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AGENDA - General Committee - 20171017
General Committee Meeting Agenda Tuesday, October 17, 2017 7 p.m. Council Chambers Aurora Town Hall Public Release October 6, 2017 Town of Aurora General Committee Meeting Agenda Tuesday, October 17, 2017 7 p.m., Council Chambers Councillor Humfryes 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 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. Recommended: That the following Consent Agenda Items, C1 to C6 inclusive, be approved: C1. Accessibility Advisory Committee Meeting Minutes of September 6, 2017 General Committee Meeting Agenda Tuesday, October 17, 2017 Page 2 of 5 Recommended: 1.That the Accessibility Advisory Committee meeting minutes of September 6, 2017, be received for information. C2. Heritage Advisory Committee Meeting Minutes of September 11, 2017 Recommended: 1.That the Heritage Advisory Committee meeting minutes of September 11, 2017, be received for information. C3. Governance Review Ad Hoc Committee Meeting Minutes of September 12, 2017 Recommended: 1.That the Governance Review Ad Hoc Committee meeting minutes of September 12, 2017, be received for information. C4. Governance Review Ad Hoc Committee Meeting Minutes of September 26, 2017 Recommended: 1.That the Governance Review Ad Hoc Committee meeting minutes of September 26, 2017, be received for information. C5. Central York Fire Services – Joint Council Committee Meeting Minutes of May 16, 2017 Recommended: 1.That the Central York Fire Services – Joint Council Committee meeting minutes of May 16, 2017, be received for information. General Committee Meeting Agenda Tuesday, October 17, 2017 Page 3 of 5 C6. PBS17-077 – Town of Aurora Strategic Plan Update Recommended: 1.That Report No. PBS17-077 be received for information. 6.Consideration of Items Requiring Discussion (Regular Agenda) R1. CS17-031 – Winter Parking Restrictions to Facilitate Snow Clearing Recommended: 1.That Report No. CS17-031 be received for information. R2. PRCS17-036 – Space Accommodation for 52 and 56 Victoria Street Recommended: 1.That Report No. PRCS17-036 be received; and 2.That Council recommend that the 140 Aurora Air Cadet Squadron, the Aurora Bridge Club, and the Faith Fellowship Baptist Church be provided subsidization as outlined in this report; and 3.That an increase to the Aurora Senior Centre Operating Budget in the amount of $10,000 to deploy staff to open and close the facility be approved. R3. PRCS17-030 – Sports Field and Parks Use Policy Revisions Recommended: 1.That Report No. PRCS17-030 be received; and 2.That the revised Sports Field and Parks Use Policy be approved. General Committee Meeting Agenda Tuesday, October 17, 2017 Page 4 of 5 R4. PBS17-075 – Application for Draft Plan of Condominium BG Properties (Aurora) Inc. (Phase 2) 14222, 14314, 14358 and 14378 Yonge Street Part Lot 17, Plan 132, Part Lots 74 and 75 Con. 1, Part 1 65R-35902 File Number: CDM-2017-04, Related File Numbers: SUB-2012-03, ZBA-2012-16, and CDM-2016-03 Recommended: 1.That Report No. PBS17-075 be received; and 2.That the Application for Draft Plan of Condominium CDM-2017-04 (BG Properties (Aurora) Inc.) (Phase 2) to permit the development of the subject lands for 153 single detached dwelling units, subject to the conditions outlined in Appendix ‘A’ of this report be approved; and 3.That the Mayor and Town Clerk be authorized to execute any Agreement(s) referenced in the Conditions of Approval, including any and all documents and ancillary agreements required to give effect to same. R5. Summary of Committee Recommendations Report No. 2017-09 Recommended: 1.That Summary of Committee Recommendations Report No. 2017-09 be received; and 2.That the Committee recommendations contained within this report be approved. 7.Notices of Motion (a)Councillor Gaertner Re: Review of Stable Neighbourhoods Policies General Committee Meeting Agenda Tuesday, October 17, 2017 Page 5 of 5 8.New Business 9.Closed Session 10.Adjournment Town of Aurora Accessibility Advisory Committee Meeting Minutes Date: Wednesday, September 6, 2017 Time and Location: 4 p.m., Leksand Room, Aurora Town Hall Committee Members: Tyler Barker (Chair), John Lenchak (Vice Chair), James Hoyes, Gordon Barnes, Jo-anne Spitzer, and Councillor John Abel Member(s) Absent: None Other Attendees: Chris Catania, Accessibility Advisor, Nicole Trudeau, Council/Committee Secretary and Al Downey, Director of Parks, Recreation and Cultural Services (Item 1) The Chair called the meeting to order at 4:03 p.m. 1. Approval of the Agenda Moved by John Lenchak Seconded by James Hoyes That the agenda as circulated by Legislative Services be approved. Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. General Committee Meeting Agenda Tuesday, October 17, 2017 Item C1 Page 1 of 5 Accessibility Advisory Committee Meeting Minutes Wednesday, September 6, 2017 Page 2 of 5 3. Receipt of the Minutes Accessibility Advisory Committee Meeting Minutes of June 7, 2017 Moved by Councillor Abel Seconded by Gordon Barnes That the Accessibility Advisory Committee meeting minutes of June 7, 2017, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. Round Table Discussion Re: Queen’s Diamond Jubilee Park Opening Staff and the Committee discussed various options to highlight and celebrate the opening of the Queen’s Diamond Jubilee Park, including dates, invitations, and a schedule of intended activities and times for the Opening. Staff advised that the Queen’s Diamond Jubilee Park Opening will take place in September 2017, featuring a ribbon cutting ceremony and tour of the Park, to be led by the Committee. At the request of the Committee, invitations for the Queen’s Diamond Jubilee Park Opening are to be extended to residents, staff, Mayor and Members of Council, community groups and organizations, schools and the media including the ABLE Network, March of Dimes, Kerry’s Place, CHATS, Voices of Joy Community Choir, Alzheimer Society of York Region, students and staff at the York Region District School Board and York Catholic District School Board, Accessibility Advisory Committees from other municipalities, The Auroran, Rogers and snapd Aurora. General Committee Meeting Agenda Tuesday, October 17, 2017 Item C1 Page 2 of 