AGENDA - General Committee - 20160119GENERAL COMMITTEE
MEETING AGENDA
TUESDAY,JANUARY 19,2016
7 P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
January 15,2016
TOWN OF AURORA
GENERAL COMMITTEE MEETING
AGENDA
Tuesday,January 19,2016
7 p.m.
Council Chambers
Councillor Humfryes in the Chair
1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF
2.APPROVAL OF THE AGENDA
RECOMMENDED:
THAT the agenda as circulated by Legal and Legislative Services be approved.
3.DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
4.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
5.DELEGATIONS
(a)Jimmy Brennan,Executive Director,Aurora Youth Soccer Club pg.1
Re:Aurora Youth Soccer Club Facility
(b)Brian Casey,President,Aurora Soccer Club pg.2
Re:Item 13 –PRS16-003 –Aurora Soccer Club Lease Agreement-
Highland Park
(c)Gary Minielly and Steve Mills,Trinity Church Aurora pg.3
Re:Item 15 –PRS16-006 –Status of the Cultural Precinct Plan
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 2 of 13
(d)Lenore Pressley,Town Park Area Ratepayers Association pg.4
Re:Item 15 –PRS16-006 –Status of the Cultural Precinct Plan
(e)Susan Morton-Leonard,Resident pg.5
Re:Item 15 –PRS16-006 –Status of the Cultural Precinct Plan
6.PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
7.CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
8.NOTICES OF MOTION
(a)Mayor Dawe pg.133
Re:Town of Aurora Official Plan Review (2016)
(b)Councillor Mrakas and Councillor Thompson pg.134
Re:Municipal Summit –Golf Course Redevelopment
(c)Councillor Abel pg.136
Re:Winter Overnight Parking Restrictions
9.NEW BUSINESS/GENERAL INFORMATION
10.CLOSED SESSION
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:Closed Session Report No.PDS16-001–Appeal to
the Ontario Municipal Board re 2419059 Ontario Inc.,OMB Case No.:
PL150967,Zoning By-law Amendment &Site Plan Applications,Files:ZBA-
2014-07 &SP-2015-01,497 Wellington Street West,Part of Lot 1 and Part of
40 Acre Reserve,Registered Plan 102.
2.Personal matters about an identifiable individual,including a Town or Local
Board employee (section 239(2)(b)of the Municipal Act,2001);Re:Closed
Session Report No.LLS16-003 –Appointments to the Canada 150 Ad Hoc
Committee
11.ADJOURNMENT
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 3 of 13
AGENDA ITEMS
1.CFS16-001 –Additional Information:2016 Budget Disclosures pg.6
RECOMMENDED:
THAT Report No.CFS16-001 be received for information.
2.CFS16-002 –Extension of Appointment of External Auditor pg.12
RECOMMENDED:
THAT Report No.CFS16-002 be received;and
THAT BDO Canada’s auditor appointment be extended two additional years to
provide audit services for fiscal year’s ending December 31,2015 and 2016;and
THAT the Treasurer be authorized to approve invoices for the base services
audit,plus any reasonable additional billings related to audit assistance,
additional audit work or related to audit issues or consultations in the context of
preparing and auditing the annual financial statements of the corporation,to a
total combined amount not to exceed the provisions made for such in the budget;
and
THAT Purchase Order No.342 be amended or replaced as appropriate to reflect
the two-year extension for audit services from BDO Canada.
3.IES16-001 –Facility Projects Status Report pg.16
RECOMMENDED:
THAT Report No.IES16-001 be received;and
THAT the fee for One Space Unlimited Inc be increased from $1,049,284 to
$1,145,944 to be funded within the existing budget;and
THAT Council endorse proceeding with an application for a solar panel project
through the FIT program similar to the project approved for the Aurora Family
Leisure Complex.
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 4 of 13
4.IES16-002 –Street Parking Plan for the Downtown Core –Pilot Project pg.24
RECOMMENDED:
THAT Report No.IES16-002 be received;and
THAT the Street Parking Plan for the Downtown Core,as described in Report No.
IES16-002 be implemented as a pilot from the period of June to October 2016;
and
THAT Report No.IES16-002 be forwarded to Regional Municipality of York
Transportation Services Department.
5.IES16-003 –Acceptance of Municipal Services –Daniels LR Corporation pg.30
Residential Subdivision –Registered Plan 65M-4309
RECOMMENDED:
THAT Report No.IES16-003 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-
4309,being Daniels LR Corporation-Residential Subdivision,as detailed in
Report No.IES16-003 be assumed;and
THAT the necessary by-law be brought forward for enactment to assume for
public use the highways within Plan 65M-4309,and to establish as public
highway any applicable reserves.
6.IES16-004 –Acceptance of Municipal Services –Hallgrove Estates
Business Park Subdivision –Registered Plan 65M-3974 pg.34
RECOMMENDED:
THAT Report No.IES16-004 be received;and
THAT ownership,operation and maintenance of the works within the roads,
rights-of-way and other lands dedicated to the Town as contained within Plan
65M-3974,being Hallgrove Estates Business Park Subdivision as detailed in
Report No.IES16-004 be assumed;and
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 5 of 13
THAT the necessary by-law be brought forward for enactment to assume for
public use the highways within Plan 65M-3974 and to establish as public
highway any applicable reserves.
7.IES16-005 –Northern Six Municipalities Waste Collection Contract pg.38
Renewal Update –MOU and Council Lobbying Framework
RECOMMENDED:
THAT Report No.IES16-005 be received;and
THAT the Mayor and Clerk be authorized to execute a Memorandum of
Understanding (MOU)with the N6 Partnership that provides for the
administration of the joint waste collection contract between the Northern Six
Municipalities and a future waste collection contractor;and
THAT Council endorse a ban on any communications between Members of
Council,and any director,officer,employee,agent or representative of a firm or
agent of a firm (whether or not they receive payment)with an interest in
submitting a proposal for the Northern Six Waste Collection Contract (2017-
2027)(hereafter “potential proponents”)prior to the issuance of the request for
proposals,however,if any communication should occur,it shall be reported to
the staff responsible for managing the procurement;
THAT where deemed appropriate by staff any written correspondence only be
directed to Council as a whole and that any written communications to Council
from potential proponents be forwarded first to staff responsible for managing the
procurement,and will only be made public through a staff report to be received
for information purposes,subject to any applicable legislation;and
THAT all staff,excluding those identified as being involved in the process,be
subject to the same ban;and
THAT no deputations at public meetings by proponents be scheduled until after
the conclusion of any blackout period;and
THAT the Town Clerk provide the municipalities of East Gwillimbury,Georgina,
King,Newmarket and Whitchurch-Stouffville with a copy of Council’s resolution
on this matter and this staff report for their information and consideration.
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 6 of 13
8.IES16-006 –Increase to Mead Electric Service Contract pg.43
RECOMMENDED:
THAT Report No.IES16-006 be received;and
THAT the Purchase Order with Mead Electric for street light maintenance and
utility locate services be increased by $140,000 to a revised value of $360,000
for the 2015/2016 combined contract period;and
THAT the 2015 Operating Budget for street light maintenance be increased by
$70,000 to be funded from the Engineering Fees Reserve to offset the high
demand for development-related locate services.
9.IES16-007 –Award of Tender IES15-38 –Replacement of Aurora Family pg.47
Leisure Complex (AFLC)Pool Dehumidification Unit
RECOMMENDED:
THAT Report No.IES16-007 be received;and
THAT Tender No.IES15-38 for the supply and installation of a pool dehumidifier
unit for the Aurora Family Leisure Complex (AFLC)pool area be awarded to Van
Mechanical Services Inc.in the amount of $187,085,excluding taxes;and
THAT the Mayor and Clerk be authorized to execute the necessary Agreement,
including any and all documents and ancillary agreements required to give effect
to same.
10.IES16-008 –Award of Tender IES2015-89 –For Vandorf Sideroad pg.50
Reconstruction from 300m East of Bayview Avenue
to Leslie Street
RECOMMENDED:
THAT Report No.IES16-008 be received;and
THAT Tender No.IES2015-89 –For Vandorf Sideroad Reconstruction from
300m East of Bayview Avenue to Leslie Street be awarded to Primrose
Contracting (Ontario)Inc.in the amount of $3,122,000.10,excluding taxes;and
THAT the Mayor and Town Clerk be authorized to execute the necessary
Agreement,including any and all documents and ancillary agreements required
to give effect to same.
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 7 of 13
11.LLS16-001 –Amendments to the Record Classification Structure and pg.55
Retention By-law 5611-14 and Corporate Records and
Information Management Policy
RECOMMENDED:
THAT Report No.LLS16-001 be received;and
THAT the updates to Schedule “A”of Record Classification Structure &Retention
By-law No.5611-14,as outlined in Attachment 1 to Report No.LLS16-001,be
approved;and
THAT the Corporate Records and Information Management Policy,Policy No.77
be amended as set out in Report No.LLS16-001;and
THAT a By-law to amend the Record Classification Structure &Retention By-law
be enacted at a future Council meeting.
12.LLS16-005 –Authority to Commence Application to Confirm pg.73
Emergency Orders
RECOMMENDED:
THAT Report No.LLS16-005 be received;and
THAT section 10(a)of the Litigation and Claims Policy,Administration Procedure
No.52,be amended to specifically exclude any application required to confirm
emergency orders issued pursuant to the Building Code Act,1992.
13.PRS16-003 –Aurora Soccer Club Lease Agreement –Highland Park pg.76
RECOMMENDED:
THAT Report No.PRS16-003 be received;and
THAT the Mayor and Town Clerk be authorized to execute the Lease
Agreement,including any and all documents and ancillary agreements required
to give effect to same,between the Town of Aurora and the Aurora Soccer Club
for the lease of Highland Park.
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 8 of 13
14.PRS16-004 –Pre-Development Tree Protection and Compensation pg.79
Agreement,Brookfield Homes Ltd.
RECOMMENDED:
THAT Report No.PRS16-004 be received;and
THAT a Pre-Development Tree Protection and Compensation Agreement with
Brookfield Homes Ltd.be approved by Council to ensure that the applicant is
bound by terms and conditions associated with tree protection and compensation
in accordance with Town policy and to the satisfaction of the Director of Parks
and Recreation Services prior to the removal of any trees on this property;and
THAT the Mayor and Town Clerk be authorized to enter into an Agreement with
Brookfield Homes Ltd.,including any and all documents and ancillary
agreements required to give effect to same.
15.PRS16-006 –Status of the Cultural Precinct Plan pg.83
RECOMMENDED:
THAT Report No.PRS16-006 be received for information.
16.PDS16-002 –Draft Plan of Condominium Application pg.86
Brookfield Homes (Ontario)Aurora Limited
15776 Leslie Street,Block 31 Plan 65M-4467
File:CDM-2015-01
Related Files:PLC-2015-07,ZBA-2015-01
RECOMMENDED:
THAT Report No.PDS16-002 be received;and
THAT the Draft Plan of Condominium File CDM-2015-01 be approved for 49
single detached dwelling units subject to conditions set out in Appendix “A”to this
report;and
THAT a By-law to lift 0.3m reserves providing driveway access into the property
be enacted;and
THAT the Mayor and Town Clerk be authorized to execute any Agreement(s)
referenced in the Conditions of Approval,including any and all documents and
ancillary agreements required to give effect to same.
