AGENDA - General Committee - 20151103GENERAL COMMITTEE
MEETING AGENDA
TUESDAY,NOVEMBER 3,2015
7 P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
October 30,2015
TOWN OF AURORA
GENERAL COMMITTEE MEETING
AGENDA
Tuesday,November 3,2015
7 p.m.
Council Chambers
Councillor Abel 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
(a)Bob McRoberts,Resident pg.1
Re:Item 5 –PR15-033 –McMahon Park Neighbourhood Garden
Public Survey Results
(b)Jim Tree,Manager,Parks pg.2
Re:Item 5 –PR15-033 –McMahon Park Neighbourhood Garden
Public Survey Results
General Committee Meeting Agenda
Tuesday,November 3,2015 Page 2 of 6
(c)Jim Tree,Manager,Parks pg.3
Re:Item 7 –PR15-035 –Tree Removal/Pruning and Compensation
Policy
6.PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
7.CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
8.NOTICES OF MOTION
(a)Councillor Mrakas pg.96
Re:Door-to-Door Salespeople
9.NEW BUSINESS/GENERAL INFORMATION
10.CLOSED SESSION
11.ADJOURNMENT
General Committee Meeting Agenda
Tuesday,November 3,2015 Page 3 of 6
AGENDA ITEMS
1.IES15-063 –Acceptance of Municipal Services –Bayview Meadows,pg.4
Phase 2 &3 (St.John’s Road Development Corp.)
Registered Plan 65M-4075,65M-4079,65M-4082
RECOMMENDED:
THAT Report No.IES15-063 be received;and
THAT ownership,operation and maintenance of the works within the roads,
rights-of-way,and other lands dedicated to the Town contained within Plan 65M-
4075,65M-4079,65M-4082,being Bayview Meadows Subdivision,Phase 2 &3,
by St.John’s Road Development Corp,be assumed as detailed in Report No.
IES15-063;and
THAT the necessary by-law be brought forward for enactment to assume for
public use the highways within Plan 65M-4075,65M-4079,65M-4082 and to
establish as public highway any applicable reserves.
2.IES15-064 –Extension of Janitorial Services Contract pg.8
RECOMMENDED:
THAT Report No.IES15-064 be received;and
THAT Tender No.IES2010-71 for Janitorial Services and Supplies be extended
to Royal Building Cleaning Ltd.to June 30,2016,an additional six (6)months,for
the amount of $225,000 excluding taxes.
3.IES15-065 –Northern Six Waste Collection Contract Update pg.11
RECOMMENDED:
THAT Report No.IES15-065 be received for information.
4.LLS15-059 –2016 Council and Committee Meeting Calendar pg.17
RECOMMENDED:
THAT Report No.LLS15-059 be received;and
General Committee Meeting Agenda
Tuesday,November 3,2015 Page 4 of 6
THAT the requirements of sections 2.3 and 2.6 of the Procedural By-law be
waived to permit the adoption of the 2016 Council and Committee meeting
schedule attached to this report as Attachment #1;and
THAT the 2016 Council and Committee Meeting Calendar,attached to this report
as Attachment #1,be approved;and
THAT the Town Clerk be authorized to make amendments to the 2016 Council
and Committee Meeting Calendar as required.
5.PR15-033 –McMahon Park Neighbourhood Garden Public Survey Results pg.33
RECOMMENDED:
THAT Report No.PR15-033 be received;and
THAT a Neighbourhood Garden in McMahon Park not be implemented.
6.PR15-034 –Pedestrian Underpasses –Leslie Street and St.John’s pg.37
Sideroad
RECOMMENDED:
THAT Report No.PR15-034 be received;and
THAT the construction of Underpasses A,C and D,as outlined in this report,
and in accordance with the Town of Aurora Trails Master Plan,be approved;
and
THAT funding in the amount of $1,962,790 be approved;and
THAT 90%of the funds required to construct the underpasses be allocated
from the applicable Development Charge Reserve and that the remaining
10%funding be allocated from the applicable Parks and Recreation related
reserves;and
THAT staff be directed to enter into an Agreement with the Regional
Municipality of York to facilitate the process of construction of the three
underpasses,the associated financial arrangements,and any matters dealing
with the future operation and maintenance of these underpasses;and
THAT the Mayor and Town Clerk be authorized to execute the necessary
Form of Agreement including any and all documents and ancillary
agreements required to give effect to same.
General Committee Meeting Agenda
Tuesday,November 3,2015 Page 5 of 6
7.PR15-035 –Tree Removal/Pruning and Compensation Policy pg.54
RECOMMENDED:
THAT Report No.PR15-035 be received;and
THAT Report No.PR15-035 and the following recommendation be deferred to
the General Committee meeting of November 17,2015,for consideration:
THAT the draft Tree Removal/Pruning and Compensation Policy attached to
Report No.PR15-035 be approved;and
THAT the draft Tree Removal/Pruning and Compensation Policy be
applicable to all planning applications that are currently under review by the
Town,provided the applicants have been duly notified of this draft Policy
and are currently complying with the said draft Policy;and
THAT the Tree Removal/Pruning and Compensation Policy come into full
force for all new requests or applications received by the Town as of
December 1,2015.
8.PL15-082 –Applications for Exemption from Part Lot Control:pg.74
Mattamy (Aurora)Limited,Blocks 251,252 and 253,
Plan 65M-4461,File No.:PLC-2015-08
Paradise Homes Inc.,Blocks 155,159 and 162,
Plan 65M-4424,File No.:PLC-2015-09
RECOMMENDED:
THAT Report No.PL15-082 be received;and
THAT the following Applications for Exemption from Part Lot Control be
approved:
Mattamy (Aurora)Limited to divide Blocks 251,252 and 253 on Plan 65M-
4461 into fourteen (14)separate lots for townhouse units;and
Paradise Homes Inc.to divide Blocks 155,159 and 162 on Plan 65M-4424
into fourteen (14)separate lots for townhouse units;and
THAT the Part Lot Control Exemption By-laws be enacted at the next available
Council meeting.
General Committee Meeting Agenda
Tuesday,November 3,2015 Page 6 of 6
9.Memorandum from Manager of Special Projects pg.84
Re:Preparation of an Events Package
RECOMMENDED:
THAT the memorandum regarding Preparation of an Events Package be
received for information.
10.Community Recognition Review Ad Hoc Committee Meeting Minutes of pg.86
October 27,2015
RECOMMENDED:
THAT the Community Recognition Review Ad Hoc Committee meeting minutes
of October 27,2015,be received;and
THAT the Community Recognition Review Ad Hoc Committee recommend to
Council:
1.Memorandum from Acting Manager of Corporate Communications
Re:2016 Proposed Community Recognition Awards Plan
THAT the 2016 Proposed Community Recognition Awards Plan,as
amended by the Community Recognition Review Ad Hoc Committee,be
brought forward to the General Committee meeting of November 3,2015,
for Council’s approval.
New Business Motion No.1
THAT a policy be established by Council to eliminate the use of
individual names for Town-sanctioned awards.
New Business Motion No.2
THAT the mandate of the Community Recognition Review Ad Hoc
Committee be extended to permit the Committee to continue working on
branding of the event and to ensure a smooth transition into the Awards
ceremony.
General Committee Meeting Agenda
Tuesday,November 3,2015 Delegation (a)Page -1
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General Committee Meeting Agenda
Tuesday,November 3,2015 Delegation (b)Page -1
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General Committee Meeting Agenda
Tuesday,November 3,2015 Delegation (c)Page -1
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.IES15-063
SUBJECT:Acceptance of Municipal Services –Bayview Meadows,Phase 2 &,3,
(St.John’s Road Development Corp)
Registered Plan 65M-4075,65M-4079,65M-4082,
FROM:Ilmar Simanovskis,Director of Infrastructure &Environmental
Services
DATE:November 03,2015
RECOMMENDATIONS
THAT Report No.IES15-063 be received;and
THAT ownership,operation and maintenance of the works within the roads,
rights-of-way,and other lands dedicated to the Town contained within Plan 65M-
4075,65M-4079,65M-4082,being Bayview Meadows Subdivision,Phase 2 &3,by
St.John’s Road Development Corp,be assumed as detailed in Report No.IES15-
063;and
THAT the necessary by-law be brought forward for enactment to assume for
public use the highways within Plan 65M-4075,65M-4079,65M-4082 and to
establish as public highway any applicable reserves.
PURPOSE OF THE REPORT
The purpose of this report is to assume the works completed by the developer within
any Town owned lands,roads and rights-of-way contained within the identified
subdivision and to assume for public use the related highways.
BACKGROUND
The Bayview Meadows Residential Subdivision,Phase 2 &3,was completed under the
April 22,2008 Subdivision Agreement between the Town and John’s Road Development
Corp.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 1 Page -1
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November 03,2015 -2 -Report No.IES15-063
COMMENTS
A Certificate of Acceptance from Infrastructure &Environmental Services will be issued
as staff have reviewed all inspection reports for the subject development and are
satisfied that the municipal roads and services are in good condition and have been
completed in accordance with the terms of the Subdivision Agreement with the
exception of a few minor maintenance repairs.As such,the developer agreed to pay
$42,502.35 cash payment in lieu of repairs and the Town will arrange for the work to be
completed when maintenance is required.
All construction lien provisions have been satisfied.
LINK TO STRATEGIC PLAN
This project supports the Strategic Plan Goal of Supporting an Exceptional Quality
of Life for All by maintaining and expanding infrastructure to support forecasted
population growth through technology,waste management,roads,emergency services
and accessibility.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
None.
FINANCIAL IMPLICATIONS
As the Town will,upon issuance of the Certificate of Acceptance –Infrastructure and
Environmental Services and adoption of the resolution set out in this Report,be
responsible for all future operational and maintenance costs for the municipal services
within the specified areas,any remaining securities held in relation to this subdivision
will be released,save and except for any required holdbacks pertaining to retaining
walls and landscape maintenance periods,if required.
CONCLUSIONS
The works pursuant to the Subdivision Agreement for the Bayview Meadows,Phase 2 &
3,as indicated on the attached key map,being registered Plans 65M-4075,65M-4079,
65M-4082,have been completed to the satisfaction of staff and there are no other
outstanding issues required to be resolved.Upon Council’s approval to assume
ownership,operation and maintenance of the works and the enactment of the By-law to
assume the related highways for public use,all remaining securities will be released,
save and except for any required holdbacks pertaining to retaining walls and landscape
maintenance periods,if required.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 1 Page -2
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General Committee Meeting Agenda
Tuesday,November 3,2015 Item 1 Page -3
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Fouracre Way
Starr Cres
FieldsCrt
Hartwell Way
Lewis Honey Dr
ST.JOHN'S SIDEROAD
Lewis Honey Dr
Starr Cres
Howard Dr
Harry Penrose
Ave
65M-3677
65M-4075
65M-4082
65M-4079
KEY PLAN
LOCATIONS OF SERVICES TO BE ACCEPTED
REGISTERED PLANS 65M-4075,65M-4079 &65M-4082
Map created by the Town of Aurora Infrastructure and Environmental Services Department,October 16th,2015.Map modified on October 19th,2015.
Base data provided by York Region and Aurora -GIS.This is not a legal survey.
0 30 60
Metres
St John's Sdrd
Wellington St EWellington
St W
Henderson
Dr
Vandorf Sdrd
Bloomington Rd
SUBJECT
LANDS
)
LANDS TO BE ASSUMED
IES15-063
Appendix 'A'
PHASE 1 ASSUMED LANDS*
*By-Law No.4924-07.D;June 12,2007
65M-367765M-4075,65M-4079,65M-4082
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 1 Page -4
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.IES15-064
SUBJECT:Extension of Janitorial Services Contract
FROM:Ilmar Simanovskis,Director of Infrastructure &Environmental
Services
DATE:November 3,2015
RECOMMENDATIONS
THAT Report No IES15-064 be received;and
THAT Tender No.IES2010-71 for Janitorial Services and Supplies be extended to
Royal Building Cleaning Ltd.to June 30,2016,an additional six (6)months,for
the amount of $225,000 excluding taxes.
PURPOSE OF THE REPORT
The purpose of this report is to extend the existing contract for janitorial services.
BACKGROUND
Royal Building Cleaning Ltd.was successful in the 2010 RFP and was awarded the
contract for 5 years.The Janitorial services contract will terminate on December 31,
2015.They have performed well and have worked well within the scope of work in
maintaining the facilities.
We are in the process of revising and completing a service review to modify the scope
and reissue the RFP.Staff needs to extend the current contract to June 30,2015 based
on 2015 terms.
Staff is completing a revised RFP document and working to add the new JOC building
within the scope.At this time staff’s recommendation is that we postpone on the RFP
until the JOC is closer to completion so that we can get accurate pricing for this building.
To go out to tender prior to the buildings completion is not recommended,as we need to
see what the scope of work will be for the new center.The goal is to minimize cost.
One of the drivers to hold off on the RFP is that we are working on reducing the scope
of the current cleaning contract.The objective is to reduce the cost of cleaning services
and eliminate sections of the cleaning scope of work.Since the last contract,5 years
ago,minimum wages have increased;paper products have increased;and our entire
building sq ft have also increased.This will cause our new contract prices to
significantly increase beyond our allotted budget.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 2 Page -1
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November 3,2015 -2 -Report No.IES15-064
Historically we have used the same contract document.This time we are reviewing the
contract line by line and eliminating additional work,reducing the scope of work within
some of the buildings and adding value,all in an effort to reduce budget pressure and
provide the community a cost savings to the budget.
COMMENTS
Facility services has taken steps to respond to budget pressures and Janitorial
service needs for The Town for a long term solution to our building requirements:
Our goal is to continue to keep the entire town’s building clean but also look at how we
do business and have the operational staff do more during our down times.Staff is
pleased with the current vendor as they respond to calls in a timely manner and have
given us excellent service over the past years.
Our historical issue is that we have used an all-inclusive spec;cleaning entire buildings,
paper/soap,carpet cleaning and window washing.We are now looking at modifying this
model.
Our goal is to reduce what we contract out,and increase control over our consumables
and work on quality vs quantity.We need to continue to find value and operational
excellence as costs continue to increase beyond our budget.
LINK TO STRATEGIC PLAN
Maintaining our facilities supports the Strategic Plan goal of Investing in sustainable
infrastructure by maintaining infrastructure to support forecasted population growth
through technology,waste management,roads,emergency services and accessibility.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
There is one alternative to the recommendations:
1.Continue with the standard RFP that we have now,this will expedite the RFP
process and shorten the review timeline but will cost us more over the long term.
FINANCIAL IMPLICATIONS
The costs for the Janitorial services are within our operational budgets.For 2016 the
present cleaning contractor is willing to hold the current contract price without any
increase until June 30,2016.