5 Accessibility Advisory Committee Meeting Minutes Wednesday, September 6, 2017 Page 3 of 5 Moved by Councillor Abel Seconded by John Lenchak 1. That the comments and suggestions of the Committee regarding Queen’s Diamond Jubilee Park Opening be received and referred to staff for consideration and action as appropriate. Carried 2. Memorandum from Planner Re: Application for Minor Site Plan Amendment, Roman Catholic Episcopal Corp., 15347 Yonge Street, File Number: SP-2017-06 Staff provided an overview of the application for minor site plan amendment, and the Committee reviewed the site plan and drawings and discussed accessibility standards to be considered as part of the site plan amendment. Moved by John Lenchak Seconded by James Hoyes 1. That the memorandum regarding Application for Minor Site Plan Amendment, Roman Catholic Episcopal Corp., 15347 Yonge Street, File Number: SP-2017-06, be received; and 2. That the following Accessibility Advisory Committee comments regarding the Site Plan Application be considered by staff: (a) Request for barrier-free entrance that includes the addition of a ramp; and (b) Request for an elevator or other barrier-free access to be provided between all floors. Carried General Committee Meeting Agenda Tuesday, October 17, 2017 Item C1 Page 3 of 5 Accessibility Advisory Committee Meeting Minutes Wednesday, September 6, 2017 Page 4 of 5 3. Memorandum from Senior Policy Planner Re: Site Plan Application (Submission 2), MBH Aurora Lodging GP Limited, Northeast Corner of Goulding Avenue and Eric T. Smith Way, Part of Lot 1, Registered Plan 65M-4324, Part 1, Plan 65R-35666, File Number: SP-2017-04 Staff provided an overview of the site plan application, and the Committee reviewed the site plan and drawings and discussed accessibility standards to be considered as part of the site plan application. Moved by Gordon Barnes Seconded by James Hoyes 1. That the memorandum regarding Site Plan Application (Submission 2), MBH Aurora Lodging GP Limited, Northeast Corner of Goulding Avenue and Eric T. Smith Way, Part of Lot 1, Registered Plan 65M-4324, Part 1, Plan 65R-35666, File Number: SP-2017-04, be received; and 2. That the following Accessibility Advisory Committee comments regarding the Site Plan Application be considered by staff: (a) Request for the applicant to respond to the comments made by the Committee and reflected in the Accessibility Advisory Committee Meeting Minutes of June 7, 2017, through a third submission of the application, to be circulated. Carried 4. Round Table Discussion Re: Accessibility Day The Committee discussed various options for Accessibility Day, including themes, dates, venues, invitations, guest speakers and activities, to highlight and celebrate accessibility and inclusion in the Town. It was agreed that Accessibility Day will be held in June 2018 to coincide with National Access Awareness Week, with the Committee continuing the discussion to determine event details and a specific date. General Committee Meeting Agenda Tuesday, October 17, 2017 Item C1 Page 4 of 5 Accessibility Advisory Committee Meeting Minutes Wednesday, September 6, 2017 Page 5 of 5 Moved by Councillor Abel Seconded by Jo-anne Spitzer 1. That the comments and suggestions of the Committee regarding Accessibility Day be received and referred to staff for consideration and action as appropriate. Carried 6. Informational Items 5. Extract from Council Meeting of June 13, 2017 Re: Accessibility Advisory Committee Meeting Minutes of March 1, 2017, and April 5, 2017 Moved by John Lenchak Seconded by Gordon Barnes 1. That the Extract from Council Meeting of June 13, 2017, regarding the Accessibility Advisory Committee meeting minutes of March 1, 2017, and April 5, 2017, be received for information. Carried 7. New Business None 8. Adjournment Moved by Gordon Barnes Seconded by Jo-anne Spitzer That the meeting be adjourned at 5:57 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, October 17, 2017 Item C1 Page 5 of 5 Town of Aurora Heritage Advisory Committee Meeting Minutes Date: Monday, September 11, 2017 Time and Location: 7 p.m., Holland Room, Aurora Town Hall Committee Members: Councillor Wendy Gaertner (Chair), Councillor Jeff Thom (Vice Chair), Neil Asselin, Barry Bridgeford, James Hoyes (arrived 7:12 p.m.), John Kazilis, Bob McRoberts (Honorary Member), and Martin Paivio Member(s) Absent: None Other Attendees: Marco Ramunno, Director of Planning and Building Services, Jeff Healey, Planner, and Linda Bottos, Council/Committee Secretary The Chair called the meeting to order at 7:02 p.m. 1. Approval of the Agenda Moved by Councillor Thom Seconded by Barry Bridgeford That the agenda as circulated by Legislative Services be approved. Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 3. Receipt of the Minutes Heritage Advisory Committee Meeting Minutes of July 17, 2017 General Committee Meeting Agenda Tuesday, October 17, 2017 Item C2 Page 1 of 5 Heritage Advisory Committee Meeting Minutes Monday, September 11, 2017 Page 2 of 5 Moved by Neil Asselin Seconded by John Kazilis That the Heritage Advisory Committee meeting minutes of July 17, 2017, be received for information. Carried 4. Delegations None 5. Matters for Consideration None 6. Informational Items 1. HAC17-019 – Heritage Conservation District Designation Process Staff provided a brief overview of the report and general process to implement a Heritage Conservation District as prescribed in the Ontario Heritage Act, and noted that an Ontario Heritage Tool Kit is available online. The Committee discussed various aspects and options of the designation process, and staff suggested that an inventory of listed, designated, and other significant properties, including background information, could be provided for the Committee’s review. The Committee inquired about tax incentives and staff provided information regarding the Community Improvement Plan program in place along the Aurora Promenade, which is currently relevant to designated heritage properties within the Aurora Promenade. Moved by Councillor Thom Seconded by Neil Asselin 1. That Report No. HAC17-019 be received; and 2. That the Heritage Advisory Committee recommend to Council: General Committee Meeting Agenda Tuesday, October 17, 2017 