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 9 of 13
17.PDS16-003 –Application for Exemption from Part Lot Control pg.102
Brookfield Homes (Ontario)Aurora Limited
15778 Leslie Street,Block 31,Plan 65M-4467
File No.PLC-2015-07
Related Files:CDM-2015-01 and ZBA-2015-01
RECOMMENDED:
THAT Report No.PDS16-003 be received;and
THAT the Application for Exemption from Part Lot Control submitted by
Brookfield Homes (Ontario)Aurora Limited to divide Block 31 on Plan 65M-4467
into 49 separate lots for single detached units and a private condominium road
be approved;and
THAT the Part Lot Control Exemption By-law be presented at a future Council
meeting.
18.Trails and Active Transportation Committee Meeting Minutes pg.110
of November 20,2015
RECOMMENDED:
THAT the Trails and Active Transportation Committee meeting minutes of
November 20,2015,be received for information;and
THAT the Trails and Active Transportation Committee recommend to Council:
New Business Motion No.1
THAT communications be established between the Town and Metrolinx to
ensure the preservation and integrity of the Town’s trail system and the
Trails Master Plan.
New Business Motion No.2
THAT staff investigate the feasibility of creating fully accessible bike hubs at
existing and future bike trail entrances.
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 10 of 13
19.Accessibility Advisory Committee Meeting Minutes of pg.114
December 2,2015
RECOMMENDED:
THAT the Accessibility Advisory Committee meeting minutes of December 2,
2015,be received;and
THAT the Accessibility Advisory Committee recommend to Council:
1.Memorandum from Accessibility Advisor
Re:2016-2022 Accessibility Plan
THAT the 2016-2022 Accessibility Plan be adopted.
20.Economic Development Advisory Committee Meeting Minutes of pg.117
December 10,2015
RECOMMENDED:
THAT the Economic Development Advisory Committee meeting minutes of
December 10,2015,be received for information.
21.Heritage Advisory Committee Meeting Minutes of pg.121
December 14,2015
RECOMMENDED:
THAT the Heritage Advisory Committee meeting minutes of December 14,2015,
be received;and
THAT the Heritage Advisory Committee recommend to Council:
2.Memorandum from Planner
Re:Demolition Application for a Structure on a Designated Heritage
Property,Demolition of an Accessory Barn,15342 Yonge Street
File:NE-HCD-HPA-15-04
THAT the relocation of the accessory barn to 15372 Yonge Street (The
Hillary House)for the preservation of the structure be approved prior to
Zoning By-law Amendment and Site Plan Applications for 15342 Yonge
Street are approved by Council.
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 11 of 13
3.HAC15-013 –Proposed Demolition of Existing Rear Addition to a
Listed Heritage Building,138 Centre Street
THAT the proposed demolition of the existing 12m2 rear addition at 138
Centre Street be approved and the proposed two-storey rear addition be
supported subject to the approval of the Zoning By-law Amendment and
Site Plan Applications for the proposed Day Care Use;and
THAT the proposed elevations are subject to approval of Planning Staff to
ensure the proposed addition will maintain the heritage character of the
area.
4.HAC15-014 –Heritage Permit Application,61 Catherine Avenue
File:NE-HCD-HPA-15-06
THAT Heritage Permit Application NE-HCD-HPA-15-06 be approved to
permit the proposed two-storey addition at rear as per submitted plans;and
THAT the re-sizing and relocation of existing windows for the dwelling as
proposed be approved;and
THAT,should the window that is proposed to be removed not be of future
use to the owner,the removed window be donated to Aurora’s Architectural
Salvage Program.
5.HAC15-015 –Request to Remove a Property from the Aurora Register
of Properties of Cultural Heritage Value or Interest,
101 Tyler Street
THAT the property located at 101 Tyler Street remain listed on the Aurora
Register of Properties of Cultural Heritage Value or Interest;and
THAT the property be re-evaluated by the Committee’s Heritage Evaluation
Working Group pending receipt of further historical background.
22.Community Recognition Review Advisory Committee Meeting pg.129
Minutes of December 15,2015
RECOMMENDED:
THAT the Community Recognition Review Advisory Committee meeting minutes
of December 15,2015,be received;and
THAT the Community Recognition Review Advisory Committee recommend
to Council:
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 12 of 13
1.Community Recognition Review Advisory Committee Terms of
Reference
THAT the following Terms of Reference be adopted:
1.PURPOSE
The Community Recognition Review Advisory Committee is
formed to support Town staff in various aspects of the Community
Recognition Event and report to Council on any outcomes and/or
changes as required.
2.MEMBERSHIP
The Committee shall be comprised of seven (7)members,as
follows:
Two (2)members of Council;and
Five (5)citizen members selected by Council.
In making its citizen appointments,Council will give preference to
applicants who have experience in the volunteer sector and/or
Community Recognition Awards.
3.TERM
The remainder of the 2014-2018 Term of Council.
4.REMUNERATION
None
5.DUTIES AND FUNCTIONS
Support Town staff in the delivery of the Community
Recognition Awards by supporting community participation
through the nomination process and sponsorship opportunities;
Report to Council on opportunities to continuously improve the
Community Recognition Awards.
6.REPORTING
The Committee shall report directly to Council through the Staff
Liaison appointed by the Chief Administrative Officer.
7.MEETING TIMES AND LOCATIONS
General Committee Meeting Agenda
Tuesday,January 19,2016 Page 13 of 13
The Committee will meet on an as required basis to address
various aspects of the Community Recognition Awards,at the call
of the Chair.
8.STAFF SUPPORT
The Chief Administrative Officer will appoint one or more
appropriate staff liaisons to provide technical support to the
Committee.
The Legal and Legislative Services department will provide
administrative support services to the Committee.
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:
January 19,2016
SUBJECT:Aurora Youth Soccer Club Facility
NAME OF SPOKESPERSON:
Jimmy Brennan
Executive Director of AYSC
NAME OF GROUP OR PERSON(S)BEING REPRESENTED (if applicable):AYSC
BRIEF SUMMARY OF ISSUE OR PURPOSE OF DELEGATION:
AYSC is looking for help to build a club house with dressing rooms,washrooms,office space and
board room to accommodate our members from House League to elite level teams.We have become
an elite club in Ontario soccer and have to meet certain standards that will keep our club a member of
gold excellence.
PLEASE COMPLETE THE FOLLOWING:
Have you been in contact with a Town staff or Council member
regarding your matter of interest?YES ☒NO ☐
IF YES,WITH WHOM?
Mayor Dawe,Councillor Tom Mrakas,Al Downey,John Firman 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
General Committee Meeting Agenda
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DELEGATION REQUEST
This Delegation Request form and any written submissions or background information for
the following deadline:
4:30 P.M.ON THE BUSINESS DAY PRIOR TO THE REQUESTED MEETING DATE
COUNCIL/COMMITTEE/ADVISORY COMMITTEE DATE:January 19,2016
SUBJECT:Aurora Soccer Club Lease
NAME OF SPOKESPERSON:Brian Casey,President,Aurora Soccer Club
NAME OF GROUP OR PERSON(S)BEING REPRESENTED (if applicable):
Aurora Soccer Club
BRIEF SUMMARY OF ISSUE OR PURPOSE OF DELEGATION:
To speak to the terms of the Lease as it relates to the important contributions of the Aurora Soccer
Club.
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
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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
the following deadline:
4:30 P.M.ON THE BUSINESS DAY PRIOR TO THE REQUESTED MEETING DATE
COUNCIL/COMMITTEE/ADVISORY COMMITTEE DATE:
SUBJECT:Cultural Precinct
NAME OF SPOKESPERSON:Lenore Pressley
NAME OF GROUP OR PERSON(S)BEING REPRESENTED (if applicable):
Town Park Area Residents Ratepayers Association
BRIEF SUMMARY OF ISSUE OR PURPOSE OF DELEGATION:
Discussion of proposed Cultural Precinct,its impact on the neighbourhood and the lack of
consultation with neighbours.
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?Councillors Thompson,Thom,Marakas DATE:10/12/2015
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
General Committee Meeting Agenda
Tuesday,January 19,2016 Delegation (d)Page -1
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DELEGATION REQUEST
This Delegation Request form and any written submissions or background information for
the following deadline:
4:30 P.M.ON THE BUSINESS DAY PRIOR TO THE REQUESTED MEETING DATE
COUNCIL/COMMITTEE/ADVISORY COMMITTEE DATE:
SUBJECT:Cultural Precinct Proposal
NAME OF SPOKESPERSON:
Susan Morton-Leonard
NAME OF GROUP OR PERSON(S)BEING REPRESENTED (if applicable):
Property owners inside the proposed boundaries of the Cultural Precinct
BRIEF SUMMARY OF ISSUE OR PURPOSE OF DELEGATION:
To speak to FOTENN/Bray Heritage Cultural Precinct Plan
PLEASE COMPLETE THE FOLLOWING:
Have you been in contact with a Town staff or Council member
regarding your matter of interest?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
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Appendix A
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.IES16-005
SUBJECT:Northern Six Municipalities Waste Collection Contract Renewal Update –
MOU and Council Lobbying Framework
FROM:Ilmar Simanovskis,Director of Infrastructure and Environmental Services
Stephen Huycke,Acting Director of Legal and Legislative Services/Town
Clerk
DATE:January 19,2016
RECOMMENDATIONS
THAT Report No.IES16-005 be received;and
THAT the Mayor and Clerk be authorized to execute a Memorandum of
Understanding with the N6 Partnership that provides for the administration of the
joint waste collection contract between the Northern Six Municipalities and a
future waste collection contractor;and
THAT Council endorse a ban on any communications between Members of
Council,and any director,officer,employee,agent or representative of a firm or
agent of a firm (whether or not they receive payment)with an interest in
submitting a proposal for the Northern Six Waste Collection Contract (2017-2027)
(hereafter “potential proponents”)prior to the issuance of the request for
proposals,however,if any communication should occur,it shall be reported to
the staff responsible for managing the procurement;and
THAT where deemed appropriate by staff any written correspondence only be
directed to Council as a whole and that any written communications to Council
from potential proponents be forwarded first to staff responsible for managing
the procurement,and will only be made public through a staff report to be
received for information purposes,subject to any applicable legislation;and
THAT all staff,excluding those identified as being involved in the process,be
subject to the same ban;and
THAT no deputations at public meetings by proponents be scheduled until after
the conclusion of any blackout period;and
THAT the Town Clerk provide the municipalities of East Gwillimbury,Georgina,
King,Newmarket,and Whitchurch-Stouffville with a copy of Council’s resolution
on this matter and this staff report for their information and consideration.
General Committee Meeting Agenda
Tuesday,January 19,2016 Item 7 Page -1
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January 19,2016 -2 -Report No.IES16-005
PURPOSE OF THE REPORT
The purpose of this report is to seek Council approval authorizing the Mayor and Clerk
to execute a Memorandum of Understanding (MOU)with the Towns of East
Gwillimbury,Georgina,Newmarket,Whitchurch-Stouffville and the Township of King
also known as the Northern Six Municipalities (N6)for the administration of a joint waste
collection contract between the N6 and a future waste collection contractor.
As well,to communicate the requirements and Council approval of a lobbying
framework regarding the waste collection contract tendering and aware process.
BACKGROUND
In 2007 the Northern Six Municipalities entered into a joint ten-year waste collection
contract.This progressive contract expires on August 31,2017 and N6 staff have been
directed to prepare a Request for Proposal (RFP)to continue the collaborative waste
collection services.