CONCLUSIONS
The Facility team is focused on increasing the operational excellence within the portfolio
and to run the operation as a commercial first class real estate organization.With the
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 2 Page -2
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General Committee Meeting Agenda
Tuesday,November 3,2015 Item 2 Page -3
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.IES15-065
SUBJECT:Northern Six Waste Collection Contract Update
FROM:Ilmar Simanovskis,Director of Infrastructure and Environmental
Services
DATE:November 3,2015
RECOMMENDATIONS
THAT Report No.IES15-065 be received for information.
PURPOSE OF THE REPORT
The purpose of this report is to provide Council with an update with respect to the
renewal process for the Northern Six waste collection contract which expires in August
2017.
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.This award winning
program was the first N6 initiative in which the municipalities collaborated to leverage
the economies of scale for waste collection services.Total savings of $1M per year
have been achieved over previous contract costs across the N6.
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 Request for
Proposal documents prepared prior to the end of 2015.The new waste contract will be
awarded in the spring of 2016 to ensure the successful bidder has time to procure
equipment for a September 2017 start.
COMMENTS
The current waste collection contract expires August 31,2017.The N6 initiated the
process to retender for these services in 2014 and have recently retained the services
of a consultant to prepare the bid documents.The bid process will follow a Request for
Proposal process wherein both a technical and cost evaluation will be performed.This
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 3 Page -1
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November 3,2015 -2 -Report No.IES15-065
is similar to the 2006 process.Newmarket will be leading the RRF process on behalf of
the N6.This report highlights areas of interested where either service enhancements
are being proposed or where changes to the current contract are under consideration.
Contract Priorities
Staff have identified the following priorities for the next contract and will evaluate bids
accordingly:
Maintain current level of service
Convenience to resident
Diversion rates
Costs
Staff identified early on in the Request for Proposal 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 in certain areas such as Downtown (BIA),Commercial and multi-
residential collection,as is done now,staff identified other possible changes/alignments
that may be standardized throughout the N6:
Harmonization of Waste Collection By-Laws
Staff undertook a review of the waste management By-Laws and provisions for the new
waste collection procurement process.The review resulted in a number of
recommendations to harmonize aspects of the By-laws to increase operational
efficiencies.
Staff anticipate that 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.The harmonization is also expected to reduce costs as
the collection logistics of each municipality will be similar which will create efficiencies
for collection.There are a number of minor harmonization opportunities that are being
reviewed,however the most significant opportunity is bag limits and bag tags.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 3 Page -2
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November 3,2015 -3 -Report No.IES15-065
Garbage Bag Limits and Fee for Service Bag Tags
The By-laws regulating bag limits and bag tags for the collection of garbage varies for
each municipality.Aurora is one of two municipalities that do not have a fee for service
tag program.This creates challenges in enforcing any bag limit as the resident does not
have an option to have more waste collected other than driving the waste to a local
transfer station.This challenge is currently overcome by not enforcing the 3 bag limit
resulting in inconsistency across municipalities.The following table summarizes the N6
practices for bag limits and fees.
Municipality Current bag limit (every other
week)
Bag Tag Fees (approximate revenue
for 2015)
Aurora 3 No bag tag program
East Gwillimbury Residential 2,ICI 4 No bag tag program
Georgina 1 $1 each ($160,000)
King 2 $1 each ($20,000)
Newmarket Residential 3,ICI 6 $2.40 each ($35,000)
Whitchurch-
Stouffville
3 $2 each ($11,600)
Waste audits completed in various urban municipalities demonstrate average set out of
1.18 garbage bags per week.The N6 partners are in support of a 2 bag limit as this
would encourage continued improvement in waste diversion and create consistency
across the service area.
There was also recognition that the fee could be harmonized as well.The
recommended bag tag fee is $2.00 and is currently being considered by the N6
partners.Currently Aurora does not have the option to collect a fee as there is no bag
tag program in place.Staff are in support of this direction and will be bringing a report to
a future Council meeting to explore the options of reducing the bag limit from three to
two and,implementing a bag tag program.
Call Centre -Customer Service Approach
Currently the contractor is responsible for maintaining a call centre.This is further
supported by the Town’s Access Aurora customer care centre.Residents are first
directed to the Contractors call centre as the primary point for issues resolution.
However,often residents either choose to call the Town’s staff first or contact both help
desks to escalate an issue.
This is an area of service that can create customer dissatisfaction.Options for
improving call centre performance in the next contract include:
Strict call centre performance criteria
Have call centre responsibilities delivered by a separate professional call centre
service provider for all N6 partners
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 3 Page -3
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November 3,2015 -4 -Report No.IES15-065
Have call centre responsibilities delivered by each municipality separately
The RFP will be structured to allow consideration of these various options with the final
recommendation emerging from the evaluation results.There are preferences to use a
third party service such as piggy backing on the call centre system in Newmarket,
however this will depend on the proposals made by the proponents.
Other Contract Considerations
The 2017 contract term is recommended to be 8 years which allows time for the
contractor to amortize the cost of capital equipment which will result in savings to the
municipalities.The term of the 2017 contract will also include an option for two one-
year extensions.The maximum term of the contract will therefore be 10 years which is
the same as the current contract.
To maximize waste collection efficiencies and cost savings to the municipalities,front
end containers used to service Industrial Commercial Institutional (ICI)locations are to
be equipped with Radio-frequency identification (RFID)tags to better track weight and
location of collected waste.
Currently an inventory of recycling and SSO containers is maintained by each of the N6
municipalities for new residents and to replace broken containers,free of charge.In the
new contract this function is to be transferred to the waste collection contractor.It is also
recommended that the N6 develop a uniform logo for the containers.This will create
cost savings when purchasing containers and free up space at municipal facilities and
also create delivery efficiencies since the contractor’s supervisors are in the collection
area and monitor routes daily.This will also reduce confusion for N6 residents and
allow additional convenience and uniformity throughout the collection area.All existing
municipally provided receptacles would be accepted.
The RFP will also include a clause for sale of contract.This will be a mechanism for
municipalities to vet the new contractor based on their performance before accepting
the new company as the replacement of the previous one.All transfers would be
required to be endorsed by the six municipalities and the contract and level of service
would remain the same.
SM4RT Living Plan,Integrated Waste Management Master Plan
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 over the next 40 years.The two principles that embody the
SM4RT Living plan are:
Decrease waste generation/increase material recovery
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 3 Page -4
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November 3,2015 -5 -Report No.IES15-065
Manage total cost of waste/recovery programs
The SM4RT Living Plan will not only incorporate the traditional 3R’s (reduce,reuse,
recycle)but will incorporate a fourth R –energy recovery from waste after all other
diversion efforts have been exhausted.
The new contract will have flexibility and forethought to include potential changes
throughout the life of the contract to incorporate aspects of the SM4RT Living Plan and
support a more sustainable,environmentally conscience solid waste collection process.
LINK TO STRATEGIC PLAN
The above projects support the Strategic Plan goal of Supporting an exceptional
quality of life for all through their accomplishment in satisfying requirements in the
following key objectives within this goal statement:
Investing in sustainable infrastructure:Maintain and expand infrastructure to support
forecasted population growth through technology,waste management,roads,
emergency services and accessibility
ALTERNATIVE(S)TO THE RECOMMENDATIONS
None
FINANCIAL IMPLICATIONS
The cost for waste collection services is within the operating budget.There are no
impacts to this budget at this time.
CONCLUSIONS
The Northern Six Municipalities of York Region are preparing the Northern Six Waste
Collection Contract Request for Proposal documents for the collection and haulage of
collectible waste for the term 2017-2027.This process will be led by the Town of
Newmarket.
The N6 partners are looking at all opportunities to both improve service and reduce
costs.A key strategy to achieving these goals is to harmonize the services across all six
municipalities to the highest extent possible.This approach reduces “special case”
issues and other service level errors due to differing By-law requirements within each
municipality.
Further reports will be provided to Council regarding proposed bag limit changes and at
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 3 Page -5
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GENERAL COMMITTEE REPORT No.LLS15-059
SUBJECT:2016 Council and Committee Meeting Calendar
FROM:Warren Mar,Director of Legal &Legislative Services/Town Solicitor
DATE:November 3,2015
RECOMMENDATIONS
THAT Report No.LLS15-059 be received;and
THAT the requirements of sections 2.3 and 2.6 of the Procedural By-law be
waived to permit the adoption of the 2016 Council and Committee meeting
schedule attached to this report as Attachment #1;and
THAT the 2016 Council and Committee Meeting Calendar,attached to this report
as Attachment #1,be approved;and
THAT the Town Clerk be authorized to make amendments to the 2016 Council and
Committee Meeting Calendar as required.
PURPOSE OF THE REPORT
The purpose of this report is to seek Council’s approval of the 2016 schedule of Council,
General Committee and Public Planning meetings,as well as the meetings of the
Advisory Committees,Committee of Adjustment,and Library Board in 2016.
BACKGROUND
The proposed 2016 Council and Committee Meeting Calendar (the “Calendar”)is based
on Council’s past practice and the general requirements of the Town’s Procedural By-
law.In order to plan for the forthcoming meetings,as well as provide public notice
through various publications,it is necessary to establish a schedule of meetings for
2016.The proposed Calendar includes meeting dates for Council,General Committee
and Public Planning,as well as for the Town’s Advisory and Ad Hoc Committees,
Committee of Adjustment,and Library Board.The proposed Calendar includes meeting
dates for the Joint Council Committee and the Aurora Cultural Centre Board,however,
these dates are presently “draft”as the Town is not responsible for scheduling these
meetings.
TOWN OF AURORA
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 4 Page -1
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November 3,2015 -2 -Report No.LLS15-059
COMMENTS
The proposed Calendar is consistent with Council’s past meeting schedules.
Procedural By-law Requirements
Sections 2.3 and 2.6 of the Town’s Procedural By-law Number 5330-11,as amended,
establish general and specific rules for the timing of Council,General Committee and
Public Planning meetings.The relevant provisions of the By-law are:
“Regular Council and General Committee Meetings
2.3 The next and each succeeding Regular Council Meeting shall be held in the
Council Chambers at the Town Hall,except as otherwise provided for in this
By-law,and shall be held in accordance with the schedule of Meetings of
Council and General Committee as prepared by the Clerk and approved by
Council.All such Regular Council Meetings shall generally be held on the
second and fourth Tuesday of each month and General Committee Meetings
shall generally be held on the first and third Tuesday of each month…”
“Public Planning Meetings
2.6 In addition to its schedule of Regular Meetings,where development-related
applications have been submitted under the Planning Act,R.S.O.1990,c.
P.13,as amended.Council shall meet in the Council Chambers on the last
Wednesday of each month commencing at 7:00 p.m.to conduct public
hearings to consider such applications.”
The proposed Calendar and Council’s past practice do not fully align with these
provisions of the Procedural By-law.Examples of meetings on the proposed Calendar
that are not completely in line with the Procedural By-law or Advisory Committee Terms
of Reference,but are in keeping with past practice,are:
1.As there is only one proposed meeting cycle in January,the General Committee
meeting has been moved to the third Tuesday,and the Council meeting has
been moved to the fourth Tuesday of the month;
2.Not meeting during March Break,as is the general practice,requires the second
cycle of March General Committee and Council meetings to be moved to the
fourth and fifth Tuesdays of the month,and the Heritage Advisory Committee has
been moved to the first Monday of the month;
3.Due to the Thanksgiving holiday on the second Monday of October,the Heritage
Advisory Committee meeting has been moved to the third Monday of the month;
and
4.The Public Planning meeting dates proposed for April and December are not on
the last Wednesday of the month to accommodate the Annual Juried Art Show
and Sale and the Christmas holiday period.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 4 Page -2
-18 -
November 3,2015 -3 -Report No.LLS15-059
In order to ensure that Council is closely following the provisions of its Procedural By-
law,staff recommend that Council use its authority in section 4.7 of the Procedural By-
law to waive the requirements of section 2.3 and 2.6 of the same By-law prior to
adopting the proposed Calendar.Two-thirds of the members of Council present at
the meeting would be required to vote in favour of this proposal.As part of the
Procedural By-law review,staff will be recommending amendments to the By-law to
ensure that the adoption of a meeting schedule would not require Council to waive the
requirements of the Procedural By-law.Additionally,should the Procedural By-law
review result in any material change to the Council and Committee meeting schedule,
staff will bring forth a report to replace the approved 2016 Calendar.
LINK TO STRATEGIC PLAN
None.
ALTERNATIVE TO THE RECOMMENDATIONS
1.Council may change any date or time for any meeting included in the proposed
Calendar of meetings.
FINANCIAL IMPLICATIONS
None.
CONCLUSIONS
It would be appropriate for Council to waive the requirements of sections 2.3 and 2.6 of
the Procedural By-law,with a two-thirds vote,to permit the adoption of the proposed
2016 Council and Committee Meeting Calendar attached to this report as Attachment
#1.The proposed Calendar aligns with Council past practices to accommodate several
events that will occur in 2016.
ATTACHMENTS
Attachment #1 –2016 Council and Committee Meeting Calendar
General Committee Meeting Agenda
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General Committee Meeting Agenda
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PR15-033
SUBJECT:McMahon Park Neighbourhood Garden Public Survey Results
FROM:Allan D.Downey,Director of Parks and Recreation Services
DATE:November 3,2015
RECOMMENDATIONS
THAT Report No.PR15-033 be received;and
THAT a neighbourhood garden in McMahon Park not be implemented.
PURPOSE OF THE REPORT
To provide the results of the public consultation process that was conducted to
determine the local resident’s interest in establishing a neighbourhood garden in
McMahon Park.
BACKGROUND
At the August 11,2015 Council meeting,Council approved the recommendations in
report PR15-024 authorizing staff to conduct a public consultation process in an effort to
gauge the level of interest in the local community for the establishment of a
neighbourhood garden in McMahon Park.
Pursuant to Council’s authorization,staff developed a survey questionnaire which was
both posted on the Town’s website and was also hand delivered to all homes and
businesses within a 400 meter radius of McMahon Park.This is the area coverage that
our Planning Department defines as the mandatory minimum distribution area for
planning related applications.
The survey was conducted from September 4,2015 through September 25th,2015 and
included a series of 13 generalized questions relating to various general elements that
could be included in a proposed garden and two more specific questions in relation to
both the principal of establishing a garden and its location in McMahon Park.The
results of these specific questions are outlined as follows:
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 5 Page -1
-33 -
November 3,2015 -2 -Report No.PR15-033
McMahon Park Neighbourhood Garden Questionnaire Results
Number of Surveys distributed in 400 meter radius of
McMahon Park 554
Number of Survey Responses 86 or 15%
(55 electronic and 31 paper)
Question 2 Response
Do you support the development of a neighbourhood
garden in McMahon Park open to local residents?”
