue to support the transition
through to the fall of 2015.There are not expected to be any other Town costs related to
the program.
An application was made to the Continuous Improvement Fund for waste program
grants.The Town was successful in receiving a grant for $15,264 to go towards
implementation of a clear bag program.
CONCLUSIONS
The concept of a clear bag program to encourage increased diversion of recyclable
materials has been before Council since January 2014.
Public consultation has occurred through the fall and winter of 2014/2015 with the result
that the majority of residents are in support of the program once made aware of the
specific aspects of the program.In particular,residents’concerns were focused on
privacy,cost,and enforcement which in most cases were addressed once staff were
given an opportunity to fully describe the program.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 5 Page -11
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General Committee Meeting Agenda
Tuesday, March 3,2015 Item 5 Page -12
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March 3, 2014 ~ 12-Report No. IES15~014
As improvement opportunities for public awareness have become evident , staff are
recommending an ongoing education program. Community engagement will also be
undertaking through two additional open houses and two additional community surveys.
These will be conducted in advance of both the voluntary start and full transition start
dates planned for the spring and fall of 2015.
PREVIOUS REPORTS
January 14, 2014-IES14-006-Implementation of a Clear Bag Waste Program
February 4, 2014-IES14-008-Solid Waste By-law Update
May 20, 2014-IES14-026-Solid Waste By-Law Update and Clear Bag Status
September 16, 2014 -IES14-050 -Integrated Waste Management Master Plan Update
ATTACHMENTS
Appendix "A" -Benefits Dependency Analysis
PRE-SUBMISSION REVIEW
Executive Leadership Team meeting of February 19, 2015
Prepared by: //mar Simanovskis, Director, Infrastructure & Environmental
Services -Ext. 4371
1!6tar Simanovskis
Director of Infrastructure &
Environmental Services
Neil Garbe
Chief Administrative Officer
General Committee Meeting AgendaTuesday, March 3,2015 Item 5 Page -13
-40 -(WHY)~ Benefits Dependency Analysis ¢:::JC HOW) Deliverable/project/enabler Implement Clear Bag program Business Change Increase curbside waste audits Implement bag tag 14!1 I \ I I >I Enc~urag.e more. use l4l C:::::::: , -program \ of d1vers1on options \ Reduce frequency of garbage collection days Increase education and awareness for I-. :::::::::: public I ./ __./"7 \. ../\./ Increase enforcement ""'~ \ se visibility of*'-/ \.;---I Improve customer I •--' \ " waste streams response messaging I ""-\ '\ / "' / -Increase social accountability Benefit Minimize overall collection costs Strategic Objective Reduce total weight I collection ~-------------......,_.! of curb side 1 L__ ____ _j / I_ --Maximize MRF capacity and investment Increase WOO Increased worker safety Reduce risk of environmental impacts due to contamination r----Reduce operating costs related to sorting/tagging Increase diversion )> , i ::J Q. )C' )>
GENERAL COMMITTEE REPORT No.LLS15-011
SUBJECT:Questions on the Ballot –2014 Municipal Election Results
FROM:Warren Mar,Director of Legal &Legislative Services/Town Solicitor
DATE:February 3,2015
RECOMMENDATIONS
THAT Report No.LLS15-011 be received;and
THAT Council provide direction with respect to the 2014 Municipal Election
Questions on the Ballot.
PURPOSE OF THE REPORT
To provide Council with information on the results of voting on the Questions on the
Ballot from the 2014 Municipal Election,and to seek Council direction on the next steps
(if any)that Council wishes to take in response to the results.
BACKGROUND
In accordance with the provisions of clause 8(1)(b)of the Municipal Elections Act,1996,
S.O.1996,c.32,Sched,as amended (the “Elections Act”),Council passed By-law
Number 5612-14 on April 22,2014,to submit two (2)questions to the electors of the
Town of Aurora at the 2014 Municipal Election.The two (2)approved questions were
as follows:
1.“Are you in favour of electing all Aurora councillors,other than
the Mayor,by ward vote instead of general Town-wide vote?”
2.“Are you in favour of reducing the number of Aurora
councillors,other than the Mayor,from eight (8)councillors to
six (6)councillors?”
Both questions appeared on the ballots for the 2014 Municipal Election held on October
27,2014.In accordance with the provisions of clause 55(4)(b)of the Elections Act,the
Town Clerk declared the results of the Voting on the Questions on the Ballot on October
30,2014 (Attachment 1).The certified results of the voting on the Questions on the
Ballot are as follows:
TOWN OF AURORA
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 6 Page -1
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March 3,2015 -2 -Report No.LLS15-011
QUESTION #1
Are you in favour of electing all Aurora councillors,other than the
Mayor,by ward vote instead of general Town-wide vote?
YES 5,512 45.25%
NO 6,670 54.75%
Total 12,182 100%
QUESTION #2
Are you in favour of reducing the number of Aurora councillors,other
than the Mayor,from eight (8)councillors to six (6)councillors?
YES 8,060 64.55%
NO 4,427 35.45%
Total 12,487 100%
The Town Clerk has also certified that that the total number of eligible electors in the
October 27,2014 Municipal election was 37,123.
COMMENTS
Section 8.2 of the Municipal Elections Act
Under subsection 8.2(1)of the Elections Act,the results of a question authorized by a
by-law are binding on the municipality if at least 50%of eligible electors in the
municipality vote on the question.
The implication of subsection 8.2(1)is that the results of a question authorized by a by-
law are not binding on a municipality if less than 50%of eligible electors in the
municipality vote on the question.As such,if voter turnout is less than 50%of the
eligible electors,then the results of the referendum are not binding on the municipality,
and Council would be free to proceed on the matter as it chooses.
Section 8.3 of the Municipal Elections Act
Under clause 8.3(1)(a)of the Elections Act,if the results of a question authorized by a
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 6 Page -2
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March 3,2015 -3 -Report No.LLS15-011
by-law are binding on the municipality in the affirmative,then the municipality shall do
everything in its power to implement the results of the question in a timely manner (this
means,pursuant to subsection 8.3(2),placing the necessary action before Council
between 14 and 180 days after voting day).