In addition to the N6 waste collection contract,a companion document referred to as the
N6 Memorandum of Understanding (MOU)was executed by the municipalities.The
purpose of this MOU was to describe how the Municipalities would work together in
dealing with issues arising during the term of the contract and to put into place
mechanisms to ensure that the N6 supported each other during the contract period.
This MOU also provided for the governance of the waste collection contract including
any financial understandings between the municipalities.
Newmarket will be issuing the tender documents on behalf of the N6 partners and the
procurement process will follow Newmarket’s Procurement By-law.To protect
Newmarket from any lobbying activities,their Council endorsed staff recommendations
for a lobbying framework that is intended to protect its Council and staff from lobbying
activities from any proponents or interested parties to the N6 waste contract.This report
includes the same framework so that the Town of Aurora Council and staff are able to
follow the same lobbying framework.
COMMENTS
Memorandum of Understanding between N6 partners provides a management
framework that was very successful and should be extended for the new contract
To ensure a seamless transition of services,the Town of Newmarket will issue a Waste
Collection Services RFP on behalf of the N6 in Q2,2016.This new waste collection
contract will be awarded in Q3,2016 with commencement of services September 1,
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2017.The term of the next contract will be 2017 to 2025 and will include two one-year
contract extensions at the sole discretion of the N6 potentially extending the contract
until 2027.
As was done with the original waste contract,it is appropriate for the N6 to enter into a
MOU for the governance of the contract and to put into place tools to ensure the
municipalities support each other during the contract period and identify any financial
arrangements between the N6.
Minor revisions have been made to the original MOU that do not change the intent of
the document but only clarify certain aspects that were identified for improvement
through the practical experience gained since 2007.
The Memorandum of Understanding is a management that provides staff with clear
operating parameters for the contract and includes the following sections:
1.Municipal Representatives (respective staff roles/responsibility/authority)
2.Municipal Relationship Manager (contract administration)
3.Meetings (frequency)
4.Reports to the Chief Administrative Officers (format/frequency)
5.Escalation Procedures (related to services/Contractor)
6.Termination for Convenience or Cause
7.Cost Sharing Formula
The MOU has been successful as an administrative tool and is an appropriate
arrangement to be extended into the next contract period.
Lobbying framework adopted by Town of Newmarket provides consistent
approach to managing external interference during tendering period
The recommendations in the report are set out to protect Council and staff from any
interference or influence related to external lobbying related to the N6 waste contract.
These recommendations provide a formal process to manage any attempts to lobbying
and are to be followed by Council and Staff.
Although the lobbying framework will be in force once approved by Council,it is
particularly important that full compliance is occurring during the blackout period which
begins when the request for proposal is issued and ends when the N6 partners and the
selected proponent execute a contract.During this period,in addition to the lobbying
framework outlined in this report,the proponents are formally strictly prohibited from
lobbying members of Council.Should a member of Council feel they have been lobbied
by a proponent,they are to immediately contact the Procurement Manager to report
these activities.
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LINK TO STRATEGIC PLAN
Objective 2:Invest 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
Council may choose to not enter into the MOU.This would result in not having an
agreed to set of policies on how a joint waste collection would be managed through an
N6 type partnership.
Council may choose to not endorse the lobbying framework which would result in no
formal process to address lobbying activities from external proponents or other parties
interested in the renewal of the N6 waste contract.
FINANCIAL IMPLICATIONS
There are no financial implications related to the execution of the Memorandum of
Understanding.
Cost sharing,if required for any projects related to waste collection or administrative
costs required to oversee the contract,will be based on proportionate amounts of waste
collected through the N6 collection contract which is exactly the same approach being
applied in the current arrangement.
CONCLUSIONS
The Memorandum of Understanding that was executed between all six Northern
Municipalities has proven to be an effective tool for the purpose of describing how the
municipalities will work together in dealing with issues that arise in respect of the
contract and ensuring that certain mechanisms are in place to help manage the
contract.
Staff have made minor updates to this MOU based on experience during the current
waste collection contract and are in support of continuing with this tool as an effective
way to manage the N6 partnership.
It is therefore appropriate that Council authorize the Mayor and Clerk to execute the
Memorandum of Understanding between East Gwillimbury,the Towns of Aurora,
Georgina,Newmarket,Whitchurch-Stouffville and Township of King to provide for the
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Attachment1-Tab2CHANGESTRACKINGLOGCLASSIFICATIONSTRUCTURERETENTIONBYLAW-COUNCILTOAPPROVEPage1of5K:\Legal&LegislativeServices\ITR\Records\ClassRetention\2015RetentionByLawChangesTracking\FinalRetentionDocumentsforApproval\ChangesTrackingLog-ToELTLastUpdated:2015-08-05FUNCTIONSACTIVITIESSERIESSCOPENOTESFILINGMETHODOLOGYACCOUNTABILITYACTIVERETENTIONINACTIVERETENTIONTOTALRETENTIONDISPOSITIONSECURITYCLASSIFICATIONCITATIONCOUNCILtoApproveADMINISTRATION(ADM)ACCESS&PRIVACY(page16)ACCESSTOINFORMATION&PERSONALINFORMATIONPROTECTION-ACCESSREQUESTS(page16)CHANGE:From:Bynameofindividual/organizationTo:Byyear,sequentialnumber[YYYY-###],thenbynameofindividual/organizationCHANGE:From:T/E+1To:CY+1CHANGE:From:1To:4CHANGE:From:T/E+2To:CY+5ASSETMANAGEMENT&MAINTENANCE(AMM)PARKSMANAGEMENT(page24)TREEINVENTORY(page25)ADD:ArchivalSelectionCOMMUNICATIONS&STAKEHOLDERRELATIONS(COM)GRAPHICDESIGN/PUBLICATIONS/WEBSITECREATION&COORDINATION(page28)PROMOTIONAL,PUBLICATIONMATERIAL&INFORMATIONPACKAGESPRODUCTION&DISTRIBUTION(page28)CHANGE:From:T/E+1To:T/E+3CHANGE:From:1To:2CHANGE:From:T/E+2To:T/E+5ENVIRONMENT,SAFETY&SUSTAINABILITY(ENV)ENVIRONMENTALPLANNING&PROTECTION(page31)WASTEMANAGEMENT(page33)ADD:ArchivalSelectionDRINKINGWATERQUALITYMANAGEMENTSYSTEM(DWQMS)(page33)CHANGE:From:Bylocation,thendateTo:Bydocumenttype&recordtypeADD:ArchivalSelectionFINANCIALMANAGEMENT(FIN)…continuedFINANCIALREPORTING(page43)FINANCIALSTATEMENTS&AUDITOR'SREPORTS(page44)CHANGE:From:Finance-CapitalAssetTo:Finance-PlanningCHANGE:From:ArchivalTo:3CHANGE:From:ArchivalTo:FY+6AUDIT(page44)CHANGE:From:SERVICESAUDITINTERNALTo:INTERNALAUDITOFSERVICES(page45)CHANGE:To:Auditofservicesthatthetownperformsforitsinternalpurposes.Suchas,infrastructureand...ADD:To:RecordsInclude…reports,andrelateddocumentsandprocurement.CHANGE:From:ByfiscalyearTo:Bytype,thenfiscalyearCHANGE:From:FY+1To:FY+3CHANGE:From:5To:3NOCHANGE:FY+6PROCUREMENT(page46)REMOVERECORDSERIES:Vendors/ServiceProviders-thisrecordseriesisnotrequired-retentionofreferencestopricinglistsorprequalifiedvendorsareincludedinmainProcurementAdministrationrecordseries.Listsaredeemedtemporaryandnotofficialrecords.Note:Departmentsapproved:IES,CFS,LLS,PRS,PDS&BBSGeneral Committee Meeting Agenda
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Attachment1-Tab2CHANGESTRACKINGLOGCLASSIFICATIONSTRUCTURERETENTIONBYLAW-COUNCILTOAPPROVEPage2of5K:\Legal&LegislativeServices\ITR\Records\ClassRetention\2015RetentionByLawChangesTracking\FinalRetentionDocumentsforApproval\ChangesTrackingLog-ToELTLastUpdated:2015-08-05FUNCTIONSACTIVITIESSERIESSCOPENOTESFILINGMETHODOLOGYACCOUNTABILITYACTIVERETENTIONINACTIVERETENTIONTOTALRETENTIONDISPOSITIONSECURITYCLASSIFICATIONCITATIONCOUNCILtoApproveFINANCIALMANAGEMENT(FIN)…continuedPROCUREMENT…continued(page46)CHANGE-MERGERECORDSERIES:CombineProposals&SubmissionsManagement(unsuccessful/DeclinedVendorswithContractorRelationshipAdministration(SuccessfulVendors).Renameto:"PROPOSALS&SUBMISSIONSMANAGEMENT"ADD&COMBINESCOPENOTES:Documentationrelatingtotheprocurementofgoodsandservices,thenegotiationofcontractsandthemanagementoftheengagementwithbothsuccessfulandunsuccessfulbidders.Recordsincludesdocumentspertainingtotheadministration,plansandschedulesforprocurement,suchas,businesscasesorpurchasejustifications,allcommunicationsrelatedtocallforandresponsestoRFPs,RFQs,RFIsandbidsubmissions,correspondence,decisions,letters,notifications,amendmentsandpurchaseorderchangerequests.CHANGE:From:ByRFP(RFI,RFQ)numberTo:Byyear,thenbyprocurementnumberProcurementT/E+16T/E+7T/E=contractcompletedDestroyInternalGOVERNANCE(GOV)COUNCIL&COMMITTEEMEETINGSMANAGEMENT(page48)CHANGE:From:COMMITTEES-APPOINTEDBYCOUNCIL(page49)To:Splitintothreeseparateseries:1) COMMITTEES-APPOINTMENTSCHANGETO:CommitteeappointedbyCouncilandrecordsincludetermsofreference,appointmentnotices,applicationsforalladhoc/advisorycommitteesandstatutoryboardsandcommittees.CHANGE:fromChronologicalbydateto'ByTermofCouncil,thenCommitteename'Clerk'sOfficeCHANGE:From:CY+10To:T/E+4T/E=TermofCouncilCHANGE:From:PTo:8CHANGE:From:PTo:T/E+12T/E=TermofCouncilCHANGE:From:PermanentTo:DestroyCHANGE:From:PublicTo:Public&PIBapplicablei.e.applicationforms.Ont.5Ont.1572) COMMITTEESAPPOINTED-MEETINGMANAGEMENTADD:Appointedcommitteesmeetingrecordsincludesagendaandminutes.FOR:APPOINTEDCOMMITTEES'REPORTS(exceptCoA)SEE:STAFFREPORTSTOCOUNCILADD:ByCommitteename,thenbyYearADD:Clerk'sOfficeADD:T/E+4T/E=TermofCouncilADD:PADD:PADD:PermanentADD:Public&Confidentialforclosedsessions.3) COMMITTEEOFADJUSTMENT(CoA)ADD:Recordsincludeappointments,termsofreference,agendas,minutesandreportsofmeetingsandrelevantdocumentationasadministeredbyPlanning&DevelopmentServicesdepartment.ADD:ByTopic,thenbyYearADD:Planning&DevelopmentServicesNote:CommitteeofAdjustment(CoA)isanindependentgoverningbodyasperPlanningActADD:CY+5ADD:PADD:PADD:PermanentADD:PublicADD:PlanningActGeneral Committee Meeting Agenda