YES =45
NO =41
Responses to Question 2 from residents that directly
border McMahon Park
Total number of houses –24
YES =6
NO =11
Question 3 Response
Do you agree with the proposed location within
McMahon Park
YES =43
NO =43
COMMENTS
Based on the relatively high response rate and the associated comments from the
respondents,it appears that the community is most definitely engaged in the matter of
the neighbourhood garden.Out of the 86 responses,they are fairly evenly split in
seeing a garden developed in McMahon Park.The residents who would possibly be the
most impacted by the development of the garden are those residents who directly back
onto or front onto McMahon Park.With these particular residents,there are eleven
opposed and six in favor that a garden should not be developed.
While the survey document allowed for residents to include their postal code it was not
a mandatory requirement and,as such,it can be assumed that several of the 24
residents who reside by McMahon Park did not include their postal information and may
or may not oppose the garden.It is clear;however,that the majority of the residents
who did respond do not support the garden.
In addition to the information that was used to form the recommendation in this report,
residents were also encouraged to make any comments or observations to further
explain their position on both the overall concept and location of the garden.Many of
the comments were significantly critical of the proposal and it was made abundantly
clear that McMahon Park would not be an acceptable location to establish a
neighbourhood garden.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 5 Page -2
-34 -
November 3,2015 -3 -Report No.PR15-033
From the results of the study it appears that there are two significant issues that staff
believe are the primary factors effecting the recommendation not to proceed with the
garden at this time.
It can be concluded from the survey that the community is generally split on the notion
of a neighbourhood garden in this location and further concluded that our immediate
neighbours of the park generally oppose the garden.As such,by permitting the
proposal to go ahead it is highly likely that this proposal could become a very sensitive
and dividing issue within the neighbourhood,potentially putting neighbour against
neighbour and eventual failure on all fronts.
We believe that the public survey was very successful and beneficial in engaging our
residents and neighbours and quite effective in assisting both staff and Council in
making an informed decision in this regard.
LINK TO STRATEGIC PLAN
Proceeding with a public consultation process to gauge public interest in establishing a
neighbourhood garden in a section of McMahon Park supports the Strategic Plan Goal
of Supporting an Exceptional Quality of Life for All through its accomplishment in
satisfying requirements in the following key objectives within this goal statement:
Supporting environmental stewardship and sustainability:Assessing the merits of
measuring the Town’s natural capital assets.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
1.Council could direct staff to implement a trial garden plot in McMahon Park.
2.Council could direct staff to pursue an alternative location for a neighbourhood
Garden.
3.Further options as required.
FINANCIAL IMPLICATIONS
There are no financial implications associated with not moving forward with a garden in
McMahon Park
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 5 Page -3
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General Committee Meeting Agenda
Tuesday,November 3,2015 Item 5 Page -4
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PR15-034
SUBJECT:Pedestrian Underpasses –Leslie Street and St.John’s Sideroad
FROM:Allan D.Downey,Director of Parks and Recreation Services
DATE:November 3,2015
RECOMMENDATIONS
THAT Report No.PR15-034 be received;and
THAT the construction of Underpasses A,C and D,as outlined in this report,and
in accordance with the Town of Aurora Trails Master Plan,be approved;and
THAT funding in the amount of $1,962,790 be approved;and
THAT 90%of the funds required to construct the underpasses be allocated from
the applicable Development Charge Reserve and that the remaining 10%funding
be allocated from the applicable Parks and Recreation related reserves;and
THAT staff be directed to enter into an Agreement with the Regional Municipality
of York to facilitate the process of construction of the three underpasses,the
associated financial arrangements,and any matters dealing with the future
operation and maintenance of these underpasses;and
THAT the Mayor and Town Clerk be authorized to execute the necessary Form of
Agreement including any and all documents and ancillary agreements required to
give effect to same.
PURPOSE OF THE REPORT
To obtain Council approval to construct three underpass structures as recommended in
the Trails Master Plan.
BACKGROUND
The Trails Master Plan was approved by Council on October 25,2011 and within this
document,grade separated trail crossings are identified in a number of locations within
the municipality.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 6 Page -1
-37 -
November 3,2015 -2 -Report No.PR15-034
Grade separated trail crossings are the preferred method of crossing busy arterial
roads,rail corridors and other pedestrian and motorized traffic interfaces in that they
facilitate a much safer means of crossing roads or barriers and add significantly to both
the unhindered continuity of an off-road trail and the users overall experience of a
connected municipal trail system.
This report specifically deals with three individual underpass structures being
contemplated for construction on Leslie Street.These underpasses have been the
subject of multiple reports and discussions at both Council and the Trails and Active
Transportation Committee (TATC).
For the purposes of this report the three Underpasses with be referenced as
Underpasses A,C and D.
UNDERPASSES C &D
At its August 13,2013 meeting,Council approved Report PR13-038 St John`s Sideroad
and Leslie Street Trail System Underpasses,for the construction of two Trail
Underpasses,in partnership with the Region of York,to facilitate the trails contemplated
in the 2C Development lands in the locations shown on the attached plan.
These underpasses have been included in the Region of York Transportation
Departments project design for the reconstruction and widening of Leslie Street
scheduled to commence in 2017.
Council approved Underpasses C and D on the basis of a 50%cost-sharing partnership
arrangement with the Region of York through the Municipal Partnership Program for
Cycling and Pedestrian related infrastructure projects.
The original cost estimates for the two approved underpasses were provided by the
Region of York Transportation Department in their June 12,2013 report to the Regional
Transportation Services Committee as follows:
JUNE 12,2013 REGION OF YORK ESTIMATE
Underpass Region of York 50%Town of Aurora 50%TOTAL PROJECT
C $200,000 $200,000 $400,000
D $275,000 $275,000 $550,000
$950,000
Region of York Transportation Services staff have recently updated their estimate for
the two underpasses as follows:
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 6 Page -2
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November 3,2015 -3 -Report No.PR15-034
REVISED AUGUST 8,2015 REGION OF YORK ESTIMATE
Underpass Region of York 50%Town of Aurora 50%TOTAL PROJECT
C $254,624 $254,624 $509,250
D $390,425 $390,425 $780,850
12%CONSTRUCTION
ADMIN $77,406 $77,406
154,812
TOTAL 50%share $722,455.00 $722,455.00
$1,444,912.00
Staff requested a detailed explanation from the Region as to what has transpired since
2013 to inflate the original cost estimate by $494,912.00.The Region responded to our
request and provided the following information from the project engineering consultant:
Culvert at STA 10+796:The original estimate was $400,000 and the revised
estimate is $509,000.The increase in cost is due to addition of the 750mm
Concrete Pressure water main drain valve &chamber and additional water main
reinstallation that will be required now.The requirements of the water main works
were not anticipated at the time when the original cost estimate was produced
and it came to our attention during the detail design phase.
Culvert at STA 12+400:The original estimate was $550,000 and the revised
estimate is $781,000.The increase in cost is due to increased length of the
underpass.Originally it was anticipated that the culvert will be constructed
perpendicular to the road.Due to the site constraints and conflict with the existing
drainage culvert,the underpass structure is deigned parallel to the drainage
culvert that is skewed and consequently increased the length of the culvert
needed.In addition,the increased in the length added additional excavation and
backfill costs.
In addition to the aforementioned cost increase,the Region has now included a project
administration cost of 12%.In summary,the revised Town of Aurora 50%share of the
two previously approved underpasses C and D is now $722,455.00.
UNDERPASS A
To further determine more accurate costing of Underpass A,Council,at its November
12,2013 meeting,adopted the recommendation from the October 18,2013 Trails and
Active Transportation Committee (TATC)meeting as follows:
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 6 Page -3
-39 -
November 3,2015 -4 -Report No.PR15-034
THAT Council adopt the following Trails and Active Transportation Committee
recommendation from the meeting of October 18,2013:
2.Memorandum from the Manager of Parks
Re:Leslie Street Underpass A
THAT staff be directed to develop a terms of reference and retain an engineering firm
to conduct a preliminary design and cost analysis for the underpass in consultation
with the Region of York staff provided that the cost of the design is to a maximum of
$50,000.00.
COMMENTS
Underpass A is perhaps the most significant grade separated crossing in the entire 2C
Development lands in that it connects all of the off-road trails in 2C on both the east and
west side of Leslie Street as well as to the future Wildlife Park Trails and to the Town of
Newmarket Trail system.In addition,Underpass A works in close companionship with
the proposed Overpass B which is being constructed by the Region of York,at no cost
to the Town,in conjunction with the upcoming reconstruction of St.John’s Sideroad.
Both St.John’s Sideroad and Leslie Street will be major arterial four lane roads when
reconstructed in 2017 and the likelihood of Underpass A being introduced on Leslie
Street at a future date is highly unlikely due to the many logistical constructions issues
and enormous associated costs.This is the only opportunity that Underpass A could be
implemented.
CONNECTIVITY OF THE 2C TRAIL SYSTEM
The 2C Development is somewhat unique in that 2C was planned and develop in the
broader context with the involvement of the majority of property owners in the overall
functionality of the roads,trails and parks in the entire development block.This
presented an opportunity to provide a superior network of trails that would serve as the
best example to date of a well planned and executed system of trails that would provide
excellent recreational,utilitarian and non-motorized transportation corridors all aimed at
making 2C a more walkable community.These attributes are all identified in the
Council approved policies contained in the Trails Master Plan.
On the surface,the proposed trails underpasses that were identified in the Trails Master
Plan and in particular the 2C area,may appear as somewhat extravagant luxuries that
provide a limited benefit to the overall community.The fact remains that the trail system
in Aurora is highly popular with our residents such that it was revealed in the public
survey conducted during the formulation of the Trails Master Plan,that the Town’s trail
system was the single most popular recreational activity in Aurora and that the public
supported further investment in expanding and improving the system.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 6 Page -4
-40 -
November 3,2015 -5 -Report No.PR15-034
It is important to note that development of the existing trail system in Aurora has taken
more than 40 years to implement and implementation and much of the system was
developed incrementally when land became available and was conveyed to the
municipality through the private land development industry bit by bit.In the case of 2C
much of the land required for the trail system has already been transferred to the
municipality or will be transferred through the orderly process of the overall 2C
development area in accordance with all of the Town policies and plans.
We have attached a map which provides clarity on the Trails proposed within 2C and
the status on the ownership of these lands.With this information it is clear that all of the
lands required to facilitate the trails and underpasses in 2C either are in place or,as
with the other trails in Aurora,will be available in the fullness of time.
An alternative to Underpass A was included in the preliminary design exercise.The
alternative includes ramps that traverse the slopes on both the east and west side of the
Leslie Street road embankments.
These lengthy ramps would extend from the trail in the valley floor to the intersection of
St.John’s Sideroad and Leslie Street and be benched into the road embankments;
however,on the east side of Leslie Street the ramps cannot be constructed entirely
within the Regional road right-of-way due to the severity of the grades in this particular
location.As such,the Town would need to acquire a portion of the lands from the
neighbouring property owner at some point in the future in order to construct the ramps.
The estimated cost to construct these ramps is $375,000.00 and the Region of York has
committed to providing $50,000.00 in funding assistance toward the at-grade crossing
and ramps.Regional staff has indicated that a further contribution at the request of the
Town may require a Regional Council approval.
Unlike Underpasses C and D,Underpass A was not supported by the Region of York
for inclusion in the Municipal Partnership funding program due to the fact that there is
no requirement to replace or alter existing culverts or infrastructure in this location and
as such it is not necessary for the Region to excavate through the entire width of the
road base.
Following direction from Council at its November 12,2013 meeting,staff completed the
Terms of Reference and retained an engineering consulting firm to complete a
preliminary design and cost estimate for Underpass A.This work has been ongoing
since 2013 and has just recently been completed.The preliminary design has taken
into consideration all aspects of the underpass including the structural elements and
any complications or conflicts with existing services that will be encountered should the
project be implemented.
As a result,it has been determined that the project is feasible;however,it will be
necessary to incorporate a number of engineering solutions to mitigate conflicts with
existing water and sewer mains in the location of the underpass.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 6 Page -5
-41 -
November 3,2015 -6 -Report No.PR15-034
The Region of York Transportation Services staff have reviewed and approved,in
principal,the Underpass A preliminary design and are prepared to include this project in
the Leslie Street reconstruction project tender should Council support funding this
underpass.The estimated cost of Underpass A is $1,749,907.50.
Upon assumption of the underpasses,the Town will be required to maintain the trail
surfaces and the illumination components within the structures,although these costs
have not been identified at this time.It is expected that the costs will be nominal and
included in annual Parks and Recreation operating budgets.The Region of York would
continue to own and maintain the major structural components.
LINK TO STRATEGIC PLAN
The construction of the underpasses supports the Strategic Plan goal of Supporting an
Exceptional Quality of Life for all through its accomplishment in satisfying
requirements in the following key objectives within this goal statement:
Encouraging an active and healthy lifestyle by implementing and regularly updating
the Trails Master Plan to improve connectivity.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
1.To defer the construction of Underpass A and direct staff to request 100%funding
from The Region of York for the optional at-grade crossing and ramp system to be
fully implemented at a future date when sufficient lands required to build the
ramps on the east side of Leslie Street have been secured through the land
development process.
2.To defer construction on one or both Underpass C and D and reallocate funding for
these underpasses to Underpass A.
3.To defer construction of Underpass A and the at-grade crossing at this time.
4.Further options as required.
FINANCIAL IMPLICATIONS
Currently Underpasses C and D are partially funded and approved in Capital Project
Account;however,as a result of the revised cost estimate provided by the Region of
York Transportation Department,an additional Aurora contribution of $212,882.00 will
be required in order to match the Region`s 50%contribution to these underpasses.
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Tuesday,November 3,2015 Item 6 Page -6
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November 3,2015 -7 -Report No.PR15-034
UNDERPASSES C and D
Currently Underpass A is unfunded and not included in the 10-year Capital Forecast as
it was removed following the initial Council directive to not construct this underpass.
UNDERPASS A
Summary of funding requirements
UNDERPASSES C and D $212,882.00
UNDERPASSES A $1,749.907.50
TOTAL
This project is eligible for 90%development charges funding as a growth related
recreation infrastructure as follows:
DC 90%$1,766,510.50
Parks &Recreation Reserves 10%$196,279.00
CONCLUSIONS
That Council approve Underpasses A,C and D as outlined in this report and that the
projects be funded through the Development Charges and Parks and Recreation
Reserve accounts.