Finally,under clause 8.3(1)(b)of the Elections Act,if the results of a question
authorized by a by-law are binding on the municipality in the negative,the municipality
shall not do anything within its jurisdiction to implement the matter which was the
subject of the question for a period of four (4)years following voting day.
Analysis of Question #1 (Introduce Wards)Voting Results
Of the voters who voted on Question #1,the majority voted “No”to electing Councillors,
other than the Mayor,by ward vote instead of general Town-wide vote.The Total
number of voters who voted “No”was 6,670 or 54.75%.The total number of voters who
voted “Yes”was 5,512 voters or 45.25%.
The total number of voters who voted on Question #1 was 12,182 voters out of 37,123
eligible voters.This means that only 32.82%of eligible voters voted on the question and
the results are therefore not binding on Council in view of the provisions of section 8.2
of the Elections Act.As such Council has the discretion to:
1.Implement a ward system to elect Councillors,other than the Mayor;or
2.Not implement a Ward system to elect Councillors.
If Council chooses to exercise its discretion to implement a ward system (Option #1),it
is recommended that staff be directed to report back on a process to develop and
implement a ward system for the Town in time for the 2018 Municipal Election.If
Council wishes to proceed with Option #1,it is also recommended that the following
resolutions be introduced:
THAT Council endorse the electing all Aurora councillors,other than the
Mayor,by ward vote instead of general Town-wide vote;and
THAT staff be directed to report back to Council on a process to be
followed in dividing the Town into wards.
If Council wishes not to proceed with introducing a ward system for electing Councillors
in Aurora (Option #2),then it does not need to take any further action with regards to
Question #1.
Analysis of Question #2 (Reduce the Size of Council)Voting Results
Of the voters who voted on Question #2 the majority voted “Yes”to reducing the
number of Aurora councillors,other than the Mayor,from eight (8)councillors to six (6)
councillors.The total number of voters who voted “Yes”was 8,060 or 64.55%.The total
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 6 Page -3
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March 3,2015 -4 -Report No.LLS15-011
number of voters who voted “No”was 4,427 voters or 35.45%.
The total number of voters who voted on Question #2 was 12,487 voters out of 37,123
eligible voters.This means that only 33.64%of eligible voters voted on the question and
the results are not binding on Council in accordance with the provisions of section 8.2 of
the Elections Act.As such,in response to the voting results,Council may:
1.Reduce the size of Council by eliminating two (2)Councillor positions;or
2.Maintain the current size of Council as is.
If Council chooses Option #1 to reduce the size of Council,it is recommended that the
following resolutions be introduced:
THAT the composition of the Council of The Corporation of the Town of
Aurora be changed from nine (9)members to seven (7)members,
comprised of one (1)Mayor,who shall be the Head of Council,and six (6)
Councillors;and
THAT the change in the composition of Council come into force following
the next regular municipal election in accordance with the provisions of
subsection 217(3)of the Municipal Act,2001;and
THAT the necessary by-law be brought forward at the February 24,2015
meeting of Council for enactment to change the composition of Council for
The Corporation of the Town of Aurora from nine (9)members to seven
(7)members,comprised of one (1)Mayor,who shall be the Head of
Council,and six (6)Councillors.
Based on the provisions of section 217 of the Municipal Act,2001,to change the
composition of Council in time for the next regular municipal election in 2018,the
current Council need merely pass the necessary by-law on or before December 31,
2017.Council is authorized to pass any such by-law under the provisions of subsection
217(1)of the Municipal Act,2001.The only limitations on this authority are:
“1.There shall be a minimum of five members,one of whom shall be the head of
council.
2.The members of council shall be elected in accordance with the Municipal
Elections Act,1996.
3.The head of council shall be elected by general vote.
4.The members,other than the head of council,shall be elected by general vote
or wards or by any combination of general vote and wards.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 6 Page -4
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March 3,2015 -5 -Report No.LLS15-011
5.The representation of a local municipality on the council of an upper-tier
municipality shall not be affected by the by-law of the local municipality under
this section.”
Under subsection 217(3)of the Municipal Act,2001,a by-law passed under subsection
217(1)comes into force:
“(a)after the first regular election following the passing of the by-law;or
(b)if the by-law is passed in the year of a regular election before voting
day,after the second regular election following the passing of the by-
law.”
If Council wishes not to proceed with reducing the size of Council in Aurora (Option #2),
then it does not need to take any further action with regards to Question #2.
LINK TO STRATEGIC PLAN
Proceeding with a by-law to put two questions on the ballot for the 2014 municipal
election achieved the objective of strengthening the fabric of our community by
identifying new formats,methods and technologies to effectively and regularly engage
the community.
ALTERNATIVES TO THE RECOMMENDATIONS
1.Council may receive this report for information only and take no further action on
the Questions on the Ballot at the 2014 Municipal Election.
2.Council may receive this report and direct staff to report back on a process to
implement a ward system to elect members of Council AND reduce the size of
Council from eight (8)Councillors to six (6)Councillors for the 2018 Municipal
Election,in which case the following resolutions can be adopted:
THAT report LLS15-011 be received;and
THAT Council endorse the electing all Aurora councillors,other than the
Mayor,by ward vote instead of general Town-wide vote;and
THAT staff be directed to report back to Council on a process to be
followed in dividing the Town into wards;and
THAT the composition of the Council of The Corporation of the Town of
Aurora be changed from nine (9)members to seven (7)members,
comprised of one (1)Mayor,who shall be the Head of Council,and six (6)
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 6 Page -5
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March 3,2015 -6 -Report No.LLS15-011
Councillors;and
THAT the change in the composition of Council come into force following
the next regular municipal election in accordance with the provisions of
subsection 217(3)of the Municipal Act,2001;and
THAT the necessary by-law be brought forward at the February 24,2015
meeting of Council for enactment to change the composition of Council for
The Corporation of the Town of Aurora from nine (9)members to seven
(7)members,comprised of one (1)Mayor,who shall be the Head of
Council,and six (6)Councillors.
3.Council may receive this report and direct staff to report back on a process to
only implement a ward system to elect members of Council for the 2018
Municipal Election,in which case the following resolutions can be adopted:
THAT report LLS15-011 be received;and
THAT Council endorse the electing all Aurora councillors,other than the
Mayor,by ward vote instead of general Town-wide vote;and
THAT staff be directed to report back to Council on a process to be
followed in dividing the Town into wards.