Item C2 Page 2 of 5 Heritage Advisory Committee Meeting Minutes Monday, September 11, 2017 Page 3 of 5 (a) That staff provide an information report regarding listed, designated, and potentially historic properties on Yonge Street between Wellington Street and Kennedy Street. Carried as amended 2. HAC17-021 – Wood Plaque Applications, 41 Kennedy Street West, 56 Spruce Street and 83 Temperance Street Staff provided a brief overview of the report and distributed copies of the Wood Plaque Program Guide to the Committee. The Committee discussed various aspects of the plaques including material, finish and lettering, and made suggestions regarding the significance criteria and wording of the proposed plaques for the subject properties. Moved by Martin Paivio Seconded by Bob McRoberts 1. That Report No. HAC17-021 be received for information. Carried 3. Heritage Advisory Committee Pending List Staff provided a brief overview of items on the Pending List and it was agreed that the Pending List would be included on a Committee meeting agenda upon any update. The Committee commented on the unique architecture of the Baldwin’s property on Wellington Street East and staff reviewed the criteria for designation. The Committee inquired about the potential impact of the Metrolinx GO Transit rail expansion project on properties and streetscape in the Wellington Street East area, and staff provided an update. Moved by Neil Asselin Seconded by Martin Paivio 1. That the Heritage Advisory Committee Pending List be received for information. Carried General Committee Meeting Agenda Tuesday, October 17, 2017 Item C2 Page 3 of 5 Heritage Advisory Committee Meeting Minutes Monday, September 11, 2017 Page 4 of 5 4. Extracts from Council Meeting of July 11, 2017 Re: Heritage Advisory Committee Meeting Minutes of May 8, and June 12, 2017 Moved by Bob McRoberts Seconded by Councillor Thom 1. That the Extracts from Council Meeting of July 11, 2017, regarding the Heritage Advisory Committee meeting minutes of May 8 and June 12, 2017, be received for information. Carried 5. Extract from Council Meeting of July 11, 2017 Re: Summary of Committee Recommendations Report No. 2017-06 Moved by Bob McRoberts Seconded by Councillor Thom 1. That the Extract from the Council Meeting of July 11, 2017, regarding Summary of Committee Recommendations Report No. 2017-06, be received for information. Carried 6. Extract from Council Meeting of July 11, 2017 Re: Summary of Committee Recommendations Report No. 2017-07 Moved by Bob McRoberts Seconded by Councillor Thom 1. That the Extract from the Council Meeting of July 11, 2017, regarding Summary of Committee Recommendations Report No. 2017-07, be received for information. Carried 7. New Business The Committee inquired about the archaeological excavation at the Aurora United Church site, and staff provided an update. The Committee inquired about the former Collis Leather factory site at 45 Tyler Street, and staff agreed to investigate and provide an update. General Committee Meeting Agenda Tuesday, October 17, 2017 Item C2 Page 4 of 5 Heritage Advisory Committee Meeting Minutes Monday, September 11, 2017 Page 5 of 5 The Committee inquired about the status of the Brookland Avenue culvert and road reconstruction work, and staff provided an update. The Committee inquired about the site construction at 32 Wellington Street East, and staff agreed to bring forward the plans for information at a future meeting. The Committee inquired about the reconstruction and lot coverage at 32 Wells Street, and staff agreed to investigate and provide an update. The Committee inquired about business signage on a Mosley Street residential property, and staff agreed to investigate the matter. The Committee inquired about the tree pruning status at 81 Catherine Avenue, and staff agreed to investigate the matter. The Committee inquired about the status of the light armoured vehicle (LAV) memorial to be installed in Aurora’s War Memorial Peace Park, and staff agreed to follow up on the matter. 8. Adjournment Moved by James Hoyes Seconded by Martin Paivio That the meeting be adjourned at 8:27 p.m. Carried Committee recommendations are not binding on the Town unless otherwise adopted by Council. General Committee Meeting Agenda Tuesday, October 17, 2017 Item C2 Page 5 of 5 Town of Aurora Governance Review Ad Hoc Committee Meeting Minutes Date: Tuesday, September 12, 2017 Time and Location: 9 a.m., Holland Room, Aurora Town Hall Committee Members: Anita Moore (Chair), Anna Lozyk Romeo (Vice-Chair), Steve Hinder, Bill Hogg, and Terry Jones Member(s) Absent: None Other Attendees: Dan Elliott, Director of Financial Services, Ishita Soneji, Council/Committee Secretary, and Michael de Rond, Town Clerk The Chair called the meeting to order at 9 a.m. 1. Approval of the Agenda Moved by Steve Hinder Seconded by Terry Jones That the agenda, as amended to include a discussion regarding the schedule of upcoming meetings under New Business, be approved. Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 3. Receipt of the Minutes General Committee Meeting Agenda Tuesday, October 17, 2017 Item C3 Page 1 of 4 Governance Review Ad Hoc Committee Meeting Minutes Tuesday, September 12, 2017 Page 2 of 4 Governance Review Ad Hoc Committee Meeting Minutes of June 6, 2017 Moved by Anna Lozyk Romeo Seconded by Terry Jones That the Governance Review Ad Hoc Committee meeting minutes of June 6, 2017, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. Extract from Council Meeting of June 27, 2017 Re: GRAHC17-001 – Report No. 1 of the Governance Review Ad Hoc Committee, Re: Council Compensation Review Moved by Bill Hogg Seconded by Terry Jones 1. That the Extract from Council Meeting of June 27, 2017, regarding GRAHC17-001 – Report No. 1 of the Governance Review Ad Hoc Committee, Re: Council Compensation Review, be received for information. Carried 2. Round Table Discussion Re: Additional Information re Committee Commitments and Compensation from Other Appointments The Committee discussed the progress made towards a recommendation regarding Council compensation and the next steps involved. Further information regarding average compensation in municipalities similar to Aurora, as well as information concerning the role of a