UNDERPASS TOTAL COST AURORA SHARE 50%APPROVED 2016
FUNDING
SHORTFALL
C $509,250.00 $254,624.00 $254,533 $91.00
D $780.850.00 $390,325.00 $254,533 $135,791
Contract
admin $158,000 $77,000 $0 $77,000
Total Shortfall $212,882.00
UNDERPASS TOTAL COST AURORA SHARE 100 %APPROVED FUNDING
A $1,749.907.50 $1,749,907.50 $0
$1,962,789.50
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TOWN OF AURORA
COUNCIL REPORT No.PR13-038
SUBJECT:St John s Sideroad and Leslie Street Trail System Underpasses
FROM:Allan D.Downey,Director of Parks and Recreation Services
DATE:August 13,2013
RECOMMENDATIONS
;and
THAT the two (2)underpasses noted in Attachment #1 of this report as
be approved as recommended in report PR13-035;and
THAT Council provide direction with regards to
Region of York be requested to prepare a design specification for this underpass
and include the underpass in the Regional Tender for the reconstruction of Leslie
Street if funding is approved;and
THAT the underpass shown at the Marsh Creek Crossing noted in Attachment #1
.
PURPOSE OF THE REPORT
To provide Council with additional information on the matter of Grade Separated Trail
Underpasses as directed by Council at the July 16,2013 Council meeting.
BACKGROUND
In report PR13-035,which was presented at the July 16,2013 Council meeting,staff
recommended that Council approve the construction of two Grade Separated
Underpasses to facilitate future trail development in accordance with Trails Master Plan.
These underpasses had received Regional approval and the Region has agreed in
principal to partner with the Town of Aurora and share in 50%of the cost to build this
infrastructure,subject to final budget approval.
Attachment 1Attachment#1 to Report PR15-034
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Tuesday,November 3,2015 Item 6 Page -9
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August 13,2013 -2 -Report No.PR13-038
In addition to these underpasses there was reference to two additional underpasses.
One underpass is in the vicinity of St John s Sideroad and Leslie Street while the other
is in the vicinity of St John s and Mavrinac Boulevard.
Leslie Street and St.John
This crossing had been requested by the Town and is included in the Trails Master Plan
at a location 130 meters south of St John s Sideroad (see attached Fig.1).This
crossing is not supported by the Region of York as noted in the below excerpt from the
Region of York Transportation Services Committee June 12,2013 Report of the
Commissioner of Transportation and Community Planning:
The proposed active transportation underpass trail crossing on Leslie
Sideroad would require a dedicated independent
underpass as the existing drainage culvert does not require replacement
The existing 55 metre long culvert on Sideroad
is in good condition and requires only a 4 metre extension to accommodate the
new width of Leslie Street.As such,an active transportation underpass trail
crossing at this location would require a dedicated independent underpass.The
cost to install an underpass at this location is approximately $1,200,000 as
previously indicated in the February 17,2011 Council Report.
Given the close proximity (130 metres)of the proposed trail to the existing
signalized inter Sideroad;that the Town of
trail connection from the proposed culvert to the traffic control signals at St.
Sideroad;and that the ramp required to get from water level to road level
is approximately 120m in length,a standalone culvert is not a cost effective
solution and Region staff would not recommend any cost sharing under the
Municipal Pedestrian and Cycling Partnership Policy for this project.
In view of the Region s position on this underpass,the Town of Aurora would be
required to fund the project 100%.As indicated by the Region,the cost for this crossing
is currently estimated at $1,200,000.00.
The Region has indicated that their Tendering Policy will not permit an unfunded project
to be included in a Regional Tender and,as such,it will not be possible to carry this
item in the Region s Tender unless the Town of Aurora commits to funding the
underpass project.
As an alternative to the underpass,the Region has committed to constructing the
walkways and ramps required to facilitate pedestrians and cyclist access from the trail,
up the slopes to the controlled intersection for the safe crossing of Leslie Street.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 6 Page -10
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August 13,2013 -3 -Report No.PR13-038
St.J Sideroad and Mavrinac Boulevard Underpass
This crossing is not identified as a Grade Separated Underpass in the Trails Master
Plan;rather,it is shown as an at-grade crossing.The request for a Grade Separated
Crossing was recommended by the former Trails Sub-Committee following final
approval of the Trails Master Plan.
In response to this request,the Region of York Transportation Department has recently
provided staff with some technical information and preliminary costing for this
underpass.
COMMENTS
For clarity purposes Attachment #1 being the Trails Master Plan mapping has identified
all of the relevant crossings being contemplated at this time which involve both the
Town of Aurora and the Region of York.The following table describes each of the
crossings and its current status in terms of design and funding:
UNDERPASS
MAP LOCATION
REGION OF YORK
POSITION
OVERALL COST &COST
SHARING
TOWN OF
AURORA
COST
A
Region of York does not
support Underpass A
$1,200,000.00 $1,200,000
B
Region supports Underpass
B with clear span bridge
Unknown cost
Region funded 100%
$0
C
Region supports Underpass
C
$550,000 Region &Town
to share 50%
$275,000
D
Region supports Underpass
D
$400,000 Region and
Town to share 50%
$200,000
E
Region will permit the
revision from an at grade
crossing as per Trails Master
Plan to Underpass
$1,300.000 current
estimate,Region has not
committed to cost sharing
$1,300.000
(estimate)
St.J Sideroad and Mavrinac Boulevard Underpass
The underpass labelled Trails Map was specified as an at-grade
crossing at a controlled intersection.The Region has indicated that the addition of an
underpass at this location presents a number of complications that will impact on the
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Tuesday,November 3,2015 Item 6 Page -11
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August 13,2013 -4 -Report No.PR13-038
Marsh Creek water course crossing that is included in the proposed reconstruction of
St.John s Sideroad.
The Region indicates that in the event the underpass is approved,it would be a
standalone crossing moved further west of the water course and as such it will be
necessary to raise the entire road bed considerably in this stretch of road.
As a result the Marsh Creek water course crossing would need to be increased in size
to accommodate a major storm event.This will add significantly to the project costs.
The road width will need to be widened and additional lands may need to be obtained
from the land owners affected.At this time it is not entirely clear in terms of the quantity
of additional land needs;however,there is sufficient information to suggest that the road
will need to be widened to accommodate an underpass.
Council will recall the delegate who represented Mattamy Homes at the July 16,2013
Council Meeting where the delegate voiced concerns regarding an underpass in the
proposed location.Mattamy Homes has since forwarded correspondence to staff
outlining their concerns and staff has included this correspondence for information as
Attachment #2.
In view of the preceding information and the fact that this underpass was not included or
approved in the Trails Master Plan staff do not support constructing this underpass.
LINK TO STRATEGIC PLAN
The construction of the Leslie Street underpasses supports the Strategic Plan goal of
Supporting an Exceptional Quality of Life for all through its accomplishment in satisfying
requirements in the following key objectives within this goal statement:
Encouraging an active and healthy lifestyle by implementing and regularly updating the
Trails Master Plan to improve connectivity.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
1.Option 1 abandon the planned underpasses and request the Region of York to
provide at grade trail crossings at the appropriate controlled intersections.
2.
indicated in the Trails Master Plan.
3.Further Options as required.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 6 Page -12
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August 13,2013 -5 -Report No.PR13-038
FINANCIAL IMPLICATIONS
As outlined in staff report PR13-035,the Region has suggested that the Town of Aurora
share of the cost for the two Underpasses will be 50%or $475,000.00.The
remaining $475,000.00 will be in the form of a Regional Grant under their Pedestrian
and Cycling Municipal Partnership Program.
In the recently completed 10 Year Capital Investment Plan Capital Project 73177
identifies three underpasses on Leslie Street to be constructed in 2015 at a cost of
$900,000.00 and two underpasses on St.John s Sideroad in 2016 at a cost of
$600,000.00 which would bring the Town s total estimated expenditure to
$1,500.000.00.
The revised cost estimate for the recommended underpasses that are recommended in
the Trails Master Plan is now $1,675,000.00.
CONCLUSIONS
That Council approve the underpasses as recommended in this report and formally
endorse an application to the Region of York under the Regional Pedestrian and
Cycling Municipal Partnership Program Grant for 50%funding of the two (2)grade
separated underpass crossings identified as crossings C &D.Also that Council provide
direction regarding Underpass A at an estimated cost to the Town of Aurora of
$1,200,000 and that the Region of York be requested to design the Underpass and
include this item in the Leslie Street road reconstruction project if funding is approved.
PREVIOUS REPORTS
IES11-
Crossings
PR13-035 July 16,2013 Leslie Street Underpasses
ATTACHMENTS
Attachment #1 -Trails Master Plan section Map showing proposed underpasses
Attachment #2 -Correspondence for Mattamy Homes
Attachment #3 -Fig.1 Aerial photograph showing location of Underpass A and Fig.2
Aerial photograph showing location of Underpass E
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BilbroughStMav
ConoverAveoverAveConoverAvePetermannStbottAveemountStHUsherwoodStStilesAveDelattayeAveDrMavrinacBlvdConoverAveConoverAveMorlandCresTrentStMavrinac Blvd
WeslockCresHeaneyCrtEarlStewartDrMavrinacBlvdFirstCommerceDrWeslockCresMorlandCresWinnPlEdwinPearsonStres MajorCresNovanCresBaberCresBrodieDrPayneCresPayneCresMinlowWayStocksLnhillips Dr
BuckleCresHuttCresCliffordDaltonDrMowderDrRoy HaRussres WilliamGrahamDrWilliamGrahamDrthwellSCres
SchurmanStKashaniCrtneStRothStRothStCobbStialDrCapreolAveDurblee
ScrivenerDro
onklin e
therStMillikenDrDugganStAttachment #2 to Report PR15-034
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 6 Page -17
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PR15-035
SUBJECT:Tree Removal/Pruning and Compensation Policy
FROM:Allan D.Downey,Director of Parks and Recreation Services
DATE:November 3,2015
RECOMMENDATIONS
THAT Report No.PR15-035 be received;and
THAT Report No.PR15-035 and the following recommendation be deferred to the
General Committee meeting of November 17,2015,for consideration:
THAT the draft Tree Removal/Pruning and Compensation Policy attached to
Report No.PR15-035 be approved;and
THAT the draft Tree Removal/Pruning and Compensation Policy be
applicable to all planning applications that are currently under review by
the Town,provided the applicants have been duly notified of this draft
Policy and are currently complying with the said draft Policy;and
THAT the Tree Removal/Pruning and Compensation Policy come into full
force for all new requests or applications received by the Town as of
December 1,2015.
PURPOSE OF THE REPORT
To provide background information and rational on the need for Policy on compensation
for the loss of trees associated with land development and construction related activities
in the Town of Aurora and to obtain Councils approval of the Tree Removal/Pruning and
Compensation Policy.
BACKGROUND
Council will recall the previous staff report PR14–035 concerning the Aurora Urban
Forest Modeling Study (UFORE)wherein there were a series of recommendations that
the Town should consider in moving forward to both protect and enhance the forest
canopy in the Town of Aurora.We have inserted these recommendations as follows:
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 7 Page -1
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November 3,2015 -2 -Report No.PR15-035
Key Recommendations in the Study
The following recommendations are contained within the study and as outlined in the
recommendations of this report staff suggest that each of the recommendations be
reviewed in detail and that a further report be submitted to the incoming Council in 2015
for consideration and approval:
Refine the results of the urban tree canopy (UTC)analysis to Develop an urban
forest cover target;
Build on the results of the urban tree canopy analysis (UTC)to prioritize tree
planting and establishment efforts to improve the distribution of ecosystem
services;
Establish a diverse tree population by meeting the following targets:
o No species represents more than 5%of population
o No genus represents more than 10%of population
o No family represents more than 20%of population
Reduce energy consumption and associated carbon emissions by providing
direction,assistance and incentives to residents and businesses for strategic tree
planting and establishment around buildings;
Monitor the distribution,structure and function of the urban forest for the purpose of
facilitating adaptive management:
o 5-year interval:land cover analysis (UTC)
o 10-year interval:field surveys (i-Tree Eco)
Develop and implement a comprehensive urban forest Management plan.
Following the presentation and adoption of the UFORE Study and recommendations,staff
began working on the recommendation contained in the Study,which is to develop and
implement a comprehensive Urban Forest Management Plan.
Staff has been working to produce this in-house project which is now nearing its final
draft.The Urban Forest Management Plan is comprised of a multitude of existing
policies,procedures,former practices and forestry related studies that have been
completed over the years.
This entire package has been refined,organized and condensed into an overall Urban
Forest Management Plan which will be presented to Council by the Manager of Parks in
the near future.
COMMENTS
The Urban Forest Management Plan is a policy based document which covers all
aspects of urban forestry and arboriculture operations in the Town of Aurora Parks and
Recreation Department and to a large extent ties together and defines all current and
past practises and procedures that have governed the management of our Urban Forest
both on public and privately owned lands.
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Tuesday,November 3,2015 Item 7 Page -2
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November 3,2015 -3 -Report No.PR15-035
In an effort to expedite an important part of the Urban Forest Policy staff have decided
to bring the Tree Removal/Pruning and Compensation Policy separately to Council for
approval as it is perhaps the most significant of the individual policies that may have an
associated financial impact to those land owners and individuals who wish to pursue the
removal of substantive numbers of living trees from their lands.
The UFORE Study recognized the Town of Aurora as having the highest canopy cover
out of all of the GTA municipalities to have taken part in the study but this canopy
cannot be maintained or sustained without the necessary tools and policy to prevent the
incremental loss of large mature trees through the land development process.
Section 7 of the attached Tree Removal/Pruning &Compensation Policy outlines the
details associated with compensation for the loss of trees in all scenarios;however,to
summarize,compensation is simply a formula based process that requires an
appropriate number of replacement trees of a certain size that correlate to the trunk size
of a tree to be removed.
There are further provisions for cash payments to the Municipality in situations where it
is not possible,due to space limitations,to re-plant sufficient quantities of trees on the
subject site.These funds will then be applied to replacement tree planting projects in
alternative locations within the Town where deemed appropriate by the Town.
By implementing this policy,Council will have taken a significant step in both protecting
the urban canopy and sustaining the canopy for future generations.Without tree
protection and compensation policies,staff will continue to have difficulty in achieving
consistency and fairness in administering development applications where significant
tree removal is being contemplated.
Staff is confident that the proposed Compensation Policy is consistent with industry
practise and many other municipalities based on the research that was conducted in
formulating this policy.
Additionally,staff were assisted in writing this policy by Silv-econ Ltd.,our Registered
Professional Forestry consulting firm,who has had a great deal of experience in this
area of expertise.
Tree Cover and Leaf Area:
Aurora’s 1.95 million trees contribute to 28 per cent tree canopy cover and provide 99 km2
of total leaf area.
(Excerpt from UFORE Report September,2014)
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Tuesday,November 3,2015 Item 7 Page -3
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November 3,2015 -4 -Report No.PR15-035
LINK TO STRATEGIC PLAN
The Town of Aurora Urban Forest Management Plan and Policy supports the Strategic
Plan goal of Supporting environmental stewardship and sustainability through its
accomplishment in satisfying requirements in the following key objectives within this
goal statement:
Encouraging the stewardship of Aurora’s natural resources:Through the
monitoring of ecological indicators,as the lands are urbanized,will allow the Town to
establish a baseline and track ecological changes as development progresses.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
1.Council could decide to postpone or defer the Policy indefinitely.
