AGENDA - General Committee - 20160405GENERAL COMMITTEE
MEETING AGENDA
TUESDAY,APRIL 5,2016
7 P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
March 29,2016
TOWN OF AURORA
GENERAL COMMITTEE MEETING
AGENDA
Tuesday,April 5,2016
7 p.m.
Council Chambers
Councillor Gaertner in the Chair
1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE
THEREOF
2.APPROVAL OF THE AGENDA
RECOMMENDED:
THAT the agenda as circulated by Legal and Legislative Services be approved.
3.DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
4.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
5.DELEGATIONS
6.PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
7.CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
8.NOTICES OF MOTION
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9.NEW BUSINESS/GENERAL INFORMATION
10.CLOSED SESSION
11.ADJOURNMENT
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AGENDA ITEMS
1.BBS16-004 –Mandatory Sewage System Maintenance Inspection pg.1
Program for Private Properties
RECOMMENDED:
THAT Report No.BBS16-004 be received;and
THAT a public meeting be held to inform property owners of the Sewage System
Maintenance Inspection Program;and
THAT the public meeting be used to introduce a new fee related to the Sewage
System Maintenance Inspection Program in accordance with the Building Code
Act and regulations;and
THAT staff bring forward the necessary amendments to Building By-law No.5402-
12,as amended,to implement the Sewage System Maintenance Inspection
Program to a future Council meeting.
2.IES16-032 –Backyard Composting Program Update pg.7
RECOMMENDED:
THAT Report No.IES16-032 be received for information.
3.IES16-033 –Solar Panel Option for the New Operations Centre pg.11
RECOMMENDED:
THAT Report No.IES16-033 be received;and
THAT the 2016 Capital Budget be increased by $130,000 for the installation of a
40 kW solar panel system at the new Operations Centre,to be funded from the
Green Initiatives Reserve fund;and
THAT staff be authorized to negotiate an agreement for the installation of a 40kW
solar panel system at the new Operations Centre with our current vendor Solera;
and
THAT the Mayor and Town Clerk be authorized to execute the Agreement with
Solera,including any and all documents and ancillary agreements required to give
effect to same;and
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THAT all net energy savings generated from the solar panel system be returned to
the Green Initiatives Reserve fund for a minimum period of 25 years.
4.IES16-034 –Award of Tender IES 2016-18 for the Supply and Installation pg.16
of Two New Ice Plant Condensers for the Aurora Community
Centre
RECOMMENDED:
THAT Report No.IES16-034 be received;and
THAT Tender IES 2016-018 for capital project #72175 for the supply and
installation of two new Ice Plant Condensers for the Aurora Community Centre be
awarded to CIMCO Refrigeration in the amount of $133,660.00 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.
5.PRS16-016 –Culture and Recreation Grant Semi-Annual Allocation for pg.20
March 2016
RECOMMENDED:
THAT Report No.PRS16-016 be received for information.
6.PRS16-018 –Music Strategy pg.23
RECOMMENDED:
THAT Report No.PRS16-018 be received;and
THAT the Music Strategy attached to Report No.PRS16-018 be endorsed;and
THAT staff be directed to apply for funding from the Ontario Music Fund Grant to
support the initiatives identified in the Music Strategy.
7.Accessibility Advisory Committee Meeting Minutes of March 2,2016 pg.31
RECOMMENDED:
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Tuesday,April 5,2016 Page 5 of 5
THAT the Accessibility Advisory Committee meeting minutes of March 2,2016,be
received for information.
8.Heritage Advisory Committee Meeting Minutes of March 7,2016 pg.36
RECOMMENDED:
THAT the Heritage Advisory Committee meeting minutes of March 7,2016,be
received for information.
9.Economic Development Advisory Committee Meeting Minutes of pg.41
March 10,2016
RECOMMENDED:
THAT the Economic Development Advisory Committee meeting minutes of March
10,2016,be received for information.
TOWN OF AURORA
GENERAL COMMITTEE REPORT No.BBS16-004
SUBJECT:Mandatory Sewage System Maintenance Inspection Program for
Private Properties.
FROM:Techa van Leeuwen,Director of Building &Bylaw Services
DATE:April 5,2016
RECOMMENDATIONS
THAT Report No.BBS16-004 be received;and
THAT a public meeting be held to inform property owners of the Sewage System
Maintenance Inspection Program;and
THAT the public meeting be used to introduce a fee related to the Sewage System
Maintenance Inspection Program in accordance with the Building Code Act and
regulations;and
THAT staff bring forward the necessary amendments to Building By-law No.5402-
12,as amended,to implement the Sewage System Maintenance Inspection
Program to a future Council meeting.
PURPOSE OF THE REPORT
To inform Council of recent legislative changes to the Building Code Act and regulations
mandating the principal authority (Council)to implement a sewage system maintenance
inspection program and to obtain Council approval to hold a public meeting that will
inform affected property owners of the program including the introduction of a fee to
administer the program in accordance with the Building Code Act and regulations.
BACKGROUND
The Building Code Act,1992 (The Act)and Ontario Regulation 332/12 known as the
Ontario Building Code (OBC)regulate the design,construction and renovation of
sewage systems which are located wholly on the property which they serve (i.e.“on-
site”)and have a design sewage capacity of 10,000 litres/day or less.Such systems
typically provide sewage treatment for smaller buildings such as houses,cottages,and
small businesses.
Administration and enforcement of the on-site sewage system provisions of the BCA
and OBC is the responsibility of the principal authority being the municipality,the board
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of health or the conservation authority depending on the location within Ontario.In the
Regional Municipality of York,local municipalities are responsible for the administration
and enforcement of these requirements.
The OBC was recently amended to establish and regulate mandatory inspection
programs for sewage systems to be administered in certain areas by local enforcement
bodies.The recent amendments to the OBC also allow for the principal authority to
pass by-laws governing discretionary sewage system maintenance inspection
programs.
The Act allows for a cost recovery funding model.The introduction of the sewage
system maintenance inspection program will result in amendments to Building By-law
5402-12 to introduce regulatory provisions and an associated fee for service provided.
To introduce or change a fee respecting building or maintenance inspections a public
meeting must be held with a minimum of 21 days’notice of the meeting.Upon authority
from Council staff will provide notice of the public meeting through the Town’s notice
board,website and at our building counter.Staff will also send by mail an invitation to
property owners affected by the legislative changes.Staff is proposing to conduct the
public meeting in the second quarter of this year.
COMMENTS
The Ontario Building Code (OBC)has introduced a mandatory program for
sewage system maintenance inspections within specific areas.
The OBC was recently amended to require municipalities or local enforcement bodies
within certain areas to have a septic maintenance inspection program.The areas are
outlined within the OBC and include properties that are:
a)Within 100m of portions of the Lake Simcoe shoreline,
b)Within 100m horizontally and perpendicular of any river,stream,lake or pond
within the Lake Simcoe watershed that continually flows in an average year,
c)Within 100m of any lake or pond in the Lake Simcoe watershed that is connected
on the surface to a river or stream described in b)
d)Any other lake or pond in the Lake Simcoe watershed that has a surface area
greater than 8 hectares,
e)Areas within a vulnerable area that are located in a source protection area and
that are identified in the most recent source protection plan for the source
protection area as initially approved under the Clean Water Act,2006 or as most
recently approved following any amendments or reviews under that Act.
Areas as described above are required by the OBC to have a mandatory maintenance
inspection program.The principal authority (Council)having jurisdiction in those areas
is required to administer the maintenance program.The timeframe for the
establishment of the program is described in the OBC and is based on the location of
the systems.Those that are within the area described in a)are required to have
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conducted inspections before January 2016 while other others are subject to later
timeframes.
The areas applicable to The Town of Aurora include those areas previously described in
b)and e).The town has numerous streams that fall into the category of being within the
Lake Simcoe watershed that continually flow in an average year as well as three areas
identified as vulnerable as described in the applicable Lake Simcoe Source Water
Protection Plan.The Town of Aurora is required to have conducted all required
inspections initially by January 1,2021 and every five years thereafter the most recent
inspection.
The Building Code Act (The Act)allows for a discretionary program for septic
sewage systems outside of the mandatory specified areas.
In addition to the mandatory program The Act allows for principal authorities to establish
a discretionary program for those sewage systems that do not fall within the areas for
which a mandatory program is required.The authority and provisions for a discretionary
program will be contained within Building By-law 5402-12,as amended.