Councillor, was General Committee Meeting Agenda Tuesday, October 17, 2017 Item C3 Page 2 of 4 Governance Review Ad Hoc Committee Meeting Minutes Tuesday, September 12, 2017 Page 3 of 4 requested. The Committee agreed that staff would provide the requested information at the next meeting. Moved by Bill Hogg Seconded by Terry Jones 1. That the discussion regarding Committee Commitments and Compensation from Other Appointments be received and the comments of the Committee be referred to staff for consideration. Carried 6. Informational Items 3. Extracts from Council Meeting of July 11, 2017 Re: Governance Review Ad Hoc Committee Meeting Minutes of May 9 and May 23, 2017 Moved by Steve Hinder Seconded by Anna Lozyk Romeo 1. That the Extracts from Council Meeting of July 11, 2017, regarding the Governance Review Ad Hoc Committee Meeting Minutes of May 9 and May 23, 2017, be received for information. Carried 4. Extract from Council Meeting of July 11, 2017 Re: Summary of Committee Recommendations Report No. 2017-06, Re: Governance Review Ad Hoc Committee Meeting Minutes of May 9, 2017 Moved by Steve Hinder Seconded by Anna Lozyk Romeo 1. That the Extract from Council Meeting of July 11, 2017, regarding the Summary of Committee Recommendations Report No. 2017-06, Re: Governance Review Ad Hoc Committee Meeting Minutes of May 9, 2017, be received for information. Carried General Committee Meeting Agenda Tuesday, October 17, 2017 Item C3 Page 3 of 4 Governance Review Ad Hoc Committee Meeting Minutes Tuesday, September 12, 2017 Page 4 of 4 7. New Business 1. Discussion of Upcoming Meeting Schedule The Committee agreed to meet again on September 26 and October 10, 2017. 8. Adjournment Moved by Steve Hinder Seconded by Anna Lozyk Romeo That the meeting be adjourned at 10:30 a.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, October 17, 2017 Item C3 Page 4 of 4 Town of Aurora Governance Review Ad Hoc Committee Meeting Minutes Date: Tuesday, September 26, 2017 Time and Location: 10 a.m., Leksand Room, Aurora Town Hall Committee Members: Anita Moore (Chair), Anna Lozyk Romeo (Vice-Chair), Steve Hinder (arrived at 10:40 a.m.), Bill Hogg, and Terry Jones Member(s) Absent: None Other Attendees: Dan Elliott, Director of Financial Services, and Michael de Rond, Town Clerk The Chair called the meeting to order at 10 a.m. 1. Approval of the Agenda Moved by Bill Hogg Seconded by Terry Jones That the agenda, as amended, be approved. Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 3. Receipt of the Minutes General Committee Meeting Agenda Tuesday, October 17, 2017 Item C4 Page 1 of 3 Governance Review Ad Hoc Committee Meeting Minutes Tuesday, September 26, 2017 Page 2 of 3 Governance Review Ad Hoc Committee Meeting Minutes of September 12, 2017 Moved by Anna Lozyk Romeo Seconded by Terry Jones That the Governance Review Ad Hoc Committee meeting minutes of September 12, 2017, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. Round Table Discussion Re: Further Discussions Regarding Council Compensation The Committee discussed their thoughts on what would be appropriate compensation for members of Council. There was further discussion around the determining factors of appropriate compensation and how those could best be articulated to Council and the public. The Committee agreed that the October 10 meeting should be a working session with staff with the goal of producing a final report to Council shortly after. Moved by Steve Hinder Seconded by Bill Hogg 1. That the Round Table Discussion regarding Council Compensation be received and the comments of the Committee be referred to staff for consideration and action as appropriate. Carried 2. Memorandum from Town Clerk Re: Additional Information – Council Compensation General Committee Meeting Agenda Tuesday, October 17, 2017 Item C4 Page 2 of 3 Governance Review Ad Hoc Committee Meeting Minutes Tuesday, September 26, 2017 Page 3 of 3 Moved by Steve Hinder Seconded by Bill Hogg 1. That the Memorandum from the Town Clerk Re: Additional Information – Council Compensation be received for information Carried 6. Informational Items 7. New Business 8. Adjournment Moved by Anna Lozyk Romeo Seconded by Terry Jones That the meeting be adjourned at 12 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, October 17, 2017 Item C4 Page 3 of 3 General Committee Meeting Agenda Tuesday, October 17, 2017Item C5 Page 1 of 6 General Committee Meeting Agenda Tuesday, October 17, 2017Item C5 Page 2 of 6 General Committee Meeting Agenda Tuesday, October 17, 2017Item C5 Page 3 of 6 General Committee Meeting Agenda Tuesday, October 17, 2017Item C5 Page 4 of 6 General Committee Meeting Agenda Tuesday, October 17, 2017Item C5 Page 5 of 6 General Committee Meeting Agenda Tuesday, October 17, 2017Item C5 Page 6 of 6 General Committee Meeting Agenda Tuesday, October 17, 2017Item C6 Page 1 of 5 General Committee Meeting Agenda Tuesday, October 17, 2017Item C6 Page 2 of 5 General Committee Meeting Agenda Tuesday, October 17, 2017Item C6 Page 3 of 5 General Committee Meeting Agenda Tuesday, October 17, 2017Item C6 Page 4 of 5 General Committee Meeting Agenda Tuesday, October 17, 2017Item C6 Page 5 of 5 Town of Aurora General Committee Report No. CS17-031 Subject: Winter Parking Restrictions to Facilitate Snow Clearing Prepared by: Mandie Eddie, Manager Bylaw Services Department: Corporate Services Date: October 17, 2017 Recommendation 1. That Report No. CS17-031 be received for information; Executive Summary This report will serve to advise Council of the data collected on the “Suspension of Overnight Parking Restriction” pilot project for the 2016/2017 winter season and to make recommendations for the 2017/2018 winter season. • Staff will be clearing roads overnight to ensure residents have access to cleared roads during morning rush hour. Reinstating the overnight parking restrictions will reduce the number of parked cars on the road and improve snow clearing efforts. • The pilot project limited daytime parking on Town Streets during snow events which had unintended consequences for business owners and residents who ran the risk of being ticketed while running errands and visiting local businesses. • Enforcement will take place between 2:00 a.m. and 6:00 a.m. when winter road maintenance or snow clearing is taking place. • Staff has collected data surrounding the suspension of winter overnight parking restrictions pilot project as requested by Council. • The pilot project presented challenges with regards to predicting snow events, restricting daytime parking and being able to provide 24-hours’ notice of the parking restriction to residents. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R1 Page 1 of 7 October 17, 2017 Page 2 of 7 Report No. CS17-031 Background On May 17, 2016 Council adopted the following recommendation: THAT a pilot project to suspend winter overnight parking restrictions, except during snow events, be implemented for the 2016/2017 winter season. On October 25 2016, Council received an additional report outlining the suspension of winter overnight parking restrictions, steps staff would be taking to implement the pilot project, and a commitment to collect and report data back to Council. The pilot project allowed residents to park overnight on the roadways without restriction during good weather. When a snowfall over 8 cm was predicted, a “snow event” was announced at which point residents had 24 hours to remove their vehicles from the road way so that snow clearing could commence. In extreme weather conditions, cars had to be removed within 12 hours of the announcement of the “extreme snow event”. Drivers were required to remove cars from the roadways during these events during the daytime as well as the night time. Residents were unhappy that they were unable to park on Town Streets during the day and lack of compliance led to roads being full of parked vehicles when crews were attempting to remove snow. In May of 2017, staff met to discuss the merits and the issues faced with the pilot project and determined that the pilot project for the 2016/2017 winter season presented challenges for both residents and staff. Although the pilot project allowed for overnight parking on the street, the daytime restrictions were problematic and did not address the operational needs of the crews responsible for snow clearing. In addition, despite ongoing communication through every available channel, some residents and visitors expressed confusion regarding parking restrictions. Analysis Staff will be clearing roads overnight to ensure residents have access to cleared roads during morning rush hour. Reinstating the overnight parking restrictions will reduce the number of parked cars on the road and improve snow efforts General Committee Meeting Agenda Tuesday, October 17, 2017 Item R1 Page 2 of 7 October 17, 2017 Page 3 of 7 Report No. CS17-031 Report No. IES17-037 that went before General Committee on September 5, 2017 recommended operational changes for the 2017/2018 winter maintenance season. This included a change to snow clearing and road maintenance operations which would begin overnight and earlier in the morning to facilitate clearing curb-to-curb during the time cars are prohibited from parking on the road. By-law No. 4574-04.T, BEING A BY-LAW to regulate parking and traffic in the Town of Aurora section 5.2 supports these snow clearing efforts by prohibiting parking on the streets during the hours of 2:00 a.m. to 6:00 a.m. from and including November 15 to April 15. This section of the by-law deters drivers from parking on the roadway over night by allowing officers to issue tickets when they are in violation of the by-law. The pilot program limited daytime parking on Town streets during snow events which had unintended consequences for business owners and residents who ran the risk of being ticketed while running errands and visiting local businesses. The pilot program required residents to remove their cars from the roadway when a snow event or snow emergency was announced. This was not practical as it restricted parking for any length of time when consumers and commuters needed parking options. Allowing daytime parking when winter weather affects the roadways will allow residents, visitors and consumers to park during the day. This will reduce the parking issues previously experienced by drivers during the pilot project when cars had to be removed during the daytime when a snow event was called and would better support local businesses and GO transit customers. Winter road maintenance may take place during the daytime hours; however operators would not be concerned with clearing or maintaining the road curb to curb, and would return to clear curb to curb in the overnight hours. Enforcement will take place between 2:00am and 6:00am when winter road maintenance or snow clearing is taking place. Once winter road maintenance or snow clearing is under way as a result of winter weather, IES staff will notify Bylaw Services and officers will begin enforcement efforts during the restricted hours of 2:00am and 6:00am only. Bylaw Services will also work with Communications to develop education material to inform residents and build awareness of the overnight parking restrictions. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R1 Page 3 of 7 October 17, 2017 Page 4 of 7 Report No. CS17-031 Staff has collected data surrounding the suspension of winter overnight parking restrictions pilot program as requested by Council. The suspension of overnight parking restrictions pilot project began in late November and continued until mid-April with an initial focus on educating the public about the program. A total of 1,800 information cards were distributed to the public or placed on cars that were parked on the roadway in previously restricted times. There were 21 weather events announced over the 2016/17 season (including snow advisories, snow events and extreme snow events.) During the first several events, officers issued 450 warning tickets to vehicles that were interfering with snow clearing. For the remainder of the season, officers continued to educate and when requested by IES staff, issued tickets to vehicles that had or were interfering with snow clearing. A total of 659 tickets for interfere with snow clearing were issued. Of these, escalated complaints about the tickets resulted in 34 of these tickets being voided. Court appearances were requested by 59 of the ticket recipients of which 17 were withdrawn by the Crown