2.Council could request staff to revise the policy where necessary.
3.Further options as required.
FINANCIAL IMPLICATIONS
There are no financial implications for the Corporation;however,there may be
significant financial implications for land owners who find it necessary to remove
significant numbers of trees in order to develop or construct on their particular lands.
CONCLUSIONS
That Council approve the Tree Removal/Pruning and Compensation Policy
PREVIOUS REPORTS
PR14-035–Urban Forest Study (UFORE)July 29,2014
ATTACHMENTS
Attachment #1-Tree Removal/Pruning and Compensation Policy
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THE CORPORATION OF THE TOWN OF AURORA
PARKS AND RECREATION SERVICES
100 John West Way,Aurora,Ontario,L4G-6J1
T.905-727-3123
F.905-727-3903
www.aurora.ca
JUNE 2015
Attachment 1
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Parks &Recreation Services
TREE REMOVAL/PRUNING AND COMPENSATION POLICY
TABLE OF CONTENTS
1.0 PURPOSE page 2
2.0 OBJECTIVES page 2
3.0 DEFINITIONS page 2
4.0 RESPONSIBILITY page 4
5.0 TREE REMOVAL CRITERIA page 4
6.0 TREE REMOVAL PROCESS page 5
6.1 Trees on Public Land Considered Hazard,Infected and Nuisance Trees
6.2 Dangerous,Interfering,Obstruction and Structurally Damaged Trees
6.3 Removals or Root Disturbances to accommodate Municipal or Private
Development/Construction Requests
6.4 Municipal Development/Construction Projects
6.5 Emergency Situations
6.6 Private Construction Projects Affecting Municipal Trees
6.7 Trees on Private Land
6.8 Lands Under Plan of Subdivision,Site Plan or Subject to Minor Variance
Conditions of Approval
7.0 COMPENSATION page 7
7.1 Trees Located in Landscape Settings
7.2 Trees Located in Meadows and Woodlots
7.3 Planted Shrub Valuation Approach
7.4 Cash Value
7.5 Report Format
Schedule “A”
Schedule “B”
Schedule “C”
8.0 TREE PRUNING SPECIFICATIONS page 11
8.1 Overview of Specifications
8.2 General Tree Pruning Specifications
8.3 Detailed Tree Pruning Specifications
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Parks &Recreation Services
TREE REMOVAL/PRUNING AND COMPENSATION POLICY
1.0 PURPOSE
The purpose of the Tree Removal policy is to establish the criteria,processes and authorities for
removing Municipal trees
and
For the removal of trees on private lands subject to approvals under the following;
Site Plan,Plan of Subdivision and Minor Variance
For all other tree removals on private property please refer to By-law No.4474-03.D
2.0 OBJECTIVES
The objectives of the policy are as follows:
2.1 To create a safe urban forest environment by removing trees that pose a threat to persons or
property.
2.2 To assist in maintaining the health of the urban forest by managing tree diseases and pests
through the removal of hazard,infected or nuisance trees.
2.3 To accommodate site plan,plan of subdivision and other private development projects by
removing trees that impede or constrain the proposed development.
2.4 To facilitate public maintenance by removing trees that impede on-going access or interfere with
maintenance work.
2.5 To protect motorists and pedestrians by removing trees that obstructs sight-lines.
2.6 To remove trees that have been severely damaged by a storm,fire or other natural or man
inflicted causes that have the potential to become dangerous trees.
3.0 DEFINITIONS
Tree
Means a self-supporting woody plant with one or more stems and a minimum caliper diameter of 5
centimeters which will reach a height of at least 4.5m (15 feet)at maturity.
Director
Means the Director of Parks and Recreation of the Town of Aurora and anyone acting or authorized by the
Director to act on his/her behalf.
Manager
Means the Manager of Parks of the Town of Aurora and anyone acting or authorized by the Manager
to act in this capacity.
Pest
Means any animal,insect pest or tree disease so declared under Section 3 of The Pest Control Act
to be a pest.
Public Land
Means any real property owned or controlled by the Town of Aurora including,but without limiting the
generality of the foregoing,any real property the Town of Aurora is granted access to under a tree
planting easement.
Relocation Means a tree that is sufficiently small enough that it can be dug up by a tree spade or by
hand and moved to another site for planting.
Removal
Means a tree that,because of its size or other considerations,cannot be relocated to another site and
therefore must be cut down and disposed of.
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Parks &Recreation Services
TREE REMOVAL/PRUNING AND COMPENSATION POLICY
IES
Means the Town of Aurora Infrastructure and Environmental Services Department.
Hazard Tree
Means any tree that has been determined by the Director to be,or has the potential to be,a danger
to persons or property.
Infected Tree
Means any tree that has been determined by the Director to be infected or infested with insects and
or disease at sufficient levels to cause or risk causing further spread and damage to other trees
within the municipality.
Nuisance Tree
Means any tree that:
i.is infected with an insect pest or tree disease;
ii.the particular tree disease or insect pest has the potential to spread and infect the urban
forest;and
iii.the problem cannot be corrected by pruning or other treatments and removal of the tree
is deemed necessary by the Municipal Arborist.
Dangerous Tree
Means any tree in part or whole that:
i.is at risk of falling,breaking,uprooting or collapsing;and
ii.in the opinion of the Director of Parks and Recreation Services is likely to cause injury to
persons or damage to property.
Interfering Tree
Means any tree growing in a location that:
i.impedes access or interferes with public maintenance work;or
ii.is causing or has the potential to cause damage to public infrastructure;and
iii.in the opinion of the Director or Parks and Recreation Services the problem can only
be cost-effectively remedied by removing the tree.
Obstructing Tree
Means any tree that:
i.obstructs a clear line of sight and overhead clearance for motorists,cyclists and pedestrians
ii.obstruction of site-lines for all transportation modes when approaching a street intersection
or exiting curb-crossing,sidewalk or trail interface onto the street;and
iii.in the opinion of the Director o Parks and Recreation Services the situation cannot be
remedied by pruning and the tree must be removed.
Structurally Damaged Tree
Means any tree that:
i.has been severely damaged by a storm,fire or other natural or man inflicted cause;
ii.while the tree does not pose an immediate threat to persons or property,it has the potential to
become a dangerous tree;and
iii.in the opinion of the Director of Parks and Recreation Services,damage to the tree is
deemed too extensive such that there is no possibility of repairing the tree and removal is
deemed necessary.
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Parks &Recreation Services
TREE REMOVAL/PRUNING AND COMPENSATION POLICY
Invasive Tree
Means any tree that:
i.is listed or considered a non-native invasive species in the “Landowners Guide to
Managing and Controlling Invasive Plants In Ontario”
ii.which if left unmanaged,poses a threat to the natural environment.
Disturbed Tree
Means any tree that
i.is situated in a location where there is risk of damaging any part of the tree including its
root system ,branches,limbs trunk and foliage;and
ii.by virtue of its location be subject to any mechanical work,excavation,compaction,
storage of materials and exposure of any part of its root system.
Compensation
Means
i.provision of tree/s or vegetation for the purposes of replacing trees and or vegetation that
has been damaged and or removed from a property;or
ii.provision of a monetary payment for the authorized and or unauthorized damage or
removal of tree/s or vegetation.
Pruning
Means;
i.the removal of any branch,limb or twig from a tree for the following purposes;or
ii.establishing proper tree shape or form;and
iii.removal of undesirable branches and limbs for reasons of public safety,tree health,
and to achieve specified clearance distances from buildings,property,vehicles,
equipment and the public.
4.0 RESPONSIBILITY
4.1 The Director of Parks and Recreation Services and anyone authorized to act on his/her behalf may
authorize the removal of trees on municipal lands subject to the provisions of this policy.
4.2 The Manager of Parks and or the Municipal Arborist is responsible for determining if a tree on public or
private land is a dangerous or obstructing tree.The Manager of Parks and or the Municipal Arborist are
also responsible for determining if a tree on public land is structurally damaged.
4.3 The Manager of Parks and or the Municipal Arborist is responsible for determining if a tree on public or
private land is a hazard,infected or a nuisance tree.
4.4 The Municipal Council is responsible for hearing appeals from private applicants whose request for
removing a tree on public land has been denied by the Director.Only those cases where there is a dispute
between the Town and the private landowner or in cases where the removal of a tree or trees could impact
the surrounding residents should be forwarded to Council for their consideration.Trees which may be
removed by a tree spade and relocated to another area for planting should be considered relocation and
not a removal.
4.5 The Parks Supervisor and qualified Forestry Crew Leader are responsible for training all staff involved in
Arboriculture work.
5.0 TREE REMOVAL CRITERIA
The following criteria are intended to prevent the indiscriminate removal of public trees.Public trees may
be removed only when one or more of the following criteria apply:
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Parks &Recreation Services
TREE REMOVAL/PRUNING AND COMPENSATION POLICY
1)The tree is infected with an insect pest or tree disease that could cause an epidemic and
removal is the recommended action to prevent transmission.
2)The tree is dead or suffering from major decay which cannot be treated successfully and
therefore poses a threat to public safety or property.
3)The tree poses a threat to persons or property which cannot be corrected by pruning,
transplanting or other treatments.
4)Removal of the tree is required to accommodate private development or municipal
projects such as sewers,roadways,utilities,buildings or driveways and there is no cost-effective
alternative to save the tree.
5)Removal of the tree is required to mitigate conflicts such as the obstruction of motorist or
pedestrian sight-lines;roof damage to buildings;sidewalks or underground water or utility lines;
or interference with overhead utility lines or public maintenance work;and there is no cost-
effective alternative to save the tree.
6)The tree has been severely damaged in a storm or other natural or man inflicted cause,and
there is no possibility of the tree recovering.
7)The tree interferes with the growth and development of a more desirable tree.
8)The tree is considered an invasive species as defined by the Ministry of Natural Resources and is
present in sufficient quantities to warrant implementation of a control program in the opinion of the
Director of Parks and Recreation Services in consultation with all stakeholders,Council and the
agencies having jurisdiction.
6.0 THE TREE REMOVAL PROCESS
6.1 Trees on Public Land Considered Hazard,Infected and Nuisance Trees
The Municipal Arborist will determine whether a tree is a hazard,infected or a nuisance tree
If the tree cannot be successfully treated by other alternatives and removal is necessary to
prevent transmission.The Parks Division will coordinate the removal of the tree
Hazard,infected or nuisance trees on public land should be removed as soon as
possible
Written notification stating the reasons and authority for the removal will be provided to the
homeowner whose property is adjacent to the tree
6.2 Dangerous,Interfering,Obstructing and Structurally Damaged Trees
The Director of Parks and Recreation Services may authorize the removal of a tree from public
land where,in the Director's opinion,the tree is a dangerous,interfering or structurally
damaged tree
All dangerous,interfering,obstructing or structurally damaged trees considered for removal
shall be assessed by the Municipal Arborist in order to determine if it meets the tree removal
criteria outlined in section 6.0 of this policy.An evaluation form shall be provided for this
purpose which identifies the reason and the authority for the removal
A copy of the completed evaluation and action proposed shall be left with the property owner
whose house is adjacent to the tree
Dangerous trees shall be removed as soon as possible when they are reported.While the
expectation is that staff would respond to a dangerous tree as soon as they become aware of
it,this may not always be possible after normal work hours or on week-ends.Interfering trees
may be removed as they are encountered.Obstructing trees shall be removed within three
days of the Department becoming aware of the situation.Structurally damaged trees shall be
removed within two months.All trees that are proposed for removal shall be clearly marked
with orange paint in the form of an "R"
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In the case of an emergency tree removal,a notice will be delivered to the adjacent resident
following the removal that states the reason for the removal and the municipal contact person,
in the event the residents have questions related to the removal
Tree stumps shall be removed during two separate cycles,once in the spring each year and
again in the fall.Stumps shall be removed using a mechanical grinding equipment to a minimum
depth of 10 centimeters below grade level
Removal of all roots may not be possible or necessary depending on site specific issues such as
the location of buried utilities and the location of a replacement tree
Tree stump pits will be backfilled with sufficient top soil and seeded with turf grass.Sod will not be
used
6.3 Removals or Root Disturbance to Accommodate Municipal or Private Development/Construction
Requests
In those cases where the Parks Division receives a request for the removal of tree/s or where root
disturbance of a live tree on Municipal land is likely,the Municipal Arborist will conduct a site assessment to
determine if removal is the preferred option.The following process shall be followed:
6.4 Municipal Development/Construction Projects
The initiating Department shall notify the Manager of Parks,in writing,of the need to disturb or
remove tree/s or conduct work in the vicinity of trees prior to Council approving the proposed
construction project.The Notice shall describe the specific project including the approximate number
of trees to be removed/disturbed
In the event of a project that arises unexpectedly the initiating Department shall verbally notify the Parks
Manager of the need to remove tree/s.Upon notification the Municipal Arborist shall conduct a site
inspection and written evaluation on the condition of the subject trees and provide a copy of the
evaluation including comments and recommendations to the initiating department.Recommendations
may include the requirement to engage the services of an external Arborist for the purpose of
producing a tree impact plan and assessment depending on the number of trees to be impacted.The
Parks Manager shall review the Arborist report and provide comments and recommendations to the
initiating department
6.5 Emergency Situations
In situations where IES or a utility company must respond quickly such as a sewer,water or gas line
break and there is not time to arrange a site visit prior to commencing a tree removal,they should
contact the Manager or designate for approval if their activities are likely to affect public trees.The
Manger will follow up on the matter at the earliest possible time to confirm the circumstances and arrange
for replacing the tree/s.