4.Council may receive this report and reduce the size of Council from eight (8)
Councillors to six (6)Councillors,in which case the following resolutions can be
adopted:
THAT report LLS15-011 be received;and
THAT the composition of the Council of The Corporation of the Town of
Aurora be changed from nine (9)members to seven (7)members,
comprised of one (1)Mayor,who shall be the Head of Council,and six (6)
Councillors;and
THAT the change in the composition of Council come into force following
the next regular municipal election in accordance with the provisions of
subsection 217(3)of the Municipal Act,2001;and
THAT the necessary by-law be brought forward at the February 24,2015
meeting of Council for enactment to change the composition of Council for
The Corporation of the Town of Aurora from nine (9)members to seven
(7)members,comprised of one (1)Mayor,who shall be the Head of
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 6 Page -6
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March 3,2015 -7 -Report No.LLS15-011
Council,and six (6)Councillors.
As the Questions on the Ballot for the 2014 Municipal Election did not contemplate
moving from part-time Councillors to full-time Councillors,this matter was not explored
in this report.Should Council desire to make this change,it is recommended that staff
be directed to provide a further report examining the process,physical space
requirements,staffing options,and overall costs of implementing such a change.
FINANCIAL IMPLICATIONS
The cost of creating and implementing a ward system is estimated to be between
$50,000 and $60,000 in one-time funding.These funds would be used to retain an
expert/land planning economist to facilitate the ward boundary review process.
Additional costs associated with creating a ward system may also be required for the
purpose of defending any ward boundary by-law passed by Council before the Ontario
Municipal Board.Additional communication costs will also be required for the 2018
municipal election.The effective implementation of a new ward system requires
dedicated communication resources as part of the overall election communication
strategy.If Council implements a ward system for the Town of Aurora,staff will review
the election budget to determine if additional funding is required.If staff are unable to
accommodate these increased expenses in the current election budget forecast,staff
would be recommending an increase to the overall election budget in 2017.
If Council chooses to reduce the size of Council from eight (8)Councillors to six (6),the
Town would realize savings from the salaries and benefits currently paid to Members of
Council.Based on the 2015 salary and benefits paid to Councillors,the annual savings
to the Town are estimated to be at least $71,600,calculated as follows:
Councillor’s Annual Salary $28,800 x 2 =$57,600
Councillor’s Annual Benefits $1,850 x 2 =$3,700
Councillor’s Annual Expenses $5,150 x 2 =$10,300
$71,600/year
Additional minimal savings would be realized from reduced expenditure on ancillary
items such as cell phones and business cards.
CONCLUSIONS
The results of the voting on the two (2)Questions on the Ballot at the 2014 Municipal
Election are not binding on the Town.Council can therefore take no further action in
respect to the Questions on the Ballot,or can exercise its discretion to implement a
ward system to elect councillors and/or reduce the size of Council.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 6 Page -7
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General Committee Meeting Agenda
Tuesday, March 3,2015 Item 6 Page - 8
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March 3, 2015 -8-Report No. LLS15-011
ATTACHMENTS
Attachment 1 -Certified Election Results , Questions on the Ballot
PREVIOUS REPORTS
1. Report No. LLS14-13 -Determination of Two Questions on the Ballot, dated
March 24, 2014
2 . Report No . LLS14-10-Two Questions on the Ballot, dated March 4, 2014
3 . Report No. CLS13-030-Question on the Ballot, dated November 5, 2013.
PRE-SUBMISSION REVIEW
Executive Leadership Team-January 22, 2015
Prepared by: Stephen M.A. Huycke, Town Clerk, ext. 4771
Warren Mar
Director of Legal & Legislative
Servicesnown Solicitor
Neil Garbe
Chief Administrative Officer
Attachment 1
General Committee Meeting Agenda
Tuesday, March 3,2015 Item 6 Page - 9
-49 -
AURORA VOTES
CERTIFIED ELECTION RESULTS
Questions on the Ballot
Municipal Electipns Act, 1996, [s.55(4)(b)}
I, Stephen M.A. Huycke, Town Clerk a·nd Returning Officer of The Cqrporation of the
Town of Aurora do certify the number of votes cast as set out below with respect to the
Questions on the Ballot in the Municipal Election held on Monday, October 27, 2014.
Are you in favour of electing all Aurora councillors, other than the
Mayor, by ward vote instead of general Town-wide vote? ·
5,512 45.25%
Are you in favour of reducing the number of Aurora councillors, other
than the Mayor, from eight (8) councillors to six (6) councillors?
YES 8,060 64.55%
NO 4,427 35.45%
Dated this 301h day of October, 2014 ..
11Page
GENERAL COMMITTEE REPORT No.LLS15-012
SUBJECT:Civil Marriage Solemnization Services
FROM:Warren Mar,Director of Legal &Legislative Services/Town Solicitor
DATE:March 3,2015
RECOMMENDATIONS
THAT Report No.LLS15-012 be received;and
THAT the Town’s services be enhanced to include civil marriage solemnization
services;and
THAT a by-law to authorize the Town Clerk to provide civil marriage
solemnization services be enacted;and
THAT the fees for civil marriage solemnization services as set out in Report No.
LLS15-012 be approved;and
THAT a by-law be enacted to amend Schedule “C”of By-law Number 5680-15
(being the Town’s Fees and Charges By-law)to include fees for civil marriage
solemnization services.
PURPOSE OF THE REPORT
To recommend enhancement of the Town’s services by providing civil marriage
solemnization services,and to establish fees for the provision of those services.
BACKGROUND
Civil marriage solemnization services provide residents with a convenient local
opportunity to enter into the legal state of matrimony without the need of attending a
place of worship.Prior to 2004,civil marriage solemnization was only available from a
Judge or Justice of the Peace.In 2004,in an effort to enhance access to civil marriage
services and reduce the burden on the judiciary,the Government of Ontario filed
regulatory changes to R.R.O.1990,Reg.738 under the Marriage Act,R.S.O.1990,c.
M.3,as amended,(the “Act”)to provide municipal clerks the authority to solemnize civil
marriages,as follows:
TOWN OF AURORA
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 7 Page -1
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March 3,2015 -2 -Report No.LLS15-012
“1.1 For the purposes of subsection 24 (1)of the Act,the clerk of a
local municipality is authorized to solemnize marriages under the
authority of a licence.”