Staff recommends implementing the mandatory sewage system inspection
program only at this time and will include provisions in the by-law that allow for
future implementation of a discretionary sewage system maintenance inspection
program.
Staff has determined there are 467 known sewage systems within the Town of Aurora.
Mapping provided by the Regional Municipality of York,the Ministry of Environment and
Climate Change (MOECC)and our internal GIS division indicates 127 properties are
subject to the mandatory sewage system maintenance inspection program.The
remainder of the sewage systems could be subject to a discretionary inspection
program if Building By-law 5402 -12,as amended included provisions to introduce a
discretionary program.
Staff recommends implementing only the mandatory inspection program at this time.
Upon completion of the initial inspections of the 127 affected properties in the
mandatory program staff will evaluate the results to determine if there are a concerning
number of sewage systems that are malfunctioning.Based on the results staff will
consider whether a discretionary program is warranted.Staff will include provisions
within the Building By-law that would allow the implementation of a discretionary
program without further by-law amendments.
The N6 CAO committee determined that having programs with common elements
would be best for our citizens and affected contractors.
In 2014 the Chief Administrative Officers of York Region’s northern six municipalities
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formed a committee to look at possibilities for sharing services and resources.The
committee made up of representatives from the municipalities was tasked with
developing a common model for the sewage system maintenance inspection program
as it provides consistency in approach and is beneficial for our residents,septic
contractors and the municipalities.
All northern six municipalities are required to have a program but the programs are
subject to different timeframes for establishment depending on location.As a result
Georgina and Whitchurch-Stouffville have established programs while East Gwillimbury,
Newmarket,King and Aurora are currently developing programs for a 2016
implementation.The committee has harmonized aspects of the programs such as
administration,communication,technical requirements,inspections and enforcement.It
should be noted none of the surrounding municipalities are recommending
implementation of a discretionary program at this time.
Overview of the Program
The maintenance program will have a two phase approach to inspections.The
first phase will be collection of data,an initial inspection to observe on-site
conditions and documentation.The second phase will only occur if the phase 1
inspection identifies system malfunction or failure.
The second phase inspection would be more intrusive including examining the
condition of the tank and its components,examining components of the system
that are upstream and downstream such as building sewers,building plumbing,
electrical connections/components,distributions boxes,soil type and
permeability,etc)
The OBC allows for either the municipality or a third party to conduct the required
inspection.Staff recommends the inspections be carried out by the municipality
to reduce costs to homeowners.Even if the Town accepted a third party
certification Town staff would still be required to review any and all required
documentation for acceptance.
The public meeting will serve as an information session for affected property
owners as well as meet our legislative requirements for changing fees under The
Act.
Staff will conduct the public meeting as an information session for affected property
owners.The program highlights will be presented at the meeting as well as information
regarding proper ongoing maintenance of privately owned sewage systems.All property
owners that are within the mandated area will receive an advisement of the program as
well as an invitation to attend the session.Staff will also send an invitation to the other
properties that have a sewage system as the session will provide information for proper
maintenance and operation of sewage systems.
The Act requires a minimum of 21 days’notice of the public meeting be given.Upon
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direction from Council to hold a public meeting staff will communicate the public meeting
by way of the invitations to affected property owners as well as on the notice board,our
website and at our building counter.
LINK TO STRATEGIC PLAN
The proposed change to the Building By-law supports the Strategic Plan goal of
Supporting Environmental Stewardship and Sustainability through its accomplishment in
satisfying the requirements in the following key objective within this goal statement:
Encouraging the stewardship of Aurora’s natural resources.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
1.Council could direct staff to implement both a mandatory and discretionary sewage
system maintenance inspection program.This option may require additional
resources to implement.
2.Council could direct staff to accept third party certification as opposed to using
internal staff to implement the program.This would likely be significantly more
expensive for the property owner.
FINANCIAL IMPLICATIONS
Staff proposes a fee of $150/system to recover the cost of the program.We have
approximately 127 affected properties within the mandated program area which equates
to $19,050 over the next 5 years.Over the initial implementation of the program staff will
assess the fee for service.
Below is a comparison of established and proposed program fees of the northern six
municipalities for reference.
Municipality Program Description Fee per Property
Aurora Municipal staff completing administrative
and inspection tasks
$150
East Gwillimbury Municipal staff completing administrative
and inspection tasks
Municipal staff completing only the
administration component of the program
$490
$95
Georgina Municipal staff completing administrative
and inspection tasks
$100
King Municipal staff completing administrative
and inspection tasks
$150
Newmarket Municipal staff completing administrative $150
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GENERAL COMMITTEE REPORT No.IES16-032
SUBJECT:Backyard Composting Program Update
FROM:Ilmar Simanovskis,Director of Infrastructure &Environmental
Services
DATE:April 5,2016
RECOMMENDATIONS
THAT Report No.IES16-032 be received for information.
PURPOSE OF THE REPORT
The purpose of this report is to update Council on activities carried out with the 2015
backyard composting pilot project,and to outline the work plan for 2016.The continued
goal of this project is to increase awareness and effectiveness of backyard composting
as part of the strategy to reduce total curb side waste collection tonnage in Aurora.
BACKGROUND
In 2015,in support of the SM4RT Living Plan’s Food Waste Reduction Strategy,The
Town of Aurora partnered with York Region Environmental Services to implement the
Greener Gardens Composting Pilot.This project was developed to help achieve the
SM4RT Living food waste reduction target of 15%by 2031 by encouraging residents to
backyard compost.Participants were provided with the opportunity to learn to compost
at home while providing the Town and Region with data on the amount of material that
could be diverted through this practice.
Pilot Program accomplishments in 2015
The Greener Gardens Composting pilot project was launched in April 2015.
Participants were recruited through promotional advertisements using social media and
print ads in the Auroran and Aurora Banner Newspapers.Residents were directed to an
online application and were chosen from this list.Residents were selected on a first
come,first serve basis,but there was enough space in the program to accommodate all
volunteers.
Selected residents were given a composter,a scale,and information on how to properly
compost material and record their results.These materials were provided to participants
at a compost giveaway event that acted as a project launch event.Each resident was
offered a chance to have staff from Aurora and York Region perform a site visit to
TOWN OF AURORA
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assess how they were doing and provide assistance for any issues that arose.Seventy
percent of participants opted to have a visit included,and all indicated they benefited
from speaking to someone about their concerns and getting advice on how to improve.
Residents indicated a number of reasons for participating including:
-“We love the idea of diverting green bin waste and enriching our garden in the
process!”
-“Because we love to be a part of anything green &good for our earth and
community.This would also be a great lesson for our three kids.”
-“Divert and reduce green waste,cost effective garden compost,plus my
daughter's (Grade 6 +girl guide)enthusiasm for participating in the challenge.”
Participants monitored all the material being placed in their composters from June 15th
until September 15th for a total of three months of monitoring.Each participant recorded
both the amount of food waste and the amount of yard waste composted during this
time.Sixty per cent of participants returned fully completed tracking sheets at the end of
the pilot and each averaged 18.7kg of material composted over that time.
The Town recognized participants of the Greener Garden Composting Challenge with
an evening reception,October 27,2015.Mayor Dawe brought greetings,and 15
attendees were presented with the results of the pilot project and thank you gifts of $50
gift cards supplied by York Region.
COMMENTS
Backyard Composting Pilot being expanded in cooperation with York Region
The knowledge gained from the successful completion of the pilot in 2015 is now being
used to extend the program further within Aurora and to other municipalities in York
Region.The goal of the program expansion is to ensure residents have the incentives
and necessary support to take up and sustain backyard composting and divert these
organics from collection.
The results of the pilot program indicated that an average amount of 50kg of mixed
kitchen waste and yard waste can be diverted annually with a backyard composter per
household member.This number was calculated assuming that 4 months of the year
(June –September)a composter would be at maximum average monthly efficiency.
The other eight months (October –May)assumes an efficiency of half the monthly
average as cold temperatures make it more difficult to compost effectively.
A modest participation rate of approximately ten per cent of residents (5,500 individuals
or about 1,800 households),could divert 248 tonnes of food waste and yard waste out
of the Regional system each year,with a potential savings of over $25,000.Each tonne
of organic material processed on-site means savings to The Town as well as regional
savings related to further transportation processing and end use processing and
distribution.