6.6 Private Construction Projects Affecting Municipal Trees
Requests for municipal tree removals or relocations to accommodate private construction projects such
as driveways,water mains or sewers may be considered by the Parks Division on an individual basis.In
the event of a request to remove a municipal tree to facilitate private construction work the following
procedure will apply;
The Municipal Arborist will conduct a site inspection and a tree condition assessment form with a copy
of the assessment provided to the owner of the property
The Manager will communicate with the property owner to discuss the requested tree removal and
any alternatives that should be explored prior to approving the removal
In the event that there are no viable alternatives to removing the tree/s and depending on the
number of tress impacted the Manager may request an independent third party evaluation of the
tree/s dollar value.The evaluation shall be based on the Aggregate Inch Replacement method as
outlined in Section 7.0.The cost of the evaluation shall be paid by the party requesting removal of
the tree
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Upon completion of the evaluation and the owners agreement to provide financial compensation and
or replacement of the tree/s based on the third party evaluation ,the Manager may permit the
removal of the tree/s
The Town will conduct all aspects of removing and replacing the tree/s and all associated costs will
be paid to the Town in advance of the tree/s being removed.Costs for this work will be based on
current labour,equipment and material costs
6.7 Trees on Private Lands
In absence of a specific Land Development Agreement or Tree Protection/Preservation
Agreement imposed as a condition of Site Plan,Draft Plan of Subdivision or Minor
Variance,all cases of damage,disturbance and where unauthorized tree removal has occurred the
matter shall be referred to the Towns By-law Enforcement section for the purpose of administrating
any infraction of By-law No.4474-03.D
Where the Parks Division receives a complaint from the Public regarding a suspect hazard,
infected or a nuisance tree,the matter shall be referred to the Towns By-law Enforcement section for
the purpose of administrating the Property Standards By-law No.4044-99.P
6.8 Lands Under Plan of Subdivision,Site Plan or Subject to Minor Variance Conditions of Approval
Removal of trees from any lands proposed for development through the draft plan of subdivision,site
plan or minor variance process will be subject to the following requirements;
Prior to removal of any tree/s or vegetation on any site,proponents shall submit a complete
inventory and detailed analysis of all existing trees and vegetation on the subject lands.The
information shall include a tree and vegetation impact plan showing all vegetation proposed for
removal.Vegetation with a stem diameter of five (5)centimeters or greater measured at 1.4
metres above grade level shall be included in the tree inventory and impact plan
Proponents shall submit with the vegetation inventory and analysis,a comprehensive report
prepared by a Certified Arborist or Registered Professional Forester to the satisfaction of the
Director which outlines all aspects of the proposal to remove trees including a tree protection
management plan for trees to be preserved on site/s.The tree protection management plan shall
include recommendations for tree protection measures and recommendations for all aspects of tree
health including tree pruning,fertilization,mulching,irrigation and long term monitoring and
maintenance
Land owners may be required to enter a site specific tree removal/protection agreement and
provide financial securities as a condition of development approval to allow the removal of trees on
private lands
Additional vegetation management initiatives are identified in Appendix 4,Policy “D”,Tree
Protection/Preservation Policy,Section 5.0 and 6.0
7.0 COMPENSATION AND TREE &SHRUB VALUATION PROCEDURE
With the recently completed Urban Forestry Study it was abundantly clear that every single tree in the
Town of Aurora plays a significant role that goes far beyond aesthetic value.As such and in our
continuing efforts to achieve a sustainable Urban Forest and a net gain in Aurora’s forest cover
percentage,trees that are removed must be replaced in sufficient numbers to ensure that our urban
forest canopy is not compromised or in any way diminished over the long term and that a net gain be
achieved in the towns overall forest canopy.The following policy shall apply to all tree removals
associated with subdivision,site plan,and minor variance approvals.
7.1 Trees Located In Landscape Settings
The value of planted trees is calculated using the Aggregate Inch Replacement method.This approach
has been utilized by a number of Municipalities in Ontario.In this method,the value of a tree is
estimated by calculating the supply and installation costs of the quantity of nursery stock of the same
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species such that their cumulative diameters is equal to the diameter of the tree being evaluated.For
example,the value of a healthy sugar maple that is 30 cm at breast height (DBH)is equal to the supply
and installation cost of five nursery stock sugar maples that are 6 cm in diameter (measured 1.4m from
the ground).The installed cost shall be 2.5x the cost1 of nursery stock.The price includes delivery,
planting,preparation of a mulching bed and a 1 year guarantee.The value for trees that are assessed
as being in fair condition or poor condition is calculated as 0.6 times or 0.2 times the value of a healthy
specimen respectively (See Schedule ‘A’for health rating criteria).An additional species rating criteria
shall be applied based on the latest ISA Ontario Species Rating list.The value estimated using this
approach is often comparable to the ISA trunk formula method however it is more easily calculated and
understood by the general public.
7.2 Trees Located In Meadows and Woodlots
For trees located outside of landscaped settings,such as in meadows and woodlots,trees are valued
based on the cost to replace them with the same species using nursery stock sizes and quantities listed
in Schedule B.The installed cost shall be 2.5x the cost1 of nursery stock.The value for trees that are
assessed as being in fair condition or poor condition is calculated as 0.6 times or 0.2 times the
replacement cost of a healthy specimen respectively (See Schedule ‘A’for health rating criteria).An
additional species rating criteria shall be applied based on the latest ISA Ontario Species Rating list.
A sampling procedure may be used to estimate the tree inventory within each of the following DBH
classes (5 –10cm,11 –20cm,>20cm)in the area of interest.A fixed area plot sampling procedure is
recommended which samples at least 5%of the area of interest.The plots must be located in areas
which are representative of the vegetation communities and their locations illustrated on a map.
7.3 Planted Shrub Valuation Approach
Where shrubs,ornamental grasses or perennials are encountered in landscape settings,the
replacement value is calculated as the cost to supply and install a quantity of potted plants of the same
species to replace each square meter of measured plant area.The quantity of plants will be based on
their replacement pot size as listed in Schedule ‘C’.
The installed cost shall be 2.5x the cost of nursery stock.The price includes delivery,planting,
preparation or a mulching bed and a 1 year guarantee.The value for plants that are assessed as being
in fair condition or poor condition is calculated as 0.6 times or 0.2 times the value of a healthy specimen
respectively (see Schedule ‘A’for health rating criteria).
7.4 Cash Value
Where it has been determined by the Town that compensation tree planting cannot be accommodated
on the lands due to physical space limitations or restrictions the Applicant/Owner will be required to pay
fees commensurate with the particular scenario noted above in Section 7.1,7.2 or 7.3.Fees will be
charged to compensate for the loss of trees on the subject lands.All funds will then be applied to the
purchase and planting of trees by the Town at an alternative suitable site within the Town of Aurora at
the discretion of the Town.
7.5 Report Format
1.Report author and contact information
2.Date of inspection
3.A table which details the inventory and replacement cost estimate for each tree or shrubs.Each tree or
shrub must be uniquely identified,described of species,size (diameter at breast height for trees,#of
shrubs or square meters of shrub area),and health rating (good,fair,poor as per Schedule “B”),and
estimated replacement cost.
4.Photographs of each tree or shrub must be included and marked to indicate their unique identifier to
correspond to the table noted above in 3.
5.Site plan/map showing the location of trees and shrubs with corresponding unique identifier,as well as
location of sample plots where woodlots or meadows are evaluated.
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Schedule A
Plant Health Rating Criteria
Health Rating Description
Good Full,symmetrical crown,no sign of active decay,chronic or acute
insect attack,large open wounds,tissue necrosis,dieback or chlorotic
foliage.Not leaning,falling or about to be uprooted.Growth occurs
mostly as extensions from the terminal bud with little epicormic
branching.Shoot growth usually exceeds 10 cm.
Fair May have a partially leaved,suppressed or disfigured crown (>74%
crown density),combined with a few dead branches or limbs,or small
open wounds and small trunk-tissue necrosis.Tree health will likely
not decline further in the next 5 years.Growth occurs mostly as
extensions from the terminal bud.Epicormic branching may be heavy.
Poor Declining in health.Usually describes trees which have large trunk-
tissue necrosis,large stem scars.Foliage discolouration is often
associated with this condition as is moderate to heavy top-dieback (<
50%crown density)and crown suppression.Chronic fungal infection
or insect infestation may be present.May require removal.
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Schedule B
Replacement tree size and quantity of nursery stock for each tree removed in meadows
and woodlot areas
Subject Tree
Diameter at Breast
Height (cm)
Replacement Size of
Tree Nursery Stock
Quantity of nursery
stock required to
replace 1 tree
5 -10 5 gal pots
(1.0 -3.0 m tall)1
11 -20 150 cm tall wire basket (conifer),
45 mm calliper (hardwood)2
>20 175-200 cm tall wire basket (conifer),
60 mm calliper (hardwood)3
Schedule C
Quantity of nursery stock shrubs required to replaced one square meter of shrubs
Replacement Size of
Tree Nursery Stock
Quantity of Nursery Stock
Required to Replace 1m2 of Shrubs
<2 gallon pot 4
3 gallon pot 2
4+gallon pot 1
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8.0 TREE PRUNING SPECIFICATIONS
8.1 OVERVIEW OF SPECIFICATIONS
Any tree work performed on a Town tree must be done according to the Town’s specifications by
authorised persons.There are different criteria for pruning depending on the purpose for the pruning.
Proper tree pruning takes into consideration the physiology of tree growth and other influencing factors.
Some are essential to the structural integrity and health of the tree while others are purely cosmetic.
Figure 1 attached provides a general overview pruning guidelines in the municipal setting.All
specifications are based on International Society of Arboriculture,National Arborist Association and
American National Standards Institute criteria and the following;
i)Wound dressing (paint)is not recommended as it may interfere with natural wound closure or in
many cases may actually accelerate decay.
ii)Trees with co-dominant leaders or other tight main crotch angles with included bark between
them tend to split easily,especially during wind,or ice storms.The weaker or the more laterally
positioned limb should be removed,ideally when the tree is young.Crown cleaning or removing
undesirable,weak,dead,insect or disease infected limbs,suckers or water sprouts,mechanically
damaged limbs,rubbing or crossover branches,and small girdling roots,those that have wrapped
themselves around the main stem should also be removed.
iii)Crown restoration is required,for storm damaged trees or trees previously pruned for crown
reduction to eliminate profuse shoot production at the previous terminal pruning cut.Crown reduction
may be required to reduce the spread or height of a tree,especially if there is interference with hydro
wires or with buildings,existing or under construction.Crown thinning,or the selective limb removal
increases air movement and light penetration,for better foliar disease resistance and reduces the wind
sail effect of dense tree crowns.
iv)Pollarding or topping mature trees shall not be considered a good or proper arboriculture practice.
v)Pruning of small young trees,especially during the first 3 to 5 years in their permanent site shall
be completed to encourage proper form and limb structure Angled cuts should be made with a sharp
pair of pruning shears or a sharp pruning hand saw in the direction of and just above an outward
pointing bud or branch union.Ideally the bud or branch should be pointing in the direction of desired
growth.Stubs may potentially become diseased and should be avoided,while cutting too close may
damage or weaken the branch.No more than 30%of the tree’s crown should be removed in any one
year.Dead,damaged and diseased branches,including roots if the tree is a bare root specimen prior to
planting,should be removed.Trees that are observed to be poorly formed with tight branch angles and
included bark at the trunk union shall be pruned away.Prune away the weaker or potentially interfering
branch to encourage straight sturdy tapered trunks with well-spaced lateral branches,both vertically
and radially.
vi)Timing of pruning depends on the type of tree,the tree’s condition and the intended results of the
pruning.Generally for healthy trees under normal conditions it is just before the period of rapid growth
in the spring.Deciduous trees are generally best pruned during the dormant season when the leaves
have fallen and the view of the branching structure is unobstructed.Winter pruning,when the sap flow
is reduced,is preferred for bleeders or trees that ooze sap profusely such as birch,walnut and maple.
vii)Pruning blades shall be sterilized between cuts when pruning diseased trees to prevent the spread
of disease and to protect healthy trees against disease.Autumn is usually the time that wood decay
pathogens are sporulating and major pruning activities should be avoided during this period especially
for larger or mature trees.Trees with Black Knot Disease,mainly cherries,plums and other stone fruit
trees,should be pruned in the dormant season prior to spring flush when the cankers sporulate.
viii)Flowering trees can maximize their floral displays when pruned immediately after flowering.Next
year’s flower buds have sufficient time to develop during the rest of the growing season.Coniferous
trees are best pruned in late spring after the new growth has started to harden off,which is usually late
May or June in southern Ontario.The exceptions are for large limb removal,best done in the dormant
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season and for pines,best done during the candle stage or immediately after the completion of the new
shoots.
8.2 GENERAL TREE PRUNING SPECIFICATIONS
1 All persons performing tree work on Town owned trees must be trained according to tree care
standards accepted by the International Society of Arboriculture.
2 All persons performing tree work on Town owned trees in or around primary electrical lines must
be trained to do so according to the “Electrical Safety Association”and the Ontario Occupational
Health and Safety Act and Regulations.
3 When tree pruning cuts are made to a side limb,such remaining limb must possess a basal
thickness of at least one third (1/3)of the diameter of the wood so affected.Such cuts shall be
considered proper only when such remaining limb is vigorous enough to maintain adequate foliage
to produce wood growth capable of callusing the pruning cut so affected within a reasonable
amount of time.
4 All pruning cuts of limbs 2"caliper and smaller shall be completed with hand tree pruning tools or
pole saw (not with a chain saw).Prune these smaller branches by climbing the tree (without the
use of tree spurs).
5 All tree pruning cuts shall be made in such a manner so as to minimize the size of the wound and
to promote the earliest possible covering of the wood by natural callus growth.Flush cuts which
produce large wounds shall not be made and the branch collar shall not be removed.
6 Tree limbs shall be removed and controlled in such a manner as to cause no damage to other
parts of the tree,to other plants or to public or private property.
7 All major pest problems shall be promptly reported to the Parks Supervisor.
8 All cutting tools and saws used in tree pruning shall be kept sharpened to result in clean cuts with
an un-abrasive and non-ragged wood/bark surface and branch collar remaining intact.
9 All trees six (6)inches in diameter or less shall be pruned with hand tools only.Chain saws will not
be permitted on any trees six (6)inches in diameter or less.This is to prevent any unnecessary
abrasions to cambial tissue that may predispose a tree to insect and/or disease problems.
10 Whenever pruning cuts are to be made,while removing limbs too large to hold in one hand during
the cutting operation,the limbs shall first be cut off one (1)to two (2)feet in front of the intended
final cut,the final cut shall be made in a manner to prevent tearing of the bark and live wood.
11 No more than twenty-five percent (25%)of the live wood may be removed from the crown of any
tree and trees that are to be thinned.Such thinning shall not include the removal of any live limbs
in excess of six (6)inches in diameter without prior approval from the Supervisor of Parks.No
drop-crotching,stubs or flush cuts will be allowed.
12 Any extraneous metal,wire,rubber or other material (i.e.stakes and ties)interfering with tree
growth shall be removed immediately.
13 Any defective or weakened trees shall be reported to the Supervisor of Parks.Specifically,any
structural weakness of a tree,decayed trunk or branches,shall be reported in writing,noting the
location of the tree by street address and a description of the hazard found in the tree.
14 The use of climbing spurs or spike shoes in the act of pruning trees is prohibited.
15 Beneficial animal or bird nests or nesting cavities shall be preserved and protected whenever
feasible,unless doing so would create a hazard.
8.3 DETAILED TREE PRUNING SPECIFICATIONS
Detailed tree pruning shall consist of the total removal of those dead or living branches as may threaten
the future health,strength and attractiveness of trees.Specifically,trees shall be pruned in such a
manner as to;
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1 Prevent branch and foliage interference with requirements of safe public passage.Over-street
clearance shall be kept to a minimum of four (4)meters above the paved surface of the street,
three (3)meters above the curb and three (3)meters above the surface of a public sidewalks or
pedestrian ways.Exceptions are allowed for young trees which would be irreparably damaged by
such pruning action.Tree branches shall be kept to a minimum of two (2)meters away from private
residences or structures measured horizontally from the edge of roof and porches.
