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AGENDA - General Committee - 20170516General Committee Meeting Agenda Tuesday, May 16, 2017 7 p.m. Council Chambers Aurora Town Hall Public Release May 5, 2017 Town of Aurora General Committee Meeting Agenda Tuesday, May 16, 2017 7 p.m., Council Chambers Councillor Kim in the Chair 1. Approval of the Agenda Recommended: That the agenda as circulated by Legislative Services be approved. 2. Declarations of Pecuniary Interest and General Nature Thereof 3. Presentations 4. Delegations (a) Sandie Parker, President, Pine Tree Potters’ Guild Re: Activities and Community Involvement of the Pine Tree Potters’ Guild 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. General Committee Meeting Agenda Tuesday, May 16, 2017 Page 2 of 4 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. PBS17-032 – Library Square Conceptual Plans Presentation to be provided by Fausto Filipetto, Senior Policy Planner. Recommended: 1. That Report No. PBS17-032 be received; and 2. That the Option 1 Concept Plan prepared by Fotenn Planning + Design for Library Square be endorsed; and 3. That the budget for the next steps in the Library Square planning and design process be approved. R2. FS17-019 – Interim Operating Budget Forecast – as at March 31, 2017 Recommended: 1. That Report No. FS17-019 be received for information. R3. IES17-025 – License Agreement between the Town and Aurora United Church Recommended: 1. That Report No. IES17-025 be received; and 2. That the requirement to repay a portion of the paving costs as set out in Section 7(b) of the License Agreement between the Town and Aurora United Church be waived. R4. PBS17-006 – Application for Site Plan Approval Markangel Real Estate Assets Inc. 55 Eric T Smith Way Lot 6 and Part of Block 11, Registered Plan 65M-4324 File Number: SP-2016-06 General Committee Meeting Agenda Tuesday, May 16, 2017 Page 3 of 4 Recommended: 1. That Report No. PBS17-006 be received; and 2. That Site Plan Application File SP-2016-06 (Markangel Real Estate Assets Inc.) to permit the development of the subject lands for three (3) office buildings, each being four to five (4-5) storeys in height and with a total of 18,532.7 m2 GFA including the parking garage, be approved; and 3. That the Mayor and Town Clerk be authorized to execute the site plan agreement, including any all documents and ancillary agreements required to give effect to same. R5. PBS17-017 – Application for Site Plan Approval Joe Cara 15132 and 15136 Yonge Street Part of Lots 4 and 5, Registered Plan 9 File Number: SP-2013-05 Recommended: 1. That Report No. PBS17-017 be received; and 2. That Site Plan Application File No. SP-2013-05 (Joe Cara) to permit the development of a three (3) storey mixed use building including 12 residential units and 240 square metres of commercial floor space, be approved; and 3. That a total of 12 units of water and sewage capacity be allocated to the Approval of the Site Plan Application; and 4. That the Mayor and Town Clerk be authorized to execute the Site Plan Agreement, including any and all documents and ancillary agreements required to give effect to same. R6. PBS17-025 – Additional Information: Comprehensive Zoning By-law Review File No. ZBA-2012-ZBR General Committee Meeting Agenda Tuesday, May 16, 2017 Page 4 of 4 Recommended: 1. That Report No. PBS17-025 be received; and 2. That the Comprehensive Zoning By-law be presented at a future Council meeting for enactment; and 3. That upon enactment of the Town’s new Comprehensive Zoning By-law by Council, site specific Zoning By-law Amendment and Minor Variance applications will continue to be received, processed and considered by Council and the Committee of Adjustment. R7. FS17-024 – Canada 150 Funding Reallocation Recommended: 1. That Report No. FS17-024 be received; and 2. That the reallocation of $35,000 of Canada 150 Celebration funding within Capital Project No. 74012, and the return of $5,000 to the Tax Rate Stabilization Reserve, be approved. R8. Correspondence from Regional Clerk dated April 21, 2017 Re: Regional Governance Recommended: 1. That the Correspondence from Regional Clerk dated April 21, 2017, regarding Regional Governance be received; and 2. That Council provide direction. 7. Notices of Motion 8. New Business 9. Closed Session 10. Adjournment Delegation Request 7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date Council/Committee/Advisory Committee Meeting Date: Subject: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆܆1R ܆ ,I\HVZLWKZKRP" 'DWH ܆,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYHPLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- General Committee on May 16, 2017 at 7 pm Pine Tree Potters' Guild Sandie Parker, President, Pine Tree Potters' Guild Pine Tree Potters' Guild, 15145 Yonge St, Aurora Provide an overview of the activities of the guild, particularly with respect to community and cultural involvement in Aurora, to increase awareness among Council and Committee Members. ✔ General Committee Meeting Agenda Tuesday, May 16, 2017 Delegation (a) Page 1 of 1 x Town of Aurora General Committee Report No. PBS17-032 Subject: Library Square Conceptual Plans Prepared by: Fausto Filipetto, Senior Policy Planner Department: Planning and Building Services Date: May 16, 2017 Recommendation 1. That Report No. PBS17-032 be received; and 2. That the Option 1 Concept Plan prepared by Fotenn Planning + Design for Library Square be endorsed; and 3. That the budget for the next steps in the Library Square planning and design process be approved. Executive Summary The purpose of this report is to seek Council endorsement of the Option 1 Concept Plan prepared by Fotenn Planning + Design for Library Square. • Fotenn Planning + Design conducted three workshops with staff and Council at the Town Hall on March 6th and 7th, 2017, to obtain input which would aid in the preparation of alternative design concepts for Library Square • two alternative concepts have been prepared for Library Square • there are two main differences between the two concepts • Option 1 proposes a water feature and landscaping in the area between the rear of the Aurora Public Library and Church Street Cultural Centre, while Option 2 proposes 20 parking spaces with a roundabout for drop-off, pick-up • Option 1 proposes 76 parking spaces north of the Cultural Centre on the former library and seniors centre site, this area is also identified as being future space for commercial uses and community space; Option 2 proposes 25 parking General Committee Meeting Agenda Tuesday, May 16, 2017 Item R1 Page 1 of 10 May 16, 2017 Page 2 of 5 Report No. PBS17-032 spaces in this area along with a building to be used for commercial uses and community space Background On December 5, 2016, Council provided direction regarding a concept plan for the Cultural Precinct that would involve the demolition of the former library and former senior’s centre. This decision was made taking into consideration public input obtained from the vast amount of public consultation which occurred as part of the Council endorsed public consultation strategy. Fotenn Planning + Design conducted three workshops with staff and Council at the Town Hall on March 6th and 7th, 2017 to obtain input which would aid in the preparation of alternative design concepts for Library Square. The workshops provided the opportunity for a recap of the intensive public consultation undertaken by staff in 2016 and a refocus on the priorities to be considered in the preparation of the new concept plans. Analysis The Concept Plans Two conceptual alternatives have been provided to the Town by Fotenn Planning + Design which are attached to this report as Appendix 1. There are two main differences between the two concepts. The first is that Option 1 proposes a water feature and landscaping in the area between the rear of the Aurora Public Library and Church Street Cultural Centre, while Option 2 proposes 20 parking spaces with a roundabout for drop- off, pick-up. The other main difference is that Option 1 proposes 76 parking spaces north of the Cultural Centre on the former library and seniors centre site. This area is also identified as being future space for commercial uses and community space. Option 2 proposes 25 parking spaces in this area along with a building to be used for commercial uses and community space. Both options propose an addition to the north side (rear) of the Cultural Centre as well as Victoria Hall. Staff are recommending that Council endorse Option 1. Staff prefer this option from a design and function perspective. This option also provides a greater amount of parking, with the option of having space available for future commercial uses and community space. Next Steps The next steps in the planning and design process for Library Square is generally as follows: 1. Council endorsement of a preferred concept; General Committee Meeting Agenda Tuesday, May 16, 2017 Item R1 Page 2 of 10 May 16, 2017 Page 3 of 5 Report No. PBS17-032 2.relocation of current users of the former seniors centre and former library; 3.demolition of the two buildings; 4.paving of the parking area; 5.detailed design of the remaining components such as the Cultural Centre addition and public open spaces. Advisory Committee Review Not applicable. Financial Implications Funding for the preparation of the attached concept plans is included in the existing consulting budget with Fotenn Planning + Design. Additional funding will be required moving forward with the next steps in the Library Square planning and design process. Staff will need to follow the Town’s procurement procedures in order to determine the amount of funding required, however, staff estimates a budget of approximately $1,000,000 would be required to implement the next steps identified in this report. Communications Considerations Not specifically applicable to this report. Link to Strategic Plan The Cultural Precinct Plan supports the Strategic Plan goal of Supporting an exceptional quality of life for all through the following key objectives: •Develop a Cultural Master Plan that includes heritage, music, and art to promote more cohesive and coordinated cultural services; •expand opportunities and partnerships that contribute to the celebration of culture in the community; and •actively promote and support a plan to revitalize the downtown that includes culture. Alternatives to the Recommendation None. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R1 Page 3 of 10 May 16, 2017 Page 4 of 5 Report No. PBS17-032 Conclusions As previously mentioned, Fotenn Planning + Design have provided two alternate concept plans for Library Square based on the review of the results of the 2016 public consultation campaign, as well as additional workshops held with staff and Council on March 6th and 7th, 2017. Staff are recommending that Council endorse Option 1 at this time for the reasons identified in this report. Attachments Appendix 1: Conceptual Plans Prepared by Fotenn Planning + Design for Library Square Previous Reports • PR15-026 - Award of Request for Proposal PRS 2015-77 Cultural Precinct Plan, September 15 and December 1, 2015; • PRS15-040 - Purchase Order Increase for Cultural Precinct Consultant, December 1, 2015; • PRS16-006 - Status of the Cultural Precinct Plan, January 19, 2016; • PDS16-026 - Cultural Precinct/Library Square Repurposing Endorsement of Planning Approvals Process, April 19, 2016; • PRS16-028 - Seeking Council Investment for Library Square Repurposing Study, May 3, 2016; and • PDS16-041 - Cultural Precinct Consultation Process & Timeline, June 21, 2016. • PBS17-009 - Next Steps Report for Library Square, February 14, 2017 Pre-submission Review Reviewed by the Chief Administrative Officer, Director of Planning and Building Services, and the Director of Parks, Recreation and Cultural Services. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R1 Page 4 of 10 DirectorParks, Recreation and Cultural ServicesGeneral Committee Meeting Agenda Tuesday, May 16, 2017Item R1 Page 5 of 10 1. DRAFT2017.18.04CREATED BY: MBREVIEWED BY: MSDATE: 04/18/2017REVISION NO. 02AURORA LIBRARY SQUARE RE-PURPOSINGOTTAWA223 McLeod StOttawa, ON K2P 0Z8T 613.730.5709EXISTING BUILDINGPROPOSED BUILDINGRETAINING WALLBOLLARDEXISTING TREEPROPOSED TREEPARKRAISED CROSS-WALKEXISTING PARKINGPROPOSED PARKINGFUTURE PHASE FOR COMMUNITY/COMMERCIAL BUILDINGYONGE STCHURCH STMOSLEY STVICTORIA STBLOCK 1- PARKINGAREA: 1,809m2BLOCK 2- PEDESTRIAN LANEWAYAREA: 584m2BLOCK 3- CULTURAL CENTRE EXTENSIONSTOREYS: 2GROSS FLOOR AREA: 1,500m2BLOCK 4- SOUTHERN PLAZA AREA: 1,574m2BLOCK 5 - NORTHERN PLAZAAREA:733m2BLOCK 6 - VICTORIA HALL EXTENSIONSTOREYS: 2GROSS FLOOR AREA: 430m2TOTAL PARKING PROVIDED76 SPACES0m25mOPTION 1Appendix 1General Committee Meeting Agenda Tuesday, May 16, 2017 Item R1 Page 6 of 10 1. DRAFT2017.18.04CREATED BY: MBREVIEWED BY: MSDATE: 04/18/2017REVISION NO. 02AURORA LIBRARY SQUARE RE-PURPOSINGOTTAWA223 McLeod StOttawa, ON K2P 0Z8T 613.730.5709EXISTING BUILDINGPROPOSED BUILDINGRETAINING WALLBOLLARDEXISTING TREEPROPOSED TREEPARKRAISED CROSS-WALKEXISTING PARKINGPROPOSED PARKINGFUTURE PHASE FOR COMMUNITY/COMMERCIAL BUILDINGYONGESTCHURCHSTMOSLEYSTVICTORIAST0m25mPATIO SPILLOUT FOR CULTURAL CENTRECENTRAL WATER FEATUREPEDESTRIAN PATHWAYCULTURAL CENTRE EXTENSION ENTRANCESEATING ABUTTING RETAINING WALLLIBRARY TEMPORARY PARKING AND DROP-OFF AREACULTURAL CENTRE EXTENSIONPARKING LOTFUTURE PHASE FOR COMMUNITY/COMMERCIAL BUILDINGPATIO SPILLOUT FOR VICTORIA HALL EXTENSIONOPTION 1VICTORIA HALL EXTENSIONGeneral Committee Meeting Agenda Tuesday, May 16, 2017 Item R1 Page 7 of 10 1. DRAFT2017.18.04CREATED BY: MBREVIEWED BY: MSDATE: 04/18 /2017REVISION NO. 02AURORA LIBRARY SQUARE RE-PURPOSINGOTTAWA223 McLeod StOttawa, ON K2P 0Z8T 613.730.5709EXISTING BUILDINGPROPOSED BUILDINGRETAINING WALLBOLLARDEXISTING TREEPROPOSED TREEPARKRAISED CROSS-WALKEXISTING PARKINGPROPOSED PARKINGYONGE STCHURCH STMOSLEY STVICTORIA STBLOCK 1- COMMUNITY/COMMERCIAL BUILDINGSTOREYS: 2GROSS FLOOR AREA: 2,600m2BLOCK 2- PEDESTRIAN LANEWAYAREA: 570m2BLOCK 3- CULTURAL CENTRE EXTENSIONSTOREYS: 2GROSS FLOOR AREA: 1,500m2BLOCK 4- SOUTHERN PLAZAAREA: 800m2BLOCK 5 - NORTHERN PLAZAAREA:600m2BLOCK 6 - VICTORIA HALL EXTENSIONSTOREYS: 2GROSS FLOOR AREA: 350m2TOTAL PARKING PROVIDED45 SPACES0m25mOPTION 2General Committee Meeting Agenda Tuesday, May 16, 2017 Item R1 Page 8 of 10 1. DRAFT2017.18.04CREATED BY: MBREVIEWED BY: MSDATE: 04/18 /2017REVISION NO. 02AURORA LIBRARY SQUARE RE-PURPOSINGOTTAWA223 McLeod StOttawa, ON K2P 0Z8T 613.730.5709EXISTING BUILDINGPROPOSED BUILDINGRETAINING WALLBOLLARDEXISTING TREEPROPOSED TREEPARKRAISED CROSS-WALKEXISTING PARKINGPROPOSED PARKINGYONGESTCHURCHSTMOSLEYSTVICTORIAST0m25mCENTRAL WATER FEATURESEATING ABUTTING RETAINING WALLLIBRARY DROP-OFFLIBRARY PARKINGPATIO SPILLOUT FOR CULTURAL CENTRECULTURAL CENTRE EXTENSIONPARKING LOTVICTORIA HALL EXTENSIONCOMMUNITY/COMMERCIAL BUILDINGPEDESTRIAN PATHWAY WITH COMMERCIAL SPILLOUT AREAOPTION 2General Committee Meeting Agenda Tuesday, May 16, 2017 Item R1 Page 9 of 10 1. DRAFT2017.18.04CREATED BY: MBREVIEWED BY: MSDATE: 04/18/2017REVISION NO. 02OTTAWA223 McLeod StOttawa, ON K2P 0Z8T 613.730.5709AURORA LIBRARY SQUARE RE-PURPOSINGPRECEDENTSPUBLIC SPACEFURNITURE AND LIGHTINGCULTURAL CENTRE EXTENSIONCOMMERCIAL/COMMUNITY BUILDINGGeneral Committee Meeting Agenda Tuesday, May 16, 2017 Item R1 Page 10 of 10 Town of Aurora General Committee Report No. FS17-019 Subject: Interim Operating Budget Forecast – as at March 31, 2017 Prepared by: Dan Elliott, Director of Financial Services - Treasurer Department: Financial Services Date: May 16, 2017 Recommendation 1. That Report No. FS17-019 be received for information. Executive Summary This report presents to Council the information necessary to effectively monitor the financial performance of the corporation’s operating budget presented as at March 31, 2017. As of this date, the corporation is forecasted to conclude the fiscal year in a balanced position on the tax levy budget and a zero variance from the Town’s utility operations.  Staff will strive to maintain this expected outcome for the year  If required, any operating budget deficit that remains at fiscal year-end will be offset by an equivalent reduced contribution of excess supplementary tax revenues to reserves, while surpluses would be contributed to stabilization reserves  Any excess or shortfall in the rate funded program revenues at fiscal year-end will be contributed to or funded from rate reserves Background To assist Council in fulfilling its roles and responsibilities with respect to Town finances and accountability, the Financial Services Department has worked with all departments to review the corporation’s operating budget financial performance to date. Each Director has reviewed his/her respective department’s operating budget with its results to date and remaining outstanding plans, and forecasted an expected year end position. Finance staff have reviewed each submission and performed the necessary consolidation. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R2 Page 1 of 9 May 16, 2017 Page 2 of 6 Report No. FS17-019 A minor year-end deficit is currently forecasted Staff currently forecast that the town’s operating budget will finish the year with an anticipated deficit of $41,500. Based upon this very small amount, staff are forecasting to finish the year in a balanced position for the year. A detailed break-down of the Town’s forecasted variance by department can be found on attachment #1. The report has been simplified to show only the budget amount, the forecasted ending position for each item, and the variance. Staff have similarly reviewed the results of operations to date and the expected year end forecasted positions for the water, wastewater, and storm water program budget which is presented in Attachment #2. Staff currently forecast that the Town’s utility operations will finish the year with a zero variance. Items of note are presented by department in the Analysis Section below. The forecasts and representations are those of each Director, and have not been revised by finance staff. Each department director is charged with delivering their approved portfolio of municipal services within their approved budget. They may manage issues encountered throughout the year by reallocating approved financial resources amongst their budget detailed line items, so as to best deliver their overall service portfolio in the circumstances of an ever changing community, operating environment and economic conditions. Analysis Operating Budget Overall, the Town’s approved budget for 2017 includes $60,814,800 in approved expenditures, together with $18,993,100 in revenues consisting of user fees, charges, and investment income, and a total “town purposes” tax levy for the year of $41,821,700. Upon detailed review of the consolidated forecast as of the end of March, the corporation is projected to conclude the fiscal year with an estimated operating budget deficit of $41,500, (see attachment #1 for details). This forecast is based on best information and estimates available at this time. Accordingly, the forecast will continue to be subject to change over the remainder of the fiscal year, meaning there will continue to be influencing variables that are difficult for staff to estimate such as development driven revenues, investment income as well as the ultimate level of town services that will be consumed by fiscal year end. Staff will continue to remain vigilant to realize budget savings whenever possible in order to minimize or eliminate any deficit at year end. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R2 Page 2 of 9 May 16, 2017 Page 3 of 6 Report No. FS17-019 In previous years, the Town budgeted a “salary gapping savings” amount of $150,000 in the corporate section of the budget. This provision is to recognize that while salaries in all departments are based on 100% usage, with no staff departures, in reality there is some staff turnover and periodic vacancies that arise naturally during the year. New for 2017, this amount has been identified in full in the Corporate Accounts section of the budget, but is then allocated to each operating department on a pro-rata basis. CAO and Council – No Variance The CAO and Council budget areas are currently forecasting to conclude the fiscal year with a budget variance of zero. Corporate Services - $120,000 favourable Corporate Services’ forecasted favourable variance of $120,000 (1.7%) arises mostly from insurance premium, software license and vacant position savings. Financial Services - $58,800 unfavourable The unfavorable forecasted budget variance relates to unexpected staff turnover requirements, and a position uplift to meet heavy internal demands for procurement services. Fire Services - no variance The Newmarket Finance Department is reporting that the Central York Fire Services budget is on track at this point in time. Infrastructure & Environmental Services - $308,600 unfavourable The Infrastructure & Environmental Services (IES) program is currently forecasting a deficit of $308,600 (2.4%) on a net operating budget of $12,689,700. This deficit is attributable to an unplanned 2016 snow management invoice being paid in 2017 and greater than anticipated town facility and streetlight electricity costs. These costs are partially offset by anticipated waste collection and engineering services savings. Parks, Recreation & Cultural Services - $96,300 favourable The Parks, Recreation & Cultural Services Department is anticipating an overall favourable budget variance of $96,300 (2.4%) on a net operating budget of $3,934,100. The key contributors to this identified variance relate to anticipated savings in Business Support, Community Programs and Park’s operations contracts. Planning & Building Services - $127,600 favourable The Planning & Building Services Department is forecasting an overall favourable budget variance of $127,600 on a net operating budget of ($31,000) attributable primarily to vacant position and contract savings; in addition to larger than anticipated development driven revenues from site plan fees. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R2 Page 3 of 9 May 16, 2017 Page 4 of 6 Report No. FS17-019 Building Services is a self-funded function as per provincial legislation. Consequently, if it is unable to recognize sufficient revenues to offset its expenses in a given fiscal year, it will draw from its dedicated reserve in order to balance its operating budget. If it recognizes excess revenues, these revenues are utilized to replenish its reserve. Currently, Building Services is anticipating concluding the fiscal year with a small surplus which will be contributed to its dedicated reserve. Corporate Revenues & Expenses - $17,900 unfavourable Corporate Revenues & Expenses are projected to conclude the fiscal year with an unfavourable budget variance of $17,900 (0.4%) on a net operating budget of $4,811,500 due to a minor increase in post-retirement health and dental benefit premium requirements for staff who have recently retired early. Post-retirement benefits end upon the recipient reaching their normal retirement age. Operating Budget Summary Overall, the management team of the Town of Aurora are predicting that the general municipal operations budget will end the year in a balanced position, if the budget contribution from supplemental taxes is to be realized. Any deficit that remains at fiscal year-end would be offset by an equivalent reduced contribution of excess supplementary tax revenues to reserves, while any surpluses will be moved to stabilization reserve funds. Water, Wastewater and Storm Water Budget The water and wastewater budgets are comprised primarily of fixed operational costs, funded by the net proceeds from the sale of water and wastewater services. These fixed operational costs include staff and service maintenance costs related to maintaining the infrastructure systems, water quality testing, and the billing and customer service functions. These costs all remain reasonably stable, regardless of t he volume of water flowing through the system. These fixed costs are funded from the net revenues earned which are variable in nature due to the fact that they are based upon metered water consumption volumes. The water, wastewater and stormwater operations budget is currently projected to close the year with a budget variance of zero. This forecasted variance will continue to be subject to change particularly over the summer months as the average daily temperature and level of rainfall received have a direct relationship to the volume of water consumed. Advisory Committee Review Not applicable General Committee Meeting Agenda Tuesday, May 16, 2017 Item R2 Page 4 of 9 May 16, 2017 Page 5 of 6 Report No. FS17-019 Financial Implications The actual resultant annual surplus or deficit in the general operating budget and Water / Wastewater budgets will be allocated by Council to/from various reserves at fiscal year-end as per the Town’s surplus/deficit bylaw. There are no other immediate financial implications arising from this report. Council fulfills its role, in part, by receiving and reviewing this financial status report on the operations of the municipality relative to the approved budget. Communications Considerations The report will be posted to the Town’s Budget and Financial Information web page for transparency and accountability. Link to Strategic Plan Outlining and understanding the Town’s present financial status at strategic intervals through-out the year contribute to achieving the Strategic Plan guiding principle of “Leadership in Corporate Management” and improves transparency and accountabili ty to the community. Alternative(s) to the Recommendation 1. Provide direction to staff on specific management actions to be taken in order to further control expenditures, enhance revenues, or alter service levels with the intent of managing the year end results to a balanced position. Conclusions Having completed three months of operations, the management team of the Town is presently forecasting to end the year in a balanced position. Staff remain vigilant to realize budget savings whenever possible in an effort to continue to minimize or eliminate an operating budget deficit at year end. The water, wastewater and storm water operations are currently projected to conclude the fiscal year with zero variance. Staff recommend that this report be received. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R2 Page 5 of 9 General Committee Meeting Agenda Tuesday, May 16, 2017Item R2 Page 6 of 9 Attachment 1 Shown in $,000's COUNCIL Council Administration 535.9$ 535.9$ -$ - Council Programs/Grants 4.0 4.0 - - Advisory Committees 22.0 22.0 - - Council Office Total 561.9$ 561.9$ -$ - CHIEF ADMINISTRATIVE OFFICE CAO Administration 501.9$ 501.9$ -$ - Communications 734.9 734.9 - - Chief Administrative Office Total 1,236.8$ 1,236.8$ -$ - Council and C.A.O. Combined 1,798.7$ 1,798.7$ -$ - CORPORATE SERVICES Legal Services 891.3$ 852.5$ 38.8$ 4.4 % Legislative Services 1,260.0 1,210.5 49.5 3.9 % CS Administration 428.9 461.4 (32.5) (7.6 %) Human Resources 684.0 740.0 (56.0) (8.2 %) Elections 82.5 84.7 (2.3) (2.7 %) Information Technology 1,899.2 1,801.0 98.2 5.2 % Telecommunications 260.0 231.0 29.0 11.2 % By-law Services 551.5 541.5 10.0 1.8 % Animal Control 242.0 262.8 (20.8) (8.6 %) Customer Service 699.8 693.8 6.0 0.9 % Emergency Preparedness 23.0 23.0 - - Corporate Services Total 7,022.2$ 6,902.2$ 120.0$ 1.7 % FINANCIAL SERVICES Policy & Planning Administration 304.5$ 280.1$ 24.5$ 8.0 % Accounting & Revenue 285.7 273.0 12.7 4.4 % Financial Planning 430.0 430.0 0.0 0.0 % Procurement Services 351.4 447.4 (96.0) (27.3 %) Financial Services Total 1,371.6$ 1,430.4$ (58.8)$ (4.3 %) FIRE SERVICES Central York Fire 10,225.0 10,225.0 - - Total Fire Services 10,225.0 10,225.0 - - INFRASTRUCTURE & ENVIRONMENTAL SERVICES IES Administration 493.5$ 542.8$ (49.3)$ (10.0 %) Engineering Service Operations (112.3) (126.4) 14.1 12.6 % Facilities & Fleet 6,606.2 6,647.7 (41.5) (0.6 %) Snow Management 1,563.7 1,737.7 (174.0) (11.1 %) Road Network Operations 2,447.1 2,527.7 (80.6) (3.3 %) Waste Collection & Recycling 1,691.5 1,668.8 22.7 1.3 % Infrastructure & Environmental Services Total 12,689.7$ 12,998.3$ (308.6)$ (2.4 %) Town of Aurora Net Operating Forecast Update as at March 31, 2017 Variance Favourable / APPROVED BUDGET ANNUAL FORECAST (Unfavourable) General Committee Meeting Agenda Tuesday, May 16, 2017 Item R2 Page 7 of 9 Attachment 1 Shown in $,000's Town of Aurora Net Operating Forecast Update as at March 31, 2017 Variance Favourable / APPROVED BUDGET ANNUAL FORECAST (Unfavourable) PARKS, RECREATION & CULTURAL SERVICES Parks & Recreation Administration 988.8$ 1,023.0$ (34.2)$ (3.5 %) Business Support (921.8) (952.1) 30.3 3.3 % Parks/Open Spaces 2,467.4 2,398.7 68.7 2.8 % Recreational Programming/Community Dev.1,399.7 1,368.2 31.5 2.3 % Parks, Recreation & Cultural Services Total 3,934.1$ 3,837.8$ 96.3$ 2.4 % PLANNING & BUILDING SERVICES Development Planning (633.2)$ (744.7)$ 111.5$ 17.6 % Long Range & Strategic Planning 602.2 586.1 16.1$ 2.7 % Net Building Department Operations (503.5)$ (503.5)$ -$ - Contribution to Building Reserve 503.5 503.5 -$ - Total Building Services - - - - Planning & Building Department Total (31.0)$ (158.6)$ 127.6$ 412.3 % CORPORATE REVENUE & EXPENSE Supplementary Taxes & Payments-in-Lieu (711.0)$(711.0)$ -$ - Penalties on Unpaid Property Taxes (900.0) (900.0) -$ - Overhead Cost Re-allocation to Building Services (453.8) (453.8) -$ - All Other Revenue (4,841.4) (4,862.9) 21.5$ 0.4 % Cash to Capital 4,837.8 4,837.8 -$ - All Other Expense 6,879.9 6,919.3 (39.5)$ (0.6 %) 4,811.5$ 4,829.4$ (17.9)$ (0.4 %) TOTAL TAX LEVY FUNDED OPERATIONS 41,821.7$ 41,863.2$ (41.5)$ (0.1 %) TOTAL TAX LEVY (41,821.7)$ (41,821.7)$ -$ - OPERATING (SURPLUS) DEFICIT - 41.5$ (41.5)$ (0.1 %) Deficit Deficit General Committee Meeting Agenda Tuesday, May 16, 2017 Item R2 Page 8 of 9 Attachment 2 Shown in $,000's APPROVED ANNUAL BUDGET FORECAST RETAIL REVENUES Water (11,249.8)$ (11,246.9)$ (2.9)$ (0.0 %) Wastewater (9,929.5) (9,929.5) 0.0$ 0.0 % Storm Water (1,351.6) (1,345.2) (6.4)$ (0.5 %) Retail Revenues Total (22,530.9)$ (22,521.6)$ (9.3)$ (0.0 %) TOTAL REVENUE (22,530.9) (22,521.6) (9.3) (0.0 %) WHOLESALE COSTS OF WATER & SEWER Water 6,796.0$ 6,796.0$ -$ - Sewage Discharge Fee 7,699.4 7,699.4 - - Wholesale Costs Of Water & Sewer Total 14,495.4$ 14,495.4$ -$ - NET CONTRIBUTION TO OPERATING COSTS (8,035.5)$ (8,026.2)$ (9.3)$ (0.1 %) OPERATING COSTS: Water Administration & Billing 1,300.8$ 1,278.3$ 22.5$ 1.7 % Water System Operations 1,414.0 1,278.8 135.2$ 9.6 % Wastewater System Operations 945.7 903.2 42.5$ 4.5 % Storm Water Management Operations 451.6 449.5 2.1$ 0.5 % Pumping Stations (Net)173.4 166.3 7.1$ 4.1 % Reserve Contributions OUT 3,750.0 3,950.0 (200.0)$ (5.3 %) TOTAL OPERATING COSTS 8,035.5$ 8,026.1$ 9.4$ 0.1 % UTILITY BUDGET (SURPLUS) / DEFICIT 0.0$ (0.0)$ 0.0$ 0.0 % Surplus Surplus (Unfavourable) Town of Aurora Water, Wastewater and Storm Water Net Operating Forecast Update as at March 31, 2017 Variance Favourable / General Committee Meeting Agenda Tuesday, May 16, 2017 Item R2 Page 9 of 9 General Committee Meeting Agenda Tuesday, May 16, 2017Item R3 Page 1 of 5 General Committee Meeting Agenda Tuesday, May 16, 2017Item R3 Page 2 of 5 General Committee Meeting Agenda Tuesday, May 16, 2017Item R3 Page 3 of 5 General Committee Meeting Agenda Tuesday, May 16, 2017Item R3 Page 4 of 5 General Committee Meeting Agenda Tuesday, May 16, 2017Item R3 Page 5 of 5 Town of Aurora General Committee Report No. PBS17-006 Subject: Application for Site Plan Approval Markangel Real Estate Assets Inc. 55 Eric T Smith Way Lot 6 and Part of Block 11 Registered Plan 65M-4324 File Number: SP-2016-06 Prepared by: Marty Rokos, Planner Department: Planning and Building Services Date: May 16 , 2017 Recommendation 1.That Report No. PBS17-006 be received; and 2.That Site Plan Application File SP-2016-06 (Markangel Real Estate Assets Inc.) to permit the development of the subject lands for three (3) office buildings, each being four to five (4-5) storeys in height and with a total of 18,532.7 m2 GFA including the parking garage be approved; and 3.That the Mayor and Town Clerk be authorized to execute the site plan agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary •This report provides background information, evaluation and recommendations regarding the Site Plan Application submitted by Markangel Real Estate Assets Inc. to permit the development of the subject lands for three (3) office buildings, each being four to five (4-5) storeys in height and with a total of 18,532.7 m2 GFA including the parking garage. •Planning and Building Services has reviewed the subject application in accordance with the provisions of the Town’s Official Plan, Zoning By-law and municipal development standards respecting the subject lands. •All departments and agencies have provided comment and are able to support the site plan application provided technical comments are addressed. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 1 of 17 May 16, 2017 Page 2 of 10 Report No. PBS17-006 • Relief from the Zoning By-law is required for the proposed clinic use and site specific performance standards; a minor variance application will be considered by the Committee of Adjustment at a future date. • All technical revisions to the proposed plans will be reviewed by Town Staff prior to the execution of the Site Plan Agreement. Staff recommend approval of Site Plan Application File: SP-2016-06. Background Application History The Town received the Site Plan Application from Markangel Real Estate Assets Inc. on August 16, 2016. Location / Land Use As illustrated in Figure 1, the subject lands are located on the south side of Eric T. Smith Way at Goulding Avenue. The subject lands have the following characteristics: • 94 m of frontage on Eric T. Smith Way and a lot area of 19,924.91 m2; • Three office buildings and a parking garage are proposed on the site; and • The site is currently vacant. Surrounding Land Uses The surrounding land uses are as follows: North: Employment South: Rural East: Vacant – future employment West: Vacant – future employment Policy Context The Site Plan Application is consistent with the policies of the PPS, the Growth Plan for the Greater Golden Horseshoe, the Oak Ridges Moraine Conservation Plan, the Regional OP, and the Lake Simcoe Protection Plan. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 2 of 17 May 16, 2017 Page 3 of 10 Report No. PBS17-006 Provincial Policies All Planning Act development applications are subject to provincial policies. The Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest. These policies support the development of strong communities through the promotion of efficient land use and development patterns. The Growth Plan for the Greater Golden Horseshoe is a guiding document for growth management within the Greater Golden Horseshoe (GGH) Area to 2041. The Growth Plan provides a framework which guide decisions on how land will be planned, designated, zoned and designed. The Lake Simcoe Protection Plan (LSPP) is a provincial document that provides policies which addresses aquatic life, water quality, water quantity, shorelines and natural heritage, other threats and activities (including invasive species, climate change and recreational activities) and implementation. Oak Ridges Moraine Conservation Plan (ORMCP) A portion of the subject lands are designated “Oak Ridges Moraine Settlement Area” by the Town of Aurora Official Plan. Schedule ‘L’ indicates that the subject lands are designated “Category 1 –Complex Landform” and “Category 2 – Moderately Complex Landform”. According to Schedule ‘M’, the subject lands are in a “Low Vulnerability Aquifer Area”. There are no Key Natural Heritage Features on the subject lands. The proposed development conforms to the Oak Ridges Moraine Conservation Plan (ORMCP). York Region Official Plan The subject lands are designated as “Urban Area” within the York Region Official Plan. York Region’s vision for the Urban Area is to strategically focus growth while conserving resources and to create sustainable, lively communities. Under the York Region’s Official Plan, one regional urbanization goal is to enhance the Region’s urban structure through city building, intensification and compact, complete communities. Bayview Northeast Area 2B Secondary Plan (OPA 30) The subject lands are designated as “Business Park” by the Bayview Northeast Area 2B Secondary Plan (OPA 30). Permitted uses in the “Business Park” designation include business and professional offices, hospitality and accommodation related uses, limited retail and service commercial uses, research, development, training facilities, laboratory uses, scientific, technological or communications establishments, institutional uses, daycare centres, conference centres, industrial and other employment uses. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 3 of 17 May 16, 2017 Page 4 of 10 Report No. PBS17-006 Zoning By-law 2213-78, as amended The subject lands are zoned “Business Park (BP-4i) Exception Zone – Specific to By- law 4810-06.D” by the Town of Aurora Zoning By-law 2213-78, as amended. Permitted uses in the BP-4i Exception Zone include convention centres, data processing centres, day nursery, adult day centres, intergenerational day centres, fitness centres, food processing establishments, industrial uses, hotels, motels, parks, printing, media, and communications establishments, public authorities, research and training facilities, warehouses, accessory uses, and offices to a maximum floor area ratio (FAR) of 50% subject to a traffic study. By-law 4469-03.D indicates that the lands are located in a low aquifer vulnerability area. Schedule ‘E’ indicates the lands are in a “Category 1 – Complex Landform” and “Category 2 – Moderately Complex Landform”. Reports and Studies The Owner submitted the following documents as part of a complete Site Plan application: Name Report Author Site Plan Pro Vision Architecture Inc. Landscape Plan John A. Russo Landscape Architect Landscape Cost Estimate John A. Russo Landscape Architect Stormwater Management Report and Service Brief Cantam Group Ltd. Building Elevations Pro Vision Architecture Inc. Floor Plans Pro Vision Architecture Inc. Site Photometric Plan Cantam Group Ltd. Electrical Estimate Cantam Group Ltd. Survey ERTL Surveyors Proposed Application Proposed Site Plan As illustrated on Figure 4, the site plan proposes three (3) office buildings and a three (3) level parking garage. A total of 18,532.7 m2 GFA are proposed in three phases. 471 parking spaces are proposed including 226 in the surface parking lot and 245 in the parking garage. The larger building is proposed to be a medical clinic and would be at the rear of the site. A central pedestrian walkway would provide access to all three General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 4 of 17 May 16, 2017 Page 5 of 10 Report No. PBS17-006 buildings and includes landscaped amenity areas. Information on each building and proposed phasing is summarized below: Block GFA Storeys Parking Spaces Phase 1 Building “A”, 4 storeys (office) 1,905.98 m2 4 73 surface Phase 2 Building “B”, 5 storeys (clinic) 6,788.35 m2 4 109 surface Building “C”, 3 storeys (parking garage) 7,856.38 m2 3 245 enclosed Phase 3 Building “D”, 4 storeys (office) 1,981.99 m2 4 44 surface Total 18,532.7 m2 471 The pertinent site statistics are as follows: Site Statistics Proposed Zoning By-law Requirements Permitted Uses Office: 19.5% Floor Area Ratio (FAR) Clinic: 34.1% FAR* Parking garage: 39.4% FAR Total: 93.0% FAR Office to maximum 17% FAR, or maximum 50% FAR subject to traffic study Clinic not permitted Lot Area (minimum) 19,924.91 m2 8,000 m2 Lot Frontage (minimum) 94 m 60 m Yard adjacent to Eric T. Smith Way (minimum) 17.58 m 6 m Other yards (minimum) 8.33 m 3 m Landscaping adjacent to Eric T. Smith Way (minimum) 2.87 m* 6 m Landscaping adjacent to other lot lines (minimum) 3 m 3 m Building Height (maximum) 3-5 storeys* 4 storeys Distance between two buildings on the same lot (minimum) 13.74 m 12 m Parking (minimum) Total: 471 Office: 3.5 spaces/100 m2 Clinic: 6.5 spaces/100 m2 Total: 420 *Proposed Site Plan provision does not conform to the Zoning By-law and will require a minor variance to address the deficiency. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 5 of 17 May 16, 2017 Page 6 of 10 Report No. PBS17-006 Analysis Planning Considerations Aurora 2C Secondary Plan Area (OPA 73) The Site Plan conforms to the policies of OPA 30. As noted earlier, the subject lands are designated as “Business Park” by the Bayview Northeast Area 2B Secondary Plan (OPA 30). There are no Key Natural Heritage Features on the subject lands. The “Business Park” designation is intended to provide opportunities for a mix of high quality employment uses and a variety of supporting commercial and community facilities geared generally to satisfying the needs of residents, businesses and employees in the Town of Aurora and the Region. Permitted uses include business and professional offices, hospitality and accommodation related uses, research, development and laboratory uses, scientific, technological or communications establishments, institutional uses compatible with and complementary to the planned function of the designation, daycare centres, conference centres, and industrial and other employment uses. Planning Staff are of the opinion that the proposed site plan conforms to the land use and development policies of OPA 30 and is compatible with the surrounding land uses. Zoning By-law 2213-78, as amended A minor variance is required before the Site Plan Agreement is finalized. The subject property is zoned “Business Park (BP-4i) Exception Zone” by the Town of Aurora Zoning By-law 2213-78, as amended. The proposed Site Plan as prepared by the applicant does not comply with the permitted uses and performance standards of the BP-4i Zone. A clinic is not a permitted use. The proposed Site Plan also does not comply with provisions regarding landscaping fronting Eric T. Smith Way and the height of Building “B”. The site plan agreement will not be executed and registered until a minor variance is approved by the Committee of Adjustment and the site plan is finalized. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 6 of 17 May 16, 2017 Page 7 of 10 Report No. PBS17-006 Urban Design and Elevations The proposed Site Plan development has been reviewed by the Planning Partnership for compliance with the Hallgrove Business Park Urban Design Guidelines. The owner has proposed massing Buildings “A” and “D” at the north end of the site near Eric T. Smith Way, with Building “B” and the parking garage towards the rear of the site (see Figure 4). A pedestrian walkway six (6) m in width provides pedestrian access from the street to all buildings on site and acts as a central “spine” for the development. Two landscaped amenity areas are proposed: one between Buildings “A” and “D” and another in front of Building “B”. Landscaping is proposed around the perimeter of the site and within the islands in the parking lot (see Figure 5). Each proposed building will be clad in a combination of precast concrete, glass curtain wall, and spandrel glass (see Figures 6 and 7). The rear wall of Building “B” faces the parking garage and lands designated as Countryside Area within the Oak Ridges Moraine. It is clad mainly in precast concrete. Buildings “A” and “D” have canopied entrances at the north and south elevations and Building “A” features an outdoor patio. The main entrance of Building “B” is at the terminus of the pedestrian walkway. Traffic and Parking Section 27.D.8.3 of the Zoning By-law states that the maximum Floor Area Ratio for an office use can be raised from 17% to 50% if the applicant can demonstrate that the increase can be supported by the existing and proposed road network and it will not have an undue impact on intersection operations. The applicant will submit a traffic report to support the minor variance application. The report will also address any increase in traffic generated by the clinic use. The proposed office and clinic uses will have a combined FAR of 53.6%. The Zoning By-law requires a minimum of 3.5 parking spaces per 100 m2 of office space and 6.5 parking spaces per 100 m2 of clinic space. The proposed site plan contains 471 parking spaces. Building Services staff have confirmed that the number of proposed parking spaces complies with the zoning provisions. Landscaping The owner proposes landscape plantings along the frontage of Eric T. Smith Way consisting of Autumn Blaze Maple and a variety of deciduous and coniferous shrubs. The landscape strips along the east and west property lines are proposed to be planted with a variety of deciduous and coniferous trees including Yellowwood, Buckeye, and White Pine. The central pedestrian walkway and amenity areas are proposed to be lined with White Coffee trees. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 7 of 17 May 16, 2017 Page 8 of 10 Report No. PBS17-006 Department / Agency Comments The Planning Partnership, Enbridge, Canada Post, Alectra Utilities, and Rogers have no concerns regarding the proposed Site Plan application. The Accessibility Advisor, Central York Fire Services, Parks Department, Building Division, and Development Planning Engineer have no concerns subject to further technical information being provided. The owner is currently preparing a third site plan submission to address these comments. The Planning Partnership (Urban Design) The site plan application was circulated to the Planning Partnership to peer review the urban design aspects of the proposal. The Planning Partnership is generally satisfied with the proposed site plan application and has suggested some refinements to the building elevations including projecting the precast walls of Building “B” to create textures and shadows in the elevation. Accessibility Advisor The Accessibility Advisor has no objections to site plan approval subject to consideration being given to automatic door openers for all main entrances and washroom doors, wider entry doors, and increasing the accessible parking spaces from 10 to 12. Central York Fire Services CYFS has reviewed the site plan and requires additional technical details regarding water supply, hydrant locations, fire department connections, and fire route design and signage. Parks, Recreation & Cultural Services Department Parks staff have no objections to site plan approval provided that the plans are updated to clarify plantings in the islands and pedestrian walkway. Technical details were also requested on the landscape plan including surface materials and location of infrastructure. Planning and Building Services, Building Division Building division staff requested further zoning information to ensure zoning compliance, including garbage enclosures, parking, lot frontage, and building height. The Building Division has identified where the proposed development does not conform to the provisions of the BP-4i Exception Zone. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 8 of 17 May 16, 2017 Page 9 of 10 Report No. PBS17-006 Development Planning Engineer The Development Planning Engineer has no objections to the approval of the Site Plan subject to additional technical information regarding emergency services, water service, stormwater management, grading, and cost estimate. Other Agencies Enbridge, Canada Post, Alectra Utilities, and Rogers have reviewed the application and have no concerns. Advisory Committee Review No Communication Required. Financial Implications At the time of Site Plan agreement, fees and securities will be applied to the development. Development charges and cash in lieu of parkland fees will also be collected. Communications Considerations Site plan applications submitted under Section 41 of the Planning Act do not require public notification. All planning applications are listed on the Town’s website which is reported to Council and updated quarterly. Link to Strategic Plan The proposed Site Plan application supports the Strategic Plan goal of Enabling a diverse, creative and resilient economy through its accomplishment in satisfying requirements in the following key objective within this goal statement: Promoting economic opportunities that facilitate the growth of Aurora as a desirable place to do business: Through the proposed Site Plan application on the subject lands, the application will assist in attracting business in accordance with the Develop plans to attract businesses that provide employment opportunities for our residents action item. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 9 of 17 General Committee Meeting Agenda Tuesday, May 16, 2017Item R4 Page 10 of 17 Goulding AvenueEric T Smith Way LOCATION MAP Map created by the Town of Aurora Planning & Development Services Department, April 12, 2017. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2016, © First Base Solutions Inc., 2016 Orthophotography. ¯APPLICANT: Markangel Real Estate Assets Inc.FILE: SP-2016-06 FIGURE 1 St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive ^Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd 0 25 50 75 100 MetresSUBJECT LANDS General Committee Meeting Agenda Tuesday, May 16, 2017Item R4 Page 11 of 17 Goulding AvenueEric T Smith Way OFFICIAL PLAN MAP Map created by the Town of Aurora Planning & Development Services Department, April 12, 2017. Base data provided by York Region & the Town of Aurora. ¯0 25 50 75 100 MetresAPPLICANT: Markangel Real Estate Assets Inc.FILE: SP-2016-06FIGURE 2 SUBJECT LANDS St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive ^Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd Business Park Schedule A OPA Linear and Other Open Space General Committee Meeting Agenda Tuesday, May 16, 2017Item R4 Page 12 of 17 Goulding AvenueEric T Smith Way O-9 BP-4 BP C-ORM BP-4i* BP-6 O-9 O O (H)BP-7 BP-14ZONING MAP Map created by the Town of Aurora Planning & Development Services Department, April 12, 2017. Base data provided by York Region & the Town of Aurora. ¯0 25 50 75 100 Metres APPLICANT: Markangel Real Estate Assets Inc.FILE: SP-2016-06FIGURE 3 SUBJECT LANDS COUNTRYSIDE AREA Oak Ridges MoraineCountryside AreaC-ORM Zoning Legend Business ParkBP Oak Ridges MoraineRuralRU-ORM RURAL ZONES INDUSTRIAL ZONES Major Open Space OPEN SPACES ZONES O General Committee Meeting Agenda Tuesday, May 16, 2017Item R4 Page 13 of 17 Map created by the Town of Aurora Planning & Development Services Department, April 12, 2017. Drawing provided by Cantam Group Ltd. PROPOSED SITE PLAN APPLICANT: Markangel Real Estate Assets Inc.FILE: SP-2016-06 FIGURE 4 PHASE 2 PHASE 1 PHASE 3 Building CProposed Parking Garage Building BProposed Clinic Building D Building A General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 14 of 17 Map created by the Town of Aurora Planning & Development Services Department, April 13, 2017. Drawing provided by Cantam Group Ltd. PROPOSED LANDSCAPE PLAN APPLICANT: Markangel Real Estate Assets Inc.FILE: SP-2016-06 FIGURE 5 General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 15 of 17 Map created by the Town of Aurora Planning & Development Services Department, April 12, 2017. Drawing provided by Cantam Group Ltd. PROPOSED ELEVATIONS, BUILDINGS A & D APPLICANT: Markangel Real Estate Assets Inc.FILE: SP-2016-06 FIGURE 6 General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 16 of 17 Map created by the Town of Aurora Planning & Development Services Department, April 12, 2017. Drawing provided by Cantam Group Ltd. PROPOSED ELEVATIONS, BUILDINGS B & C APPLICANT: Markangel Real Estate Assets Inc.FILE: SP-2016-06 FIGURE 7 General Committee Meeting Agenda Tuesday, May 16, 2017 Item R4 Page 17 of 17 Town of Aurora General Committee Report No. PBS17-017 Subject: Application for Site Plan Approval Joe Cara 15132 & 15136 Yonge Street Part of Lots 4 & 5, Registered Plan 9 File Number: SP-2013-05 Prepared by: Caitlin Graup, Planner Department: Planning and Building Services Date: May 16, 2017 Recommendation 1.That Report No. PBS17-017 be received; and 2.That Site Plan Application File No. SP-2013-05 (Joe Cara) to permit the development of a three (3) storey mixed use building including 12 residential units and 240 square metres of commercial floor space, be approved; and 3.That a total of 12 units of water and sewage capacity be allocated to the Approval of the Site Plan Application; and 4.That the Mayor and Town Clerk be authorized to execute the Site Plan Agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary This report seeks Council’s approval to permit the development of a three (3) storey mixed use building including 12 residential units and 240 square metres of commercial floor space. •The proposal is in keeping with the Town’s Official Plan Policies and provides for an infill opportunity along Yonge Street •There are issues with parking requirements, however these will be dealt with through a minor variance application General Committee Meeting Agenda Tuesday, May 16, 2017 Item R5 Page 1 of 15 May 16, 2017 Page 2 of 8 Report No. PBS17-017 Background Application History The Site Plan Application was received on April 24, 2013. Location / Land Use The subject properties are located on the west side of Yonge Street, at Church Street (See Figure 1). There is an existing 2-storey building located on 15132 Yonge Street, which will remain. The proposed 3-storey building will be constructed to the north of the existing building, at 15136 Yonge Street, which is currently vacant. The current driveway access to the south of the existing building will remain, with parking located in the front, side and rear of the buildings. Surrounding Land Uses The surrounding land uses are as follows: North: Commercial Uses South: Commercial Uses East: Commercial Uses, Aurora Public Library, Residential Uses West: Residential Uses Policy Context Provincial Policies All Planning Act