Since 2004,municipalities have had the option to offer civil marriage services and to set
fees to cover the cost of providing these services.Municipalities wanting to ‘opt-in’to
the provision of civil marriage solemnization services are required by the Registrar
General of Ontario to pass a by-law authorizing the municipal clerk to perform civil
marriages.
COMMENTS
The need for civil marriage services by the residents of Aurora will likely grow as result
of demographic shifts within the Town.According to the 2011 National Household
Survey (conducted by Statistics Canada in conjunction with the 2011 Census)12,205
out of 52,385 persons in Aurora,or 25.2%,identify as having no religious affiliation.1
This compares to the 2001 Census where 6,980 out of 39,815 persons in Aurora,or
17.5%,identified as having no religious affiliation.2 Persons who have no religious
affiliation,or for whom a particular religious service of their choosing is not readily
available,require access to civil marriage solemnization services to enter into the legal
state of marriage.
As of 2014,all local municipalities in York Region,with the exception of Aurora,are
providing civil marriage services.Aurora residents seeking civil marriage ceremonies
are currently required to obtain these services from another municipality.
Service Level Options
The Act does not prescribe the location,dates or times for the providing civil marriage
solemnization services.Municipalities are permitted to establish their own processes for
providing these services,allowing them to respond to their own local needs.
Many municipalities are using a broad range of options to provide civil marriage
ceremonies.The service levels provided range from ceremonies being held every other
Friday to every day of the year.The location for ceremonies also vary greatly from them
being conducted in Council Chambers,dedicated municipal ‘chapels’or meeting rooms,
or at off-site locations such as a banquet hall of in a resident’s backyard.In addition,
some municipalities have expanded their service offering by hiring external contractors
to conduct civil marriage ceremonies on behalf of the municipal clerk without any impact
on other municipal operations.Table 1 outlines the location and dates of services
currently offered in York Region.
1 Statistics Canada 2011National Household Survey (NHS)Profile,Aurora,Ontario
2 Statistics Canada ,2001 Census Profile,Aurora,Ontario
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 7 Page -2
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March 3,2015 -3 -Report No.LLS15-012
Table 1 –York Region Civil Marriage Solemnization Service Levels
Aurora Program and Service Level
It is proposed that the Town Clerk be authorized to perform civil marriage solemnization.
To accommodate any vacation periods,and other municipal business demands,the
Clerk may also delegate the authority to perform civil marriages to other Town Staff
(e.g.the Council/Committee Coordinator/Deputy Clerk)as permitted by the Act and the
Municipal Act,2001.
The proposed service level for 2015 will be the provision of up to two (2)civil marriage
ceremonies every second Friday in the Council Chamber beginning in June or July.
Availability and suitability of these times have already been discussed with Town
facilities booking staff.Additional services and times during the first year of service may
be made available subject to the demands of other municipal business.Following an
initial roll-out period,staff will examine overall demand for the program and examine
opportunities to enhance the program service levels for residents while not impacting
the regular operations of the Town.
Generally speaking,a couple wishing to use the Town’s proposed civil marriage
solemnization services will be required to:
1.Reserve the ceremony time and date,subject to availability;
2.Attend a consultation meeting with the Town Clerk,or designate,two weeks prior
to the reserved wedding date,at which time the couple will be required to:
a.pay any required fees;
b.provide the Marriage License required by the Act;and
LOCATION DATES &TIMES
Dedicated Room at
Town Hall Offsite Business
Hours Evening Weekend
East
Gwillimbury
No
(Council Chambers)No Friday
9 a.m.to 4 p.m.No No
Georgina No
(Council Chambers)Yes Daily Yes Yes
King No
(Council Chambers)No Fridays
12 to 3:30 p.m.No No
Markham Yes (x 2)Yes Daily
9 a.m.to 4 p.m.Yes Yes
Newmarket No
(Council Chambers)No Weekdays
10 a.m.to 3 p.m.No No
Richmond Hill No
(Committee Room)No Fridays
10 a.m.to 3 p.m.No No
Vaughan Yes No Weekdays
9 a.m.to 4 p.m.No No
Whitchurch-
Stouffville
No
(Council Chambers)No Fridays
9 a.m.to 4 p.m.No No
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 7 Page -3
-52 -
March 3,2015 -4 -Report No.LLS15-012
c.select the ceremony script.
Ceremonies themselves will generally be 15 to 25 minutes in length,and couples will be
required to provide two (2)witnesses.
Proposed Fees
Staff propose the adoption of a base fee of $250.00 (excluding tax)per civil marriage
solemnization service provided.This fee would include the use of the Council Chamber
(or another appropriate facility inside Town Hall).The proposed base fee is in the mid-
range of those charged by the other York Region municipalities,which range from a low
$189.00 for a ceremony in the City of Markham’s Wedding Room (10 persons,standing
room only)to $400.00 in the Town of Newmarket.Table 2 outlines the fees payable for
wedding services in York Region including any additional facility rental fee (fees do not
including the cost of a marriage license,which is a separate requirement under the Act).
Table 2 –Civil Marriage Services Fees in York Region
In addition to the base fee of $250.00,staff are also proposing the adoption of additional
fees to address administrative needs of the program and future possible enhancements
to the service.The full list of proposed fees is included in Table 3.A by-law to amend
Schedule “C”of the Town’s Fees and Charges By-law will need to be passed to
implement these new fees.
2015 Fee H.S.T.Total Fee
East Gwillimbury $250.00 $32.50 $282.50
Georgina:
Business Hours $200.00 $26.00 $226.00
After Hours $300.00 $39.00 $339.00
King $259.50 $33.74 $293.24
Markham:
Wedding Room
(10 person maximum)$189.00 $24.57 $213.57
Wedding Chapel (ceremony and
facility rental)$377.50 $49.08 $427.30
Newmarket $400.00 $52.00 $452.00
Richmond Hill $300.00 $39.00 $339.00
Vaughan $300.00 $39.00 $339.00
Whitchurch-Stouffville $287.00 $37.31 $324.31
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 7 Page -4
-53 -
March 3,2015 -5 -Report No.LLS15-012
Table 3 –Proposed Aurora Fees for Civil Marriage Ceremonies
Description of Service for Fee
or Service Charge
Unit of
Measure
Fee
(excluding
tax)
H.S.T.