2 Remove all dead and dying branches and branch stubs that are one-half (1/2)inch diameter or
larger.
3 Remove all broken or loose branches (hangers).
4 Remove any branches which interfere with the tree’s structural integrity and impact on the
development of proper form for the applicable species,which will include the following;
Branches which rub and abrade a dominant branch
Branches of weak structure,co-dominant,poor branch union with the trunk and included bark
Branches which,if allowed to grow,would compromise the form and structure of the tree
Branches forming multiple leaders in a single-leader type tree
Selective removal of undesirable sucker and sprout growth
Selective removal of one or more developing leaders where multiple branch growth exists or
near the end of broken or stubbed limbs
Selective removal of limbs obstructing buildings or other structures or traffic signs
Obtain a balanced appearance when viewed from the opposite side of the street.
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FIG 1
END OF APPENDIX 3
POLICY “C”
TREE REMOVAL/PRUNING AND COMPENSATION POLICY
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PL15-082
SUBJECT:Applications for Exemption from Part Lot Control;
Mattamy (Aurora)Limited
Blocks 251,252 and 253,Plan 65M-4461
File No.:PLC-2015-08
Paradise Homes Inc
Blocks 155,159 and 162,Plan 65M-4424
File No.:PLC-2015-09
FROM:Marco Ramunno,Director of Planning &Development Services
DATE:November 3,2015
RECOMMENDATIONS
THAT Report No.PL15-082 be received;and
THAT the following Applications for Exemption from Part Lot Control be
approved:
•Mattamy (Aurora)Limited to divide Blocks 251,252 and 253 on Plan 65M-4461
into fourteen (14)separate lots for townhouse units;and
•Paradise Homes Inc to divide Blocks 155,159 and 162 on Plan 65M-4424 into
fourteen (14)separate lots for townhouse units;and
THAT the Part Lot Control Exemption By-laws be enacted at the next available
Council meeting.
PURPOSE OF THE REPORT
The purpose of this report is to seek Council‘s approval of Part Lot Control Exemption
By-laws applying to the following:
Blocks 251,252 and 253 on Plan 65M-4461 (File No.PLC-2015-08)and Blocks 155,
159 and 162 on Plan 65M-4424 (File No.PLC-2015-09).
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MEMORANDUM
DATE:November 3,2015
TO:Mayor Dawe and Members of Council
FROM:Jim Kyle,Manager of Special Projects
RE:Preparation of an Events Package
RECOMMENDATION
THAT the memorandum regarding Preparation of an Event Package be received for
information.
BACKGROUND
On April 28,2015 Council directed:
NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to report
back to Council on resources that the Town has available to organizers,for events
such as the Run or Walk for Southlake,the Aurora Chamber of Commerce Home
Show,or the Winter Blues Festival;and
BE IT FURTHER RESOLVED THAT staff prepare an event package that contains
information on available resources,potential locations,required permits,and any other
information that may streamline the process in the organization and promotion of
various types of events.
COMMENTS
Staff have initiated the completion of the events package and the package will
contain information pertaining to the following (in addition to any other relevant
information):
Facility and Events Contact Information
Town Facilities and Fields
Facility rental Information
100 John West Way
Box 1000
Aurora,Ontario
L4G 6J1
Phone:905-727-3123 ext.4345
Email:jkyle@aurora.ca
www.aurora.ca
Town of Aurora
Administration Department
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Facility rental Fees By-law
Town of Aurora Sport Field and Rental Policy
Relevant extracts from the Town of Aurora Parks and Recreation Guide
Other facilities located within The Town of Aurora (including schools)
Security for Events
Temporary Signs for Events
Tent Permits
Road Closure Permits
Traffic Safety Supply’s
Noise By-law Exemption
Relevant Town By-laws
York Region Permits
Once all the relevant material is consolidated into the Event Guide,the
communications department will finalize the guide in a format that can be
distributed electronically and in hard copies.The guide will be presented to
Council upon completion.
On a related matter,Sport Aurora in cooperation with Town of Aurora Staff is
producing a Sports Tournament Information Guide that will be provided to all
participants of Sports Tournaments in Town.This guide is intended to provide
visitors to Aurora with relevant information to help make their stay in Aurora
enjoyable.The guide will also promote local shops,restaurants,business and
local attractions.This guide will be produced twice a year and the first issue is to
be completed shortly.
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TOWN OF AURORA
COMMUNITY RECOGNITION REVIEW
AD HOC COMMITTEE MEETING MINUTES
Date:Tuesday,October 27,2015
Time and Location:3 p.m.,Tannery Room,Aurora Town Hall
Committee Members:Councillor Tom Mrakas (Chair),Diane Buchanan,Steve
Hinder,Tim Jones,Brian North,and Jo-anne Spitzer
Members Absent:Councillor Sandra Humfryes
Other Attendees:Anthony Ierullo,Manager of Long Range &Strategic
Planning,Jennifer Norton,Web Services and Corporate
Events Co-ordinator,and Linda Bottos,Council/Committee
Secretary
The Chair called the meeting to order at 3:05 p.m.
1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE
THEREOF
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
2.APPROVAL OF THE AGENDA
Moved by Steve Hinder
Seconded by Tim Jones
THAT the agenda as circulated by Legal and Legislative Services,with the
following addition,be approved:
Community Recognition Review Ad Hoc Committee Meeting Minutes of October 13,
2015
CARRIED
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Tuesday,October 27,2015 Page 2 of 4
3.RECEIPT OF THE MINUTES
Moved by Diane Buchanan
Seconded by Steve Hinder
Community Recognition Review Ad Hoc Committee Meeting Minutes of
October 13,2015
THAT the Community Recognition Review Ad Hoc Committee Meeting Minutes of
October 13,2015,be received for information.
CARRIED
4.DELEGATIONS
None
5.MATTERS FOR CONSIDERATION
1.Memorandum from Acting Manager of Corporate Communications
Re:2016 Proposed Community Recognition Awards Plan
The Committee acknowledged that the new layout of the volunteer service awards
was much more meaningful for the organizations.
The Committee suggested that,going forward,the policy be changed so that
award categories not be named after individuals,and that any persons or
organizations wishing to donate funds for a specific award category could be
offered sponsorship opportunities for that year.It was further suggested that the
category recognition criteria wording for the three existing,individual name-related
awards—Achievement in Sports Award,Arts and Culture Award,and Good
Neighbour Award—be changed from “in honour of”to “inspired by”.
The Committee discussed aspects of the proposed sponsorship categories and
suggested that an approximate monetary value should be determined for each
sponsorship opportunity,that sponsorship recognition should be relative to the
donation amount,and that sponsorship packages,values and sponsor recognition
should be considered and approved by Council.Staff confirmed that a more
developed sponsorship package would be submitted for Council’s approval prior
to engaging with potential partners.
The Committee inquired about staff’s recommendation to seek feedback from key
stakeholders.The Committee requested that this reference be removed from the
Plan due to time constraints.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 10 Page -2
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Community Recognition Review Ad Hoc Committee Meeting Minutes
Tuesday,October 27,2015 Page 3 of 4
The Committee inquired about the criteria for the Corporate Social Responsibility
Award and indicated that they would like to investigate this further and agreed to
provide information to the group by the next day.The Committee requested that
this information be reviewed and approved by the Committee by email and that
the approved revisions be incorporated into the Plan.
The Committee inquired about the possibility of including alcohol at the Awards
event and staff explained the process and options.The Committee offered further
suggestions and agreed that should a full sponsor be available,alcohol may be
served at the event.
The Committee inquired about the expected number of event attendees and staff
estimated that approximately 150 people would be invited to the event.The
Committee discussed options for the event’s dress code and agreed that
“business casual”would be appropriate.
Moved by Diane Buchanan
Seconded by Brian North
THAT the memorandum regarding 2016 Proposed Community
Recognition Awards Plan be received;and
THAT the 2016 Proposed Community Recognition Awards Plan,as
amended by the Community Recognition Review Ad Hoc Committee,be
brought forward to the General Committee meeting of November 3,
2015,for Council’s approval.
CARRIED
6.INFORMATIONAL ITEMS
None
7.NEW BUSINESS
New Business Motion No.1
Moved by Brian North
Seconded by Jo-anne Spitzer
THAT a policy be established by Council to eliminate the use of individual names
for Town-sanctioned awards.
CARRIED
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 10 Page -3
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Community Recognition Review Ad Hoc Committee Meeting Minutes
Tuesday,October 27,2015 Page 4 of 4
New Business Motion No.2
Moved by Tim Jones
Seconded by Brian North
THAT the mandate of the Community Recognition Review Ad Hoc Committee be
extended to permit the Committee to continue working on branding of the event and
to ensure a smooth transition into the Awards ceremony.
CARRIED
The Committee agreed to set the date for the next meeting following Council’s
approval of the 2016 Proposed Community Recognition Awards Plan.
8.ADJOURNMENT
Moved by Diane Buchanan
Seconded by Brian North
THAT the meeting be adjourned at 4 p.m.
CARRIED
COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS
ADOPTED BY COUNCIL AT A LATER MEETING.
Attachments
Attachment 1 –2016 Proposed Community Recognition Awards PlanAttachment#1 -2016 Proposed Community Recognition Awards Plan
Attachment #2 -2016 Draft Community Recognition Awards -Categories &Criteria
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 10 Page -4
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2016 PROPOSED COMMUNITY RECOGNITION AWARDS PLAN
New Nomination Categories for 2016
The proposed new categories for the 2016 format have been aligned with The Town of
Aurora’s Strategic Plan and are as follows:
1.Volunteer Service Awards
Nominations for Volunteer Service Awards for 5,10,15,and 20 years of continuous
service will be accepted and honored.However,it is proposed that the Mayor or a
Member of Council present these awards in partnership with the nominating service
organization at its Annual General Meeting.Nominees with 20 or more years of
continuous service will be honored as part of the event.
2.Youth Volunteer Achievement Award
3.Environmental Award
4.Achievement in Sports Award (formerly Bob Harman Memorial Award)
This award was inspired by Bob Harman and will be noted in the nomination form
and at the ceremony.
5.Arts and Culture Award (formerly Johnson’s Cultural Achievement Award)
This award was inspired by the Johnson’s and will be noted in the nomination form
and at the ceremony.
6.Community Organizer/Organization of the Year
7.Good Neighbour award
This award was inspired by Frank Camenzuli and will be noted in the nomination
form and at the ceremony.
8.Not-for-profit Organization Award
9.Corporate Social Responsibility Award
10.Accessibility Award
11.Citizen of the Year Award
Proposed Ceremony Format &Location
It is proposed that the award ceremony be relocated back to Aurora Town Hall with formal
presentations in the Council Chambers and the reception on the second floor of Town Hall.
This location offers a more formal feel for the overall event.
Attachment #1
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 10 Page -5
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2016 Proposed Community Recognition Awards Plan Page 2 of 2
The winners will be recognized through a series of videos,highlighting the contributions they
have made to the Town of Aurora through volunteerism.
Mayor and Members of Council will have the opportunity to present an award to one of the
categories following the video clip of the winner.
Proposed Sponsorship Categories
There is an opportunity to have parts of the event sponsored by local businesses and
organizations that support volunteering in The Town of Aurora.
Sponsors will be recognized appropriately for each sponsorship category.
Video Sponsorship –Donation in kind or of monetary value to cover the production of
creating video clips of the award category and winners
Print Sponsorship –Donation in kind or of monetary value to cover the costs associated
with printing of invitations,programs and print advertising
Food/Reception Sponsorship –Donation in kind or of monetary value to cover or assist
with the cost associated with the reception such as food,drinks or catering
Entertainment Sponsorship –Donation in kind or of monetary value to cover or assist with
the cost associated with the entertainment such as musical entertainment
Sponsorship packages,values and recognition should be considered and approved by
Council prior to the event.
Proposed volunteer group to select winners
In the past the winners have been chosen annually through the Parks and Recreation
Advisory Committee.
At the October 13,2015 meeting,the Committee suggested that a small group of dedicated
community volunteers,similar to the group who chooses the Citizen of the Year award,
come together to choose the award recipients.Possible volunteers may include previous
Citizen of the Year recipients,the same group that chooses the Citizen of the Year,or a mix
of the two.
Proposed Event Branding
It is proposed that the new 2016 format be re-branded.The proposed format,categories
and location changes will warrant a re-branding of the event with a fresh look that supports
the Strategic Plan and inspires volunteerism.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 10 Page -6
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T O W N O F A U R O R A100JohnWestWay,
Box 1000,
Aurora,ON L4G 6J1
Phone:905-727-3123 2016 COMMUNITY RECOGNITION
AWARDS –CATEGORIES &CRITERIA
Page 1 of 4 2016 Community Recognition Awards Nom inations
The Town of Aurora recognizes and honours volunteers who help create a community where individuals,
groups and businesses actively support the Town’s development and enhance the overall community.
Do you know an individual,corporation or business who deserves to be recognized for their outstanding
contributions to our community?If so,please complete the nomination form below along with a related summary
to support your nomination and submit your signed form no later than Friday,March 4,2016 at 2 p.m.
Winners will be recognized at an event on Monday,May 30,2016.
VOLUNTEER SERVICE AW ARD
Awarded to individuals with 20 or more (25,30,35,40)years of continuous service to the Aurora Community
Criteria:
•Nomination form must be accompanied by a letter of reference verif ying the years of continuous
service.
**If your organization would like to recognize service awards for 5,10 or 15 years of continued service,please submit a
nomination form with the years of service and Mayor and Members of Council would be happy to present these awards to the
volunteers at your Annual General Meeting.
YOUTH VOLUNTEER ACHIEVEMENT AWARD
This award is presented to a young citizen for volunteer efforts (excluding school requirements)who has made
a signif icant contribution to the community.
Criteria:
•Nominee must be 19 years of age or younger and have volunteered on behalf of or within The Town of
Aurora for at least two years.
•Nomination form must be accompanied by a letter detailing the nominee’s contribution.
ENVIRONMENTAL AWARD
Awarded to an individual or organization that has made a significant contribution to the protection,preservation
and conservation of our environment and green space in Aurora.
Criteria:
•Nomination form must be accompanied by a letter detailing the individual or organizations contribution.
ACHIEVEMENT IN SPORTS AWARD
Inspired by Bob Harman,this award will be presented to an individual who has made a distinct contribution
to sports in Aurora.
Criteria:
•Nominee must have made a distinct contribution to the f ield of recreation in The Town of Aurora.
•Nominee should have made a significant volunteer contribution to The Town of Aurora.
•Nominee should have demonstrated leadership and direction to the community.