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In partnership with York Region,we are proposing to engage 200 Aurora households to
receive a backyard composter free of charge,in exchange for their participation in
composting education through monthly newsletters,a pledge to install and use the
composter and a follow-up survey in October.They will have access to on-going
assistance from The Town and York Region staff,as well as volunteer mentors from
those participants in the 2015 program who are interested in helping fellow composters
trouble-shoot composting challenges.York Region Environmental Services is also
making improvements to the backyard composting instructional materials,which will
accompany each bin we provide.The York Region Food Network has also installed a 3-
bin composting system in 2015 in partnership with York Region at the Aurora
Community Garden,350 Industrial Parkway.This new resource will help support our
program expansion by offering a publically accessible demonstration site,with
additional access to staff and gardeners that can lend their expertise and advice.
As in the pilot project,advertising will be targeted to Aurora residents living in a home
with a backyard and an interest in gardening and composting.Residents will register
through the Town website by early May,and the bins will be awarded on a first come,
first served basis.
Success will be measured by the number of registrants,inquiries and interest in the
challenge.Long-term success will be measured by the ongoing engagement with the
participants including completed surveys,and additional interest and sales of
composters at York Region depots and Town of Aurora locations.
LINK TO STRATEGIC PLAN
Promoting and advancing green initiatives:through the use of effective education
and promotion,staff will encourage increased diversion of recoverable and recyclable
materials as new provisions of the By-law are implemented.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
As directed by Council.
FINANCIAL IMPLICATIONS
The cost of this pilot is funded jointly between the Region and the Town.The Town
costs are estimated to be $3,500 for material costs and will be funded from the 2016
operating budget.
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.IES16-033
SUBJECT:Solar Panel Option for the New Operations Centre
FROM:Ilmar Simanovskis,Director of Infrastructure and Environmental
Services
DATE:April 5,2016
RECOMMENDATIONS
THAT Report No.IES16-033 be received;and
THAT the 2016 Capital Budget be increased by $130,000 for the installation of a 40
kW solar panel system at the new Operations Centre,to be funded from the Green
Initiatives Reserve fund;and
THAT staff be authorized to negotiate an agreement for installation of a 40 kW
solar panel system at the new Operations Centre with our current vendor Solera;
and
THAT the Mayor and Town Clerk be authorized to execute the Agreement with
Solera,including any and all documents and ancillary agreements required to
give effect to same;and
THAT all net energy savings generated from the solar panel system be returned
to the Green Initiatives Reserve fund for a minimum period of 25 years.
PURPOSE OF THE REPORT
To provide additional information on the option for solar panels at the Operations Centre
in response to Council’s direction to refer report IES16-001 back to staff.
BACKGROUND
Report IES16-001 regarding the monthly status report on facility projects identified the
opportunity to advance solar panels for the new operations centre project as a way to
accelerate greenhouse gas reduction.Council referred this request back to staff for
additional information.Since that report,staff have consulted with our current solar
panel vendor Solera and the operations centre building design team to scope out a
feasible project and delivery model.This report provides additional details to this
proposed project.
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COMMENTS
FIT Program no longer seems to be a feasible approach to photo voltaic solar
panel program
Staff have been informed by Solera that the FIT program is no longer as accessible or
financially beneficial as it was when first introduced.This is for two primary reasons,the
fact that there are no active application intakes as the program has a full list of current
applicants that are being processed,and that the energy payment rate has decreased
to the point that direct investment in the panels results in a similar return on investment
compared to the FIT revenue model.
Based on this information,Solera was requested to develop a proposal to provide a cost
effective solution that would generate adequate energy savings.
How a net metering system operates
Net metering is different than the revenue model of the FIT programs.Instead of
measuring energy production supplied from the solar panels and providing a fixed
revenue per kW generated,the net metering approach measures both energy supply
streams and tracks energy consumption based both on the grid feed as well as the solar
panel feed.
Billing is then based on grid feed costs based on time of use energy costs less solar
panel generated electricity as measured through the same meter.There is then a credit
provided for the on-site energy produced based on a single rate.To accomplish this,the
billing format is reverted from a time of use variable charge model to a single rate
model.
Solera proposal results in economically feasible solar energy project resulting in
reasonable payback period
Solera is our current vendor who has been approved to install solar panels on the
library,Town Hall and the SARC.Based on this existing relationship,they were
requested to provide economically viable options to provide photo electric panels for the
roof of the operations centre.
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The proposal is for a 40 KW system that would accommodate approximately 15 percent
of the garage bay roof with a total of 154 solar panels.The proposed cost of this system
installed is $123,971.The expected energy savings is just under $10,000 per year for
an anticipated payback period of 12.3 years.
Options for securing a suitable vendor
The benefits of proceeding with a solar panel solution at this time include a reduction in
the carbon footprint for the operations center,a secondary revenue stream to offset the
project costs.
Should Council wish to proceed with a solar panel solution at this time to achieve the
above benefits,it is proposed that a negotiated solution with our current Vendor be
pursued.
Alternately an RFP or tender process can be undertaken which may be expedited
through procurement if identified as a priority project.
In reviewing the current solar panel market place,staff are in support of the negotiated
approach as the market has reached a point of saturation and stability in technology
where cost differences between vendors is negligible.Current market conditions are
resulting in limited cost effective solar panel suppliers based on mass production turning
the panel supply into a low margin commodity.The only really variable component of
the process is the installation costs which are based on local resource availability and
market costs.
LINK TO STRATEGIC PLAN
This project supports the Strategic Plan Goal of Supporting an Exceptional Quality
of Life for all by investing in sustainable infrastructure.This ensures road safety is
provided to meet the needs and expectations of our community.
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ALTERNATIVE(S)TO THE RECOMMENDATIONS
The installation of solar panels at the operations centre can occur at any time and was
always a consideration for the project during the design stage.Advancing solar panels
is consistent with the LEED Strategy we pursued for the operations centre and
advances the Town’s environmental goals to reducing the energy carbon footprint.
Council may choose from alternate recommendations including:
1.Not proceed with solar energy at the operations centre at this time
2.Issue a tender or RFP for securing a solar energy vendor
3.Identify alternate funding sources for the project
FINANCIAL IMPLICATIONS
The goal of reducing The Town’s carbon footprint is identified in the Environmental
Master Plan and has been proceeding where opportunities exist.
This is a significant opportunity towards advancing this goal.Financial options for
implementing this project include,debt,use of funds from the Green Initiatives Reserve
account,or contribution from the facilities reserve with an appropriate pay back
program.
A project budget of $130,000 would be sufficient to allow this project to proceed.
It is proposed that this project could be considered for a perpetual revenue stream to
increase the balance of the Green Initiatives Reserve.This surplus contribution can be
established based on operating experience in the first 10 years of the program and
identification of an appropriate transfer to the reserve based on net calculated energy
savings.
This approach would continue to contribute to the Green Initiatives Reserve to allow for
funding of future energy and carbon footprint reduction initiatives.
CONCLUSIONS
Solar power production on the site of the new operations centre was contemplated in
the design and always identified as a future option for the project.
Current solar energy market conditions makes advancing installation of solar panels a
viable option.By proceeding with solar panels at this time,the Town can benefit from a
reduction on the buildings carbon footprint,a stable revenue stream sooner than
deferring installation to a later date.
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.IES16-034
SUBJECT:Award of Tender IES 2016-18 for the supply and installation of two
new Ice Plant Condensers for the Aurora Community Centre
FROM:Ilmar Simanovskis,Director of Infrastructure &Environmental
Services
DATE:April 5,2016
RECOMMENDATIONS
THAT Report No.IES16-034 be received;and
THAT Tender IES 2016-18 for capital project#72175 for the supply and installation
of two new Ice Plant Condensers for the Aurora Community Centre be awarded to
CIMCO Refrigeration in the amount of $133,660.00 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.
PURPOSE OF THE REPORT
To receive Council’s authorization to award the contract for the supply and delivery of
two new Ice Plant Condensers to CIMCO Refrigeration.
BACKGROUND
As noted in the attached Capital project sheet,this work was recognized as being
required in 2016 as the existing condensers were installed in 1996.The lifecycle of this
type of equipment is 15 –20 years depending on the amount of annual maintenance
performed.The efficiency level of the new condensers will reduce the amount of water
and electricity consumption.
Without replacement the condensers will become more unreliable during indoor ice
season and require an increased amount of service that causes the Operations
department to decrease their operational service level.
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COMMENTS
1.0 Project Description
Project #72175 includes the supply and installation of two refrigeration plant condensers
at the Aurora Community Centre.