Total
Fee
(including
tax)
CIVIL MARRIAGE SERVICES
Civil Marriage Solemnization Fee
during regular business (fee
includes the use of a Town Hall
facility only,other Town facility
rental fees may apply )
per
service $250.00 $32.50 $282.50
Civil Marriage Solemnization Fee
outside regular business hours
per
service $350.00 $45.50 $395.50
Witness Fee per
witness $50.00 $6.50 $56.50
Rehearsal Fee for offsite Civil
Marriage ceremony
per
service $75.00 $9.75 $84.75
Administrative Fee to be charged
for change of wedding date within
7 days of scheduled ceremony
$50.00 $6.50 $56.50
Administrative Fee to be charged
for cancellation of Civil Marriage
ceremony before consultation
meeting
$50.00 $6.50 $56.50
Administrative Fee to be charged
for cancellation of Civil Marriage
ceremony after consultation
meeting
$125.00 $16.25 $141.25
LINK TO STRATEGIC PLAN
Implementing civil marriage solemnization services achieved the objective of
supporting an exceptional quality of life for all by investing in sustainable
infrastructure that promotes the adaptability and flexibility of services to respond to
demographic shifts.
ALTERNATIVE TO THE RECOMMENDATIONS
Council may choose not to implement civil marriage solemnization services for the
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 7 Page -5
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General Committee Meeting Agenda
Tuesday, March 3,2015 Item 7 Page - 6
-55 -
March 3, 2015 -6-Report No. LLS15-012
Town of Aurora at this time.
FINANCIAL IMPLICATIONS
The 2015 Legal & Legislative Services draft operating budget includes estimated
revenue from civil marriage solemnization service in the amount of $3,000.00. This
amount is equal to the provision of 12 civil marriage ceremonies in 2015 (at the base
cost of $250.00 per service). The Town will not incur any direct on-going operating costs
as a result of the provision of civil marriage solemnization services. It is anticipated that
that the Town will need to acquire minimal decorative elements (e .g . silk floral pieces
and arrangement) to help transform Town facilities to suit the festivities. Any expense
will be minimal and recoverable within the Legal & Legislative Services operating
budget.
CONCLUSIONS
It is recommended that Council, in recognition of the changing demographics of the
Town, enhance the level of services provided to residents by offering civil marriage
solemnization services.
ATTACHMENTS
None
PRE-SUBMISSION REVIEW
Executive Leadership Team-February 19, 2015
p,w::sre::A. Huycke, ro~2(~
Warren Mar
Director of Legal & Legislative
Servicesffown Solicitor
Neil Garbe
Chief Administrative Officer
MEMORANDUM
DATE:March 3,2015
TO:Members of Council
FROM:Mayor Geoffrey Dawe
RE:Finance Advisory Committee Member Appointments
RECOMMENDATION:
THAT the memorandum regarding Finance Advisory Committee Member
Appointments be received;and
THAT the following Members of Council be appointed to the Finance Advisory
Committee:
Mayor Geoffrey Dawe
Councillor Harold Kim
Councillor Michael Thompson
BACKGROUND:
On December 16,2014 Council considered and adopted the following motion:
THAT a Finance Advisory Committee be established for the current Term of
Council and that the draft Terms of Reference,which were developed in
consultation with the Director of Corporate and Financial Services/Treasurer to
reflect the current needs of the Corporation and Council,be approved.
ATTACHMENT:
Attachment 1 -Finance Advisory Committee –Draft Terms of Reference
Town of Aurora
Office of the Mayor
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 8 Page -1
-56 -
Finance Advisory Committee –Revised Draft Terms of Reference
1 of 2
TOWN OF AURORA
FINANCE ADVISORY COMMITTEE
(Revised Draft)TERMS OF REFERENCE
1.PURPOSE
The primary function of the Finance Advisory Committee is to assist Council and
the Corporation in fulfilling its fiscal responsibilities by reviewing and
recommending on the long range corporate financial planning process;capital
planning initiatives and fiscal policy matters.
The Committee mandate shall include proactive advance input into the annual
budgeting processes with a view to enhancing reporting and analysis
mechanisms to ensure we are delivering values programs and services in the
most effective and efficient manner.
2.MEMBERSHIP
The Committee shall be composed of three (3)Councillors.
As part of its mandate the Committee shall also cultivate a consultative advisory
group comprised of community members who have financial qualifications and
experience within the public/private sector (i.e.,Chief Financial Officer or Vice
President Finance)from which it will periodically obtain input with respect to
specific projects or initiatives.
3.TERM
The Committee shall hold office for a term of four years concurrent with the term
of Council.
4.REMUNERATION
None
Attachment 1
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 8 Page -2
-57 -
Finance Advisory Committee –Revised Draft Terms of Reference
2 of 2
5.DUTIES AND FUNCTIONS
The Committee shall review and make recommendations to Council in the
following areas:
•long-range,corporate financial planning policy/process that would
enhance the long-term financial health of the Corporation
•the annual capital and operating budget process and financial reporting
process to enhance:
1.the higher level policy decision-making role of Council
2.the existing reporting/analysis tools to assist Council’s decision-making
process
3.the timing and extent of public participation in the process
•the business practices of the organization,identifying opportunities that
would increase effectiveness and efficiencies
•fiscal policy matters
•the annual performance measures report to the Province,noting the
relative position of Aurora with comparator municipalities in the
designated categories
•undertake other assignments as may be requested by Council from time
to time.
6.MEETING TIMES AND LOCATIONS
The Committee shall meet in the Council Chambers starting at either 9:00 a.m.
or 1:00 p.m.at the call of the Chair,four times per year,or as otherwise required
by the Committee.
7.STAFF SUPPORT
Technical support shall be provided by the CAO and the Director of
Corporate &Financial Services -Treasurer.The Legal &Legislative Services
Department shall provide administrative support services to the Committee.
8.AGENDAS
Agendas are set by the Director in consultation with the Chair.