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Attachment1-Tab2CHANGESTRACKINGLOGCLASSIFICATIONSTRUCTURERETENTIONBYLAW-COUNCILTOAPPROVEPage3of5K:\Legal&LegislativeServices\ITR\Records\ClassRetention\2015RetentionByLawChangesTracking\FinalRetentionDocumentsforApproval\ChangesTrackingLog-ToELTLastUpdated:2015-08-05FUNCTIONSACTIVITIESSERIESSCOPENOTESFILINGMETHODOLOGYACCOUNTABILITYACTIVERETENTIONINACTIVERETENTIONTOTALRETENTIONDISPOSITIONSECURITYCLASSIFICATIONCITATIONCOUNCILtoApproveGOVERNANCE(GOV)…continuedNEWSERIES:COUNCIL/COMMITTEEAUDIOVISUALFILESIncludesaudioandvisualrecordsofCouncilMeetingsandCommitteesappointedbyCouncil.ADD:BynameofCouncilorCommittee,thenchronologicalbydateADD:Clerk'sOfficeADD:TE+4TE=endoftermcouncilADD:8ADD:TE+12ADD:DestroyADD:PublicADD:Ont157ELECTIONSMANAGEMENT(page49)MUNICIPALELECTIONADMINSITRATIVERECORDSCHANGE:From:T/E+4To:T/E+80CHANGE:From:T/E+4To:T/E+8MUNICIPALELECTIONRECORDS-CAMPAIGNFINANCE(page50)T/E+4CHANGE:From:4To:0CHANGE:From:T/E+8To:T/E+4T/E=dateonwhichmembersofCouncilhavetakenSTRATEGIC&LONGRANGEPLANNING(page50)STRATEGIC&ADMINISTRATIVEPLANS(page50)ADD:…include...'KeyPerformanceIndicators(KPIs)reports'.CHANGE:From:BydateTo:'ByTopicthenbydate'CHANGE:From:CY+10To:S/O+5CHANGE:From:ArchivalTo:10CHANGE:From:ArchivalTo:S/O+15CHANGE:From:ArchivalTo:ArchivalSelectionHUMANRESOURCESMANAGEMENT(HRM)EMPLOYEEMANAGEMENT(page52)ADDNEWSERIES:WORKFORCE/TALENTMANAGEMENT&PLANNINGADD:Consistsofanalyzing,forecasting,planningandmanagingthepoolofemployeestosupportthecompanybusiness.Documentsinclude:successionplans,staffallocations,reorganizationanalysis/planningrecords,employeesurveys,employeeturnover/transfer/relocationrecords,promotions,humanresourcesstatisticsandmetrics(Logs&Tracking).ADD:BytopicADD:HumanResourcesADD:CY+4ADD:0ADD:CY+4ADD:DestroyADD:ConfidentialADDNEWSERIES:VOLUNTEERFILESADD:Documentationrelatingtovolunteer'sworkhistoryandstatusthroughouttheirtermwiththeTownofAurora.IncludesallADD:AlphabeticallybyVolunteerlastnameADD:HumanResourcesADD:T/E+1ADD:2ADD:T/E+3T/E=terminationDestroyConfidentialINFORMATIONTECHNOLOGY&RECORDSMANAGEMENT(ITR)COMPUTEROPERATIONS&SUPPORT(page60)SYSTEMOPERATIONS(page61)CHANGE:From:CY+2To:CY+5CHANGE:From:CY+2To:CY+5General Committee Meeting Agenda
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Attachment1-Tab2CHANGESTRACKINGLOGCLASSIFICATIONSTRUCTURERETENTIONBYLAW-COUNCILTOAPPROVEPage4of5K:\Legal&LegislativeServices\ITR\Records\ClassRetention\2015RetentionByLawChangesTracking\FinalRetentionDocumentsforApproval\ChangesTrackingLog-ToELTLastUpdated:2015-08-05FUNCTIONSACTIVITIESSERIESSCOPENOTESFILINGMETHODOLOGYACCOUNTABILITYACTIVERETENTIONINACTIVERETENTIONTOTALRETENTIONDISPOSITIONSECURITYCLASSIFICATIONCITATIONCOUNCILtoApproveTELECOMMUNICATIONS&ELECTRONICCOMMUNICATIONSYSTEMS(page61)CHANGE:From:CY+2To:CY+5CHANGE:From:CY+2To:CY+5LEGAL,LICENSING&MUNICIPALPERMITS(LLP)MATTERMANAGEMENT(page63)ONTARIOMUNICIPALBOARD(OMB)CASEFILESCOMBINE:'&DECISIONS'(seebelow)(page64)ADD:NOTE:PlanningandDevelopmentServiceswillbeaccountableforCaseFilesuntilCouncilhaddirectedLegaltobeinvolved;atwhichtime,therewillbedualaccountabilityforCaseFilesbybothPlanning&DevelopmentandLegal.Byaddress&casenumberPlanning&DevelopmentLegalT/E+3T/E=completionofassumptionofPlan12CHANGE:From:T/E+15T/E=resolutionofmatterTo:T/E+15T/E=completionofassumptionofPlanDestroyADD:PublicforOMBdecisionsONTARIOMUNICIPALBOARD(OMB)DECISIONS(page64)REMOVE&COMBINE:OntarioMunicipalBoard(OMB)DecisionswithCaseFiles-seeabove(page64)VITALSTATISTICS(page69)VITALSTATISTICSAPPLICATIONSADD:IncludesrecordofappointmentsofDeputyDivisionRegistrars&CommissionersofOath&civilmarriageofficiants.CHANGE:From:T/ETo:T/E+2T/E=completionoftheapplicationCHANGE:From:2To:0T/E+2T/E=completionoftheapplicationPLANNING,DEVELOPMENT&BUILDING(PDB)BUILDING,PLANNING&ZONING(page70)APPLICATIONS&PERMITS-OTHERREMOVE:ThisseriesisnotrequiredseeLegal,Licensing&Permits(LLP)\Licences&PermitsProcessing\Licences&Permits(page67)-allpermitsotherthanBuildingPermits,PlanningApplications,DWQMS,andVitalStatisticsApplicationshavetheirownrecordseries.General Committee Meeting Agenda
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Attachment1-Tab2CHANGESTRACKINGLOGCLASSIFICATIONSTRUCTURERETENTIONBYLAW-COUNCILTOAPPROVEPage5of5K:\Legal&LegislativeServices\ITR\Records\ClassRetention\2015RetentionByLawChangesTracking\FinalRetentionDocumentsforApproval\ChangesTrackingLog-ToELTLastUpdated:2015-08-05FUNCTIONSACTIVITIESSERIESSCOPENOTESFILINGMETHODOLOGYACCOUNTABILITYACTIVERETENTIONINACTIVERETENTIONTOTALRETENTIONDISPOSITIONSECURITYCLASSIFICATIONCITATIONCOUNCILtoApproveURBANPLANNING(page72)CHANGE:From:OFFICIALPLAN&AMENDMENTSTo:OFFICIALPLAN&AMENDMENTS-DEVELOPMENTCHANGE:RecordsrelatingtothedevelopmentoftheOfficialPlans&Amendments(landusepolicydirectionsforlongtermgrowthanddevelopmentintheTown).Includesdrafts,"reference"versionsandrelatedinformation.CHANGE:From:Clerk'sOfficeTo:Planning&DevelopmentCY+5CHANGE:From:PermanentTo:10CHANGE:From:PermanentTo:CY+15CHANGE:From:PermanentTo:DestroyInternalPLANNING,DEVELOPMENT&BUILDING(PDB)…continuedURBANPLANNING…continued(page72)CHANGE:From:SECONDARYPLANSTo:SECONDARYPLANS-DEVELOPMENT(page73)ADD:NOTE:ApprovedOfficialSecondaryPlansarealsoheldbyClerk'sOfficeunderGovernance,By-LawsAdministration.CHANGE:From:ByneighbourhoodTo:BynumberPlanning&DevelopmentCY+5CHANGE:From:PermanentTo:10CHANGE:From:PermanentTo:CY+15CHANGE:From:PermanentTo:DestroyInternalNocitation/legislationreferencedREMOVERECORDSERIES:"M"PLANtheserecordsareNOTToAofficialownersofthedocumentsbutrathertransitorycopiesfortheirreferenceonly¬tobedistributedtopublic.REMOVERECORDSERIES:"R"PLANtheserecordsareNOTToAofficialownersofthedocumentsbutrathertransitorycopiesfortheirreferenceonly¬tobedistributedtopublic.PROGRAMMANAGEMENT(page76)RECREATIONALPROGRAMRECORDS(page76)ADD:ArchivalSelectionACTIVITY/STATISTICALREPORTS(page77)ADD:ArchivalSelectionCULTURALACTIVITIES(page78)TWINNINGCITIESADD:NOTE:InquiriesaretobesenttoCAOCHANGE:From:ArchivalTo:CY+2Note-ActiveretentioncannotbeArchival.0ArchivalArchivalInternalRECREATION&CULTURALSERVICES(REC)General Committee Meeting Agenda
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1
Topic:Records and Information
Management (RIM)Affects:All
Section:Legislative Services Replaces:N/A
Original
Policy Date:April 22,2014 Revision Date:N/A
Effective
Date:July 2,2014 Next Revision
Date:July 2,2015
Prepared By:Records and Information
Management
Approval
Authority:
Council
(Subordinate Policies CAO)
1.0 Overview
The need for accurate and reliable records is essential to support the Town
operations.Establishing a records and information management governance infrastructure is a
strategic endeavour that encompasses all information assets in an organization regardless of the
media in which they are created,received,used or held.Reliable and trustworthy records impact
decision-making by ensuring that all transactions comply with regulatory requirements,protect
privacy and support the decision-making of the Town.
Section 254 of the Municipal Act,2001 provides that a municipality shall retain and preserve the
records of the municipality and its local boards in a secure and accessible manner.
Section 255 of the Municipal Act,2001 states that,except as otherwise provided,a record of a
municipality may only be destroyed if a retention period for the record has been established and
has expired or if the record is a copy of the original record.
The Evidence Act and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA)place additional responsibilities on the Town for maintaining documentation,ensuring
the integrity of records,and providing paper and electronic records responsive to a request,
subject to certain exemptions.
On May 6,2014,the Town of Aurora enacted By-law Number 5611-14 setting out the retention
periods for all Town records.The By-law was enacted pursuant to the Municipal Act,2001 and
provides for the minimum period during which each record must be retained.After expiry of the
retention period,records may be destroyed according to the Town By-law.In conjunction with the
Retention By-law,the Town adopted the International Organization of Standards (ISO 15489)of
a functionally based classification structure to provide a hierarchical framework for the
organization and description of records.
This Records and Information Management Policy (Policy)recognizes that information is a
valued asset that needs to be managed in a compliant,systematic way and is intended to provide
the administrative framework for effective implementation of the Retention By-law.
2.0 Purpose
The purpose of this Policy is to describe the standardized methodology used by the Town for
Records and Information Management (RIM)practices with respect to the creation,use,
TOWN OF AURORA
Legal &Legislative Services
Corporate Policies,Programs and Procedures
Records and Information Management Policy Policy No.77
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maintenance and disposition of records.Records are used initially to meet the administrative and
operational needs of their users requiring proof of their completeness,security,accuracy,
integrity,authenticity and legal admissibility.Records are further retained to fulfill audit,
regulatory and legal obligations to internal and external stakeholders.