development applications are subject to provincial policies. The Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest. These policies support the development of strong communities through the promotion of efficient land use and development patterns. The Growth Plan for the Greater Golden Horseshoe is a guiding document for growth management within the Greater Golden Horseshoe (GGH) Area to 2041. The Growth Plan provides a framework which guide decisions on how land will be planned, designated, zoned and designed. The Lake Simcoe Protection Plan (LSPP) is a provincial document that provides policies which addresses aquatic life, water quality, water quantity, shorelines and natural heritage, other threats and activities (including invasive species, climate change and recreational activities) and implementation. Town of Aurora Official Plan – Promenade Secondary Plan The subject properties are designated “Downtown” in the Aurora Promenade Secondary Plan (See Figure 2). The “Downtown” land use policies encourage a mixture of uses not just within the designation in general, but also on individual development sites and within General Committee Meeting Agenda Tuesday, May 16, 2017 Item R5 Page 2 of 15 May 16, 2017 Page 3 of 8 Report No. PBS17-017 individual buildings. Permitted uses include dwelling units located on the second storey and/or above, of all building types, and commercial uses including offices, retail stores and restaurants. Zoning By-law 2213-78, as amended The subject properties are zoned Central Commercial (C2) along Yonge Street, with a portion of the rear of the properties zoned Environmental Protection (EP) (See Figure 3). The Central Commercial (C2) Zone permits a variety of commercial uses, including, among others, banks or other financial institutions, business or professional offices, commercial schools and retail stores. In addition, mixed use buildings with a height limit of 5 storeys are permitted. The Environmental Protection (EP) Zone permits, among other uses, agriculture, conservation and forestry uses, and does not permit buildings or structures to be erected within the zone except for those intended for floor or erosion control or structures ancillary to uses permitted, subject to Public Authority approval. Reports and Studies The Owner submitted the following documents as part of a complete application to the proposed Site Plan Application: Report Name Report Author Stormwater Management Report Soscia Engineering Ltd. Proposed Applications Proposed Site Plan As illustrated on Figure 4A, the proposed site plan shows the existing 2-storey building and the proposed 3-storey building to the north. The existing building provides approximately 186 sq.m. of commercial space on the ground floor and a total of 8 residential units. The proposed building provides approximately 240 sq.m. of commercial space on the ground floor, and 6 residential units on both the second and third floors, for a total of 12 residential units. In total, the development will provide approximately 426 sq.m. of commercial space and 20 residential units. The parking is located in the front, south side yard and rear yard and is proposed to be shared between the two buildings. The table below shows the proposed site statistics and the zoning by-law requirements. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R5 Page 3 of 15 May 16, 2017 Page 4 of 8 Report No. PBS17-017 Site Statistics Proposed (this includes both 15132 Yonge Street and 15136 Yonge Street) Zoning By-law Requirements Permitted Uses: C2 – Central Commercial EP – Environmental Protection Commercial Space with Residential Units above first storey Parking* Commercial Space with Residential Units above first storey Parking not permitted Lot Area (minimum) 1,481 m2 230 m2 Lot Frontage (minimum) 28.5 m 10.0 m Front Yard (minimum) 0.28 m 3.0 m Rear Yard (minimum) 17.5 m 7.5 m Side Yard (minimum) North Side – 0.0 m South Side – 7.1 m n/a Floor Area (maximum) 2,100 m2 n/a Lot Coverage (maximum) 32.7% n/a Building Height (maximum) 15132 Yonge St. – 2 storeys 15136 Yonge St. – 3 storeys 3 storeys Parking (minimum) 25 parking spaces* 46 parking spaces Parking Location Front, Side and Rear Yard* Rear Yard Only *Proposed Site Plan provision does not conform to the Zoning By-law and will require a minor variance to the Committee of Adjustment to address the deficiency. Analysis Planning Considerations Lake Simcoe Protection Plan (LSPP) The subject properties are located within the Lake Simcoe Watershed. Any proposed development within this area is subject to the applicable policies of the Lake Simcoe Protection Plan, including Settlement Area policies. The subject property is located partially within an area currently governed by Ontario Regulation 179/06 under the Conservation Authorities Act. A permit is required from the Lake Simcoe Region Conservation Authority (LSRCA) prior to any construction and/or site works commencing within the regulated area. The LSRCA has reviewed the submitted material and confirms that all matters have been addressed, therefore it is Planning Staff’s opinion that the proposed development conforms to the Lake Simcoe Protection Plan. The Applicant will be required to satisfy any technical/agreement requirements with the LSRCA prior to the execution of the Site Plan Agreement with the Town. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R5 Page 4 of 15 May 16, 2017 Page 5 of 8 Report No. PBS17-017 York Region Official Plan York Region has reviewed the submitted materials and notes that the subject properties are within the “Urban Area” designation, and are also located within Wellhead Protection Area B and WHPA-Q (Recharge Management Area). The Applicant will be required to satisfy any technical/agreement requirements with the Region prior to execution of the Site Plan Agreement with the Town. Town of Aurora Official Plan – Promenade Area The subject properties are designated “Downtown” in the Aurora Promenade Secondary Plan. The “Downtown” land use policies encourage a mixture of uses not just within the designation in general, but also on individual development sites and within individual buildings. Permitted uses include dwelling units located on the second storey and/or above, of all building types, and commercial uses including offices, retail stores and restaurants. Planning Staff are of the opinion that the proposed development conforms to the land use and development policies of the Official Plan and is compatible with the surrounding land uses. Zoning By-law 2213-78, as amended Planning staff are of the opinion that the proposed mixed-use commercial/residential development is appropriate and compatible with adjacent and neighbouring developments. The proposal generally complies with the zoning by-law. The Applicant will be required to satisfy any technical requirements with Building Services prior to the execution of the Site Plan Agreement with the Town. Parking The proposed site plan, including the existing 2-storey building, requires a total of 46 parking spaces, based on calculations that comply with Zoning By-law 2213-78, as amended. The Applicant is proposing to provide 25 parking spaces on site. In addition, LSRCA will not permit overnight parking within the Floodplain, and parking is not permitted in the Environmental Protection (EP) Zone. As Figure 4B shows, 12 parking spaces fall within the LSRCA Floodplain. Staff are able to support the reduction in parking based on Policy 11.14.1a) in the Aurora Promenade Plan, which allows for a reduced number of parking spaces for new development within the ‘Downtown’ and ‘Upper Downtown’ designations. New non- residential developments shall be required to provide a minimum of 1.0 and a maximum of 2.0 parking spaces per 100 square metres of G.F.A., and new residential developments shall be required to provide a minimum of 1 and maximum of 1.25 parking spaces per unit, General Committee Meeting Agenda Tuesday, May 16, 2017 Item R5 Page 5 of 15 May 16, 2017 Page 6 of 8 Report No. PBS17-017 inclusive of visitor parking. A Minor Variance application will be required to facilitate the Applicant’s proposed site plan. Department / Agency Comments The proposed applications were circulated to all internal and external agencies for review and comment. In general, all circulated agencies are satisfied with the revisions and have no further comments at this time. Any technical matters will be resolved prior to the execution of the site plan agreement. Driveway Easement Prior to execution of the site plan agreement, confirmation from the Applicant will be required with respect to an easement for shared driveway access with the neighbouring property to the south. Urban Design The application has been circulated for review by the Town’s peer review consultant The Planning Partnership. Final comments from the Control Architect, including approval of the final colours and materials, will be required to be satisfied prior to the execution of the site plan agreement. Staff are generally satisfied with the design and proposed materials of the building (See Figures 5 & 6). Advisory Committee Review No Communication Required. Financial Implications There are no financial implications. Communications Considerations Site plan applications submitted under Section 41 of the Planning Act do not require public notification. The Planning Application Status is available on the Town’s website and is reported to Council and updated quarterly. Link to Strategic Plan Promoting economic opportunities that facilitate the growth of Aurora as a desirable place to do business: By permitting the development of the mixed-use commercial/residential proposal, this will help Develop plans to attract businesses that provide employment opportunities for our residents. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R5 Page 6 of 15 May 16, 2017 Page 7 of 8 Report No. PBS17-017 The subject application supports the Strategic Plan goal of supporting an exceptional quality of life for all through its accomplishment in satisfying requirements in the following key objective within this goal statement: Strengthening the fabric of our community: By permitting mixed-use commercial/residential uses on an underutilized property along the Aurora promenade, the review of surplus lands and structures to facilitate growth and revitalization in the community action item is realised. Alternatives to the Recommendation 1. Direct staff to report back to Council addressing any issues that may be raised at the General Committee Meeting. 2. Refusal of the application with an explanation for the refusal. Conclusions Planning and Building Services reviewed the proposed Site Plan Application in accordance with the provisions of the Provincial, Regional, the Town’s Official Plan, Zoning By-law and municipal development standards respecting the subject lands. The proposed Site Plan Application is generally considered to be in keeping with the development standards of the Town. It is noted that minor variance approvals will be required to address technical zoning issues. Any other technical revisions to the proposed plans will be reviewed by Town Staff prior to the execution of the site plan agreement. Staff recommends approval of Site Plan Application SP-2013-05. Attachments Figure 1 – Location Map Figure 2 – Existing Official Plan Designation Figure 3 – Existing Zoning By-Law Figure 4A –Site Plan Figure 4B – Site Plan with LSRCA Floodplain Figure 5 – Building Elevations, North and South Figure 6 – Building Elevations, East and West Previous Reports Not applicable. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R5 Page 7 of 15 General Committee Meeting Agenda Tuesday, May 16, 2017Item R5 Page 8 of 15 Victoria StreetTyler Street Yonge StreetGurnettStreetMetcalfe StreetMill StreetTemperance StreetTyler Street Mosley Street Church Street Yonge StreetHarrison AvenueTemperanceStreet LOCATION MAP Map created by the Town of Aurora Planning & Building Services Department, April 24, 2017. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2016, © First Base Solutions Inc., 2016 Orthophotography. ¯ FIGURE 1 St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive ^Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd 0 25 50 75 100 Metres APPLICANT: Joe CaraFILES: SP-2013-05 SUBJECT LANDS General Committee Meeting Agenda Tuesday, May 16, 2017Item R5 Page 9 of 15 Victoria StreetMill StreetMetcalfe Street GurnettStreetReuben Street Mosley Street Church Street Tyler Street Harris on AvenueTemperanceStreetYONGE STREETMap created by the Town of Aurora Planning and Building Services Department, April 24, 2017. Base data provided by York Region & the Town of Aurora. ¯0 25 50 75 100 MetresAPPLICANT: Joe CaraFILES: SP-2013-05FIGURE 2 St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive ^Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd SUBJECT LANDS THE AURORA PROMENADE EXISTING OFFICIAL PLAN DESIGNATION Existing Employment - Brownfield Industrial Environmental Protection Upper Downtown Downtown Schedule A OPA Schedule B1 Secondary Plan Area Public Parkland Stable Neighbourhoods Existing Major Institutional Private Parkland General Committee Meeting Agenda Tuesday, May 16, 2017Item R5 Page 10 of 15 Victoria StreetMillStreetGurnettStreetHarrison Ave nueYonge StreetTyler Street Mosley Street Church Street Yonge StreetTemperanceStreetR2 OI-6 EP RA2-3 RA3 EP-5 C2-7 EP C2 R5-26I R5 I-12 R5-16 I R2 EP-11EP-3EP-2 EP RA3 EP-1 I C2 C2 C2-13 R5 R5 R5-30C 2 - 1 4 ( i ) M2 M2 M2 EXISTING ZONING BY-LAW Map created by the Town of Aurora Planning and Building Services Department, April 24, 2017. Base data provided by York Region & the Town of Aurora. ¯0 25 50 75 100 MetresAPPLICANT: Joe CaraFILES: SP-2013-05 FIGURE 3 SUBJECT LANDS Institutional INSTITUTIONAL ZONES I Detached DwellingSecond DensityR2 Central COMMERCIAL ZONES C2 Zoning Legend Special Mixed Density RESIDENTIAL ZONES R5 Major Open Space OPEN SPACES ZONES O Environmental ProtectionEP ApartmentSecond DensityRA2 ApartmentThird DensityRA3 INDUSTRIAL ZONES GeneralM2 EP EP EP General Committee Meeting Agenda Tuesday, May 16, 2017Item R5 Page 11 of 15 Map created by the Town of Aurora Planning & Building Services Department, April 25, 2017. Drawing provided by Soscia Professional Engineers Inc. SITE PLAN APPLICANT: Joe CaraFILES: SP-2013-05 FIGURE 4A General Committee Meeting Agenda Tuesday, May 16, 2017Item R5 Page 12 of 15 Map created by the Town of Aurora Planning & Building Services Department, April 25, 2017. Drawing provided by Soscia Professional Engineers Inc. SITE PLAN WITH FLOODPLAIN APPLICANT: Joe CaraFILES: SP-2013-05 FIGURE 4B LSRCA Floodplain General Committee Meeting Agenda Tuesday, May 16, 2017Item R5 Page 13 of 15 Map created by the Town of Aurora Planning & Building Services Department, April 25, 2017. Drawing provided by Soscia Professional Engineers Inc. BUILDING ELEVATIONS, NORTH AND SOUTH APPLICANT: Joe CaraFILES: SP-2013-05 FIGURE 5 General Committee Meeting Agenda Tuesday, May 16, 2017Item R5 Page 14 of 15 Map created by the Town of Aurora Planning & Building Services Department, April 25, 2017. Drawing provided by Soscia Professional Engineers Inc. BUILDING ELEVATIONS, EAST AND WEST APPLICANT: Joe CaraFILES: SP-2013-05 FIGURE 6 General Committee Meeting Agenda Tuesday, May 16, 2017Item R5 Page 15 of 15 Town of Aurora General Committee Report No. PBS17-025 Subject: Additional Information: Comprehensive Zoning By-law Review File No. ZBA-2012-ZBR Prepared by: Jeff Healey, Planner and Glen Letman, Manager of Development Planning Department: Planning and Building Services Date: May 16 , 2017 Recommendation 1.That Report No. PBS17-025 be received; and 2.That the Comprehensive Zoning Bylaw be presented at a future Council meeting for enactment; and 3.That upon enactment of the Town’s new Comprehensive Zoning Bylaw by Council, site specific Zoning Bylaw Amendment and Minor Variance applications will continue to be received, processed and considered by Council and the Committee of Adjustment. Executive Summary The purpose of this report is to provide Council with responses on three items that were raised in Report No. PBS16-067 and at the November 1, 2016 General Committee meeting and to provide Council with final Staff comments on these particular items as follows: •Staff propose to reduce the maximum height from 28 metres to 15 metres for Institutional zoned properties, with the exception of lands zoned Institutional at 15186 Yonge Street. •Proposed zoning for lands located at 101-115 Edward Street and 103-111 Metcalfe Street. •Address comments from Council with respect to Amenity Area in apartment buildings. This report also provides comments on Bill 73 as it would apply to the approval of the new Comprehensive Zoning Bylaw. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R6 Page 1 of 11 May 16, 2017 - 2 - Report No. PBS17-025 Background Application History On November 1 2016, the Comprehensive Zoning By-law was considered by General Committee. Specific items discussed at the meeting were referred to a separate report for further discussion. On November 8 2016, a second report (PBS16-098) was prepared to provide further information with respect to Building Height in Institutional Zones, proposed Residential Zoning for 101-115 Edward Street, 103-111 Metcalfe Street and 106 Metcalfe Street, and in general properties that would be affected by the Comprehensive Zoning By-law. The following recommendation was provided by General Committee: 1. That Report No. PBS16-067 and Report No. PBS16-098 be received; and 2. That staff’s Review of the Comprehensive Zoning By-law be approved, with the exception of the matters relating to the Institutional height provisions and the proposed zoning change for the properties on Metcalfe Street (103-111) and Edward Street (101-115); and 3. That staff be directed to review the former policy that provides for indoor amenity space and report back to Council; and 4. That the implementing Comprehensive Zoning By-law be presented at a future Council meeting for enactment. Analysis Planning Considerations Institutional Zones (outside of the Promenade Downtown) The maximum building height for Institutional Zones is currently twenty-eight (28) metres in By-law 2213-78. Measured in storeys, this height would measure between 7 ½ and 9 storeys. Under the definition of building height, the steeples or ornamental towers of places of worship are not calculated in the total height of the building. As noted in Report No. PBS16-067, staff proposed a reduction in building height from twenty-eight (28) metres to fifteen (15) metres (approximately 4 storeys) for Institutional Zoned lands. The reduction of height would be consistent with the built form of the majority of existing Institutional buildings within the Town. Privately owned Institutional zoned lands in the Town are identified in Attachment 1 of this report. As noted in Report No. PBS16-098, staff proposed that the existing maximum height of twenty-eight (28) metres be retained in the new Zoning Bylaw. After receiving all General Committee Meeting Agenda Tuesday, May 16, 2017 Item R6 Page 2 of 11 May 16, 2017 - 3 - Report No. PBS17-025 comments from Council, Staff recommend a reduction in building height from twenty- eight (28) metres to fifteen (15) metres for Institutional (“I”) Zoned lands located outside of the Promenade Downtown (PD1) zone. Institutional Zoned Lands within the Promenade Downtown Lands currently zoned Institutional located within the Promenade Downtown Area are proposed to be incorporated into the Promenade Downtown (PD1) zone. Institutional Zoned lands located within the PD1 Zone include one property, 15186 Yonge Street (Aurora United Church property), which is currently under planning review for a two (2) storey place of worship and a nine (9) storey retirement residence (Files OPA-2016-05 & ZBA-2016-13). On review of this matter and taking into consideration feedback from Council, staff recommended a maximum building height of 28 metres for the lands that are currently zoned Institutional be identified as a special exception zone in the new Comprehensive Bylaw. This exception zone would apply to the south west portion of the overall land holding, specifically the lands municipally known as 15186 Yonge Street which are currently zoned I Institutional. A maximum building height of 15 metres is recommended for Institutional Zones outside of the Promenade Downtown (PD1) Zone. It must be noted that steeples and ornamental towers would be exempted from the height provisions. Review of 101-115 Edward Street, 103-111 Metcalfe Street and 106 Metcalfe Street The specific properties are designated ‘Stable Neighbourhoods’ by Schedule “A” of the Town of Aurora Official Plan. As identified in PBS16-067, staff recommended that the lands be re-zoned to an appropriate residential zone to bring the residential uses into conformity with the Official Plan. The lands are currently zoned General Industrial “M2” by Zoning By-law 2213-78. The existing buildings on the lands are occupied as residential dwellings and there does not appear to be any industrial businesses as the primary uses. The residential uses are currently considered to be legal non-conforming uses as a result. As stated in PBS16-098, buildings with a legal non-conforming status carry unique challenges in terms of the Zoning By-law. The non-conforming use may continue to legally exist as long as the property does not become vacant for an extended period of time. A non-conforming use cannot be expanded or enlarged without appropriate amendments to the zoning by-law, this includes the construction of decks, porches, garages or building additions. Should the residential building be removed in the event of a fire or a demolition, a zoning by-law amendment is required in order to build a new residential home on the lot. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R6 Page 3 of 11 May 16, 2017 - 4 - Report No. PBS17-025 On December 1 2016, staff sent letters to each of the eleven affected lots to receive comments from the affected residents. Staff received correspondence from the Owner of 105 Edward Street in support of the change to residential received on April 26, 2016. Staff have also received support through phone conversations from the Owners of 111 Edward Street. Staff acknowledge the delegation made at the November 1,2016 General Committee meeting from the Owner of 111 Metcalfe Street requesting that Council retain the Industrial zoning on his lands. Staff have also received correspondence from the Owner of 103 Metcalfe Street requesting retention of Industrial zoning. On review of this matter and taking public comments into consideration, staff recognize the unique neighborhood composition of the eleven properties along Edward Street and Metcalfe Street. The original zone change of the lands to Industrial in the 1960’s was likely conducted in anticipation of creating a clear boundary of residential and industrial along municipal streets. Clearly, the change to industrial has occurred in piecemeal fashion with certain properties that appear in a greater industrial setting (in some cases surrounded by Industrial uses on three sides) while others containing well-maintained century homes, manicured landscaping and established trees, which are more in keeping with a residential setting. None of the buildings under consideration appear to have a primary industrial use. As such, staff recommend that properties identified as 101, 103, 105, 107,109, 111 and 115 Edward Street be changed to appropriate residential zoning, while properties identified as 103, 106, 107 and 111 Metcalfe Street remain within the equivalent Industrial/ Employment zone. Amenity Area On November 1 2016, Council provided comments on Amenity Areas within Apartment buildings and condominiums. Staff have conducted a review of amenity space provisions for municipalities within the Greater Toronto Area. For apartment buildings, the proposed recommended standard for Aurora is twelve (12) square meters, which is on the higher end for Amenity Area provisions compared to other municipalities. Amenity Area for municipalities surveyed is approximately ten (10) square metres per unit. The proposed Comprehensive Zoning By-law has provided the option for indoor and outdoor amenity space for new apartment building developments. Outdoor Amenity Areas may include balconies, roof-top patio space or play spaces on the ground level. Indoor Amenity Areas may include a variety of uses such as fitness rooms, swimming pools and amenity rooms specifically for the use of the residents of the building. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R6 Page 4 of 11 May 16, 2017 - 5 - Report No. PBS17-025 Provisions of Bill 73 As previously identified in General Committee report No.PDS16-030 related to the introduction of Bill 73, and PBS16-067 reporting on the new Comprehensive Zoning By- law, the Province has recently made changes to the Planning Act via Bill 73 that received Proclamation on July 1, 2016. As Bill 73 is now in effect, the Planning Act now provides that once a Comprehensive Zoning By-law is approved by Council, no new site-specific zoning by-law amendments (Section 34) and no new minor variance applications (Section 45) can be submitted to the Town for a period of two (2) years, unless Council passes a resolution permitting a specific application, a class of application or in respect of such applications generally. The Comprehensive Zoning Bylaw represents a significant improvement and advancement in clarity and consistency in definitions, performance standards and provisions to that of the Town’s current 1978 Zoning Bylaw. It should not, however, be interpreted to represent the final implementation tool to cover each and all possible desirable performance standards and development scenarios. Each rezoning and development application is unique for many reasons, including its location, context, uses, and specifics of the proposal, all to be evaluated by Council based on the provisions of the Planning Act and its various implementation tools. These provisions include a wide range of provincial, regional and municipal approved documents, including goals, objectives and development polices of the municipal Official Plan and it’s associated amendments. To ensure continuity in the zoning bylaw and variance processes of development planning applications, it is recommended that Council continue to receive and consider all rezoning and variance applications. The evaluation on the merits of development proposals will include, amongst other matters, bylaw exceptions proposed by the applicant, or as may be warranted, more restrictive exceptions as either recommended by staff or Council through the Public Planning Meeting process. It should be noted that only portions of the Promenade Plan (Downtown, Upper Downtown and Downtown Shoulder Areas) have special zoning provisions included within the new Comprehensive Zoning Bylaw. It was always the intent that redevelopment of the General and Focus Areas of the Promenade Plan would follow the rezoning public planning process. Therefore, not allowing the consideration of such applications would impact the redevelopment and revitalization opportunities in these areas. In this regard as per the Recommendation Section of this report, staff recommend that a Council Resolution pursuant to Sections 34 (10.0.0.2) and 45 (1.3) of the Planning Act to declare that Council will receive and process all Section 34 (Bylaw Amendment) and Section 45 (Committee of Adjustment Variances) in the same manner that it does now. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R6 Page 5 of 11 May 16, 2017 - 6 - Report No. PBS17-025 Classes of Zoning Applications Should Council direct that only ‘specific applications, class of applications or applications generally’ be received as allowed for in the Planning Act, a revised resolution would be required. If so directed Staff will prepare a revised Resolution for Council adoption as part of the Council’s enactment of the new Comprehensive Zoning Bylaw. This resolution can be presented to Council at the time of the enactment of the new Comprehensive Zoning Bylaw In this regard, the classes of applications that Council could consider are as follows: i) Industrial/ Employment, Commercial and Institutional (ICI) bylaw amendment applications; ii) Bylaw amendment applications within the Aurora Promenade (Downtown, Upper Downtown, Downtown Shoulder, Downtown General, Promenade Focus Area and Special Design Area) as identified by the Town’s Official Plan; iii) Bylaw amendment applications associated with a Council approved, or new application of Draft Plan of Subdivision or Official Plan Amendment; iv) Committee of Adjustment minor variance applications. v) Bylaw amendment applications for infill residential development applications vi) Bylaw amendment applications on Open Space and Environmental Protection zoned lands. Advisory Committee Review No communication required. Financial Implications Financial Implications were previously outlined in Report No. PBS16-067. Communications Considerations Communication Considerations were previously outlined in Report No. PBS16-067. Link to Strategic Plan Links to Strategic Plan were previously outlined in Report No. PBS16-067. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R6 Page 6 of 11 May 16, 2017 - 7 - Report No. PBS17-025 Alternative to the Recommendation 1. Council has the option to direct changes or further review the proposed Comprehensive Zoning By-law. 2. Council has the option to provide alternate direction on applying Bill 73 (Planning Act) provisions. Conclusions Planning and Building Services are in the final process of completing the Town’s Zoning By-law review which will ultimately result in the enactment of a new Zoning By-law for the Town. The goals of the review are to implement the new Official Plan, replace the current out-dated By-law, resolve any known issues with the current By-law, to reduce the number of site specific zones and establish more progressive and up to date By-law standards. This staff report responds to three (3) items that staff were asked to further review. The provisions of Bill 73 allow Council to pass a resolution to allow continued receipt and process of bylaw amendment or variance applications, preventing a two (2) year freeze on such Planning Act applications. Attachments Attachment #1 – Privately Owned Lands Currently Zoned Institutional Attachment #2 – Zoning Map of 101-115 Edward Street and 103-111 Metcalfe Street &106 Metcalfe Street Attachment #3 – Proposed Zoning Map for the Aurora Promenade Previous Reports 1. General Committee Planning Report No.PL12-053, Comprehensive Zoning By- law Review dated, November 6, 2012; 2. General Committee Planning Report No.PL13-051, Comprehensive Zoning By- law Review dated, October 15, 2013; 3. Public Planning Meeting Report No. PL14-012, Comprehensive Zoning By-law Review dated, February 26, 2014; 4. General Committee Planning Report No.PL15-002, Comprehensive Zoning By- law Review- Status Update dated, January 13, 2015; 5. Public Planning Meeting Report No. PL15-024, Comprehensive Zoning By-law Review dated, April 8, 2015; General Committee Meeting Agenda Tuesday, May 16, 2017 Item R6 Page 7 of 11 General Committee Meeting Agenda Tuesday, May 16, 2017Item R6 Page 8 of 11 Town of Richmond Hill Town of Newmarket Town ofWhitchurch-Stouffville Townshipof King PRIVATELY OWNED LANDS CURRENTLY ZONED INSTITUTIONAL Map created by the Town of Aurora Planning and Building Services Department, May 1, 2017. Base data provided by York Region & the Town of Aurora. ¯0 0.5 1 KilometersAttachment 1 Promenade Downtown Boundary Privately Owned Lands Zoned Institutional FILE: PBS17-025 General Committee Meeting Agenda Tuesday, May 16, 2017Item R6 Page 9 of 11 Berczy StreetLarmont StreetWellsStreetEdwardStreetMetcalfe Street Mary Street Connaught Avenue K e nn edy Street East Harrison Avenue IndustrialParkwaySouthM2-6 R2 M1-A1 R5 R2-65R3-13 OR5I-12 R5-16 RA3-12 O M1-A M2 M2(11) 103 107 111 106 101103105107 109 111 115 ZONING MAP OF 101-115 EDWARD STREET & 103-111 METCALFE STREET & 106 METCALFE STREET Map created by the Town of Aurora Planning & Building Services Department, April 1, 2016. Base data provided by York Region & the Town of Aurora. ¯0 50 100 MetresSUBJECT LANDS RestrictedM1 ApartmentThird DensityRA3 Detached DwellingSecond DensityR2 RESIDENTIAL ZONES INDUSTRIAL ZONES Institutional INSTITUTIONAL ZONES I Zoning Legend Major Open Space OPEN SPACES ZONES O Special Mixed DensityR5 Attachment 2FILE: PBS17-025 General Committee Meeting Agenda Tuesday, May 16, 2017Item R6 Page 10 of 11 Edward StEdward StTemperance StWells StGeorge StFleury StOak CrtKeystoneCrt Mark St Scanlon Crt Industrial Pkwy SMary St Cousins Dr EBirch CrtCedar CresSpruce StIrwin Ave Machell AveMaple St Wells St NMosley St Wells StKennedy St E Church St Gurnett StCousins Dr Connaught Ave Harrison Ave Metcalfe StVictoria StLarmont StBerczy StWalton DrDunhamCres Mill StReuben St Kennedy St W RansomCrtGeorge StHillview Rd Hawthorne Ln Dodie St Tyler St Hu r o n C r t Ransom StCommunity Centre LnRoyal RdCameron AveCentre CresCatherine Ave Aurora Heights Dr Centre St Centre StWater Well LnR3 O1RA2(XX) E1(XX) E2(XX) O1 PDS1PDS3 C3 E2(XX) R7 I O E1(XX) PDS3(XX) E1(XX) R7 E1(XX) E1(XX) E1(XX)R7I(XX) O O1 E1(XX) E2 RA-3EP E2R6(XX) E1(XX) E1(XX) E2R7(XX)PDS4 E2(XX)R7(XX) R3(XX)PDS4(XX) PDS4(XX) R3 E2(XX) R3 E2 E1(XX) R1 R3 I EP R7 PD1 R2(XX) I(XX) EP RA2 PDS1E2 RA2(XX) R3 PDS2 RA2(XX)RA2 E2 RA2 R3 RA1 EP(XX) C2(XX) RA1(XX) EPEP(XX) EP(XX) E2I R7 PDS3 E1(XX) O1 C6(XX)C4(XX)C2(XX) E1(XX)RUO1 R8(XX)C3(XX)R7(XX)R8(XX)PDS5(XX) R3 R3R7 R7(XX)R7 E1(XX) I(XX) E2 I EP PD1EP(XX) PDS3(XX) C4 I(XX) R7 C3 R8 R7 C3(XX)C3 RA2 R6 (H)I(XX) O1 EP R7(XX) EP(XX) R3 C2 PDS5(XX)O1 PDS5 PD1(XX) R7 PDS5(XX)I O1 O1 EP O1O1O1O1 O1 R1(XX) EP(XX)EP(XX) EP O2 C2 I PDS1 R7 PDS5(XX) PDS5(XX)PDS1PDS5PDS5(XX)PDS5 PDS5(XX)PDS5PDS5PDS5 (XX)PDS5PDS5(XX)PDS1(XX) PDS5 PDS5 PD1 E2 E2 E2 PDS1 PDS5(XX)PDS5(XX)PDS5(XX)PDS5(XX) PDS5(XX)PDS5(XX)PDS5(XX)PDS5(XX) PDS5(XX)PDS5(XX)PDS5(XX)PDS5(XX) PDS5(XX)PDS5PDS5PDS5PDS5(XX)PDS5(XX)PDS5(XX)PDS5(XX)PDS5(XX)PDS5(XX)PDS5(XX)PDS5(XX)PDS5(XX)PDS5(XX)C3(XX)C3(XX)C3(XX)O1EP EP PD1(XX)PD1(XX)PD1(XX) PD1(XX)PDS1(XX)PDS1(XX)R8(XX)PD1(XX) PDS6(XX)PDS5(XX)PDS1(XX)EP PD2(XX) PD1(XX) PD1(XX)PD1(XX)Railw ay /GO T ransit Line PROPOSED PROMENADE MAP, SCHEDULE “A.1” T O BY-LAW XXXX-16 Note : Zoning Classifications and Provisions re fe r to Com pre h e nsive Zoning By -law te xt d ocum e nt Map created by the Town of Aurora Planning & Development Services Department; April 28, 2017. Base data provided by York Region and Town of Aurora. Promenade Overlay Zone ATTACHMENT 3 TO PBS17-025 DRAWN BY: UPDATED BY: APPROVED BY: DATE CREATED: DATE UPDATED: Figure 2 PromenadeOverlay.mxd04/2017 MLML 04/2016 MR FILE NAME:Promenade Downtown (PD) Promenade Downtown Shoulder (PDS) General Committee Meeting Agenda Tuesday, May 16, 2017 Item R6 Page 11 of 11 Town of Aurora General Committee Report No. FS17-024 Subject: Canada 150 Funding Reallocation Prepared by: Laura Sheardown, Financial Analyst – Cash Flow & Investments Department: Financial Services Date: May 16, 2017 Recommendation 1.That Report No. FS17-024 be received; and 2.That the reallocation of $35,000 of Canada 150 Celebration funding within Capital Project No. 74012, and the return of $5,000 to the Tax Rate Stabilization Reserve, be approved. Executive Summary Under the direction and guidance of the Canada 150 Ad Hoc Committee, staff have secured both grant funding of $28,500 and funding from Council of $62,000 for a total of $90,500 to support the approved events and event enhancements. As part of a previous report to Council, staff identified a key risk associated with the Military Tattoo as the timing for the event was extremely tight and there was no guarantee that it would be possible to produce this Signature Canada 150 event. As discussed with the Canada 150 Ad Hoc Committee on May 3, 2017, the Military Tattoo has been cancelled and the associated $40,000 funding was presented for reconsideration by the committee. The Committee has provided staff with recommendations for reallocation of the funding previously approved for the tattoo. Background An Ad Hoc committee was formed to develop a plan for Aurora to celebrate Canada’s 150th birthday in 2017. Under the direction and guidance of the committee, staff applied for several grants to provide funding for Town events to celebrate Canada’s sesquicentennial. As staff were aware that the results of all grants would not be known prior to the completion of the 2017 Budget, a place holder funding request was included for the Canada 150 Ad Hoc Committee’s priority items that they wanted to proceed with even if grant funding was not approved. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R7 Page 1 of 10 May 16, 2017 Page 2 of 5 Report No. FS17-024 The results for all grants have now been received and the Town was successful in securing only federal funding for an Indigenous Pow Wow. In a previous report to Council, funding was confirmed to be used for a military tattoo, Family First Night enhancement and marketing and internal support in the amount of $62,000. Analysis As the tattoo cannot proceed, it is proposed by the Canada 150 Ad Hoc Committee to reallocate the previously approved $40,000 tattoo budget to the following options: Canada 150 Mural Mosaic Project - $18,000 The Canada 150 Ad Hoc Committee would like to proceed with the creation of an 8’ x 12’ mural designed by Canadian artist Lewis Lavoile. Our mural would be a part of the nation-wide Canada 150 Mosaic project, which consists of 150 murals across Canada. The Aurora portion of the mural will consist of 600 tiles and the Canada 150 Mosaic team will facilitate and oversee the painting events where all skill levels and ages are welcome to take part. At the end of this project, the Town will have a legacy art piece to commemorate Canada’s 150 that can be displayed in a location of their choosing. Colours of Fall Concert Enhancement- $7,000 Celebrated the Thursday before Thanksgiving, this event includes one last outdoor concert, in Town Park, as well as pumpkin carving. Enhancement of this event would include pioneer related interactive activities for kids with the Black Creek Pioneer Village support as well as a traditional corn roast reflective of the community gatherings of previous years. Bringing Home the Celebration - $5,000 Aurora has been blessed with many talented and creative residents that wish to get involved in our Canada 150 celebrations. Several suggestions have been presented to the Canada 150 Ad Hoc Committee that can enhance existing celebrations such as the creation of a ‘selfie spot’ in front of a hand painted theatre set of the parliament buildings to the creation of several maple leafs from materials found within our own community. Staff continue to work with community members to develop these ideas. Canada 150 Promotional Materials - $5,000 In order to meet the growing demand for Canada 150 promotional items, such as pins, flags and tattoos, staff are requesting funding to purchase larger quantities of these items than originally forecasted. These items can be purchased in larger quantities for much lower prices, which would allow the Town the opportunity to distribute them at more events throughout the year. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R7 Page 2 of 10 May 16, 2017 Page 3 of 5 Report No. FS17-024 Advisory Committee Review The Canada 150 Ad Hoc Committee continues to work with staff to develop the refined recommended list of events and enhancements now being requested from Council. Financial Implications The previous funding approved by Council is $62,000, and the revised budget request of $57,000, both funded from the Tax Rate Stabilization Reserve, are broken down as follows: Capital Project #74012 – Canada 150 Celebrations Event/Item Previously Approved Budget Request Revised Budget Proposed Military Tattoo $ 40,000 $ 0 Pow Wow 20,000 20,000 Family First Night Fireworks Display 12,000 12,000 Youth Innovation Fair 8,500 8,500 Canada 150 Marketing 10,000 10,000 Canada 150 Mural Mosaic Project 18,000 Colours of Fall Concert Enhancement 7,000 Bringing Home the Celebration 5,000 Canada 150 Promotional Materials 5,000 Total Expenditures $ 90,500 $ 85,500 Revenue Sources Canada 150 Fund (Pow Wow) ($ 20,000) ($ 20,000) State Farm (Youth Innovation Fair) ( 7,500) ( 7,500) Rotary (Youth Innovation Fair) ( 1,000) ( 1,000) Total Revenues ($ 28,500) ($ 28,500) Net Budget Funding Request $ 62,000 $ 57,000 The revised funding request is $ 5,000 lower than the previously approved budget. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R7 Page 3 of 10 May 16, 2017 Page 4 of 5 Report No. FS17-024 Communications Considerations The Canada 150 Ad Hoc Committee and associated staff will continue to work with Communications to develop appropriate marketing plans for all of the planned Canada 150 celebrations, events and legacy items. Link to Strategic Plan The Canada 150 events support the Strategic Plan goal of supporting an exceptional quality of life for all through the following key objective within this goal statement: Celebrating and promoting our culture: expand opportunities and partnerships that contribute to the celebration of culture in the community. Alternative(s) to the Recommendation 1. Amend the recommended events and enhancements. Conclusions Staff recommend the approval of the Canada 150 Ad Hoc Committee’s funding reallocation for events and associated costs to allow the residents of Aurora the opportunity to take part in celebrations of Canada’s 150 anniversary within their community. Attachments Attachment 1 – Town of Aurora 2017 Events, including Canada 150 Enhancements. Previous Reports FS17-004 Canada 150 Celebrations grant and Budget Confirmation Capital Budget Project #74012 – Canada 150 Celebrations Pre-submission Review CAO and Treasurer review on May 4, 2017 General Committee Meeting Agenda Tuesday, May 16, 2017 Item R7 Page 4 of 10 General Committee Meeting Agenda Tuesday, May 16, 2017Item R7 Page 5 of 10 Attachment 1 Town of Aurora 2017 Events ***These event dates and times are subject to change. Arctic Adventure Bundle up and spend family day at the Aurora Town Park. Take in some great outdoor activities such as mini snow tubing, snow shoeing, skating, live entertainment, professional ice carving and snow much more. For more details, please visit www.aurora.ca/arcticadventure Monday, February 20 10 a.m. to 4 p.m. Aurora Town Park Canada 150 Enhancements – Battle of the Chainsaws, ice carving competition will be focused on Canadian symbols for the sculptures to be carved and then placed on display. Easter Egg Hunt Want to hunt for your Easter Eggs before you get to eat them? Hop on down and enjoy Aurora’s Easter Egg Hunt. Not only is the hunt eggciting but so are the variety of games and activities that are available such as; make and take crafts, hopscotch, parachute play and some live bunnies and chicks will be on display for educational purposes. For admission details please visit: www.aurora.ca/easteregghunt Saturday, April 15 9:30 a.m. to 1 p.m. Aurora Seniors Centre Aurora Art Show and Sale Colour isn’t just an adjective…it can be an experience. For all art enthusiasts this is a must see event featuring over 300 pieces of artwork. Artists will be displaying their original two and three- dimensional artwork created in any medium. For more details, please visit: www.aurora.ca/artshow Friday, May 5 – Gala Reception Saturday, May 6 and Sunday, May 7 10 a.m. to 5 p.m. Aurora Town Hall Community Recognition Awards The Community Recognition Awards is an evening acknowledging the outstanding group of citizen that dedicate their time to make a difference in our community. Monday, May 29, 2017 Aurora Town Hall – 7 p.m. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R7 Page 6 of 10 The New Beginnings Pow Wow in Aurora – 150 Signature Event With the nation celebrating Canada’s 150, more and more communities will be experiencing and learning about the Indigenous communities. The Town of Aurora is thrilled to have been supported and funded by Canadian Heritage in the first ever Pow-Wow held on Aurora soil in more than 150 years.This Pow Wow will feature traditional dancing, drumming, food and some Multicultural Performers. For more details, please visit: www.aurora.ca/powwow Saturday, June 3, 2017 Lambert Willson Park 12 p.m. to 9 p.m. Canada 150 Enhancements – this event will be will be the first ever Pow Wow in Aurora, celebrating Canadians original roots in history Canada Day Festivities Enjoy family oriented activities, live entertainment, parade, fireworks and more! For details please visit: www.aurora.ca/canadaday Friday, June 30 – Party in the Park This event will have a specific Canada 150 Town Park enhancement Aurora Town Park Park 4 p.m. to 11 p.m. Saturday, July 1 – Canada Day Parade and Festivities, 10 a.m.Yonge St. (Parade) and Lambert Willson Park (festivities) 10 a.m. to 10 p.m. Canada 150 Enhancements – Continual focus on the Canada Day passport, whereby an interactive activity is developed to reflect an interesting and specific aspect of each province and territory. In addition the live music will feature Canadian artists or a tribute to Canadian artists. The firework show will be extended. The annual Canada Flag insert with the Canada Day schedules are the reverse will be inserted into every copy of the Auroran in the middle of June. This year’s insert will feature the Canada 150 logo and not the national flag. The Great Canadian Songbook – 150 Signature Event The Great Canadian Songbook will include songs from the 50s, 60s, 70s, 80s and 90s all played in Vinyl format. This first time every Vinyl Dace Party will be featured in the Aurora Community Center which could be referenced as the ”Arena of Dreams”, where several great Canadian Bands started their careers in. Such bands as Gowan, Max Webster, Luba, Stampeders, Fludd to name a few. Saturday, July 22 Aurora Community Center 7 p.m. to 11 p.m. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R7 Page 7 of 10 Concerts in the Park Enjoy the summer outdoor concert tradition. All you need to bring with you is your family, friends, chairs and enjoy! Food vendors will be set-up on site. For more details, please visit: www.aurora.ca/summerconcerts Wednesdays, July 5, 12, 19, 26 and August 2, 9, 16, 23 & 30 7 p.m. to 9 p.m. Aurora Town Park Canada 150 Enhancements – For the 20th Anniversary of the Concerts in the Park, this season will a Canadiana themed series only showcasing Canadian artists, either original or tribute format. Canadian trivia will be fused throughout the emcee scripts. Movies in the Park Enjoy seeing movies under the stars and on Canada’s largest outdoor screen. Bring a blanket to snuggle with and a lawn chair to relax in while enjoying this fantastic experience. Movies start after sunset. For more details, please visit: www.aurora.ca/moviesinthepark Saturday, April 29 – Stronach Aurora Recreation Complex Thursday, August 17 – Ada Johnson Park Thursday, August 24 – Town Park Thursday, August 31 – Hickson Park Canada 150 Enhancements – Efforts will be made to feature some Canadian themed historical vignettes at the end of the movie being featured for each night. Aurora’s Ribfest Enjoy a full weekend of fantastic food including ribs from professional barbecue teams and many other culinary delights! There will be a full beer garden and live entertainment all weekend long. For hours of operation, admission details and entertainment line-up, please visit: www.aurora.ca/ribfest August 25-27 Machell Park Canada 150 Enhancements – The Children’s Zone operating on the Saturday and Sunday afternoon will focus on Canadian themed arts and crafts. The headliner bands will be original Classic Rock bands and the shouldering entertainment will be supportive of Canadian artistry. Aurora’s Multicultural Festival Join us as we celebrate diversity and come together as a community at this festival. Entertainment will include dancing, music, family activities such as bouncy castle, face painting and parachute play. For further details please visit www.aurora.ca/multiculturalfestival Saturday, September 9 11 a.m. to 4 p.m. Ada Johnson Park Canada 150 Enhancements – A variety of cultures will be showcased reflective of the diversity within Canada. Canada 150 promotional materials will handed out. Items such as hand stick flags, tattoos etc. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R7 Page 8 of 10 Colours of Fall Concert Enjoy an evening of pumpkin carving, live entertainment and a community corn roast! For details please visit: www.aurora.ca/fallconcert Thursday, October 5 6 p.m. to 8 p.m. Aurora Town Park Canada 150 Enhancements – Efforts will be made to have interactive activities for kids reflecting pioneer chores from days gone by as well as a traditional corn roast reflective of the community gatherings that were the focal point for Thanksgiving. Aurora’s Haunted Forest Join us for some scary surprises throughout the many haunted trails leading up to a bonfire and more! This event is great for families and those not faint of heart. To find out when wristbands are available and more event details, please visit: www.aurora.ca/hauntedforest Saturday, October 28 6 p.m. to 9 p.m. Sheppards Bush and Aurora Family Leisure Complex Canada 150 Enhancements – The Halloween holiday is the second most popular holiday celebrated outside of Christmas. This festive event will promote his popularity within the Canadian Culture, with some Canada 150 themed carved pumpkins within a specific “Canadian section” of the trail. Aurora’s Skylight Gallery – 150 Signature Event During the month of November the Skylight Gallery space will be focused on Remembrance Day and Canada’s Military involvement. The local Legion will be displaying more than 100 pieces of youth artwork reflecting on Remembrance Day and the countless sacrifices made by Canadians. Aurora’s Youth Innovation Fair - 150 Signature Event In celebration of Canada’s 150 there will be for the first time an Aurora’s Youth Innovation Fair focusing on innovative inventions by youth 17 years of age and younger. The Fair will be a competition for monetary prizes. For further details, please call the Special Events Division at 905-726-4762. Registration Deadline – November 1, 2017 Event Date – Wednesday, November 15, 2017 6 p.m. to 9 p.m. Aurora Family Leisure Complex General Committee Meeting Agenda Tuesday, May 16, 2017 Item R7 Page 9 of 10 Santa Under the Stars Parade Don’t miss this year’s parade! Aurora is the first municipality to bring night time parades to life! Dress up in your winter attire with a cup of hot chocolate and join us for this year’s evening parade as Santa comes to town. For route details and road closure details please visit: www.aurora.ca/santaparade Saturday, November 25 6 p.m. to 8 p.m. Yonge Street Canada 150 Enhancements – Efforts will be made to reflect parts of Canada’s history and culture within the floats and displays, specifically with the Mayor and Members of Council’s float. Tree Lighting Ceremony Join the family fun and festivities, greet Santa, list to Mrs. Claus do a special reading and sing carols. You don’t want to miss out trimming the Town’s tree, live reindeer and more. For festive details please visit: www.aurora.ca/treelighting Wednesday, December 6 6:30 p.m. to 8:30 p.m. Aurora Town Hall Front Courtyard and Aurora Seniors Centre Family First Night Ring in the New Year early with your family and friends. Enjoy magic shows, reptile shows, swimming, skating, games, children’s activities and more. For more details, please visit: www.aurora.ca/firstnight Sunday, December 31 6 p.m. to 9 p.m. Aurora Family Leisure Complex Canada 150 Enhancements – For the first time, fireworks will be on display to celebrate the finality of this celebratory year. General Committee Meeting Agenda Tuesday, May 16, 2017 Item R7 Page 10 of 10 General Committee Meeting Agenda Tuesday, May 16, 2017Item R8 Page 1 of 4 General Committee Meeting Agenda Tuesday, May 16, 2017Item R8 Page 2 of 4 General Committee Meeting Agenda Tuesday, May 16, 2017Item R8 Page 3 of 4 General Committee Meeting Agenda Tuesday, May 16, 2017Item R8 Page 4 of 4 Public Release May 12, 2017 Town of Aurora Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 7 p.m., Council Chambers Revised General Committee Meeting Agenda Index Delegation (b) Susan Morton-Leonard, Resident; Re: Item R1 – PBS17-032 – Library Square Conceptual Plans Item R9 – CS17-019 – Alternative Methods of Election – Further Information Public Release May 12, 2017 Town of Aurora General Committee Meeting Agenda (Revised) Tuesday, May 16, 2017 7 p.m., Council Chambers Councillor Kim in the Chair 1. Approval of the Agenda Recommended: That the agenda as circulated by Legislative Services be approved. 