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 8 Page -3
-58 -
MEMORANDUM
DATE:March 3,2015
TO:Members of Council
FROM:Mayor Geoffrey Dawe
RE:Proposed Revision to the Council Meeting Calendar
RECOMMENDATION
THAT the memorandum regarding Proposed Revision to the Council Meeting
Calendar be received;and
THAT the Council meeting currently scheduled on Tuesday,May 12,2015 be
rescheduled to Monday,May 11,2015 at 7:00 p.m.to accommodate the 2015 York
Regional Police Appreciation Night.
BACKGROUND
The Police Appreciation Night Dinner began 23 years and is an annual fundraising
event attended by several municipal delegates and representatives from across York
Region including the Town of Aurora.
I am requesting Council consider rescheduling the May 12th Council meeting to
accommodate attendance at the 23rd Annual Police Appreciation Night.
As the York Regional Police are headquartered in Aurora,I feel attending this evening is an
appropriate way to show our support.
Town of Aurora
Office of the Mayor
General Committee Meeting Agenda
Tuesday,March 3,2015 Item 9 Page -1
-59 -
NOTICE OF MOTION Councillor Harold Kim
Date:March 3,2015
To:Mayor and Members of Council
From:Councillor Kim
Re:Multicultural Festival
WHEREAS the Town of Aurora was recently ranked the best place to live in York
Region and one of the top 25 places to live in Canada;and
WHEREAS Aurora is striving to be one of the healthiest communities in Canada;and
WHEREAS Aurora is quickly becoming a multicultural town;and
WHEREAS new homes in the 2C lands in the north-east section of Town are quickly
selling out and bringing in up to 12,000 people from diverse backgrounds;and
WHEREAS it is critical that we welcome and engage new residents and share with them
the rich culture and history of Aurora,along with its spirit of volunteerism in which
Aurora was built;and
WHEREAS Aurora has validated its enjoyment and appreciation of history,culture,and
food by the successful events sponsored by the Aurora Cultural Centre,Aurora
Historical Society,and the Town of Aurora events such as:Ribfest,Aurora Chamber
Street Festival,Magna Wild Wild West Hoedown,and Jazz Festival,which have been
roaring successes;and
WHEREAS supporting food,culture,and diversity in itself supports Aurora’s Strategic
Plan objectives of “Supporting an exceptional quality of life for all,”which in turn attracts
people and businesses;and
WHEREAS the Town of Richmond Hill has held the highly successful multicultural
festival “Tastes of the Hill”for the past eight (8)years and counting;celebrating the rich
cultural diversity of its community via the many international foods,arts and crafts,
sports and entertainment showcased at the event;and generating funds for local
charities;and
WHEREAS understanding our neighbours’food and culture is an excellent way to get to
know one another and bring the community closer together.
NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to investigate
and report back to Council on the potential for Aurora to hold a multicultural festival
similar to those of other York Region Municipalities with a timeline of an inaugural event
to be held sometime in 2016.
General Committee Meeting Agenda
Tuesday,March 3,2015 Notice of Motion (a)Page -1
-60 -
TOWN OF AURORA
ADDITIONAL ITEMS
FOR GENERAL COMMITTEE MEETING
Tuesday, March 3, 2015
7 p.m.
Council Chambers
Delegation (a) Emily Stewart, representing residents on Cousins Drive
Re: Item 3 – Report No. IES15-012 – Speeding Concerns on
Cousins Drive and Multi-Way Stop Control Request at the
Wells Street and Cousins Drive Intersection
Replacement pages for Item 6 (agenda pages 41 to 49)
Re: Report No. LLS15-011 – Questions on the Ballot – 2014 Municipal Election
Results
DELEGATION REQUEST
This Delegation Request form and any written submissions or background information for
consideration by either Council or Committees of Council must be submitted to the Clerk’s office by
the following deadline:
4:30 P.M. ON THE BUSINESS DAY PRIOR TO THE REQUESTED MEETING DATE
COUNCIL/COMMITTEE/ADVISORY COMMITTEE DATE: March 3, 2015
SUBJECT: Item 3 – Speeding Concerns on Cousins Drive and Multi-Way Stop Control Request at
the Wells Street and Cousins Drive Intersection
NAME OF SPOKESPERSON: Emily Stewart
NAME OF GROUP OR PERSON(S) BEING REPRESENTED (if applicable):
Residents on Cousins Drive
BRIEF SUMMARY OF ISSUE OR PURPOSE OF DELEGATION:
We would like a 3 way stop sign installed at the corner of Cousins Drive and Wells Street for the
safety of the people in the community.
PLEASE COMPLETE THE FOLLOWING:
Have you been in contact with a Town staff or Council member
regarding your matter of interest? YES ☒ NO ☐
IF YES, WITH WHOM? Mayor Dawe DATE: Fall 2014
Legal and Legislative Services
905-727-3123
councilsecretariatstaff@aurora.ca
Town of Aurora
100 John West Way, Box 1000
Aurora, ON L4G 6J1
GENERAL COMMITTEE REPORT No. LLS15-011
SUBJECT: Questions on the Ballot – 2014 Municipal Election Results
FROM: Warren Mar, Director of Legal & Legislative Services/Town Solicitor
DATE: March 3, 2015
RECOMMENDATIONS
THAT Report No. LLS15-011 be received; and
THAT Council provide direction with respect to the 2014 Municipal Election
Questions on the Ballot.
PURPOSE OF THE REPORT
To provide Council with information on the results of voting on the Questions on the
Ballot from the 2014 Municipal Election, and to seek Council direction on the next steps
(if any) that Council wishes to take in response to the results.
BACKGROUND
In accordance with the provisions of clause 8(1)(b) of the Municipal Elections Act, 1996,
S.O. 1996, c.32, Sched, as amended (the “Elections Act”), Council passed By-law
Number 5612-14 on April 22, 2014, to submit two (2) questions to the electors of the
Town of Aurora at the 2014 Municipal Election. The two (2) approved questions were
as follows:
1. “Are you in favour of electing all Aurora councillors, other than
the Mayor, by ward vote instead of general Town-wide vote?”
2. “Are you in favour of reducing the number of Aurora
councillors, other than the Mayor, from eight (8) councillors to
six (6) councillors?”