as a result of the charge not adequately covering the offence. The Bylaw Manager and Bylaw Coordinator received over 300 phone calls indicating confusion and criticism of the program. Additionally there was an influx of people complaining in person at Town Hall after each event. Customer Service logged nine formal complaints and multiple calls daily requesting information about the program. The pilot project presented challenges with regards to predicting snow events, restricting daytime parking and being able to provide 24-hours’ notice to the residents of the parking restriction. Although staff subscribed to and followed a reliable weather prediction service, these predictions were prone to last minute changes making notification to residents and timely deployment of enforcement difficult. Communications staff worked diligently to develop a list of names to be notified by text messaging and information regarding snow event status was promptly posted to the Town website and on social media and updated daily. More than 700 residents signed up to receive text message alerts notifying them when parked vehicles needed to be removed from roadways. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R1 Page 4 of 7 October 17, 2017 Page 5 of 7 Report No. CS17-031 Despite extensive communications efforts, some residents were still unware that snow events also restricted daytime parking, or were simply unable to abide by the restriction, and were frustrated at receiving tickets. Advisory Committee Review None Financial Implications None Communications Considerations Given the improved deployment model, and the fact that Bylaw will only be enforcing the overnight parking restriction when winter road maintenance or snow clearing is taking place, we expect significantly fewer customer complaints than during winters when enforcement was consistent overnight regardless of snow clearing operations and during the pilot program when residents were ticketed during the day due to snow events. The Town will provide real-time notification when winter road maintenance or snow clearing is taking place by having the Roads Supervisor activate a highly-visible banner on the homepage of the Town website at the time of deployment. The banner will be de- activated once snow clearing or maintenance has been completed. We recognize that there may be times when plows are deployed in the middle of the night and therefore, the onus will be on residents to be aware of weather conditions and remove their parked vehicles from the roadways if roads need to be cleared or are expected to need clearing overnight. Due to ever-changing weather conditions, it is challenging for staff to predict when snow plowing or winter road maintenance will occur and provide significant notice to residents. During the pilot project, the ability to provide residents with 24-hours’ notice in advance of a Snow Event proved problematic and ultimately led to resident dissatisfaction when conditions changed. The Town will communicate with residents that the 2:00 a.m. to 6:00 a.m. parking restriction between November 15 and April 15 remains and enforcement will occur when winter road maintenance or snow clearing is taking place. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R1 Page 5 of 7 October 17, 2017 Page 6 of 7 Report No. CS17-031 Communications will utilize media coverage, print advertising, social media, the Town website, digital signs and mobile signs to educate residents on the restrictions and enforcement. Communications will also work with Bylaw Services to create educational materials that can be distributed to those parked on roadways overnight when snow clearing or winter road maintenance is not taking place. The goal of the materials will be to ensure residents are aware of the fact that enforcement will take place whenever snow clearing or winter road maintenance is happening between the hours of 2:00 a.m. and 6:00 a.m. Link to Strategic Plan These recommendations support Aurora’s Community Goal by supporting an exceptional quality of life for all by providing parking alternatives for residents while still supporting staff’s efforts to maintain service levels for winter road maintenance. Alternative(s) to the Recommendation 1. Council could direct staff to return to the enforcement program used in the 2015/2016 season. This would result in tickets being issued even when no snow clearing activities are taking place. 2. Council could direct staff to continue with the pilot project for another season or as a permanent program. Conclusions The suspension of overnight winter parking restrictions initiated for the 2016/2017 season was launched to give residents better overnight parking options when there was no winter road maintenance or snow clearing taking place. The pilot project restricted parking both day and night when road maintenance efforts were taking place as a result of winter weather. This posed problems for residents during the day time as they were required to remove their vehicles from the road and subsequently had very few parking options. Reinstating the overnight parking restrictions with revised education and enforcement efforts will give residents more options for parking when winter road maintenance efforts are not taking place. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R1 Page 6 of 7 General Committee Meeting Agenda Tuesday, October 17, 2017Item R1 Page 7 of 7 Town of Aurora General Committee Report No. PRCS17-036 Subject: Space Accommodation for 52 & 56 Victoria Street Prepared by: Allan D. Downey, Director of Parks, Recreation and Cultural Services Department: Parks, Recreation and Cultural Services Date: October 17, 2017 Recommendation 1. That Report No. PRCS17-036 be received; and 2. That Council recommend the 140 Aurora Air Cadet Squadron, the Aurora Bridge Club and Faith Fellowship Baptist Church be provided subsidization as outlined in this report. 