3.0 Definitions
means records that are deemed to have historical value to the Town,
justifying their preservation in an archives.
means to destroy records or transfer them to a records centre and/or
archives after their retention period has expired.
means recorded information in whatever physical format created,collected
or received in the initiation,conduct or completion of an activity which has content,context and
structure,is authoritative and reliable,provides evidence of decision-making as defined by the
International Organization for Standardization (ISO).Records can include books,papers,maps,
electronic documents,emails,digital,video,voice recordings,web pages,etc.
means the period of time during which records must be kept by
-law.
means a record that is useful for only a short time and has minor
importance by not being required to meet statutory obligations,set policy,establish guidelines or
procedures,certify a transaction,commit the Town to an action,become a receipt or provide
evidence of legal,financial ,operations or other office requirements for the Town of Aurora.It
may include copies of official records that are created for convenience and reference only and
should be destroyed before the retention period of the original/official document.Transitory
records can include personal emails,drafts,copies,general announcements,etc.
business operations in the event of a disaster.
Refer to the Quick Reference Guide for further assistance with regard to official vs.transitory
records and to the Information Asset Management Manual for additional definitions.
4.0 Application
This Policy applies to:
All records belonging to,used or received by the Town;
All Town employees,including the Mayor,Elected Officials (subject to notes below)and
contractors and consultants working on Town business who may be granted network and/or
physical document access during a work engagement on a part-time,full-time or other
contractual basis;
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Note This policy applies to records of Councillors in the custody of or under the
control of the Town.This policy does not apply to records created or received by a
Town Councillor relating to constituency matters,unless said record is forwarded /
transferred to Town staff or Mayor.
Note Records of a Councillor relating to the business of Council are subject to
MFIPPA.
whether designated as official or transitory.
5.0 Policy Statements
This Policy governs the management of all records,regardless of format or location,from
creation to final disposition,and requires mandatory compliance from all Departments.
All records must be maintained,used,disseminated,archived,and destroyed throughout
their lifecycle in accordance with this Policy and subordinate policies and procedures,
Retention By-law and procedures.
The cost and effort of RIM activities must be consistent with the value of the records
themselves and the relative benefits they provide to the Town.
All records created or received by employees in the course of performing their duties are
the property of the Town.
Records must be maintained for an appropriate period of time considering all Canadian
federal and provincial acts and regulations,stakeholder expectations,regulatory influences,
financial obligations,operational imperatives,contractual commitments and archival
requirements.
Records must be d isposed of when they no longer have any business value,in a
manner commensurate with the sensitivity of the r content and in accordance with
applicable laws and RIM procedures.
This Policy recognizes that transitory records (records which only have short-term,
immediate or no value to the Town and are not germane to the activity to which they are
documents are to be destroyed as soon as they are no longer useful.
6.0 Legislation and Best Practices Standards &Guidelines
The Town will adhere to all applicable Canadian Federal and Provincial statutory and
regulatory requirements with respect to r ecords and will also make all reasonable efforts to
comply with RIM industry standards and best practices.
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7.0 Monitoring and Reporting
This Policy will be reviewed annually and updated as required.It may also be reviewed
immediately if a significant event dictates it.
The Town Clerk will monitor adherence to the RIM policies and procedures through
periodic internal audits.Audit reports will be provided to the Executive Leadership Team and
Department management.
8.0 Responsibilities
Effective Records and Information Management is a shared responsibility across the Town.
Specific roles and responsibilities include:
ROLES RESPONSIBILITIES
Council Council is responsible for approving amendments to this Policy.
CAO The CAO is responsible for approving amendments to the
subordinate policies and procedures referenced in Schedule A.
Executive Leadership
Team (ELT)
The ELT is responsible for ensuring the appropriate management
direction,processes and tools are in place to efficiently manage
information under their control of the department to support the
department's business and to retain the quality of information
throughout the records life-cycle by:
Ensuring that employees in their office or Department and/or
who report to them are made aware of their responsibilities
under this Policy and all related subordinate policies and
procedures.
Complying with this Policy and all related subordinate
policies and procedures.
Advising Legislative Services of new or amended legislation
and policies under their
have an impact on RIM policies,procedures and the By-law.
Addressing non-compliance with this Policy and all related
subordinate policies and procedures.
Managers/Supervisors
(All Levels)
Managers/Supervisors at all levels in a department are responsible
for managing information as an integral part of their program and
service delivery and as a strategic business resource by:
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ROLES RESPONSIBILITIES
Applying RIM policies,standards,procedures,directives,
guidelines,tools and best practices,in the performance of
the manager's duties,to ensure the authenticity and
integrity of the information.
Identifying information issues and requirements to
Information Asset Coordinators to ensure processes and
systems appropriately address these issues and
requirements.
Ensuring employees understand and apply effective
information management in day-to-day operations and that
these responsibilities are included in performance
objectives.
Ensuring RIM requirements are included in the contractual
terms and conditions for contractors and others engaged in
work on behalf of the Town.
Employees All employees are responsible for managing the information they
collect,create and use as a valuable asset to support not only the
outcomes of the programs and services,but also the department's
operational needs and accountabilities by:
Familiarizing and complying with this Policy and all related
subordinate policies and procedures.
Providing and bringing to their manager/supervisor's
attention information requirements,issues and violations of
this Policy and all related subordinate policies and
procedures as appropriate.
Treating departmental information in a manner that facilitates
access while ensuring pri vacy and security requirements are
met.
Consultants and
Contractors using
Records
Consultants and contractors are responsible for understanding and
complying with the RIM requirements in the contractual terms and
conditions while engaged in work on behalf of the Town.
Town Clerk The Town Clerk is responsible for developing and maintaining the
and best practices by:
Providing support and advice to management and
employees on all aspects of RIM and initiatives which
impact RIM.
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ROLES RESPONSIBILITIES
Preparing and issuing management and quality control
reports on the status of the RIM Program.
Supporting the functional use of information systems and
associated software applications available to manage
records during their life cycle and the destruction of records
in accordance with this Policy and all related policies and
procedures.
Ensuring RIM training is developed,made available and
Managing of external service providers for inactive records
storage and records destruction including contracts,audits,
expenses,and processes.
Assisting in establishing and maintaining RIM policies and
procedures and ensuring compliance with same throughout
the Town.
Managing the relationship with Information Asset
Coordinators by providing advice and support.
Information Asset
Coordinators (IAC)
The Information Asset Coordinators are responsible for their
departmental implementation of RIM policies and procedures and
supporting their department staff by:
Administrating department records which,encompasses the
full lifecycle of the records from creation to final disposition.
Identifying the training needs of departmental staff and
communicating this to the RIM Program Manager.
Participating in quality control compliance audits as required
under the RIM Program Manager.
Information Technology
Services
The Information Technology Services is responsible for making
information systems available to enable the management of
records during their life cycle in accordance with this Policy and all
related subordinate policies and procedures by:
Ensuring that technologies and software applications are in
place to support and maintain all system controls,including
audit trail records,to ensure the security,accuracy,
trustworthiness and reliability of the records the systems
produce;including back-ups,logs,and recovery activities
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ROLES RESPONSIBILITIES
and information.
Consult with RIM Program for all proposals for conversion
of records and information from paper or other media to
electronic form and ensure that the original content,
context and structure of these records are maintained and
preserved.
Ensuring IT staff are identified and trained for being
Subject Matter Expert(s)(SME)with regards to the
ECM software application in order to support the RIM
Program and users of the systems.
Legal Services Legal Services is responsible for risk mitigation and regulatory
compliance by:
Ensuring that records retention and disposition
requirements are in place and current within the RIM
Program to negate any business /legal risks associated
with retaining records too long or disposing of records
prematurely.
Ensuring that litigation hold notices are delivered to the
appropriate staff members in case of litigation.
9.0 Subordinate Policies and Procedures
Schedule A references policies and procedures that are subordinate to the Records and
Information Management Policy.
10.0 Enforcement and Consequences for Non-Compliance
This Policy is under the authority of Council,with delegated authority to the CAO to approve
subordinate policies (see Schedule A)that comply with this Policy.
Compliance
The Town will develop mechanisms to measure compliance to this Policy.Policy compliance
performance evaluations.
Contraventions
Non-compliance with the Records and Information Management Policy whether unintentional
or deliberate will constitute a violation.Consequences of non-compliance can include
informal follow-ups and requests,external audits or formal direction on corrective measures.
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Failure to comply with this Policy may result in actions by the Town in accordance with Human
Resources Policies and Procedures.
Exceptions
All exceptions and deviations to this Policy require approval by the Approval Authority.
11.0 References
Evidence Act,R.S.O.1990
International Organization of Standards (ISO 15489)
IT Security Policies [#5,6,8,11,&13]
Municipal Act,2001
Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
-law [No.]
Quick Reference Guide To Official vs Transitory Records
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SCHEDULE A
The following policies and procedures are subordinate to the Records and Information
Management Policy:
Email Management Imaged Records Policy
Updating the Classification Plan and
Retention Schedule Management of Structured Data Policy
Standard Naming Conventions Vital Records Management Policy
Transfer and Destruction of Records Records Management Practices Audit
Procedures
Records Held by Employees on Departure Management of Archival Records
Legal Holds on Records
Schedule A will be amended and updated as required.In accordance with section 8.0 of this
policy,the CAO has the authority to approve amendments to the subordinate policies and
procedures.
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PDS16-002
SUBJECT:Draft Plan of Condominium Application
Brookfield Homes (Ontario)Aurora Limited
15776 Leslie Street,Block 31 Plan 65M-4467
File:CDM-2015-01
Related Files:PLC-2015-07,ZBA-2015-01
FROM:Marco Ramunno,Director of Planning &Development Services
DATE:January 19,2016
RECOMMENDATIONS
THAT Report No.PDS16-002 be received;and
THAT the Draft Plan of Condominium File:CDM-2015-01 for 49
this report;and
THAT a By-law to lift 0.3m reserves providing driveway access into the property
;and
THAT the Mayor and Town Clerk be authorized to execute any Agreement(s)
referenced in the Conditions of Approval,including any and all documents and
ancillary agreements required to give effect to same.
PURPOSE OF THE REPORT
The purpose of this report is to provide an evaluation and recommendations regarding
the subject proposal for a common element draft plan of condominium to be applied to
the proposed 49 single detached dwelling units on the subject lands.In addition,the
purpose is also to provide direction for the lifting of 0.3m reserves to provide for
driveway access into the subject lands from William Graham Drive.
BACKGROUND
The subject lands,municipally known as 15776 Leslie Street,were previously zoned as
Row Dwelling Residential (R6-62)Exception Zone as part of the original Draft Plan of
Subdivision and Zoning By-law amendment applications (Files:SUB-2011-04,
ZBA-2011-12),approved by Town Council on March 26,2013.
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TOWN OF AURORA
TRAILS AND ACTIVE TRANSPORTATION COMMITTEE
MEETING MINUTES
Date:Friday,November 20,2015
Time and Location:10:00 a.m.,Council Chambers,Aurora Town Hall
Committee Members:Councillor Tom Mrakas (Vice Chair),Irene Clement (EAC
Representative),Richard Doust (PRAC Representative),
Alison Collins-Mrakas,Bill Fraser,Laura Lueloff
Member(s)Absent:Councillor Sandra Humfryes
Other Attendees:Stephen M.A.Huycke,Town Clerk,Lawrence Kuk,Planner,
Jamal Massadeh,Traffic/Transportation Analyst,Jim Tree,
Manager of Parks,and Samantha Yew,Council/Committee
Secretary
The Vice Chair called the meeting to order at 10:10 a.m.