2.0 Tender Opening
The Town of Aurora released Tender IES 2016-18 for the replacement of two rooftop
condensers on February 19,2016.The tender closed on March 8,2016.There was
one compliant bid received.
Below is a summary of the bids received for this project:
Table 1
Company Name Total Bid (excluding taxes)
1 CIMCO Refrigeration,Division of
Toromont Industries
$133,660.00
Verification of the tenders was undertaken by Town staff.The lone bid was submitted
by CIMCO Refrigeration,Division of Toromont Industries in the amount of $133,660.00,
excluding taxes for the supply and installation of two EVAPCO LSC 185E-1G
condensers.
3.0 Project Schedule
Procurement of this equipment is projected for March 2016.
Installation of the condensers will be between June 20th –30th 2016.
LINK TO STRATEGIC PLAN
Providing high quality,safe ice surfaces within our arena facilities is a high priority while
also providing our user departments and customers with a positive experience while
utilizing those same facilities.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
Council may choose to not award this project.The Tender evaluation process meets all
requirements of the procurement by-law and awarding this contract is the next step in
fulfilling the requirements of the tendering process.If Council chooses to not award this
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Tuesday,April 5,2016 Item 4 Page -2
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April 5,2016 -3 -Report No.IES16-034
contract,the existing condensers will be required to continue service and the Town will
likely experience increased maintenance costs and decreased service.
FINANCIAL IMPLICATIONS
Table 2 is a financial summary for Capital Project #72175 as based on the Tender
submitted by CIMCO Refrigeration.
Table 2
*Please note that partial funding for this project has been included in the approved Canada 150 Infrastructure Grant for the
Town of Aurora.
As indicated in Table 2,the project is $621.58 under budget.
CONCLUSIONS
The Tender review has complied with the Procurement By-law requirements and it is
recommended that Tender IES 2016-18 for the supply,delivery and installation of two
EVAPCO ice plant condensers be awarded to CIMCO Refrigeration in the amount of
$133,660.00 excluding taxes.
PREVIOUS REPORTS
None
ATTACHMENTS
None
Approved Budget
2016 Capital Project 72175*$150,000.00
Total Approved Budget $150,000.00
Less previous commitments $0.00
Funding available for subject Contract $150,000.00
Contract Award excluding HST $133,660.00
Non-refundable taxes (1.76%)$2,352.42
Contingency amount (10%)$13,366.00
Total Funding Required $149,378.42
Budget Variance $621.58
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PRS16-016
SUBJECT:Culture and Recreation Grant Semi-Annual Allocation for March 2016
FROM:Allan D.Downey,Director of Parks and Recreation Services
DATE:April 5,2016
RECOMMENDATIONS
THAT Report No.PRS16-016 be received for information.
PURPOSE OF THE REPORT
To report on the allocation of $7,350.00 from the Parks and Recreation Services Culture
and Recreation Grant Fund to successful applicants.
BACKGROUND
Each year Council allocates funds from the Operating Budget in support of the Culture
and Recreation Grant.This Grant was combined with the former Arts &Culture Grant in
2010.
The Parks and Recreation Services Department currently administers this Grant on a
semi-annual basis.As per the Policy,applications are processed first in March and
again in September of each calendar year.
COMMENTS
For the March 2016 allocation,eight applications were approved totalling $7,350.00,as
follows:
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April 5,2016 -2 -Report No.PRS16-016
LINK TO STRATEGIC PLAN
The allocation of funds for the Culture and Recreation Grant supports the Strategic Plan
goal of Supporting an Exceptional Quality of Life for All through its accomplishment in
satisfying requirements in the following key objectives within this goal statement:
Expand opportunities and partnerships that contribute to the celebration of culture in the
community.
Date of
Request
Organization /
Individual $Requested Reason for Grant
1)Must be Non-
profit and/or
charitable
organizations
ii)Must serve
the residents of
Aurora.
iii)Represent
Aurora
provincially,
nationally or
internationally
4-Jan-16 Aurora Seniors
Association -Book Club
$750.00 To help offset the cost of purchasing books for
the Club members.Yes Yes No
18-Nov-15 Music in the Park
(formerly Gospel Music
Association)
$1,000.00 To assist with advertising,talent,quest semi-
pro quartet and local talent (gas$)+park cost
and insurance.
Yes Yes No
20-Nov-15 York Region 55+Games $600.00 Facility rental,equipment,medals,office and
registration materials Yes Yes Yes
5-Feb-16 Royal Canadian Air
Cadets 140 Aurora
Squadron
$1,000.00 Reimbursement for ACC rental cost for Annual
Inspection on Friday,May 27th for Pre-
Annual Inspection practiver and rental of ACC
on Saturday,May 28 for 140 Aurora Air
Cadets Annual Inspection.
Yes Yes Yes
19-Feb-16 Our Lady of Grace
Church (Refugee
Resettlement Committee)
$1,000.00 Helping refugees buy VIVA/YRT 2 Zone
passes to get to English classes (ESL)and
other errands.The proce of each pass is
$181.00 a month per person.
Yes Yes Yes
1-Feb-16 Our Lady of Grace
Catholic Elemenary
School
$1,000.00 Financial support for an Art Project
commemorating the school's 60th
anniversary.
No Yes No
10-Mar-16 Kerry's Place Autism
Service
$1,000.00 The 9th Annual Kerry's Place Appreciation
Day event will return to Town Park on
Saturday,July 9th and will once again join the
Farmers Market,The Optimist Club of Aurora
and Art in the Park to put on a free community
event that appreciates all those connected with
Kerry's Place.The event will also welcome
community members to enjoy free
entertainment,an artisan festival,family
activities and Farmers Market fare.
Yes Yes No
8-Mar-16 YouthSpeak Performance
Charity
$1,000.00 Their "Big BAM Challenge"event for youth
and families to be held at the AFLC on
Saturday,April 6th which addresses the
relevant and urgent needs in our community
related to mental health,bullying and
addiction.This is a York Region event but will
be held in Aurora so will be attended mostly
by Aurora/Newmarket residents.
Yes Yes No
$7,350.00
ELIGIBILITY CRITERIA FOR GROUPS
FINAL TOTAL GRANTED 2016
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TOWN OF AURORA
GENERAL COMMITTEE REPORT No.PRS16-018
SUBJECT:Music Strategy
FROM:Allan D.Downey,Director of Parks &Recreation Services
DATE:April 5,2016
RECOMMENDATIONS
THAT Report No.PRS16-018 be received;and
THAT the Music Strategy attached to Report No.PRS16-018 be endorsed;and
THAT staff be directed to apply for funding from the Ontario Music Fund Grant to
support the initiatives identified in the Music Strategy.
PURPOSE OF THE REPORT
To obtain Council approval of a music Strategy and submit an application for funding
from the Ontario Music Fund Grant.
BACKGROUND
The following motion was approved by Council on September 24,2013:
WHEREAS a requisite for provincial grant applications requires a vision and a
strategy;and
WHEREAS on January 23,2013 the Provincial Ministry of Tourism,Culture and
Sport announced Ontario is Developing a Live Music Strategy;and
WHEREAS on May 1,2013,for the 2013 Budget,the government is providing
$45 million for the Ontario Music Fund over the next three years to help create
jobs to advance the Live Music Strategy;and
WHEREAS the Live Music Strategy was to position Ontario as a place to record
and perform,with the following:1)Sound Recording and Production,2)
Marketing and Promotion of Artist and Sound recordings,3)Live Entertainment,
and 4)Industry and Business Development initiatives;and
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April 5,2016 -2-Report No.PRS16-018
WHEREAS the Ontario Music Fund is anticipated to launch in the fall of 2013;
and
WHEREAS the Town of Aurora is initiating a new Business Improvement Area,is
desirous of revitalizing the Downtown core,has developed an economic plan as
part of the adopted Strategic Plan to attract new businesses,and is considering
options for the surplus Library Square.
NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to
develop a strategy.
CARRIED
Staff have investigated Music Strategies in other municipalities to assist in the
development of an Aurora Music Strategy.
COMMENTS
Staff have developed a strategy that identifies and addresses the main areas of focus
for the development and support of the music industry.These are:
1.Support an environment friendly to music creators.
2.Encourage the business of music in Aurora.
3.Promote Aurora’s music sector locally.
4.Foster alliances with other music cities.
5.Implement a process for monitoring progress and measuring success.