2. Declarations of Pecuniary Interest and General Nature Thereof 3. Presentations 4. Delegations (a) Sandie Parker, President, Pine Tree Potters’ Guild Re: Activities and Community Involvement of the Pine Tree Potters’ Guild (b) Susan Morton-Leonard, Resident Re: Item R1 – PBS17-032 – Library Square Conceptual Plans (Added Item) General Committee Meeting Agenda (Revised) Tuesday, May 16, 2017 Page 2 of 5 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. PBS17-032 – Library Square Conceptual Plans Presentation to be provided by Fausto Filipetto, Senior Policy Planner. Recommended: 1. That Report No. PBS17-032 be received; and 2. That the Option 1 Concept Plan prepared by Fotenn Planning + Design for Library Square be endorsed; and 3. That the budget for the next steps in the Library Square planning and design process be approved. R2. FS17-019 – Interim Operating Budget Forecast – as at March 31, 2017 Recommended: 1. That Report No. FS17-019 be received for information. R3. IES17-025 – License Agreement between the Town and Aurora United Church Recommended: 1. That Report No. IES17-025 be received; and 2. That the requirement to repay a portion of the paving costs as set out in Section 7(b) of the License Agreement between the Town and Aurora United Church be waived. General Committee Meeting Agenda (Revised) Tuesday, May 16, 2017 Page 3 of 5 R4. PBS17-006 – Application for Site Plan Approval Markangel Real Estate Assets Inc. 55 Eric T Smith Way Lot 6 and Part of Block 11, Registered Plan 65M-4324 File Number: SP-2016-06 Recommended: 1. That Report No. PBS17-006 be received; and 2. That Site Plan Application File SP-2016-06 (Markangel Real Estate Assets Inc.) to permit the development of the subject lands for three (3) office buildings, each being four to five (4-5) storeys in height and with a total of 18,532.7 m2 GFA including the parking garage, be approved; and 3. That the Mayor and Town Clerk be authorized to execute the site plan agreement, including any all documents and ancillary agreements required to give effect to same. R5. PBS17-017 – Application for Site Plan Approval Joe Cara 15132 and 15136 Yonge Street Part of Lots 4 and 5, Registered Plan 9 File Number: SP-2013-05 Recommended: 1. That Report No. PBS17-017 be received; and 2. That Site Plan Application File No. SP-2013-05 (Joe Cara) to permit the development of a three (3) storey mixed use building including 12 residential units and 240 square metres of commercial floor space, be approved; and 3. That a total of 12 units of water and sewage capacity be allocated to the Approval of the Site Plan Application; and 4. That the Mayor and Town Clerk be authorized to execute the Site Plan Agreement, including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Agenda (Revised) Tuesday, May 16, 2017 Page 4 of 5 R6. PBS17-025 – Additional Information: Comprehensive Zoning By-law Review File No. ZBA-2012-ZBR Recommended: 1. That Report No. PBS17-025 be received; and 2. That the Comprehensive Zoning By-law be presented at a future Council meeting for enactment; and 3. That upon enactment of the Town’s new Comprehensive Zoning By-law by Council, site specific Zoning By-law Amendment and Minor Variance applications will continue to be received, processed and considered by Council and the Committee of Adjustment. R7. FS17-024 – Canada 150 Funding Reallocation Recommended: 1. That Report No. FS17-024 be received; and 2. That the reallocation of $35,000 of Canada 150 Celebration funding within Capital Project No. 74012, and the return of $5,000 to the Tax Rate Stabilization Reserve, be approved. R8. Correspondence from Regional Clerk dated April 21, 2017 Re: Regional Governance Recommended: 1. That the Correspondence from Regional Clerk dated April 21, 2017, regarding Regional Governance be received; and 2. That Council provide direction. R9. CS17-019 – Alternative Methods of Election – Further Information (Added Item) Recommended: General Committee Meeting Agenda (Revised) Tuesday, May 16, 2017 Page 5 of 5 1. That Report No. CS17-019 be received; and 2. That Council adopt a hybrid model, being a paper ballot counted by optical scan vote tabulators in conjunction with internet voting for the advanced voting period, for the 2018 municipal election. 7. Notices of Motion 8. New Business 9. Closed Session 10. Adjournment Delegation Request 7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date Council/Committee/Advisory Committee Meeting Date: Subject: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆܆1R ܆ ,I\HVZLWKZKRP" 'DWH ܆,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYHPLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- May 16, 2017 FOTEEN ‘Library Square’ Proposal Susan Morton-Leonard Property owners inside the proposed boundaries of the Cultural Precinct To address concerns about Council approving the FOTEEN ‘Library Square’ proposal ✔ ✔ Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Delegation (b) Page 1 of 1 Town of Aurora General Committee Report No. CS17-019 Subject: Alternative Methods of Election – Further Information Prepared by: Michael de Rond, Town Clerk Department: Corporate Services Date: May 16, 2017 Recommendation 1.That Report No. CS17-019 be received; and 2.That Council adopt a hybrid model, being a paper ballot counted by optical scan vote tabulators in conjunction with internet voting for the advanced voting period, for the 2018 municipal election. Executive Summary This report provides further information to Council regarding vote counting using optical scan vote tabulators as well as internet voting. Council should be aware that all alternative methods of voting come with risks to the municipality, and regardless of the final choice, staff will be taking steps to mitigate risks. The hybrid model provides electors a choice of voting using the Town’s traditional method of paper ballot, or by voting over the internet. While the hybrid model is more expensive, it provides Aurora residents multiple options to safely and securely cast their vote, in a way that is convenient for them. By providing voters an additional option from the traditional paper ballot, the election becomes much more inclusive and accessible to the whole population in Aurora. Background At the April 18 General Committee meeting, Staff’s recommendation regarding the use of internet only voting in the 2018 Municipal Election was defeated, and no subsequent Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 1 of 17 May 16, 2017 Page 2 of 10 Report No. CS17-019 motion was passed. This left the municipality without an alternative voting method, meaning the election would be conducted using a paper ballot that would be manually counted. As staff knew this was not the preferred method of Council, a further report was presented at the April 25, 2017 Council meeting seeking direction regarding the method of voting that would be used in 2018. The following motion was passed; Moved by Councillor Thompson Seconded by Councillor Mrakas 1. That Report No. CS17-015 and Report No. CS17-011 be received; and 2. That in accordance with Section 42 (a) and (b) of the Municipal Elections Act, 1996, a by-law be brought forward to the April 25, 2017 Council meeting authorizing the use of alternative voting equipment and an alternative voting method in the 2018 Municipal Election; and 3. That staff be directed to bring forward further information regarding alternative methods of voting for the 2018 Municipal Election. The following report provides Council with the information that has been requested. Analysis Security Risks for associated with alternative methods of voting The discussions around the Council table regarding internet voting have centered on the security concerns with the voting model, and whether an internet voting model can be maliciously tampered with. Staff understand these concerns, and can not provide an absolute guarantee that the system would not be tampered with. However, it is important to note that all alternative methods of voting have risks. Optical Scan Vote Tabulators Electronic vote tabulators, now called Optical Scan Vote Tabulators, have been in use in Aurora since the 2000 Municipal Election. At this point, it is evident that the public is comfortable with their use and confident that they produce the correct results. However, the use of Optical Scan Voting Tabulators is not without risk. In his 2016 piece regarding the current world of electronic voting, J. Alex Halderman, professor of Computer Science at the University of Michigan College of Engineering, notes; Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 2 of 17 May 16, 2017 Page 3 of 10 Report No. CS17-019 “Yet in practically every case where a fielded e-voting system has been publicly scrutinized by capable independent security experts, it has turned out to have serious vulnerabilities with the potential to disrupt elections, compromise results, or expose voters’ secret ballots.”1 In this case, Halderman’s use of the term e-voting encompasses both internet voting and the tabulating of paper ballot results electronically. In regards to paper ballot and tabulator voting, the municipality could be exposed to risk when the tabulators are not in our possession. This has not been an issue for Aurora in recent election years, as we have owned our tabulators since the 2003 Municipal Election, and therefore always had them in our possession. As noted in previous reports, the tabulators we own are no longer supported by the manufacturer, and consequently not fit for use in next year’s election. Halderman notes the following about the use of vote tabulators; “They confirmed Hursti’s discovery that anyone who had physi cal access to the machine—or to a memory card that would later be inserted into a machine — could install malicious software. This could be achieved by opening the machine and replacing a socketed ROM chip inside.”2 The Town will be renting vote tabulators for the 2018 Municipal Election, and therefore will be exposed when the tabulators are not in our possession. Internet Voting As Halderman notes, the risk in internet voting is exposing an election to the internet. “Unlike poll-site voting, online voting systems necessarily have servers that are accessible from the public Internet. Consequently, they expose what might otherwise be a regional election to attackers from around the globe.”3 This exposure legitimizes threats like cybercriminals creating a fake election site and redirecting voters there, or transmitting viruses to the voter’s electronic devices.4 W hile these threats have never materialized in an Ontario municipal election, staff do recognize that they could occur, and would be taking steps to mitigate them, should some form of internet voting be approved. 1 Halderman, J. Alex. "Practical Attacks on Real-World E-Voting." Real-World Electronic Voting: Design, Analysis and Deployment. https://jhalderm.com/pub/papers/ch7-evoting-attacks-2016.pdf., 2016. Pg. 145 2 Ibid, page 148. 3 Ibid, page 160. 4 Ibid Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 3 of 17 May 16, 2017 Page 4 of 10 Report No. CS17-019 Mitigating the risks of malicious tampering Optical Scan Vote Tabulators Vote counting using Optical Scan Vote Tabulators has been used on numerous occasions by many municipalities in Ontario, and staff can not find an example of when a tabulator was tampered with in an attempt to interfere with the results of the election. This technology is trusted by all forms municipalities like Toronto and Ottawa, and also places with under 10,000 residents like Malahide and Hanover. Further to this, should staff be directed to engage a tabulator vendor, they have a strong business interest in ensuring that the tabulators are in no way tampered with at their facility or in transit to ours. Upon receipt of the tabulators, staff would ensure that only authorized election personnel would have access to them. Internet Voting There have been no instances of successful, malicious tampering in a municipal election held in Ontario. This includes well over 200 instances where a municipality has used some form of an internet model, across many different vendors. Staff would also be very diligent in recommending a vendor to Council with experience running multiple elections over the internet in Ontario. Further, if a suitable vendor can not be procured, staff would return to Council to seek permission to eliminate any internet aspect from the Town’s electoral method. The use of internet voting also involves a daily security audit, performed by an IT professional, to ensure that the system is operating correctly. For staff, this audit would be an integral part of the process. Hardware malfunctions Optical Scan Voting Tabulators There have been various reports and news articles related to vote tabulator hardware failure during the 2016 United States presidential election. These reports note old equipment and poorly trained staff as the likely causes for the issues that voters faced at the polls.5 The article also notes that there are no standards for optical scan vote 5 Norden, Lawrence, “Michigan Recount exposes Voting Machine Failures,” https://www.brennancenter.org/blog/michigan-recount-exposes-voting-machine-failures, December 8, 2016. Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 4 of 17 May 16, 2017 Page 5 of 10 Report No. CS17-019 tabulators across the United States, meaning different states could be using vastly different aged tabulators. Staff feel quite confident these issues could be successfully mitigated. Our Request For Proposal for optical scan vote tabulators would ensure that the equipment we use is utilizing the most recent technology that is supported by the vendor. We would also ensure that the vendor who we rent our tabulators from provides on-site support people who are physically in the Town on advanced voting and election day. This support person is a common requirement of RFP’s for the rental of vote tabulators. Internet Voting In the 2014 municipal election, a prominent and trusted internet voting provider experienced an ‘outage’ on election day which lasted about an hour. This was caused by server overload, and caused voters to not be able to reach the election website. In the months following, the company assured municipalities that used their services that they had solved their server issues and were not anticipating further problems. Staff learned of these faults through consultations with other Municipal Clerk’s who experienced this in 2014 and it is a concern that staff have been aware of throughout this process. Staff feel confident that these issues could also be mitigated through the Clerk’s ability to extend voting. Section 12 of the Municipal Elections Act, reads as follows; 12 (1) A clerk who is responsible for conducting an election may provide for any matter or procedure that, (a) is not otherwise provided for in an Act or regulation; and (b) in the clerk’s opinion, is necessary or desirable for conducting the election. 1996, c. 32, Sched., s. 12 (1). This means that the Clerk has broad powers to deal with irregular situations that arise, including the extension of voting hours as he/she sees fit. Staff would not hesitate to do this, should an issue arise. Hybrid Voting Model Staff recognize the concerns from Council regarding an internet only voting model, and are now suggesting a Hybrid model. This would allow the Town to provide the option to all electors on casting their ballot the traditional way (paper ballot counted by optical Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 5 of 17 May 16, 2017 Page 6 of 10 Report No. CS17-019 scan vote tabulator), or over the internet. Although this option is more costly, it permits the elector to vote in the method they are most comfortable or find the most convenient. Staff would suggest that to mitigate risk exposure to the election, the internet voting period be open from 7-10 days before Election Day. Residents voting on Election Day would be required to attend a polling station and vote using a paper ballot. This is a very popular model for municipalities who select the hybrid approach, including the City of Markham. Attitudes and Experiences regarding Internet Voting Before beginning research into internet voting, staff conducted a survey of Ontario Municipalities to understand more about their experiences with internet voting. The survey was enlightening, and staff received the following comments; Markham – Noted that communication and education are important to a successful operation. The Information Technology department must be fully committed to the process, or it will struggle. Ajax - Not in favour of the hybrid model as it was redundant and not cost effective. Also noted the importance of communication and of having regular ‘polling stations’ to make electors feel more comfortable Wasaga Beach - Experience was not as good as others. An inaccurate voters list lead to frustrations from the public when receiving voting PINS. Burlington - In the first year, staff time is required to answer questions and walk through the process. Used in both 2010 and 2014 as part of a hybrid model, and saw a big increase in internet voting users in 2014. In 2014, Dr. Nicole Goodman, of the University of Toronto’s Monk School of Global Affairs, authored a study about internet voting during the 2014 Ontario Municipal Elections, which considered, among other things, the attitudes of people voting using various alternative methods. The study reports that 95% of people across 43 municipalities who participated in the survey were satisfied with their experience voting over the internet.6 Conversely, only 68% of voters reported satisfaction voting using a paper ballot.7 Dr. Goodman concluded that results of the survey showed, “strong 6 Goodman, Nicole and Heather Pyman, Internet Voting Project Report, http://www.centreforedemocracy.com/wp-content/uploads/2016/08/IVP_Report.pdf, August 2016. Pg. 16 7 Ibid, page 33 Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 6 of 17 May 16, 2017 Page 7 of 10 Report No. CS17-019 support for Internet voting among voters, candidates, and election administrators in Ontario.”8 Other considerations when selecting a method of voting Accessibility Internet voting is generally considered the most accessible form of voting available to municipalities. The features of voting anywhere, anytime, from any device with an internet connection help maintain the dignity of all voters, and in many cases, vote without any assistance. Should Council decide that internet voting will not be included as an option, the Town will include touch screen tabulators as has always been done, and investigate new technologies available to us to make the election more accessible. Language Barrier Conversations with Access Aurora staff have revealed that they are experiencing language barrier issues with residents more than ever before. Staff regularly receive requests for information about Town services in a language other than English. A simple search on the Business Aurora website shows that residents of Aurora speak more than 50 other languages.9 These are likely often in addition to English, however, there is a clear and strong demographic in the Town that is more