1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE
THEREOF
There were no declarations of pecuniary interest and general nature thereof under the
Municipal Conflict of Interest Act.
2.APPROVAL OF THE AGENDA
Moved by Irene Clement
Seconded by Alison Collins-Mrakas
THAT the agenda as circulated by Legal and Legislative Services ,with the
following addition,be approved:
Delegation (a)Klaus Wehrenberg,Resident
Re:GO Rail Expansion
CARRIED AS AMENDED
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Trails and Active Transportation Committee Meeting Minutes
Friday,November 20,2015 Page 2 of 4
3.ADOPTION OF MINUTES
Trails and Active Transportation Meeting Committee Minutes of April 17,
2015
Moved by Laura Lueloff
Seconded by Richard Doust
THAT the Trails and Active Transportation Committee meeting minutes of April 17,
2015,be received for information.
CARRIED
4.DELEGATIONS
(a)Klaus Wehrenberg,Resident
Re:GO Rail Expansion
Mr.Wehrenberg expressed concern regarding the amount of points at which the
proposed Metrolinx Regional Express Rail is to intersect with Town trails.He
supports the use of overpasses and underpasses to keep continuous trails,and
urges the Town to communicate with Metrolinx,and develop a set of guidelines
for future projects that involve trails in order to ensure the trails are properly
considered and maintained.
Moved by Alison Collins-Mrakas
Seconded by Irene Clement
THAT the comments of the delegation be received for information.
CARRIED
5.MATTERS FOR CONSIDERATION
1.Verbal Update from the Manager of Parks
Re:Trails-related Projects
Mr.Tree gave an update regarding the Willow Farm Trail,including the
status,layout,and proposed surface material of the trail,the proposed trails
and trails that are currently being built in the 2C Area,and the proposed Tim
Jones Trail crossing over Wellington Street East.
The Committee inquired about the status and features of various trails,and
staff responded.
Moved by Richard Doust
Seconded by Laura Lueloff
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Trails and Active Transportation Committee Meeting Minutes
Friday,November 20,2015 Page 3 of 4
THAT the verbal update regarding Trails-related Projects be received for
information.
CARRIED
6.INFORMATIONAL ITEMS
2.Extract from Council Meeting of August 25,2015
Re:Report No.PR15-023 –Renaming a Section of Nokiidaa Trail
Moved by Alison Collins-Mrakas
Seconded by Irene Clement
THAT the Extract from Council Meeting of August 25,2015,regarding Report
No.PR15-023 –Renaming a Section of Nokiidaa Trail,be received for
information.
CARRIED
3.Extract from Council Meeting of May 11,2015
Re:Trails and Active Transportation Committee Meeting Minutes of
April 17,2015
Moved by Laura Lueloff
Seconded by Richard Doust
THAT the Extract from Council Meeting of May 11,2015,regarding Trails and
Active Transportation Committee Meeting Minutes of April 17,2015,be received
for information.
CARRIED
7.NEW BUSINESS
New Business Motion No.1
Moved by Alison Collins-Mrakas
Seconded by Richard Doust
THAT the Trails and Active Transportation Committee recommend to Council:
THAT communications be established between the Town and Metrolinx to
ensure the preservation and integrity of the Town’s trail system and the Trails
Master Plan.
CARRIED
The Committee expressed concern regarding the lack of bike racks at shopping
facilities and bus terminals.
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Trails and Active Transportation Committee Meeting Minutes
Friday,November 20,2015 Page 4 of 4
New Business Motion No.2
Moved by Bill Fraser
Seconded by Alison Collins-Mrakas
THAT the Trails and Active Transportation Committee recommend to Council:
THAT staff investigate the feasibility of creating fully accessible bike hubs at
existing and future bike trail entrances.
CARRIED
The Committee inquired about the Town’s graffiti management policy.Staff
indicated that there is a policy in place for graffiti issues.
8.ADJOURNMENT
Moved by Councillor Tom Mrakas
Seconded by Alison Collins-Mrakas
THAT the meeting be adjourned at 10:50 a.m.
CARRIED
COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS
OTHERWISE ADOPTED BY COUNCIL AT A LATER MEETING.
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TOWN OF AURORA
ACCESSIBILITY ADVISORY COMMITTEE
MEETING MINUTES
Date:Wednesday,December 2,2015
Time and Location:7 p.m.,Leksand Room,Aurora Town Hall
Committee Members:Tyler Barker (Chair),John Lenchak (Vice Chair),Gordon
Barnes,James Hoyes,and Councillor Sandra Humfryes
Member(s)Absent:None
Other Attendees:Councillor John Abel,Councillor Tom Mrakas,Chris Catania,
Accessibility Advisor,and Samantha Kong,Council/Committee
Secretary
The Chair called the meeting to order at 7 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 John Lenchak
Seconded by James Hoyes
THAT the agenda as circulated by Legal and Legislative Services,with the following
addition,be approved:
Item 2 –Correspondence from Regional Clerk,York Region
Re:York Region’s Review and Update of 2015-2021 Multi-Year
Accessibility Plan
CARRIED AS AMENDED
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Accessibility Advisory Committee Meeting Minutes
Wednesday,December 2,2015 Page 2 of 3
3.RECEIPT OF THE MINUTES
Accessibility Advisory Committee Meeting Minutes of November 4,2015
Moved by Councillor Humfryes
Seconded by Gordon Barnes
THAT the Accessibility Advisory Committee meeting minutes of November 4,2015,
be received for information.
CARRIED
4.DELEGATIONS
None
5.MATTERS FOR CONSIDERATION
1.Memorandum from Accessibility Advisor
Re:2016-2022 Accessibility Plan
Staff provided an overview of the 2016-2022 Accessibility Plan which included
capital initiatives and past accomplishments.The Committee suggested that a
feedback form be created in the New Year to receive comments or suggestions
from residents regarding the Town’s Accessibility Plan.They further suggested
that the Town’s Operations Centre,Aurora Armoury,Aurora Public Library,and
parks and trails be included in future Accessibility Plans,and that a definition of
“disability”be included in the plan to increase the awareness of invisible
disabilities.
Moved by Gordon Barnes
Seconded by John Lenchak
THAT the memorandum regarding the Town of Aurora 2016-2022
Accessibility Plan be received;and
THAT the Accessibility Advisory Committee recommend to Council:
THAT the 2016-2022 Accessibility Plan be adopted.
CARRIED
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Accessibility Advisory Committee Meeting Minutes
Wednesday,December 2,2015 Page 3 of 3
6.INFORMATIONAL ITEMS
2.Correspondence from Regional Clerk,York Region
Re:York Region’s Review and Update of 2015-2021 Multi-Year
Accessibility Plan
Staff indicated that this multi-year accessibility plan complies with both the
Ontarians with Disabilities Act (ODA),which requires municipalities with a
population over 10,000 people to compile a yearly plan,and the Accessibility for
Ontarians with Disabilities Act (AODA),which requires a multi-year plan.
Moved by John Lenchak
Seconded by Gordon Barnes
THAT the correspondence regarding York Region’s Review and Update of
2015-2021 Multi-Year Accessibility Plan be received for information.
CARRIED
7.NEW BUSINESS
The Committee inquired about the pending list and requested that it be included on the
agenda moving forward to outline short term goals and track accomplishments.
The Committee noted that residents have attended Wheelchair Dancing at the Magna
Centre offered by the Town of Newmarket,and inquired if a similar program can be
offered at the Town.Staff indicated that gym space is available to offer a variety of
programs.
The Committee discussed the next scheduled meeting and agreed that unless there
are any items requiring consideration,the January 6,2016 meeting should be
cancelled.
8.ADJOURNMENT
Moved by Gordon Barnes
Seconded by Councillor Humfryes
THAT the meeting be adjourned at 8:25 p.m.
CARRIED
COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS
ADOPTED BY COUNCIL AT A LATER MEETING.
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TOWN OF AURORA
ECONOMIC DEVELOPMENT ADVISORY COMMITTEE
MEETING MINUTES
Date:Thursday,December 10,2015
Time and Location:7 p.m.,Leksand Room,Aurora Town Hall
Committee Members:Councillor Paul Pirri (Chair)(arrived 7:11 p.m.),Councillor John
Abel (Vice Chair),Don Constable,Rosalyn Gonsalves,Marilee
Harris,Paul Smith,and Bruce Walkinshaw
Member(s)Absent:None
Other Attendees:Councillor Tom Mrakas,Marco Ramunno,Director of Planning
&Development Services,Anthony Ierullo,Manager of Long
Range and Strategic Planning,Afshin Bazar,Manager,Building
Services,and Samantha Yew,Council/Committee Secretary
The Vice Chair called the meeting to order at 7:01 p.m.
Councillor Abel relinquished the Chair to Councillor Pirri at 7:18 p.m.
1.DECLARATION OF PECUNIARY INTEREST
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
2.APPROVAL OF THE AGENDA
Moved by Rosalyn Gonsalves
Seconded by Don Constable
THAT the agenda as circulated by Legal and Legislative Services be approved.
CARRIED
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Economic Development Advisory Committee Meeting Minutes
Thursday,December 10,2015 Page 2 of 4
3.RECEIPT OF THE MINUTES
Economic Development Advisory Committee Meeting Minutes of November 12,
2015
Moved by Bruce Walkinshaw
Seconded by Marilee Harris
THAT the Economic Development Advisory Committee meeting minutes of November
12,2015,be received for information.
CARRIED
4.DELEGATIONS
(a)Marco Ramunno,Director of Planning &Development Services
Re:Update on Proposed Medical Building
Mr.Ramunno advised that the property owners in the 2C Business Area
committed to having the lands serviced within the next year.He mentioned that
the lands are currently zoned for office and medical building uses and noted that
one business owner has submitted an application for a business park.
The Committee inquired about interested parties and whether there is a plan in
place to advertise the medical building area.Staff responded that there has been
some interest in the area,and agreed that they will provide more information.The
Committee also inquired about guidelines around building medicinal marijuana
facilities and staff advised that these facilities are heavily regulated.
Moved by Marilee Harris
Seconded by Don Constable
THAT the delegation by Marco Ramunno be received for information.
CARRIED
(b)Dr.Brian Moore,Canadian Disc Institute
Re:Item 1 –Extract from Council Meeting of November 24,2015;Re:
BBS15-013 -Request for Sign Variance to Sign By-law No.4898-07.P
for the Canadian Disc Institute at 15000 Yonge Street
Dr.Moore gave a brief presentation,and spoke in support of the Sign Variance
Request.
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Economic Development Advisory Committee Meeting Minutes
Thursday,December 10,2015 Page 3 of 4
Moved by Rosalyn Gonsalves
Seconded by Bruce Walkinshaw
THAT the delegation by Dr.Brian Moore be received and referred to Item 1.
CARRIED
5.MATTERS FOR CONSIDERATION
1.Extract from Council Meeting of November 24,2015
Re:BBS15-013 -Request for Sign Variance to Sign By-law No.4898-07.P
for the Canadian Disc Institute at 15000 Yonge Street
The Committee spoke in support of the Request for Sign Variance.
Moved by Don Constable
Seconded by Rosalyn Gonsalves
THAT the Economic Development Advisory Committee recommend to Council:
THAT the Request for Sign Variance to Sign By-law No.4898-07.P for the
Canadian Disc Institute at 15000 Yonge Street be approved.