Upon approval of the Strategy,the Town will be able to submit a grant application to the
Ontario Music Fund Grant.
Staff will report back on the outcome of the grant application and provide a report to
Council on next steps.
LINK TO STRATEGIC PLAN
The Music Strategy supports the Strategic Plan goal of Supporting an exceptional
quality of life for all through its accomplishment in Celebrating and promoting our culture
in the following key objectives within this goal statement:
Develop a Cultural Master Plan that includes heritage,music and art to promote more
cohesive and coordinated cultural services.
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Aurora Music Strategy
Supporting and Growing the Town’s Music Sector
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Benefits of Being a Music Town
The music sector provides direct employment,pays business taxes and generates spending on other
sectors such as restaurants,hotels,photographers,videographers,stylists,graphic designers,taxi and
limo companies,travel agents,web designers,caterers,accountants and advertising agencies.It also
provides essential contributions to the creative industries such as film,digital interactive media,fashion
and the production of live events.
Live music venues and music festivals attracts thousands of tourists annually to Aurora,while industry
assets like recording studios,agencies,management companies and publishers draw music business to
the Town with economic benefit.
But beyond pure economics,music is a contributor to the positive social and cultural fabric of the Town.
Music is a form of celebration,with the power to build bridges and unite communities.Music adds
vibrancy,celebrates diversity and increases the liveability of Aurora.
A vibrant music sector helps attract new innovative businesses.Executives and entrepreneurs alike seek
to live and work in a town that provides them with a rich social life and music is essential in the
equation.
The Role of the Town of Aurora in Promoting and Growing the Music
Sector
This responsibility extends beyond the roles played by the Economic Development and Culture division:
Ensuring Aurora musicians have fair opportunities to participate in Town-sponsored events
Creating easier access to Town venues for music programs
Supporting music programs for disadvantaged communities
Including the needs of existing music businesses in Town development plans
The Music Strategy
The Aurora Music Strategy has five major strategic areas for focus in Aurora:
1.Support an environment friendly to music creators.
2.Encourage the business of music in Aurora.
3.Promote Aurora’s music sector locally.
4.Foster alliances with other music cities.
5.Implement a process for monitoring progress and measuring success.
1.Support and environment friendly to music creators
A music town is a place where musicians,songwriters,recording engineers,music videographers and
other music creators live.These innovators are drawn to creative hubs throughout the town,where
they collaborate and inspire each other.In turn,their presence and their activities draw other young
professionals who want to work and live in these newly chic enclaves.Priorities for Aurora to be more
accessible for music creators are:
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Professional education programs –Making music a career rather than just a hobby is a
challenge.Most music creators are entrepreneurs,essentially operating in their own small
business with limited professional support.Creators are often unaware of the resources
available to them in Aurora.In the same way the Town produces forums for small business
today,it could help facilitate opportunities for creators to learn about existing infrastructure and
resources and to connect with industry leaders.Forums could include insight and advice from
professional organizations such as SOCAN,Folk Music Ontario and the Toronto Musicians’
Association,funding sources such as FACTOR,Starmaker and the Ontario Music Office and
professional development opportunities like Canada’s Music Incubator and the Remix Project,
Artists,organizations and music companies should be made aware of funding opportunities
provided through the Town’s not-for-profit arts programs.Corporate sponsors could help
defray the costs of organizing and producing these learning forums.
Rehearsal space –Musicians need affordable places to practice and hone their craft.
Aurora’s existing facilities can be rented by the hour,day or month.They should contain sound
or backline equipment,to allow artist to replicate the conditions of a public venue performance;
however,with capacity well below demand rehearsal space is inaccessible for many developing
and independent acts.The Town can explore partnerships with commercial businesses and
Business Improvement Areas (BIAs)to make unused buildings available for music rehearsal at
affordable rates and consider leveraging underutilized municipal resources.
Fair compensation for performers –Compounding the lack of affordable and rehearsal
space is the fact that most musicians receive very low compensation for performing.Payment
consisting of a bar tab and a share of the door is often a reality,which means artists might only
cover performance and transportation costs for the night.The Town of Aurora can encourage
venues and other businesses to obtain the proper licenses from SOCAN and Re-Sound for
presenting live performances and playing recorded music,while working toward ensuring all
city-owned facilities are licensed.These license fees go back into pockets of creators.
2.Encourage the business of Music in Aurora
The music sector is an employer in Aurora.In addition to the music creators themselves,the sector
provides jobs for people working at record labels,music publishers,recording facilities,music venues,
ticketing companies,radio stations and as freelance publicists,graphic designers,journalists,
photographers,stylists and in many more roles.
When Aurora’s music businesses are successful,they maintain and grow employment,utilize the
services of other Aurora businesses,and pay taxes.They contribute to Aurora’s overall economic
health.The Town can encourage the growth of Aurora’s music business by spearheading work in these
areas.
Bylaws and regulation –The Town should consider the needs of the music community
when updating and implementing new bylaws and regulations,and whenever possible adopt
progressive policies introduced in other jurisdictions to address potential conflicts between
music industry stakeholders and the wider public interest.Noise regulations and balance the
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interests of residents and other businesses with those of venues and concert promoters,
ensuring that well-being of the music industry as well as the wider public interest without
unnecessary restrictions and fines.Building and planning policies should acknowledge the value
of pre-existing music venues in ascribing greater noise mitigation obligations to new
neighbourhood entrants.Access to performance permits for public spaces including parks must
be equitable,consistent and clearly explained.
Creation of a business networking website –The Town can co-ordinate the creation
of a business networking platform that would include a comprehensive listing of all music
businesses and assets in Aurora.The database would include an up-to-date listing of managers,
labels,studios,venues,music organizations and more and could potentially offer users the
ability to post jobs and opportunities within the sector.The site would be positioned as a
primary information hub for anyone within or outside Aurora looking for music resources,
suppliers and partners.This could also serve as a marketing and promotion platform for the
music industry.
Access to civic venues and Town-sponsored programs –The Town owns venues
and improving access to these facilities will not only benefit music businesses and creators,but
also increase the usage of and revenue generated by these Town resources.
Creation of a physical Music Hub –A long-term but important goal of Aurora’s music
strategy is the creation of a physical hub to act as the epicentre of the town’s music community.
3.Promote Aurora’s music scene locally
The Town has a vital role to play in promoting Aurora’s music scene.The goal is two-fold:to build
audiences for our local creators,increasing their earning potential locally and beyond;and to enhance
Aurora’s standing as a music destination,growing music tourism and its spillover benefits across many
sectors.The Town can support these objectives as follows:
Music Tourism –Aurora attracts thousands of visitors annually,who spend dollars locally.
Aurora can make a music drawing card for tourists and a reason for them to extend their visits.
The Town of Aurora,working in collaboration with our business community,can ensure that
music is a part of these visitors Aurora experience.Together,these groups can promote
Aurora’s music scene outside the Town,create online resources to connect tourists with the
music they love.
Partnership opportunities should be explored with YorkScene and Central Counties Tourism as
well as access to the Cultural Portal being developed as part of the Cultural Master Plan.
4.Foster alliances with other music cities
In 2013,the City of Toronto and Austin,Texas entered into the world’s first formal Music City Alliance.
This Alliance was renewed in 2015 with goals to create music industry trade and export,foster ongoing
communication and create mutual growth opportunities.Since then,other cities around the globe have
approached Toronto to initiate new partnerships or expand existing relationships,including Chicago,
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Seattle and New York in the U.S.;Melbourne and Sydney in Australia;and Mannheim,Germany.The
City of Toronto should explore opportunities for formal and informal music alliances with Canadian,U.S.
and international cities,in order to:
Increase trade and export for local music businesses
Create opportunities for Toronto talent abroad
Share learning and best practices with other music-friendly cities
Cross-promote music tourism
5.Implement a process for monitoring progress and measuring
success
Currently there is no comprehensive measurement of the scale,scope and impact of Aurora’s music
sector.In order to ensure continued political and public support for the sector,the Town should help
coordinate a measurement of the industry in 2016.This state-of-the-nation snapshot of the Aurora
music industry can be used to help advance sector go als with public and private partners and will serve
as a benchmark against which to demonstrate measureable results with a follow-up study in the next 3
to 4 years.Target metrics will be:
The number of live venues,music festivals and other music businesses
Employment figures across all measurable components of the music industry
The number of music creators making their home in Aurora (and,if possible,average income
from music-based activities)
Revenue and tax contribution from music businesses
The impact of music tourism in Aurora
The overall impact of Aurora’s music sector on Aurora’s economy in terms of direct economic
activity and total economic impact
As part of its research,the Town may seek collaboration with the public and private sectors collecting
similar data for their own studies,including agencies of the provincial and federal governments,Music
Canada Live,the Canadian Independent Music Association,SOCAN and other with reliable,relevant
information.