Both questions appeared on the ballots for the 2014 Municipal Election held on October
27, 2014. In accordance with the provisions of clause 55(4)(b) of the Elections Act, the
Town Clerk declared the results of the Voting on the Questions on the Ballot on October
30, 2014 (Attachment 1). The certified results of the voting on the Questions on the
Ballot are as follows:
TOWN OF AURORA
March 3, 2015 - 2 - Report No. LLS15-011
QUESTION #1
Are you in favour of electing all Aurora councillors, other than the
Mayor, by ward vote instead of general Town-wide vote?
YES 5,512 45.25%
NO 6,670 54.75%
Total 12,182 100%
QUESTION #2
Are you in favour of reducing the number of Aurora councillors, other
than the Mayor, from eight (8) councillors to six (6) councillors?
YES 8,060 64.55%
NO 4,427 35.45%
Total 12,487 100%
The Town Clerk has also certified that that the total number of eligible electors in the
October 27, 2014 Municipal election was 37,123.
COMMENTS
Section 8.2 of the Municipal Elections Act
Under subsection 8.2(1) of the Elections Act, the results of a question authorized by a
by-law are binding on the municipality if at least 50% of eligible electors in the
municipality vote on the question.
The implication of subsection 8.2(1) is that the results of a question authorized by a by-
law are not binding on a municipality if less than 50% of eligible electors in the
municipality vote on the question. As such, if voter turnout is less than 50% of the
eligible electors, then the results of the referendum are not binding on the municipality,
and Council would be free to proceed on the matter as it chooses.
Section 8.3 of the Municipal Elections Act
Under clause 8.3(1)(a) of the Elections Act, if the results of a question authorized by a
March 3, 2015 - 3 - Report No. LLS15-011
by-law are binding on the municipality in the affirmative, then the municipality shall do
everything in its power to implement the results of the question in a timely manner (this
means, pursuant to subsection 8.3(2), placing the necessary action before Council
between 14 and 180 days after voting day).
Finally, under clause 8.3(1)(b) of the Elections Act, if the results of a question
authorized by a by-law are binding on the municipality in the negative, the municipality
shall not do anything within its jurisdiction to implement the matter which was the
subject of the question for a period of four (4) years following voting day.
Analysis of Question #1 (Introduce Wards) Voting Results
Of the voters who voted on Question #1, the majority voted “No” to electing Councillors,
other than the Mayor, by ward vote instead of general Town-wide vote. The Total
number of voters who voted “No” was 6,670 or 54.75%. The total number of voters who
voted “Yes” was 5,512 voters or 45.25%.
The total number of voters who voted on Question #1 was 12,182 voters out of 37,123
eligible voters. This means that only 32.82% of eligible voters voted on the question and
the results are therefore not binding on Council in view of the provisions of section 8.2
of the Elections Act. As such Council has the discretion to:
1. Implement a ward system to elect Councillors, other than the Mayor; or
2. Not implement a Ward system to elect Councillors.
If Council chooses to exercise its discretion to implement a ward system (Option #1), it
is recommended that staff be directed to report back on a process to develop and
implement a ward system for the Town in time for the 2018 Municipal Election. If
Council wishes to proceed with Option #1, it is also recommended that the following
resolutions be introduced:
THAT Council endorse the electing all Aurora councillors, other than the
Mayor, by ward vote instead of general Town-wide vote; and
THAT staff be directed to report back to Council on a process to be
followed in dividing the Town into wards.
If Council wishes not to proceed with introducing a ward system for electing Councillors
in Aurora (Option #2), then it does not need to take any further action with regards to
Question #1.
Analysis of Question #2 (Reduce the Size of Council) Voting Results
Of the voters who voted on Question #2 the majority voted “Yes” to reducing the
number of Aurora councillors, other than the Mayor, from eight (8) councillors to six (6)
councillors. The total number of voters who voted “Yes” was 8,060 or 64.55%. The total
March 3, 2015 - 4 - Report No. LLS15-011
number of voters who voted “No” was 4,427 voters or 35.45%.
The total number of voters who voted on Question #2 was 12,487 voters out of 37,123
eligible voters. This means that only 33.64% of eligible voters voted on the question and
the results are not binding on Council in accordance with the provisions of section 8.2 of
the Elections Act. As such, in response to the voting results, Council may:
1. Reduce the size of Council by eliminating two (2) Councillor positions; or
2. Maintain the current size of Council as is.
If Council chooses Option #1 to reduce the size of Council, it is recommended that the
following resolutions be introduced:
THAT the composition of the Council of The Corporation of the Town of
Aurora be changed from nine (9) members to seven (7) members,
comprised of one (1) Mayor, who shall be the Head of Council, and six (6)
Councillors; and
THAT the change in the composition of Council come into force following
the next regular municipal election in accordance with the provisions of
subsection 217(3) of the Municipal Act, 2001; and
THAT the necessary by-law be brought forward at the March 31, 2015
meeting of Council for enactment to change the composition of Council for
The Corporation of the Town of Aurora from nine (9) members to seven
(7) members, comprised of one (1) Mayor, who shall be the Head of
Council, and six (6) Councillors.
Based on the provisions of section 217 of the Municipal Act, 2001, to change the
composition of Council in time for the next regular municipal election in 2018, the
current Council need merely pass the necessary by-law on or before December 31,
2017. Council is authorized to pass any such by-law under the provisions of subsection
217(1) of the Municipal Act, 2001. The only limitations on this authority are:
“1. There shall be a minimum of five members, one of whom shall be the head of
council.
2. The members of council shall be elected in accordance with the Municipal
Elections Act, 1996.
3. The head of council shall be elected by general vote.
4. The members, other than the head of council, shall be elected by general vote
or wards or by any combination of general vote and wards.
March 3, 2015 - 5 - Report No. LLS15-011
5. The representation of a local municipality on the council of an upper-tier
municipality shall not be affected by the by-law of the local municipality under
this section.”
Under subsection 217(3) of the Municipal Act, 2001, a by-law passed under subsection
217(1) comes into force:
“(a) after the first regular election following the passing of the by-law; or
(b) if the by-law is passed in the year of a regular election before voting
day, after the second regular election following the passing of the by-
law.”
If Council wishes not to proceed with reducing the size of Council in Aurora (Option #2),
then it does not need to take any further action with regards to Question #2.
LINK TO STRATEGIC PLAN
Proceeding with a by-law to put two questions on the ballot for the 2014 municipal
election achieved the objective of strengthening the fabric of our community by
identifying new formats, methods and technologies to effectively and regularly engage
the community.