CARRIED
6.INFORMATIONAL ITEMS
2.Memorandum from Manager of Long Range and Strategic Planning
Re:Economic Development Action Plan Update
Staff provided an overview on the current programs listed in the Economic
Development Action Plan,including key programs such as the Business
Ambassadors Program,Business Visitations,Medical Uses in the 2C Planning
Area,Entertainment District and Community Square.
The Committee inquired about business retention surveys,the status of the action
plans and Business Ambassador Program,and the status of a hotel in Aurora.
Staff advised on various aspects of these inquiries.
Moved by Councillor Abel
Seconded by Don Constable
THAT the memorandum regarding Economic Development Action Plan Update
be received for information.
CARRIED
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Thursday,December 10,2015 Page 4 of 4
7.NEW BUSINESS
The Committee expressed interest in connecting with other municipal Economic
Development Advisory Committees to gather information on their goals,projects and
initiatives.
The Committee inquired as to whether the Building &Bylaw Services department will
be providing the Committee with an update and address questions asked regarding the
proposed Sign By-law update.The Chair indicated that he would speak with staff.
8.ADJOURNMENT
Moved by Bruce Walkinshaw
Seconded by Don Constable
THAT the meeting be adjourned at 8:26 p.m.
CARRIED
COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS
ADOPTED BY COUNCIL AT A LATER MEETING.
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TOWN OF AURORA
HERITAGE ADVISORY COMMITTEE
MEETING MINUTES
Date:Monday,December 14,2015
Time and Location:7 p.m.,Holland Room,Aurora Town Hall
Committee Members:Councillor Jeff Thom (Chair),Councillor Wendy Gaertner (Vice
Chair)(arrived 7:02 p.m.),Barry Bridgeford,Kathy Constable,
James Hoyes,John Kazilis,Bob McRoberts (Honorary
Member),and Martin Paivio
Member(s)Absent:Carol Gravelle
Other Attendees:Councillor Tom Mrakas,Marco Ramunno,Director of Planning
and Development Services,Jeff Healey,Planner,and Linda
Bottos,Council/Committee Secretary
The Chair called the meeting to order at 7 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 Martin Paivio
Seconded by John Kazilis
THAT the agenda as circulated by Legal and Legislative Services,with the following
additions,be approved:
Delegation (c)Christopher Alexander,Applicant/Owner of 101 Tyler Street;Re:
Item 5 –Report No.HAC15-015 –Request to Remove a Property from the Aurora
Register of Properties of Cultural Heritage Value or Interest,101 Tyler Street
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Heritage Advisory Committee Meeting Minutes
Monday,December 14,2015 Page 2 of 8
Delegation (d)David Heard,Resident;Re:Item 5 –Report No.HAC15-015 –
Request to Remove a Property from the Aurora Register of Properties of Cultural
Heritage Value or Interest,101 Tyler Street
CARRIED (two-thirds)
3.RECEIPT OF THE MINUTES
Heritage Advisory Committee Meeting Minutes of October 5,2015
Moved by Councillor Gaertner
Seconded by Kathy Constable
THAT the Heritage Advisory Committee meeting minutes of October 5,2015,be
received for information.
CARRIED
4.DELEGATIONS
(a)Dr.Brian Moore,Canadian Disc Institute
Re:Item 1 –Memorandum from Planner;Re:Sign Variance Application,
15000 Yonge Street
Dr.Moore presented background information respecting the recent renovations to
the subject property and elements of the sign variance application.He noted the
letters of support that he has received from the surrounding community and
requested the Committee’s support of the sign variance request.
Moved by Barry Bridgeford
Seconded by Kathy Constable
THAT the comments of the delegation be received and referred to Item 1.
CARRIED
(b)John Green,Aurora Historical Society
Re:Item 2 –Memorandum from Planner;Re:Demolition Application for
a Structure on a Designated Heritage Property,Demolition of an
Accessory Barn,15342 Yonge Street,File:NE-HCD-HPA-15-04
Mr.Green provided historical information respecting the accessory barn,originally
constructed as a coach house in 1876 and the only remaining example of its kind
in Aurora,and advised that the goal of the Aurora Historical Society is to restore
and relocate the structure to the grounds of Hillary House at 15372 Yonge Street.
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Heritage Advisory Committee Meeting Minutes
Monday,December 14,2015 Page 3 of 8
Moved by Councillor Gaertner
Seconded by John Kazilis
THAT the comments of the delegation be received and referred to Item 2.
CARRIED
(c)Christopher Alexander,Applicant/Owner of 101 Tyler Street
Re:Item 5 –Report No.HAC15-015 –Request to Remove a Property
from the Aurora Register of Properties of Cultural Heritage Value or
Interest,101 Tyler Street
(Added Item)
Mr.Alexander provided background information respecting the subject property
and noted that several neighbouring properties in recent years had been
demolished and rebuilt in a manner that complemented the heritage of the area.
He advised that the property was no longer listed for sale.
Moved by John Kazilis
Seconded by Bob McRoberts
THAT the comments of the delegation be received and referred to Item 5.
CARRIED
(d)David Heard,Resident
Re:Item 5 –Report No.HAC15-015 –Request to Remove a Property
from the Aurora Register of Properties of Cultural Heritage Value or
Interest,101 Tyler Street
(Added Item)
Mr.Heard provided historical information respecting the subject property in
relation to the Hutchinson and Wilkinson families and businesses in Aurora.He
proposed to work with the Committee and staff to supply a report to the
Committee on the Hutchinson and Wilkinson names,and requested that the
Committee defer this item until further information is available.
Moved by James Hoyes
Seconded by Kathy Constable
THAT the comments of the delegation be received and referred to Item 5.
CARRIED
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Tuesday,January 19,2016 Item 21 Page -3
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Heritage Advisory Committee Meeting Minutes
Monday,December 14,2015 Page 4 of 8
5.MATTERS FOR CONSIDERATION
1.Memorandum from Planner
Re:Sign Variance Application,15000 Yonge Street
Staff provided background information to the memorandum and original General
Committee Report No.BBS15-013 of November 17,2015,and advised that,
upon discussions with the applicant and further clarification,Planning staff no
longer have concerns with the size,design,quality,and location of the proposed
sign,which is subject to final review by Planning staff.
The Committee expressed concerns regarding the number of signs on the
property,the size of the proposed wall sign,the size of the variance,and setting a
precedent.The Committee also expressed support for the parallel signage
against the building,and it was suggested that this item be deferred until such
time the Sign By-law Review has been completed.
Moved by Bob McRoberts
Seconded by Kathy Constable
THAT the memorandum regarding Sign Variance Application,15000 Yonge
Street be received for information.
CARRIED
2.Memorandum from Planner
Re:Demolition Application for a Structure on a Designated Heritage
Property,Demolition of an Accessory Barn,15342 Yonge Street
File:NE-HCD-HPA-15-04
Staff provided a brief summary of the Demolition Application and circulated
photographs of the structure.It was noted that the Aurora Historical Society
issued a Letter of Intent to dismantle and relocate the structure to 15372 Yonge
Street,for which permission was granted by the current owner of the property.
The Committee inquired about the warpage issues and any concerns with the
dismantling and reassembly of the structure.Staff confirmed that the Aurora
Historical Society has retained an expert in the field of disassembling this type of
structure and are aware of the structural concerns raised by the owner.
Moved by Bob McRoberts
Seconded by Councillor Gaertner
THAT the memorandum be received;and
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Heritage Advisory Committee Meeting Minutes
Monday,December 14,2015 Page 5 of 8
THAT the Heritage Advisory Committee recommend to Council:
THAT the relocation of the accessory barn to 15372 Yonge Street (The
Hillary House)for the preservation of the structure be approved prior to
Zoning By-law Amendment and Site Plan Applications for 15342 Yonge
Street are approved by Council.
CARRIED
3.HAC15-013 –Proposed Demolition of Existing Rear Addition to a Listed
Heritage Building,138 Centre Street
Staff provided a brief overview of the proposed demolition of the one-storey rear
addition at 138 Centre Street in relation to the Zoning By-law Amendment and
Site Plan Applications submitted to the Town.
The Committee inquired about the Applications and staff confirmed that the
Zoning By-law Amendment and Site Plan Applications had already been
submitted to Council through a recent Public Planning meeting and Council had
directed that a revised parking plan be submitted for consideration.Staff noted
that the proposed demolition would be subject to approval of the Applications,
and that a demolition application had not yet been received from the applicant.
Moved by Bob McRoberts
Seconded by Martin Paivio
THAT Report No.HAC15-013 be received;and
THAT the Heritage Advisory Committee recommend to Council:
THAT the proposed demolition of the existing 12m2 rear addition at
138 Centre Street be approved and the proposed two-storey rear
addition be supported subject to the approval of the Zoning By-law
Amendment and Site Plan Applications for the proposed Day Care
Use;and
THAT the proposed elevations are subject to approval of Planning Staff to
ensure the proposed addition will maintain the heritage character of the
area.
CARRIED AS AMENDED
4.HAC15-014 –Heritage Permit Application,61 Catherine Avenue
File:NE-HCD-HPA-15-06
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Heritage Advisory Committee Meeting Minutes
Monday,December 14,2015 Page 6 of 8
Staff provided background information to the Heritage Permit Application,which
proposes a two-storey rear addition and changes to the existing windows.
The Committee inquired about the proposed window changes and staff provided
clarification and confirmed that the changes would not detract from the building or
character of the District.
Moved by Bob McRoberts
Seconded by Martin Paivio
THAT Report No.HAC15-014 be received;and
THAT the Heritage Advisory Committee recommend to Council:
THAT Heritage Permit Application NE-HCD-HPA-15-06 be approved to
permit the proposed two-storey addition at rear as per submitted plans;and
THAT the re-sizing and relocation of existing windows for the dwelling as
proposed be approved;and
THAT,should the window that is proposed to be removed not be of
future use to the owner,the removed window be donated to Aurora’s
Architectural Salvage Program.
CARRIED AS AMENDED
5.HAC15-015 –Request to Remove a Property from the Aurora Register of
Properties of Cultural Heritage Value or Interest,101 Tyler
Street
Staff provided a brief overview of the Request and noted that proposed plans for
a new building had not been received from the owner.
The Committee discussed the historical elements and Heritage Evaluation of the
property.
Moved by Bob McRoberts
Seconded by Councillor Gaertner
THAT Report No.HAC15-015 be received;and
THAT the Heritage Advisory Committee recommend to Council:
THAT the property located at 101 Tyler Street remain listed on the Aurora
Register of Properties of Cultural Heritage Value or Interest;and
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Heritage Advisory Committee Meeting Minutes
Monday,December 14,2015 Page 7 of 8
THAT the property be re-evaluated by the Committee’s Heritage
Evaluation Working Group pending receipt of further historical
background.
CARRIED AS AMENDED
6.INFORMATIONAL ITEMS
6.Extract from Council Meeting of October 13,2015
Re:Motion (a)Councillor Mrakas;Re:Design Review Panel
Staff provided an overview of the Motion adopted by Council to establish an
urban design review panel for the purpose of dealing with design matters and
providing independent advice,prior to submitting a report to the Committee on a
heritage or redesign matter.Staff advised that the Terms of Reference are being
prepared for Council’s consideration in early 2016 and the advisory panel would
be comprised of members who are experts in their fields.
The Committee suggested that a design review panel may also be helpful in
assessing the integrity of structures in relation to partial demolitions,and that the
panel should also include a contractor.