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TOWN OF AURORA
ACCESSIBILITY ADVISORY COMMITTEE
MEETING MINUTES
Date:Wednesday,March 2,2016
Time and Location:7 p.m.,Leksand Room,Aurora Town Hall
Committee Members:Tyler Barker (Chair),John Lenchak (Vice Chair),Gordon
Barnes (departed 8:35 p.m.),James Hoyes,Jo-anne Spitzer,
and Councillor Sandra Humfryes (arrived 7:30 p.m.)
Member(s)Absent:None
Other Attendees:Chris Catania,Accessibility Advisor,and Linda Bottos,
Council/Committee Secretary
The Chair called the meeting to order at 7:03 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 Gordon Barnes
Seconded by John Lenchak
THAT the agenda as circulated by Legal and Legislative Services be approved.
CARRIED
3.RECEIPT OF THE MINUTES
Accessibility Advisory Committee Meeting Minutes of February 3,2016
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Accessibility Advisory Committee Meeting Minutes
Wednesday,March 2,2016 Page 2 of 5
Moved by Gordon Barnes
Seconded by James Hoyes
THAT the Accessibility Advisory Committee meeting minutes of February 3,2016,be
received for information.
CARRIED
4.DELEGATIONS
(a)David Heard,Resident
Re:Organizations Contracted with Town re Accessibility/
Accommodations
Committee consented to consider Delegation (a)following consideration of Item 1.
Mr.Heard spoke about invisible disabilities and expressed concern regarding
any group or organization that rents,leases,or contracts with the Town,who
does not abide by applicable legislation for persons with disabilities.He
suggested that a policy be implemented to encourage compliance and
inclusivity.Mr.Heard also noted that April 2,2016,is World Autism
Awareness Day,and he would be conducting a ghost tour on April 2,starting
at 7 p.m.from 34 Berczy Street,with all proceeds going to Kerry’s Place
Autism Services.
Moved by Gordon Barnes
Seconded by John Lenchak
THAT the delegation of David Heard be received for information.
CARRIED
5.MATTERS FOR CONSIDERATION
1.Memorandum from Accessibility Advisor
Re:Annex H Guide for Accessible Playspaces in Canada and James
Lloyd Park Accessible Considerations
Staff provided background to the Annex H Guide and an overview of the
proposed James Lloyd Park layout and accessibility components.The
Committee discussed aspects of the proposed playground and expressed
concern regarding the number of elevated play features and the need for further
information.
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Tuesday,April 5,2016 Item 7 Page -2
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Accessibility Advisory Committee Meeting Minutes
Wednesday,March 2,2016 Page 3 of 5
Moved by John Lenchak
Seconded by James Hoyes
THAT the memorandum regarding Annex H Guide for Accessible Playspaces in
Canada and James Lloyd Park Accessible Considerations be received;and
THAT the following Accessibility Advisory Committee comments be considered
by staff:
•Suggestion that the CAN/CSA-Z614 Annex H guidelines be considered in
the construction of new playspaces and the reformatting of existing
playspaces;
•Suggestion to include a ground-level scooping feature in James Lloyd Park;
and
•Request for more information including detailed design of the surrounding
areas,curb cuts and access points,and whether the local schools were
consulted and given the opportunity to provide input.
CARRIED
2.Memorandum from Planner
Re:Site Plan Application,2450290 Ontario Inc.,32 Don Hillock Drive
Part of Lot 2,Registered Plan 65M-3974,File No.SP-2016-02
Staff gave an overview of the proposed site plan and accessibility components.
The Committee expressed concerns regarding the accessible parking spaces
and barrier-free access to each unit of the proposed multi-tenant office building.
Moved by Councillor Humfryes
Seconded by John Lenchak
THAT the memorandum regarding Site Plan Application,2450290 Ontario
Inc.,32 Don Hillock Drive,Part of Lot 2,Registered Plan 65M-3974,File No.
SP-2016-02,be received;and
THAT the following Accessibility Advisory Committee comments be considered
by staff:
•Suggestion to add three (3)accessible parking spaces along the south side
of the building;and
•Suggestion to include automatic door openers into each unit.
CARRIED
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Tuesday,April 5,2016 Item 7 Page -3
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Accessibility Advisory Committee Meeting Minutes
Wednesday,March 2,2016 Page 4 of 5
3.Memorandum from Planner
Re:Application for Site Plan Amendment,Gineve Inc.,250 Don Hillock
Drive,Plan 65M-3974,Lot 9,File No.SP-2016-03
Staff presented an overview of the proposed site plan amendment.The
Committee expressed concerns regarding the location and safety risk of the two
accessible parking spaces at the southeast corner of the proposed industrial
building.
Moved by John Lenchak
Seconded by Jo-anne Spitzer
THAT the memorandum regarding Application for Site Plan Amendment,
Gineve Inc.,250 Don Hillock Drive,Plan 65M-3974,Lot 9,File No.SP-2016-
03,be received;and
THAT the following Accessibility Advisory Committee comments be considered
by staff:
•Suggestion to relocate the two accessible parking spaces at the southeast
corner of the building further west to space #38,away from the corner;
•Suggestion to remove the two parking spaces at the bottom southeast
corner of the site to allow for a greater truck turning radius;and
•Suggestion to include automatic door openers into each unit.
CARRIED
6.INFORMATIONAL ITEMS
4.Extract from Council Meeting of January 26,2016
Re:Accessibility Advisory Committee Meeting Minutes of December 2,
2015
Moved by John Lenchak
Seconded by James Hoyes
THAT the Extract from Council Meeting of January 26,2016,regarding the
Accessibility Advisory Committee meeting minutes of December 2,2015,be
received for information.
CARRIED
7.NEW BUSINESS
Staff and the Committee welcomed new Committee member Jo-anne Spitzer.
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Accessibility Advisory Committee Meeting Minutes
Wednesday,March 2,2016 Page 5 of 5
The Committee requested that the subject matter of Delegation (a)regarding
accessibility accommodations in respect to organizations engaged with the Town be
included on the agenda of the April Committee meeting.
The Committee requested that the subject of the 2016 National Access Awareness
Week be included on the agenda of the April Committee meeting.
Updates were provided regarding the Aurora Family Leisure Complex north door
access and automatic door openers.
The Committee agreed to reschedule the April meeting from April 6 to Wednesday,
April 13,2016,from 4 p.m.to 6 p.m.
8.ADJOURNMENT
Moved by John Lenchak
Seconded by James Hoyes
THAT the meeting be adjourned at 9:07 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,March 7,2016
Time and Location:7 p.m.,Holland Room,Aurora Town Hall
Committee Members:Councillor Jeff Thom (Chair),Councillor Wendy Gaertner
(Vice Chair),Barry Bridgeford,Carol Gravelle,James Hoyes,
John Kazilis,and Bob McRoberts (Honorary Member)
Member(s)Absent:Kathy Constable and Martin Paivio
Other Attendees:Councillor Tom Mrakas (departed 7:27 p.m.),Marco
Ramunno,Director of Planning and Development Services,
Jeff Healey,Planner,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 Kazilis
Seconded by James Hoyes
THAT the agenda as circulated by Legal and Legislative Services be approved.
CARRIED
3.RECEIPT OF THE MINUTES
Heritage Advisory Committee Meeting Minutes of February 8,2016
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Heritage Advisory Committee Meeting Minutes
Monday,March 7,2016 Page 2 of 5
Moved by Bob McRoberts
Seconded by Barry Bridgeford
THAT the Heritage Advisory Committee meeting minutes of February,8 2016,be
received for information.
CARRIED
4.DELEGATIONS
(a)Helen Ahranis and Adam Marshall,Residents
Re:Item 1 –Memorandum from Planner;Re:Additional Information
to Heritage Advisory Committee Report No.HAC16-001 –Request
to Remove a Property from the Aurora Register of Properties of
Cultural Heritage Value or Interest,41 Metcalfe Street
Ms.Ahranis and Mr.Marshall were present to answer questions regarding
their request.