ALTERNATIVE S TO THE RECOMMENDATIONS
1. Council may receive this report for information only and take no further action on
the Questions on the Ballot at the 2014 Municipal Election.
2. Council may receive this report and direct staff to report back on a process to
implement a ward system to elect members of Council AND reduce the size of
Council from eight (8) Councillors to six (6) Councillors for the 2018 Municipal
Election, in which case the following resolutions can be adopted:
THAT report LLS15-011 be received; and
THAT Council endorse the electing all Aurora councillors, other than the
Mayor, by ward vote instead of general Town-wide vote; and
THAT staff be directed to report back to Council on a process to be
followed in dividing the Town into wards; and
THAT the composition of the Council of The Corporation of the Town of
Aurora be changed from nine (9) members to seven (7) members,
comprised of one (1) Mayor, who shall be the Head of Council, and six (6)
March 3, 2015 - 6 - Report No. LLS15-011
Councillors; and
THAT the change in the composition of Council come into force following
the next regular municipal election in accordance with the provisions of
subsection 217(3) of the Municipal Act, 2001; and
THAT the necessary by-law be brought forward at the March 31, 2015
meeting of Council for enactment to change the composition of Council for
The Corporation of the Town of Aurora from nine (9) members to seven
(7) members, comprised of one (1) Mayor, who shall be the Head of
Council, and six (6) Councillors.
3. Council may receive this report and direct staff to report back on a process to
only implement a ward system to elect members of Council for the 2018
Municipal Election, in which case the following resolutions can be adopted:
THAT report LLS15-011 be received; and
THAT Council endorse the electing all Aurora councillors, other than the
Mayor, by ward vote instead of general Town-wide vote; and
THAT staff be directed to report back to Council on a process to be
followed in dividing the Town into wards.
4. Council may receive this report and reduce the size of Council from eight (8)
Councillors to six (6) Councillors, in which case the following resolutions can be
adopted:
THAT report LLS15-011 be received; and
THAT the composition of the Council of The Corporation of the Town of
Aurora be changed from nine (9) members to seven (7) members,
comprised of one (1) Mayor, who shall be the Head of Council, and six (6)
Councillors; and
THAT the change in the composition of Council come into force following
the next regular municipal election in accordance with the provisions of
subsection 217(3) of the Municipal Act, 2001; and
THAT the necessary by-law be brought forward at the March 31, 2015
meeting of Council for enactment to change the composition of Council for
The Corporation of the Town of Aurora from nine (9) members to seven
(7) members, comprised of one (1) Mayor, who shall be the Head of
March 3, 2015 - 7 - Report No. LLS15-011
Council, and six (6) Councillors.
As the Questions on the Ballot for the 2014 Municipal Election did not contemplate
moving from part-time Councillors to full-time Councillors, this matter was not explored
in this report. Should Council desire to make this change, it is recommended that staff
be directed to provide a further report examining the process, physical space
requirements, staffing options, and overall costs of implementing such a change.
FINANCIAL IMPLICATIONS
The cost of creating and implementing a ward system is estimated to be between
$50,000 and $60,000 in one-time funding. These funds would be used to retain an
expert/land planning economist to facilitate the ward boundary review process.
Additional costs associated with creating a ward system may also be required for the
purpose of defending any ward boundary by-law passed by Council before the Ontario
Municipal Board. Additional communication costs will also be required for the 2018
municipal election. The effective implementation of a new ward system requires
dedicated communication resources as part of the overall election communication
strategy. If Council implements a ward system for the Town of Aurora, staff will review
the election budget to determine if additional funding is required. If staff are unable to
accommodate these increased expenses in the current election budget forecast, staff
would be recommending an increase to the overall election budget in 2017.
If Council chooses to reduce the size of Council from eight (8) Councillors to six (6), the
Town would realize savings from the salaries and benefits currently paid to Members of
Council. Based on the 2015 salary and benefits paid to Councillors, the annual savings
to the Town are estimated to be at least $71,600, calculated as follows:
Councillor’s Annual Salary $ 28,800 x 2 = $ 57,600
Councillor’s Annual Benefits $ 1,850 x 2 = $ 3,700
Councillor’s Annual Expenses $ 5,150 x 2 = $ 10,300
$ 71,600/year
Additional minimal savings would be realized from reduced expenditure on ancillary
items such as cell phones and business cards.
CONCLUSIONS
The results of the voting on the two (2) Questions on the Ballot at the 2014 Municipal
Election are not binding on the Town. Council can therefore take no further action in
respect to the Questions on the Ballot, or can exercise its discretion to implement a
ward system to elect councillors and/or reduce the size of Council.
March 3, 2015 -8-Report No. LLS15-011
ATTACHMENTS
Attachment 1 -Certified Election Results, Questions on the Ballot
PREVIOUS REPORTS
1. Report No. LLS 14-13 -Determination of Two Questions on the Ballot, dated
March 24, 2014
2. Report No. LLS14-1 0-Two Questions on the Ballot, dated March 4, 2014
3. Report No. CLS13-030-Question on the Ballot, dated November 5, 2013.
PRE-SUBMISSION REVIEW
Executive Leadership Team-January 22, 2015
Prepared by: Stephen M.A. Huycke, Town Clerk, ext. 4771
Warren Mar
Director of Legal & Legislative
Servicesnown Solicitor
Neil Garbe
Chief Administrative Officer
AURORA VOTES
CERTIFIED· ELECTION RESULTS
Questions on the Ballot
Muni~ipal Electipns Act, 1996, [s.55(4)(ti)]
I, Stephen M.A. Huycke, Town Clerk a·nd Returning Officer of The Cqrporation of the
Town of Aurora do certify the number of votes cast as set out below with respect to the
·Questions on the Ballot in the Municipal Election held on Monday, October 27, 2014.
Are you in favour of electing all Aurora councillors, other than the
Mayor, by ward vote instead of general Town-wide vote?
YES 5,512 45.25%
Are you in favour of reducing the number of Aurora councillors; other
than the Mayor, from eight (8) councillors to six (6) councillors?
YES 8,060 64.5So/o
NO 4,427 35.45o/o
Dated this 30th day of. October, 2014 ..
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