Moved by James Hoyes
Seconded by Kathy Constable
THAT the Extract from Council Meeting of October 13,2015,regarding Motion
(a)Councillor Mrakas;Re:Design Review Panel,be received for information.
CARRIED
7.Extract from Council Meeting of October 27,2015
Re:Heritage Advisory Committee Meeting Minutes of October 5,2015
Moved by James Hoyes
Seconded by John Kazilis
THAT the Extract from Council Meeting of October 27,2015,regarding the
Heritage Advisory Committee meeting minutes of October 5,2015,be received
for information.
CARRIED
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Tuesday,January 19,2016 Item 21 Page -7
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Heritage Advisory Committee Meeting Minutes
Monday,December 14,2015 Page 8 of 8
7.NEW BUSINESS
The Committee referred to Report No.HAC15-009 of the September 9,2015
meeting regarding the proposed demolition of the existing second storey to a listed
Heritage building at 45 Mosley Street,and expressed concerns regarding the
fragility of the remaining structure,which had begun to sway and required shoring.
The Committee provided further details respecting the original construction and
conditions subsequent to the demolition,and expressed support for the value of
obtaining the engineering input of a design review panel to assess any potential
dangers in future.
Councillor Thom and Councillor Gaertner welcomed new Committee members
James Hoyes and John Kazilis.
Staff noted that a Heritage Workshop was held at Town Hall on November 26,
2015,which was attended by municipal staff and Heritage Advisory Committee
members from across York Region.Staff circulated some of the material that was
provided at the Workshop.
Staff advised that the Town recently registered with the Ontario Heritage Trust for
Doors Open 2016.Committee members were reminded to advise staff if they
become aware of any new potential sites for Doors Open Aurora.
Staff advised that at least one more Committee member is needed for the Heritage
Evaluation Working Group and encouraged anyone interested in joining the
Working Group to contact staff.
8.ADJOURNMENT
Moved by Kathy Constable
Seconded by Martin Paivio
THAT the meeting be adjourned at 9:30 p.m.
CARRIED
COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS
OTHERWISE ADOPTED BY COUNCIL AT A LATER MEETING.
General Committee Meeting Agenda
Tuesday,January 19,2016 Item 21 Page -8
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TOWN OF AURORA
COMMUNITY RECOGNITION REVIEW
AD VISORY COMMITTEE MEETING MINUTES
Date:Tuesday,December 15,2015
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:Stephen Huycke,Town Clerk,Jennifer Norton,Web
Services and Corporate Events Co-ordinator,and Samantha
Yew,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 Tim Jones
Seconded by Brian North
THAT the agenda as circulated by Legal and Legislative Services be approved.
CARRIED
3.RECEIPT OF THE MINUTES
General Committee Meeting Agenda
Tuesday,January 19,2016 Item 22 Page -1
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Community Recognition Review Advisory Committee Meeting Minutes
Tuesday,December 15,2015 Page 2 of 4
Moved by Diane Buchanan
Seconded by Steve Hinder
Community Recognition Review Ad Hoc Committee Meeting Minutes of
November 17,2015
THAT the Community Recognition Review Ad Hoc Committee Meeting Minutes of
November 17,2015,be received for information.
CARRIED
4.DELEGATIONS
None
5.MATTERS FOR CONSIDERATION
1.Community Recognition Review Advisory Committee Terms of Reference
The Town Clerk facilitated discussion on Terms of Reference for the Community
Recognition Review Advisory Committee.
Moved by Brian North
Seconded by Diane Buchanan
THAT the Community Recognition Review Advisory Committee recommend
the following Terms of Reference to Council:
1.PURPOSE
The Community Recognition Review Advisory Committee is formed to
support Town staff in various aspects of the Community Recognition
Event and report to Council on any outcomes and/or changes as
required.
2.MEMBERSHIP
The Committee shall be comprised of seven (7)members,as follows:
•Two (2)members of Council;and
•Five (5)citizen members selected by Council.
In making its citizen appointments,Council will give preference to
applicants who have experience in the volunteer sector and/or
Community Recognition Awards.
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Tuesday,January 19,2016 Item 22 Page -2
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Community Recognition Review Advisory Committee Meeting Minutes
Tuesday,December 15,2015 Page 3 of 4
3.TERM
The remainder of the 2014-2018 Term of Council.
4.REMUNERATION
None
5.DUTIES AND FUNCTIONS
•Support Town staff in the delivery of the Community Recognition
Awards by supporting community participation through the
nomination process and sponsorship opportunities;
•Report to Council on opportunities to continuously improve the
Community Recognition Awards.
6.REPORTING
The Committee shall report directly to Council through the Staff Liaison
appointed by the Chief Administrative Officer.
7.MEETING TIMES AND LOCATIONS
The Committee will meet on an as required basis to address various
aspects of the Community Recognition Awards,at the call of the Chair.
8.STAFF SUPPORT
The Chief Administrative Officer will appoint one or more appropriate
staff liaisons to provide technical support to the Committee.
The Legal and Legislative Services department will provide
administrative support services to the Committee.
CARRIED
2.Round Table Discussion
Re:Sponsorship
The Committee discussed various aspects of sponsorship for the Community
Recognition Awards,including:
•Sponsorship opportunities and ideas for the event;
•The nomination process and advertising ideas in order to attract more
nominations;
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Community Recognition Review Advisory Committee Meeting Minutes
Tuesday,December 15,2015 Page 4 of 4
•Potential signage for the event;and
•Potential sponsors providing materials for the Swag Bag.
The Committee also discussed the proposed branding of the Community
Recognition Awards,and agreed that the changes to the sponsorship levels as
discussed previously are appropriate.
6.INFORMATIONAL ITEMS
3.Extract from Council Meeting of December 8,2015
Re:Community Recognition Review Ad Hoc Committee Meeting
Minutes of November 17,2015
Moved by Brian North
Seconded by Diane Buchanan
THAT the Extract from Council Meeting of December 8,2015,regarding the
Community Recognition Review Ad Hoc Committee meeting minutes of
November 17,2015,be received for information.
7.NEW BUSINESS
None
8.ADJOURNMENT
Moved by Tim Jones
Seconded by Diane Buchanan
THAT the meeting be adjourned at 4:08 p.m.
CARRIED
COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS
ADOPTED BY COUNCIL AT A LATER MEETING.
General Committee Meeting Agenda
Tuesday,January 19,2016 Item 22 Page -4
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NOTICE OF MOTION Mayor Geoffrey Dawe
Date:January 19,2016
To:Members of Council
From:Mayor Dawe
Re:Town of Aurora Official Plan Review (2016)
WHEREAS Planning &Development Services will be preparing a work plan for the Official
Plan Review in 2016;and
WHEREAS the Town’s current population forecast identified in its Official Plan (2010)to the
year 2031 is 70,200 persons;and
WHEREAS the Region of York’s preferred growth scenario as part of the Region’s Municipal
Comprehensive Review to conform with Amendment 2 to the Provincial Growth Plan
identifies a population forecast for the Town of Aurora of 79,000 persons to the year 2041;
and
WHEREAS the Planning Act requires that official plans be reviewed at least every five years
to ensure they conform with provincial plans,have regard to matters of provincial interest
and are consistent with provincial policy statements;and
WHEREAS the Official Plan update provides the opportunity to assess how the Town will
accommodate forecasted population and employment growth beyond the year 2031;and
WHEREAS appropriate infill development and other forms of intensification are objectives of
the provincial plans,the York Region Official Plan,and the Town’s current Official Plan;
NOW THEREFORE BE IT HEREBY RESOLVED that Planning staff be directed to review
the existing policy framework of the Official Plan with respect to the Town’s
ability to accommodate the projected new residential growth to the year 2041 within the
Town’s urban boundary as part of the Official Plan review.
General Committee Meeting Agenda
Tuesday,January 19,2016 Notice of Motion (a)Page -1
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NOTICE OF MOTION Councillor Tom Mrakas
Councillor Michael Thompson
Date:January 19,2016
To:Mayor and Members of Council
From:Councillor Mrakas and Councillor Thompson
Re:Municipal Summit -Golf Course Redevelopment
WHEREAS municipal Official Plans contain solid planning principles,adhere to relevant
Provincial Policy Statements and are approved ultimately by the Province;and
WHEREAS municipalities face continuing challenges to their Official Plans through
recent applications to redevelop former Golf Courses acquired by residential land
developers in the GTA for the purpose of converting “private open space”stable
neighbourhoods to “residential”land uses;
WHEREAS multiple municipalities repeatedly fighting the same planning battle(s)is an
inefficient and ineffective use of tax-payer money;and
WHEREAS a Summit is a meeting of representatives of government which affords the
opportunity to advocate for meaningful reform on a wide range of important issues
facing municipalities;and
WHEREAS a Summit provides the opportunity to bring together all municipalities to
work collaboratively to find solutions to the increasing pressures of loss of green space
within our stable neighbourhoods due to redevelopment applications of golf courses;
NOW THEREFORE BE IT HEREBY RESOLVED THAT the Town of Aurora host a
Municipal Summit to identify issues and define common principles as it speaks to
appropriate redevelopment of former Golf Courses situated within stable
neighbourhoods;and
BE IT FURTHER RESOLVED THAT staff extend an invitation to all Elected Officials
from municipalities in the Golden Horseshoe region of Ontario and to the Board of
Directors of AMO;and
BE IT FURTHER RESOLVED THAT staff report back no later than the last Council
meeting in February 2016 to define possible venues,dates,and interest to attend a
Municipal Summit on Golf Course redevelopment;and
General Committee Meeting Agenda
Tuesday,January 19,2016 Notice of Motion (b)Page -1
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Notice of Motion
Municipal Summit –
January 19,2016 -2 -Golf Course Redevelopment
BE IT FURTHER RESOLVED THAT a copy of this Motion be sent to the Honourable
Kathleen Wynne,Premier of Ontario,the Honourable Ted McMeekin,Minister of
Municipal Affairs and Housing,the Honourable Patrick Brown,Leader of the
Progressive Conservative Party,the Honourable Andrea Horwath,Leader of the New
Democratic Party,Chris Ballard,MPP Aurora-Newmarket and all other MPPs in the
Province of Ontario,and York Regional Chairman Wayne Emmerson.
General Committee Meeting Agenda
Tuesday,January 19,2016 Notice of Motion (b)Page -2
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NOTICE OF MOTION Councillor John Abel
Date:January 19,2016
To:Mayor and Members of Council
From:Councillor Abel
Re:Winter Overnight Parking Restrictions
WHEREAS By-law Number 4574-04.T is a by-law to regulate parking and traffic in the
Town of Aurora;and
WHEREAS this By-law stipulates that on-street parking is not permitted from November 15
to April 15 during the period between 2:00 a.m.and 6:00 a.m.;and
WHEREAS the winter period parking restriction may cause hardship to those residents who
depend on on-street parking;and
WHEREAS the winter period parking restrictions are only useful when there is a snow event
requiring road plowing;and
WHEREAS all other times when snow removal operations are not required,on-street
parking could be permitted;
NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to pilot a program
allowing overnight parking through the winter months for the 2015/2016 winter season with a
provision to impose overnight parking restrictions on an as needed basis in response to
snow events;and
BE IT FURTHER RESOLVED THAT staff report back to Council in the spring of 2016 on the
results of the pilot program.
General Committee Meeting Agenda
Tuesday,January 19,2016 Notice of Motion (c)Page -1
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