Moved by James Hoyes
Seconded by John Kazilis
THAT the comments of the delegation be received and referred to Item 1.
CARRIED
(b)David Heard,Resident,representing Aurora Pet Cemetery National
Designation Advocacy Group
Re:Aurora Pet Cemetery Logistics/Access
Mr.Heard presented a brief overview of the Pet Cemetery and indicated that
residents have expressed support to designate the cemetery and are eager to
gain access to the property.
Moved by Carol Gravelle
Seconded by Bob McRoberts
THAT the comments of the delegation be received and referred to Item 3.
CARRIED
5.MATTERS FOR CONSIDERATION
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Tuesday,April 5,2016 Item 8 Page -2
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Heritage Advisory Committee Meeting Minutes
Monday,March 7,2016 Page 3 of 5
1.Memorandum from Planner
Re:Additional Information to Heritage Advisory Committee Report No.
HAC16-001 –Request to Remove a Property from the Aurora
Register of Properties of Cultural Heritage Value or Interest,41
Metcalfe Street
Staff indicated that the applicant had provided additional information to
General Committee on March 1,2016,at which time General Committee
referred the matter back to the Heritage Advisory Committee.
The Committee expressed concern regarding the revised elevation plans and
strongly encouraged the property owners to maintain,restore,or replicate the
front façade (depending on the condition),in order to preserve the character
and identity of the unique style of the home.The Committee suggested that,
should Council choose to delist the property,the final elevation plans should
be approved by Planning and Development Services to ensure the
preservation of the façade.
Moved by Bob McRoberts
Seconded by James Hoyes
THAT the memorandum regarding Additional Information to Heritage Advisory
Committee Report No.HAC16-001 –Request to Remove a Property from the
Aurora Register of Properties of Cultural Heritage Value or Interest,41
Metcalfe Street,be received;and
THAT the Heritage Advisory Committee recommend to Council:
THAT the application to remove 41 Metcalfe Street form the Aurora
Register of Properties of Cultural Heritage Value or Interest be refused.
CARRIED
2.Memorandum from Planner
Re:Selection of New Members to the Heritage Evaluation Working
Group
Staff provided a brief overview of the Heritage Evaluation Working Group and
indicated that new Committee members were required to fill vacancies due to
a resignation.
The Committee nominated the following three Committee members to the
Heritage Evaluation Working Group:Carol Gravelle;James Hoyes;and
Martin Paivio.
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Tuesday,April 5,2016 Item 8 Page -3
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Heritage Advisory Committee Meeting Minutes
Monday,March 7,2016 Page 4 of 5
Moved by John Kazilis
Seconded by Wendy Gaertner
THAT the memorandum regarding Selection of New Members to the Heritage
Evaluation Working Group be received;and
THAT Carol Gravelle,James Hoyes,and Martin Paivio,be appointed to the
Heritage Evaluation Working Group.
CARRIED
6.INFORMATIONAL ITEMS
3.HAC16-002 –14378 Yonge Street,Pet Cemetery,Update on Status of
Future Heritage Designation
Staff provided a status update regarding the Pet Cemetery and indicated that
a legal description has been obtained to set parameters for future designation
under the Ontario Heritage Act.After the Pet Cemetery is designated under
the Ontario Heritage Act,the Cemetery may be considered for designation as
a National Historic Site.Staff further stated that public access may be
achieved within the next two years,once the surrounding developments are
completed.
The Committee expressed interest regarding a visit to the site,and also
suggested that sponsor programs be considered to assist with future
maintenance fees.
Moved by Wendy Gaertner
Seconded by James Hoyes
THAT Report No.HAC16-002 be received for information.
CARRIED
7.NEW BUSINESS
None
General Committee Meeting Agenda
Tuesday,April 5,2016 Item 8 Page -4
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Heritage Advisory Committee Meeting Minutes
Monday,March 7,2016 Page 5 of 5
8.ADJOURNMENT
Moved by James Hoyes
Seconded by Bob McRoberts
THAT the meeting be adjourned at 8:45 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,April 5,2016 Item 8 Page -5
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TOWN OF AURORA
ECONOMIC DEVELOPMENT ADVISORY COMMITTEE
MEETING MINUTES
Date:Thursday,March 10,2016
Time and Location:7 p.m.,Leksand Room,Aurora Town Hall
Committee Members:Councillor Paul Pirri (Chair),Councillor John Abel (Vice Chair),
Marilee Harris,Javed Khan,Bruce Walkinshaw,and Mayor
Geoffrey Dawe (ex officio)(arrived 7:56 p.m.)
Member(s)Absent:Don Constable,Rosalyn Gonsalves
Other Attendees:Councillor Tom Mrakas,Doug Nadorozny,Chief Administrative
Officer,Anthony Ierullo,Manager of Long Range and Strategic
Planning,Michael Logue,Program Manager,Economic
Development,and Linda Bottos,Council/Committee Secretary
The Chair called the meeting to order at 7 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 Marilee Harris
Seconded by Bruce Walkinshaw
THAT the agenda as circulated by Legal and Legislative Services be approved.
CARRIED
3.RECEIPT OF THE MINUTES
General Committee Meeting Agenda
Tuesday,April 5,2016 Item 9 Page -1
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Economic Development Advisory Committee Meeting Minutes
Thursday,March 10,2016 Page 2 of 4
Economic Development Advisory Committee Meeting Minutes of January 14,
2016
Moved by Bruce Walkinshaw
Seconded by Councillor Abel
THAT the Economic Development Advisory Committee meeting minutes of January
14,2016,be received for information.
CARRIED
4.DELEGATIONS
None
5.MATTERS FOR CONSIDERATION
None
6.INFORMATIONAL ITEMS
1.Memorandum from Manager of Long Range &Strategic Planning
Re:2015-2016 Town of Aurora Business Directory
Staff provided background to the memorandum and noted that the Business
Directory is available online at www.businessaurora.ca.Staff advised that a
report on the analysis of employment and business trends in Aurora would be
forthcoming.The Committee suggested that the Aurora Chamber of Commerce
should be more involved in the data collection and dissemination process of the
Business Directory.
Moved by Bruce Walkinshaw
Seconded by Marilee Harris
THAT the memorandum regarding 2015-2016 Town of Aurora Business
Directory be received for information.
CARRIED
2.Memorandum from Manager of Long Range &Strategic Planning
Re:Bell Canada Small Cell Technology
General Committee Meeting Agenda
Tuesday,April 5,2016 Item 9 Page -2
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Economic Development Advisory Committee Meeting Minutes
Thursday,March 10,2016 Page 3 of 4
Staff provided background to the memorandum and noted that the Town is
exploring an opportunity to partner with Bell Canada,and participate as a small
cell trial location,toward integration of small cell technology and the existing fibre
infrastructure and wireless networks.
Moved by Bruce Walkinshaw
Seconded by Councillor Abel
THAT the memorandum regarding Bell Canada Small Cell Technology be
received for information.
CARRIED
3.Memorandum from Manager of Long Range &Strategic Planning
Re:Economic Development Action Plan Update
Staff gave a brief overview of the memorandum regarding significant activities
which have occurred in respect to the Economic Development Action Plan.The
Committee and staff discussed aspects of the Business Ambassadors Program
and the potential opportunity for the involvement of the Aurora Chamber of
Commerce.Staff noted that marketing of this Program should begin within the
next few weeks.
Moved by Marilee Harris
Seconded by Councillor Abel
THAT the memorandum regarding Economic Development Action Plan Update
be received for information.
CARRIED
4.Memorandum from Manager of Long Range &Strategic Planning
Re:Activity Report
Staff gave a brief overview of the memorandum regarding business inquiries,
openings,and upcoming events.
Moved by Marilee Harris
Seconded by Javed Khan
THAT the memorandum regarding Activity Report be received for information.
CARRIED
General Committee Meeting Agenda
Tuesday,April 5,2016 Item 9 Page -3
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Economic Development Advisory Committee Meeting Minutes
Thursday,March 10,2016 Page 4 of 4
5.Memorandum from Manager of Long Range &Strategic Planning
Re:Medical Campus Update
Staff provided background to the memorandum and the Committee discussed
options for targeting and promoting the medical sector.
Moved by Councillor Abel
Seconded by Marilee Harris
THAT the memorandum regarding Medical Campus Update be received for
information.