comfortable using a language other than English. The following table is from the 2011 census (2016 census figures for language currently unavailable) and summarizes the most popular languages spoken in Aurora households;10 Language Total Population speaking that language at home Percentage of the total population speaking that language at home 8 Ibid, page 64 9 Demographics Search, http://businessaurora.ca/aurorastatisticsc8.php. 10 2011 Canadian Census Data, Aurora ON. http://www12.statcan.gc.ca/census-recensement/2011/as- sa/fogs-spg/Facts-csd-eng.cfm?LANG=Eng&GK=CSD&GC=3519046 Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 7 of 17 May 16, 2017 Page 8 of 10 Report No. CS17-019 English 38,885 73.7% Italian 1,390 2.6% Russian 1,260 2.4% Persian (Farsi) 960 1.8% Chinese 880 1.7% Spanish 805 1.5% French 750 1.4% If the Town adopts a hybrid model, eligible electors who use English as a second language can take advantage of page translation tools that are now available, and have the instructions for voting translated into a language of their choice. This would be an enhancement to the inclusivity of the election. Advisory Committee Review The Governance Review Ad Hoc Committee is in support of an internet only voting election. A more detailed response from the Committee Chair regarding how they came to this recommendation of a voting model has been attached to this report. Financial Implications The costing chart from Report CS17-011 - 2018 Municipal Election – Adoption of Voting Method has been included as an attachment to this report. Communications Considerations A detailed communications plan has been provided as an attachment to this report. Link to Strategic Plan The Town of Aurora’s strategic plan can be described in one sentence ; “Our vision for Aurora 2031 is: An innovative and sustainable community where neighbours care and Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 8 of 17 May 16, 2017 Page 9 of 10 Report No. CS17-019 businesses thrive.” The adoption of a hybrid method of voting supports the Town of Aurora being an innovative community. A hallmark of innovation is developing new techniques for traditional processes, and the implementation of internet voting fits this description. Alternative(s) to the Recommendation Should Council defeat the recommendation that a hybrid model be used, staff would recommend a subsequent motion be passed which confirms that the Town will vote with a paper ballot, counted by optical scan vote tabulators. Conclusions Through further research and consultation with Council, staff are recommending that a hybrid model, where electors are provided the option of paper ballot voting counted by optical scan voting tabulators or internet voting, be adopted for the 2018 municipal election. This model will provide an enhanced democratic process for the residents of Aurora, and suits the unique circumstances of the municipality. If successful, a hybrid model may lead the town to an internet only election in 2022. There is no such thing as a perfect election. Unexpected issues always arise, and staff are forced to think quickly about how to solve problems. These issues could manifest themselves in situations like temporary election staff not reporting on election day, a power outage, or any number of other hitches. Likewise, staff also accept that there is an inherent risk with any method of alternative voting method. Our commitment to Council is to prepare as thoroughly as we can for the method of Council’s choosing. Does the status quo method of a paper ballot counted by vote tabulators create a problem? Staff’s response would be no, as this is a proven model in this municipality to elect representatives. However, the addition of internet voting does enhance the democratic process for the residents of Aurora. By providing voters an additional option from the traditional paper ballot, the election becomes much more inclusive to the whole population in Aurora. This is a tested and trusted method of voting across Ontario, which has seen exponential growth in use in the last two election terms. Staff do not Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 9 of 17 Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017Item R9 Page 10 of 17 Attachment No. 1 100 John West Way Box 1000 TOWN OF AURORA Aurora, Ontario L4G 6J1 905-727-1375 communications@aurora.ca www.aurora.ca Communications Plan 2018 Municipal Elections -Voting Methods Background At the April 25, 2017, Aurora Town Council meeting, Council passed a by-law regarding the use of alternative voting methods and equipment. Options presented and still available to Council include Internet voting, tabulator voting, and a hybrid voting model incorporating both, for the 2018 municipal election. Should a hybrid model be adopted, a comprehensive communications plan will be required to educate residents on the change and how it will affect them. Audiences • Primary o Aurora residents • Secondary o Local media Key Messages • The Municipal election is being held on October 22, 2018 • Residents can ensure they are registered to vote by contacting Access Aurora • For information on polling stations and hours, visit www.aurora.ca/AuroraVotes2018 • There are many different ways that internet voting can be used: as an alternative to traditional paper ballots, in combination with traditional ballots, for advance voting only or for both advance polls and on voting day • Internet voting allows residents to vote anywhere, anytime (within specific dates) and offers convenience and flexibility for voters • Internet voting reflects the lifestyle of Aurora residents, many of whom are busy families, commuters and travelers • Municipalities such as Guelph, Markham and Ajax have implemented internet voting and 97 municipalities in Ontario have utilized internet voting for either advance voting or on voting day • With Internet voting residents can still attend a polling station to cast their votes. Exercising democratic rights can be an important event for families therefore, this option is still available. • At polling stations residents will have the opportunity to cast their vote via Internet voting or paper ballet • The Town will be hosting an open house where residents can participate in hands-on demonstrations of Internet voting. Online tutorials will also be available. • Your municipal Council is the most visible and accessible form of government. The Town encourages all residents to come out and vote and have their voices heard. Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 11 of 17 Objectives • To educate residents about voting options Channels • Social media messaging (text, videos, infographics) • Webpage • Town Noticeboard • Digital signage • On-hold messaging through Access Aurora • Text messages for opt-in residents • Aurora Matters newsletter • Promotion at Town and community events • lnfographics and handouts • Workshops and open houses with demonstrations • Multi-lingual educational materials • Radio exposure • Media coverage • Advertisements in Town facilities • Mobile signs • Promotional videos • Extensive voter support through social media, telephone, and email prior to and during the Advance Voting period and on Election Day. Schedule Channell Media releases Notice Board Week of May 8, 2017 : • Announce Council decision re: alternative voting method • Multiple media releases to be sent out in 2018 promoting voting methods, workshop (if necessary) general election/voting information and promoting the YouTube video Notices on the following weeks: • June 14, 2018 • June 28, 2018 • July 12, 2018 iescriptton Announce voting methods and share general information on the 2018 municipal elections Place ads in the Town Notice Board to announce voting options. Direct residents to a webpage or Access Aurora for questions. Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 12 of 17 • July 26, 2018 • August 9, 2018 • August 23, 2018 • September 6, 2018 • September 20, 2018 • October 4, 2018 • October 18, 2018 Promotion at Ribfest Hand out postcards educating Town/Community Farmers' Market residents on voting methods and Events Concerts in the Park promoting workshop Mayor's Announcement: Overview of voting methods messages/columns • June 2017 column Reminder: • January 2018 column • July 2018 • August 2018 • September 2018 • October 2018 Website: Week of January 1, 2018 Go live with page on website with www.aurora.ca information re: voting methods. This will be a separate page off the 2018 election section of the website. Social media Week of January 1, 2018 -Ongoing posts to coincide with voting Election methods. Ongoing social media posts -including video and infographic -to coincide with election events, workshops and general election messaging. #AuroraVotes2018 Aurora Matters Monthly editions from July to Summary for residents on voting October, 2018 methods to go along with election messaging Poster/handouts Beginning week of August 7, 2018 Posters to be displayed in municipal facilities Postcards will be available for residents to take (information re: voting methods and general election information) at Town and community partner facilities. Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 13 of 17 Postcards will also be handed out at Town and community events. Digital screens and August 23 to October 22, 2018 Ongoing updates to inform the public mobile signs about voting methods, in addition to general election messaging Internet voting Week of October 1, 2018 Provide residents and media with the workshop (if opportunity to do a hands-on applicable) demonstration of internet voting. Remind residents of approaching election date and locations. YouTube video Week of October 11, 2018 Short video demonstrating voting methods Text message Week of October 11, 2018 Text message notifying residents of voting methods and directing them to website. Measurement • Media inquiries • Website visits to page • Number of calls to Customer Service regarding voting methods • Number of YouTube video views • Social media metrics • Voter turnout Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 14 of 17 Attachment 1 -Projected Election Scenario Budgets Status Internet Only Hybrid Quo Number of voting 18 6 At least 6 locations Staffing and $145,000 $110,000 $145,000 overtime Printing, ballots $15,000 $2,500 $15,000 and signage Consumable $14,000 $7,500 $14,000 supplies Advertising/comm $12,000 $20,000 $20,000 unications Voting system $85,000 $120,000 $205,000 rental/purchase, including hardware rental Network Security $0 $12,000 $12,000 Audit Attachment No. 2 Report No. CS17-011 Comments/ Explanation Far fewer locations required with internet only or hybrid. Expect that vast majority of residents would choose to vote from home/work. Additional staff required if voting locations have choice of computer terminal or paper ballot. Fewer staff would be required with internet only as fewer voting locations would be used. This cost includes the salary for a full-time Elections Coordinator. Only signage required for internet only. Slightly higher than 2014 due to new voting method/option. The Town would be required to rent vote tabulators for both the status quo and hybrid options. An independent security audit would be undertaken as part of the voting process. Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 15 of 17 Attachment 1 -Projected Election Scenario Budgets Report No. CS17-011 Other costs/ $30,000 $35,000 $35,000 Website, apps, voter contingency notification, postage, Voterview (live voters list) Recount $25,000 $5,000 $30,000 A recount with an internet contingency, to voting only election would reserve for by-be much less expensive election and less time consuming due to the lack of paper. Total estimated $326,000 $312,000 $476,000 cost for 2019 Election Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 16 of 17 Attachment No. 3 -Note from the Chair Governance Review-Ad Hoc Committee Response As a reminder, the Governance Review Ad Hoc Committee terms of reference state in part ... "to review and provide advice on governance issues ..... and election provisions." It is not the Committee's intent to lobby for our recent recommendation related to internet voting but rather this synopsis is being provided as a response to a Councillor's request for some background on the discussion the Committee had at its March 28, 2017 Committee meeting. In summary, increased voter turnout was not seen as a primary driver for internet voting. The Committee started from a point of view that the internet was the future, so it should be acknowledged and planned for accordingly in order to get Aurora there in a timely manner. It was agreed that key factors for success would include an effective communications plan and due diligence relative to security concerns. It was also suggested to staff that launch plans from other municipalities already using the system be examined so that the Town could learn from their experience. The Committee meeting included the review of a report from staff, GRAHC 2017-001 and a round table discussion on various things related to internet voting. It included: • Security concerns, vote tampering/influence • Communications plan -with specific emphasis on first implementation since subsequent elections would be less "change" • Online help • Options for people who still wanted to go to a voting station (providing ample locations for voters to still have a "place" to vote); and to potentially receive support if needed • Cost implications for election as well as impact on future elections as they became more the norm (we expected high 1st time costs in staff and technology, but felt these would diminish long term as people became comfortable); and • Convenience factor for the majority of eligible electors Additional Items to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R9 Page 17 of 17 Public Release May 16, 2017 Town of Aurora Additional Items No. 2 to General Committee Meeting Agenda Tuesday, May 16, 2017 7 p.m., Council Chambers • Delegation (c) Nancy Eveleigh Browne, Chair, Aurora Public Library Board of Directors; Re: Item R1 – PBS17-032 – Library Square Conceptual Plans • Delegation (d) Eric Acker, Vice President, Aurora Cultural Centre; Re: Item R1 – PBS17-032 – Library Square Conceptual Plans • Delegation (e) David Heard, Resident; Re: Great Canadian Songbook Event Update • Item R10 – Memorandum from Mayor Dawe, Re: Correspondence from The Hon. Maurizio Bevilacqua, P.C., Mayor, City of Vaughan Note: According to the Procedure By-law, the consent of at least a two-thirds majority of the Members present is required to permit the addition of Delegation (d) and Delegation (e) to the agenda. Additional Items No. 2 to General Committee Meeting Agenda Tuesday, May 16, 2017 Delegation (c) Page 1 of 1 Delegation Request 7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date Council/Committee/Advisory Committee Meeting Date: Subject: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆܆1R ܆ ,I\HVZLWKZKRP" 'DWH ܆,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYHPLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- General Committee Meeting May 16, 2017 Library Square Proposals Mr. Eric Acker The Aurora Cultural Centre Board of Directors Support for the Library Square proposed next steps ✔ Additional Items No. 2 to General Committee Meeting Agenda Tuesday, May 16, 2017 Delegation (d) Page 1 of 1 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, May 16, 2017Delegation (e) Page 1 of 1 Memorandum Date: May 16, 2017 To: Members of Council From: Mayor Geoffrey Dawe Re: Correspondence from The Hon. Maurizio Bevilacqua, P.C. Mayor, City of Vaughan Recommendations 1.That the correspondence from The Hon. Maurizio Bevilacqua, P.C., Mayor, City of Vaughan be received for information. 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 ext. 4746 Email: mayor@aurora.ca www.aurora.ca Town of Aurora Office of the Mayor Additional Items No. 2 to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R10 Page 1 of 2 May 12, 2017 His Worship Geoffrey Dawe Town of Aurora 100 John West Way, Box 1000 Aurora, ON L4G 6J1 Dear Mayor Dawe, I am grateful to serve with you and our colleagues at Regional Council to continue to improve the quality of life for the more than one-million citizens who call York Region home. Together, our Council has provided greater access to healthcare, created safer communities, and invested in key social and economic infrastructure. As a result, we have built one of the most prosperous regions in the country. It is an undeniable fact that the population of all our municipalities is growing and will continue for years to come. For that reason, the composition of our Regional Council should take measured steps to adapt to this growth. In 2018 Vaughan’s population will exceed 335,000 people which means in terms of electoral representation that one member serve 83,750 citizens. This makes Vaughan the most under-represented municipality at the Region. The request to increase Regional Council by one member for Vaughan is solely based in good governance – representation by population. As you are aware, the province is proactively taking steps with the introduction of Bill 68, now at Third Reading, to allow for our local municipalities with a single member to appoint an alternate when the elected official cannot attend a Regional Committee or Council meeting. This will ensure that every local municipality will have a voice at the table and maintain their representation by population for their respective residents. Therefore, I am writing on behalf of the over 330,000 citizens of Vaughan asking you to support the adoption of a by-law that will change the composition and size of Regional Council. By consenting to this change, it will support our shared value of good governance. Let’s continue to work together “Creating Strong, Caring, Safe Communities” in York Region. Respectfully, Hon. Maurizio Bevilacqua, P.C. Mayor Additional Items No. 2 to General Committee Meeting Agenda Tuesday, May 16, 2017 Item R10 Page 2 of 2