•Nominee must have at least 15 years of continuous volunteerism ending no more than three (3)
years ago.
•Nomination form must be accompanied by a letter detailing the nominee’s contribution.
Attachment #2
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 10 Page -7
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T O W N O F A U R O R A100JohnWestWay,
Box 1000,
Aurora,ON L4G 6J1
Phone:905-727-3123 2016 COMMUNITY RECOGNITION
AWARDS –CATEGORIES &CRITERIA
Page 2 of 4 2016 Community Recognition Awards Nom inations
ARTS AND CULTURE AWARD
Inspired by the Johnson’s,this award will be presented to an individual or group that made a significant
contribution to the enhancement of the community through support or promotion of culture,music,visual,
performing or literary arts.
Criteria:
•Nominee must have made a significant impact on the arts locally or provincially in the previous year.
•Nomination form must be accompanied by a letter detailing the individual’s or group’s contribution.
COMMUNITY ORGANIZER/ORGANIZATION OF THE YEAR
Awarded to an individual or organization that has provided outstanding contribution,commitment and
leadership to our community over the preceding year.
Criteria:
•Nomination form must be accompanied by a letter detailing the organizer/organization’s contribution.
GOOD NEIGHBOUR AWARD
Inspired by Frank Camenzuli,this award will be presented to an Aurora resident who has proven
themselves to be a “good neighbour”by virtue of volunteerism,considerate actions and/or attitude.
Criteria:
•This award will be presented annually to one resident of Aurora.
•Nominee cannot be an elected official,seeking elected office or employed by The Town of Aurora.
•Nominees will not be considered f or this award if their nomination involved monetary compensation
or fulfilling duties of their employment.
•Nomination form must be accompanied by a letter detailing the individual’s contribution.
NOT-FOR-PROFIT ORGANIZATION AWARD
Awarded to a not-for-profit organization that has made a significant contribution to the enhancement of the
community through their organization.
Criteria:
•Nomination form must be accompanied by a letter detailing the non-profit organization’s contribution.
GOOD BUSINESS AWARD
Awarded to a business that has contributed to community capacity and involvement while supporting the overall
health and well-being of our community.
Criteria:
•Nomination form must be accompanied by a letter detailing the company’s contributions to the
overall health and well-being of our community
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 10 Page -8
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T O W N O F A U R O R A100JohnWestWay,
Box 1000,
Aurora,ON L4G 6J1
Phone:905-727-3123 2016 COMMUNITY RECOGNITION
AWARDS –CATEGORIES &CRITERIA
Page 3 of 4 2016 Community Recognition Awards Nom inations
ACCESSIBILITY AWARD
Awarded to an individual,group or business that has contributed to the elimination of barriers for people with
disabilities in Aurora.
Criteria:
•Nomination form must be accompanied by a letter detailing the individual,group or business’s
contributions to eliminating barriers for people with disabilities in Aurora.
CITIZEN OF THE YEAR AW ARD
The Town of Aurora's Citizen of the Year Award is an annual event recognizing the exceptional contributions
made by a local citizen to our community.
The Citizen of the Year Award has been awarded by the Town of Aurora since 1970.The award recipient is
selected by the Office of the Mayor in consultation with a small group of dedicated community volunteers who
evaluate nominations submitted by residents.
Criteria:
•Nominees must be a citizen of the Town of Aurora who are at least 16 years of age,excluding
elected Members of Council or employees of the Town of Aurora.
•Nominations may be made by an individual citizen,a group of citizens,and/or a Town organization.
•Nomination form must be accompanied by a letter of no more than two pages,detailing the recent
or ongoing activities or contributions of the nominee in the Town of Aurora.These activities should
demonstrate all-round community involvement rather than a specific activity or contribution.
*Special consideration may be given to nominees younger than 16 years of age,if the evaluation group deems such a
nomination applicable and the nominee meets all other criteria.
**The evaluation group will give priority to nominations that recognize a nominee ’s recent or ongoing activities or
contributions to the Town of Aurora.Special consideration may be given to posthumous nominations or to nominees
whose activities or contributions occurred more than three (3)years ago,if the evaluation group deems such
nominations applicable and the nominee meets all other criteria.
Nominations will be accepted until Friday,March 4,2015 at 2 p.m.All nominations must be
submitted in writing to:
Town of Aurora
100 John W est W ay,Box 1000
Aurora,Ontario,L4G 6J1
ATTENTION:JENNIFER NORTON
2016 COMMUNITY RECOGNITION AWARD NOMINATION
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 10 Page -9
-94 -
T O W N O F A U R O R A100JohnWestWay,
Box 1000,
Aurora,ON L4G 6J1
Phone:905-727-3123 2016 COMMUNITY RECOGNITION
AWARDS –CATEGORIES &CRITERIA
Page 4 of 4 2016 Community Recognition Awards Nom inations
Please complete all fields of the 2016 Community Recognition Awards Nomination Form (print)ensuring the
correct spelling of each name.Nominations will be accepted until Friday,March 4,2016 at 2 p.m.
Date:
Nominator:
Organization:(if applicable)
Address:
Postal Code:
Telephone:(daytime)
Telephone:(evening)
Email address:
Category:
Volunteer Service Awards (20,25,30,35,40 years)Good Neighbour Award
Youth Volunteer Achievement Award Not-for-profit Organization Award
Environmental Award Good Business Award
Achievement in Sports Award Accessibility Award
Arts and Culture Award Citizen of the Year Award
Community Organizer/Organization of the Year
Date:
I Nominate:
Address:
Postal Code:
Telephone:(daytime)
Telephone:(evening)
Email address:
Please attach a letter detailing your nominee’s contributions and reasons for making this
nomination.
General Committee Meeting Agenda
Tuesday,November 3,2015 Item 10 Page -10
-95 -
NOTICE OF MOTION Councillor Tom Mrakas
Date:November 3,2015
To:Mayor and Members of Council
From:Councillor Mrakas
Re:Door-to-Door Salespeople
WHEREAS the financial well-being and personal safety of Aurora residents is of the
upmost importance;and
WHEREAS Aurorans —especially seniors—need more protection from unethical,
misleading and/or aggressive door-to-door salespeople;and
WHEREAS Part IV of the Municipal Act,2001 authorizes the council of every local
municipality to pass by-laws for licensing,regulating and governing any business
carried on within the municipality;and
WHEREAS Council considers it desirable to exercise this authority for the purposes of
health and safety,nuisance control and consumer protection;
NOW THEREFORE BE IT HEREBY RESOLVED THAT The Town of Aurora staff
develop a By-law that would regulate and control door to door sales,solicitation and
distribution of advertising material;and
BE IT FURTHER RESOLVED THAT said By-law be brought back to Council for
approval in the first quarter of 2016.
General Committee Meeting Agenda
Tuesday,November 3,2015 Notice of Motion (a)Page -1
-96 -
TOWN OF AURORA
ADDITIONAL ITEMS
FOR GENERAL COMMITTEE
Tuesday, November 3, 2015
7 p.m.
Council Chambers
WITHDRAWN: Delegation (b) Jim Tree, Manager, Parks
Re: Item 5 – PR15-033 – McMahon Park Neighbourhood Garden Public
Survey Results
WITHDRAWN: Item 2 – IES15-064 – Extension of Janitorial Services Contract
Delegation (d) Jim Tree, Manager, Parks pg. 1
Re: Item 6 – PR15-034 – Pedestrian Underpasses – Leslie Street and St.
John’s Sideroad
Delegation (e) Klaus Wehrenberg, Resident pg. 2
Re: Item 5 – PR15-033 – McMahon Park Neighbourhood Garden Public
Survey Results
Delegation (f) Klaus Wehrenberg, Resident pg. 3
Re: Item 6 – PR15-034 – Pedestrian Underpasses – Leslie Street and St.
John’s Sideroad
Delegation (g) Catherine Cook, Resident pg. 4
Re: Item 5 – PR15-033 – McMahon Park Neighbourhood Garden Public
Survey Results
Delegation (h) Fire Chief Ian Laing, Central York Fire Services pg. 5
Re: Item 11 – CFS15-047 – Central York Fire Services Budget for Aurora
Comment
(Delegation is requesting more than five minutes.)
Additional Items to General Committee Meeting Agenda
Tuesday, November 3, 2015 Page 2 of 2
Item 11 – CFS15-047 – Central York Fire Services Budget for pg. 6
Aurora Comment
RECOMMENDED:
THAT Report No. CFS15-047 be received; and
THAT Council provide its comments by way of resolution(s) to be conveyed to
Newmarket Council for consideration during their final budget reviews and
approvals in respect of the 2016 Budget for Central York Fire Services.
Closed Session Item 1 – Litigation or potential litigation including matters before
administrative tribunals, affecting the Town or a Local Board (section 239(2)(e) of
the Municipal Act, 2001); Re: Verbal Update from Town Solicitor regarding Ontario
Municipal Board Appeal – 497 Wellington Street West.
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:November 3,2015
SUBJECT:PR15-034 Pedestrian Underpasses –Leslie Street and St.John’s Sideroad
NAME OF SPOKESPERSON:Jim Tree,Manager of Parks
NAME OF GROUP OR PERSON(S)BEING REPRESENTED (if applicable):
BRIEF SUMMARY OF ISSUE OR PURPOSE OF DELEGATION:
To provide a summary and overview of Report No.PR15-034 Pedestrian Underpasses –Leslie
Street and St.John’s Sideroad.
PLEASE COMPLETE THE FOLLOWING:
Have you been in contact with a Town staff or Council member
regarding your matter of interest?YES ☐NO ☒
IF YES,WITH WHOM?DATE:
☒I acknowledge that the Procedural By-law permits five (5)minutes for Delegations.
Legal and Legislative Services
905-727-3123
CSecretariat@aurora.ca
Town of Aurora
100 John West Way,Box 1000
Aurora,ON L4G 6J1
Additional Items for General Committee Meeting
Tuesday,November 3,2015 Delegation (d)Page -1
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DELEGATION REQUEST
Legal and Legislative Services
Additional Items for General Committee Meeting
Tuesday,November 3,2015 Delegation (e)Page -1
-2 -
DELEGATION REQUEST
Legal and Legislative Services
Additional Items for General Committee Meeting
Tuesday,November 3,2015 Delegation (f)Page -1
-3 -
DELEGATION REQUEST
Legal and Legislative Services
Additional Items for General Committee Meeting
Tuesday,November 3,2015 Delegation (g)Page -1
-4 -
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:General Committee
November 3,2015
SUBJECT:Item 11 –CFS15-047 –2016 Central York Fire Services Budget for Aurora Comment
NAME OF SPOKESPERSON:Fire Chief Ian Laing
NAME OF GROUP OR PERSON(S)BEING REPRESENTED (if applicable):
Joint Council Committee,Central York Fire Services
BRIEF SUMMARY OF ISSUE OR PURPOSE OF DELEGATION:
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?Dan Elliott,Director of Corporate &
Financial Services/Treasurer DATE:November 2015
☒I acknowledge that the Procedural By-law permits five (5)minutes for Delegations.
Delegation is requesting more than five minutes.
Legal and Legislative Services
905-727-3123
CSecretariat@aurora.ca
Town of Aurora
100 John West Way,Box 1000
Aurora,ON L4G 6J1
Additional Items for General Committee Meeting
Tuesday,November 3,2015 Delegation (h)Page -1
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GENERAL COMMITTEE No.CFS15-047
SUBJECT:2016 Central York Fire Services Budget for Aurora Comment
FROM:Dan Elliott,Director,Corporate &Financial Services -Treasurer
DATE:November 3,2015
RECOMMENDATIONS
THAT Report No.CFS15-047 be received;and
THAT Council provide its comments by way of resolution(s)to be conveyed to
Newmarket Council for consideration during their final budget reviews and
approvals in respect of the 2016 budget for Central York Fire Services.
PURPOSE OF THE REPORT
For Central York Fire Services (CYFS),Newmarket has final budget approval authority
under the agreement;however,Aurora must be given the opportunity to provide
comments to Newmarket for consideration prior to their final approval.
This report presents the draft 2016 Operating and Capital Budgets of CYFS.This
budget has been reviewed by the Joint Council Committee (JCC)which oversees CYFS
on behalf of the two municipalities.JCC has recommended it for adoption by
Newmarket Council,however it must first come to Aurora Council for an opportunity to
provide comment.Comments from Aurora will be received by Newmarket General
Committee and Council at the time they consider final budget approval for CYFS.
BACKGROUND
Attached is the complete report presenting the 2016 CYFS budget,as approved by JCC
at its meeting of October 13,2015.The Fire Chief will be making a short presentation in
connection with this report,and will field any questions the Committee may have.
COMMENTS
JCC is currently faced with a number of recommendations arising from the 2014 Fire
Master Plan Update (FMPU).Over the course of the next five years,operational costs
are expected to increase significantly.
TOWN OF AURORA
Additional Items for General Committee Meeting
Tuesday,November 3,2015 Item 11 Page -1
-6 -
November 3,2015 -2 -Report No.CFS15-047
Aurora has adopted a fixed annual percentage tax rate approach for the next six
years for CYFS budget pressures.
It is expected that between 2014’s budget and that expected in 2020,the CYFS budget
will experience an $8.1 million cost increase as follows:
2014 to 2015 base budget increases recommended by JCC $545,158
New items now included in JCC recommended 2015
budget in addition to base increase above:$476,611
Additional base budget inflationary pressures 2015 to 2020 $3,454,886
Additional fire crew and station full year cost by 2020 $2,810,042
Additional support positions,programs,wellness by 2020 785,081
$8,071,779
Due to these significant pressures and unknown timing of implementation of some or all
of the recommendations in the 2014 Fire Master Plan Update,Aurora implemented a
long term ramp up of CYFS funding over the coming five.The intent of the deliberate
and equal ramp up of funding is to avoid sudden and variable impacts to the annual tax
rate pressures of the municipality.
FINANCIAL IMPLICATIONS
The Town of Aurora funds approximately 40%of the costs of the CYFS seamless
service,based on an agreed formula.For 2015 to 2020,the Town Budget Committee
has approved recommendations to strategically increase tax rate by 1.3%for each of
these years strictly for fire services expansion,being our expected 40%share of the
above noted $8.1Million cost increases.In equalizing the tax pressure,the JCC is now
free to implement the FMPU at their discretion,setting an annual budget for the Fire
Chief’s operations of CYFS independent of the budgets of Newmarket and Aurora.Any
variance from the actual budget and the 1.3%tax rate increase will be funded from or
contributed to the respective tax rate stabilization reserve funds in each municipality.
LINK TO STRATEGIC PLAN
CYFS is a municipal shared services arrangement unique in Ontario.Providing input to
the CYFS budget by Aurora Council demonstrates the Strategic Plan principle of
leveraging partnerships and leadership in corporate management.
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Attachment #1
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