CARRIED
6.Extract from Council Meeting of February 9,2016
Re:Economic Development Advisory Committee Meeting Minutes of
January 14,2016
Moved by Bruce Walkinshaw
Seconded by Councillor Abel
THAT the Extract from Council Meeting of February 9,2016,regarding the
Economic Development Advisory Committee meeting minutes of January 14,
2016,be received for information.
CARRIED
7.NEW BUSINESS
Mayor Dawe provided an update regarding the matter of hotel development charges
and the Development Charges By-law review at the Regional level.The Mayor also
gave a brief update regarding potential hotel development in Aurora.
8.ADJOURNMENT
Moved by Bruce Walkinshaw
Seconded by Councillor Abel
THAT the meeting be adjourned at 8:04 p.m.
CARRIED
COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS
ADOPTED BY COUNCIL AT A LATER MEETING.
General Committee Meeting Agenda
Tuesday,April 5,2016 Item 9 Page -4
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TOWN OF AURORA
ADDITIONAL ITEMS
FOR GENERAL COMMITTEE MEETING
Tuesday,April 5,2016
7 p.m.
Council Chambers
Revised General Committee Meeting Agenda Index
Item 10 –Memorandum from Acting Director of Legal &Legislative pg.45
Services/Town Clerk;Re:Brookfield Homes (Ontario)Ltd.
–Vegetation Management Agreement
Notice of Motion (a)Councillor Abel;Re:Disclosure of Information pg.55
Regarding Property Acquisition in the Aurora
Promenade Area
PUBLIC RELEASE
March 29,2016
TOWN OF AURORA
GENERAL COMMITTEE MEETING
AGENDA (REVISED)
Tuesday,April 5,2016
7 p.m.
Council Chambers
Councillor Gaertner in the Chair
1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE
THEREOF
2.APPROVAL OF THE AGENDA
RECOMMENDED:
THAT the agenda as circulated by Legal and Legislative Services be approved.
3.DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
4.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
5.DELEGATIONS
6.PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
7.CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
8.NOTICES OF MOTION
General Committee Meeting Agenda (Revised)
Tuesday,April 5,2016 Page 2 of 5
(a)Councillor Abel pg.55
Re:Disclosure of Information Regarding Property Acquisition
In the Aurora Promenade Area
9.NEW BUSINESS/GENERAL INFORMATION
10.CLOSED SESSION
11.ADJOURNMENT
General Committee Meeting Agenda (Revised)
Tuesday,April 5,2016 Page 3 of 5
AGENDA ITEMS
1.BBS16-004 –Mandatory Sewage System Maintenance Inspection pg.1
Program for Private Properties
RECOMMENDED:
THAT Report No.BBS16-004 be received;and
THAT a public meeting be held to inform property owners of the Sewage System
Maintenance Inspection Program;and
THAT the public meeting be used to introduce a new fee related to the Sewage
System Maintenance Inspection Program in accordance with the Building Code
Act and regulations;and
THAT staff bring forward the necessary amendments to Building By-law No.5402-
12,as amended,to implement the Sewage System Maintenance Inspection
Program to a future Council meeting.
2.IES16-032 –Backyard Composting Program Update pg.7
RECOMMENDED:
THAT Report No.IES16-032 be received for information.
3.IES16-033 –Solar Panel Option for the New Operations Centre pg.11
RECOMMENDED:
THAT Report No.IES16-033 be received;and
THAT the 2016 Capital Budget be increased by $130,000 for the installation of a
40 kW solar panel system at the new Operations Centre,to be funded from the
Green Initiatives Reserve fund;and
THAT staff be authorized to negotiate an agreement for the installation of a 40kW
solar panel system at the new Operations Centre with our current vendor Solera;
and
THAT the Mayor and Town Clerk be authorized to execute the Agreement with
Solera,including any and all documents and ancillary agreements required to give
effect to same;and
General Committee Meeting Agenda (Revised)
Tuesday,April 5,2016 Page 4 of 5
THAT all net energy savings generated from the solar panel system be returned to
the Green Initiatives Reserve fund for a minimum period of 25 years.
4.IES16-034 –Award of Tender IES 2016-18 for the Supply and Installation pg.16
of Two New Ice Plant Condensers for the Aurora Community
Centre
RECOMMENDED:
THAT Report No.IES16-034 be received;and
THAT Tender IES 2016-018 for capital project #72175 for the supply and
installation of two new Ice Plant Condensers for the Aurora Community Centre be
awarded to CIMCO Refrigeration in the amount of $133,660.00 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.
5.PRS16-016 –Culture and Recreation Grant Semi-Annual Allocation for pg.20
March 2016
RECOMMENDED:
THAT Report No.PRS16-016 be received for information.
6.PRS16-018 –Music Strategy pg.23
RECOMMENDED:
THAT Report No.PRS16-018 be received;and
THAT the Music Strategy attached to Report No.PRS16-018 be endorsed;and
THAT staff be directed to apply for funding from the Ontario Music Fund Grant to
support the initiatives identified in the Music Strategy.
7.Accessibility Advisory Committee Meeting Minutes of March 2,2016 pg.31
RECOMMENDED:
General Committee Meeting Agenda (Revised)
Tuesday,April 5,2016 Page 5 of 5
THAT the Accessibility Advisory Committee meeting minutes of March 2,2016,be
received for information.
8.Heritage Advisory Committee Meeting Minutes of March 7,2016 pg.36
RECOMMENDED:
THAT the Heritage Advisory Committee meeting minutes of March 7,2016,be
received for information.
9.Economic Development Advisory Committee Meeting Minutes of pg.41
March 10,2016
RECOMMENDED:
THAT the Economic Development Advisory Committee meeting minutes of March
10,2016,be received for information.
10.Memorandum from Acting Director of Legal &Legislative Services/pg.45
Town Clerk
Re:Brookfield Homes (Ontario)Ltd.–Vegetation Management Agreement
RECOMMENDED:
THAT the memorandum regarding Brookfield Homes (Ontario)Ltd.–Vegetation
Management Agreement be received for information.
MEMORANDUM
DATE:April 5,2016
TO:Mayor and Members of Council
FROM:Stephen M.A.Huycke,Acting Director of Legal &Legislative Services/Town
Clerk
RE:Brookfield Homes (Ontario)Ltd.–Vegetation Management Agreement
RECOMMENDATIONS
THAT the memorandum regarding Brookfield Homes (Ontario)Ltd.–Vegetation
Management Agreement be received for information.
COMMENTS
On January 26,2016,Council adopted the following resolution:
“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,subject to any requirements of the Municipal Freedom of Information and
Protection of Privacy Act,the final Pre-Development Tree Protection and
Compensation Agreement with Brookfield Homes Ltd.be placed on a future General
Committee meeting agenda for information;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.”
Attached (Attachment 1)is a copy of the executed Agreement between the Town and
Brookfield Homes (Ontario)Ltd.(“Brookfield”).The Agreement was signed by the Town on
February 22,2016,and finalized by registering it on title on April 1,2016.Section 5.1 of the
Agreement has been partially redacted pursuant to section 10 of the Municipal Freedom of
Information and Protection of Privacy Act as it contains commercial and financial information
belonging to Brookfield.
100 John West Way
Box 1000
Aurora,Ontario
L4G 6J1
Phone:905-727-3123 ext.4771
Email:shuycke@aurora.ca
www.aurora.ca
Town of Aurora
Legal &Legislative Services
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NOTICE OF MOTION Councillor John Abel
Date:April 5,2016
To:Mayor and Members of Council
From:Councillor Abel
Re:Disclosure of Information Regarding Property Acquisition in the Aurora
Promenade Area
WHEREAS the Town of Aurora believes in accountability and transparency,while
respecting the need to protect taxpayers by discussing confidential property acquisitions
and dispositions in Closed Session;and
WHEREAS Council has made a final decision on a potential acquisition or disposition of
property in the Aurora Promenade Area and does not need to keep all information
confidential;
NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to make public
those portions of the confidential Closed Session staff reports pertaining to the
acquisition and disposition of land regarding the Aurora Promenade Area (15157,15165
and 15171 Yonge Street)where disclosure would not be harmful to the Town as
determined by the Town’s legal counsel,and where the Town is not required to maintain
confidentiality under the Municipal Freedom of Information &Protection of Privacy Act;
and
BE IT FURTHER RESOLVED THAT the disclosure of the confidential Closed Session
staff reports occur on or prior to Council consideration of the Cultural Precinct Plan.
Additional Items for General Committee Meeting
Tuesday,April 5,2016 Notice of Motion (a)Page -1
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