3. That Council approve an increase to the Aurora Senior Centre Operating Budget in the amount of $10,000 to deploy staff to open and close the facility. Executive Summary The purpose of this report is to ask Council for approval to provide subsidization for users of 52 and 56 Victoria Street as follows: • 140 Air Cadet Squadron has requested subsidization in order to transition into their new location • Aurora Bridge Club has requested that permit fees be waived for use of the Craft Room at the Aurora Seniors Centre on Sunday afternoons • Faith Fellowship Baptist Church has requested that the permit fee increase be waived for use of the West McKenzie Room on Sundays • A budget increase of $10,000 is required to accommodate user groups at the Seniors Centre. • In-kind fees total $15,500 Background Staff presented report PRCS17-024 to General Committee on June 20, 2017. At that meeting, General Committee received a delegation from the Aurora Bridge Club to express concerns with relocation and provide consideration of alternative space to General Committee Meeting Agenda Tuesday, October 17, 2017 Item R2 Page 1 of 4 October 17, 2017 Page 2 of 4 Report No. PRCS17-036 support their activities. Staff received the following direction from Council on June 27, 2017: 1. That Report No. PRCS17-024 be received; and 2. That the users of 52 and 56 Victoria Street be provided notice that they are to vacate the premises no later than October 1, 2017, in preparation for the demolition of the structures; and 3. That staff continue to work toward finding a solution regarding space for community groups. Analysis As directed by Council, staff continued to meet with the affected user groups to find a solution to meet their space needs. 140 Air Cadet Squadron has requested subsidization in order to transition into their new location The 140 Air Cadet Squadron has been successful in finding an alternative space to meet their needs; however, the new space has increased the present lease payment from $870/year (with the Town) to $8,400/year at the new location. They have requested subsidization from the Town to help bridge this gap. Staff are recommending that the group be subsidized on a declining scale over the next 10 years. The 140 Air Cadet Squadron would receive 90% of the new lease rate in year one and that would decrease by 10% each subsequent year. This would permit a payment in year one similar to their existing rent and permit them time to raise finds gradually, toward independence from the Town. Aurora Bridge Club has requested that permit fees be waived for use of the Craft Room at the Aurora Seniors Centre on Sunday afternoons The Aurora Bridge Club provided a letter to staff on September 1, 2017 indicating their intention to vacate 56 Victoria Street on September 30, 2017. They will be relocating to a facility in Newmarket; however, this facility is not available on Sunday afternoons for games. They have requested our assistance in obtaining space. Staff recommends the permitting of the Craft Room at the Aurora Seniors Centre from noon to 4:00 pm from September to June of each year. Staff have investigated the availability and, except for a few conflicts, this space is available. The permit fee is estimated at approximately $7,500, they have requested that the Town waive this fee. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R2 Page 2 of 4 October 17, 2017 Page 3 of 4 Report No. PRCS17-036 Exceptions to the permit would be provided to the Aurora Seniors Association as they have priority. The remaining dates could be considered “in-kind” since there is no lost opportunity. Faith Fellowship Baptist Church has requested that the permit fee increase be waived for use of the West McKenzie Room on Sundays As indicated in staff report PRCS17-024, the Church could be accommodated in the West Mackenzie Room at the Aurora Seniors Centre; however, the permit fee would increase from approximately $10,000 at 56 Victoria Street to $18,000 at the Seniors Centre. The Church has requested relief from this increase in the amount of $8,000 per year. Exceptions to the permit would be provided to the Aurora Seniors Association as they have priority. The remaining dates could be considered “in-kind” since there is no lost opportunity. A budget increase of $10,000 is required to accommodate user groups at the Seniors Centre. Additional staff would be required each weekend to open and close the Aurora Seniors Centre to accommodate the Church and the Bridge Club. Staff estimate the additional staff costs to be approximately $10,000 per year for this service. Advisory Committee Review None required. Financial Implications Staff Report PRCS17-024 provided Council with the net impacts of demolishing 52 & 56 Victoria Street and indicated that the net savings would be $47,144/year. These savings have been incorporated into the 2018 Operating Budget. If Council considers any subsidy for the user groups, this will become a new pressure on the 2018 Operating Budget. 140 Air Cadet Squadron $7,560 (Year 1) Bridge Club $7,500 (In-kind) Faith Fellowship Baptist Church $8,000 (In-kind) Additional Staff costs $10,000 Sub-Total $33,060 General Committee Meeting Agenda Tuesday, October 17, 2017 Item R2 Page 3 of 4 General Committee Meeting Agenda Tuesday, October 17, 2017Item R2 Page 4 of 4 Town of Aurora General Committee Report No. PRCS17-030 Subject: Sports Field and Parks Use Policy Revisions Prepared by: John Firman, Manager of Business Support Department: Parks, Recreation and Cultural Services Date: October 17, 2017 Recommendation 1. That Report No. PRCS17-030 be received; and 2. That the revised Sports Field and Parks Use Policy be approved. Executive Summary Staff has reviewed the Sports Field and Parks Use Policy and updated the policy to address current user group needs and reflect existing operational requirements. The most significant change is to the allocation procedures, whereby staff are recommending a similar approach as was approved in the Ice Allocation Policy, in which a grandfathering clause be included in the allocation procedures. The grandfathering clause would ensure that all user groups continue to retain their field time each year, until such time as the user group gives up that field time. At that point the allocation procedures would take effect when re-allocating the time released by any given user group. This will help provide user groups with the knowledge that they will be able to offer consistency in programming from one year to the next. Background The Sports Field and Parks Use Policy was last revised in March, 2010. Since that time, there have been numerous changes to user group programming and demographics, which affect how the existing policy impacts their operations and the Town’s ability to serve the community sports organizations. As part of the 2017 Business Plan for the Business Support Services Division, all facility allocation policies are scheduled for review in 2017 in order to ensure they accurately reflect the current needs of the community. The first policy review conducted was the Ice Allocation Policy, which was revised and approved by Council earlier this year. The next policy identified for review by staff is the Sports Field and Parks Use Policy. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 1 of 19 October 17, 2017 Page 2 of 5 Report No. PRCS17-030 Staff reviewed the existing policy, held a user group meeting, and conducted a survey of user groups, to solicit input from the most frequent users of these facilities. The key changes incorporated into the attached Policy have been reviewed with the user groups that participated and have met with majority approval. Key policy change recommendations In consultation with our primary user groups, staff recommends a number of changes to the policy, including: • Adding a grandfathering clause that would ensure user groups always retain their allocated field time every year, unless they choose to release it. Once released, the Town would then allocate the field time in accordance with the allocation process outlined in the Policy. This is the same as was approved for the Ice Allocation Policy and was well received by the user groups. • Reducing the required percentage of Aurora residents as members of a user group, in order to be considered “Aurora based” for the purposes of prioritizing field allocation: o from 80% to 70% for youth organizations; and o from 80% to 50% for adult organizations. • Amending the prioritization of field allocation to better reflect current needs. • Defining “Representative” groups to include any organization that does not meet the criteria to be considered “Aurora based”, but offers the only program option for Aurora residents. (e.g. Aurora Barbarians Rugby, Redbirds Lacrosse and York Region Football). • Amending permit cancellation procedures for ease of administration by removing the 20% administrative fee. It costs more to apply the 20% fee than what is collected. • Various housekeeping amendments to ensure the efficient and safe use of Town facilities provide for ease of understanding, and to incorporate existing procedures into the policy document. Defining “Aurora based” user groups The changes to the percentage of Aurora residents required for a group to be consider “Aurora based”, which offers priority status in the allocation process, is based on existing needs of the user groups and the existing reality of the percentage of Aurora residents in groups that have historically been considered “Aurora based”. For example, none of our existing youth groups and only two of our existing adult groups General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 2 of 19 October 17, 2017 Page 3 of 5 Report No. PRCS17-030 currently meet the 80% standard, thereby relegating a large number of groups that have historically been considered as Aurora groups to a lower priority status. Analysis User Group meeting Fourteen user groups, representing the primary users of rectangular fields and ball diamonds, both adult and youth, were invited to participate in a user group meeting for the purpose of providing them with the opportunity to have input into the policy review process. This meeting was held on Wednesday, June 28, 2017 with six attendees representing four user groups. Prior to the User Group meeting, staff have met with representatives from Aurora King Baseball Association (AKBA) to discuss their organizational needs, and subsequent to the User Group meeting staff also met with representatives of the Aurora Football Club (formerly Aurora Youth Soccer Club) and the Aurora Soccer Club. User Group survey Following the User Group meeting, 20 user groups were invited to participate in a brief online survey to provide their input into the key changes recommended. Of the 20 groups invited to participate, we received 16 responses (80% participation), including four who identified as youth organizations and 12 who identified as adult organizations. Summary of survey results • Of the four youth group respondents, all consider themselves “Aurora based”, even though none of them actually meet the current 80% resident criteria in the existing policy. • Of the 12 adult group respondents, 11 consider themselves “Aurora based”, even though only two adult groups meet the current 80% resident criteria in the existing policy. • When asked if they support the inclusion of a grandfathering clause in the field allocation procedures, 88% responded in support of this. • When asked if the residency percentage should be reduced for youth organizations to be considered “Aurora based”, only 50% of youth group respondents said yes. Staff believe that this confirms the premise that most youth organizations do not realize that they do not meet the current criteria, as none of the respondents currently meet the residency level required. • When asked if the residency percentage should be reduced for adult organizations to be considered “Aurora based”, only 42% of adult group General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 3 of 19 October 17, 2017 Page 4 of 5 Report No. PRCS17-030 respondents said yes. Staff also believe that this confirms the premise that most adult organizations do not realize that they do not meet the current criteria, as only two of the existing groups currently meet the residency level required. • When asked what the percentage should be for adult organizations to be considered “Aurora based”, 66% of respondents recommended 50% or lower. • When asked what the percentage should be for youth organizations to be considered “Aurora based”, only two respondents (50%) answered this question, with both recommending 70% or lower. • 63% of respondents supported the recommended priority order for allocating field time, with no further consensus provided on alternate recommendations. Advisory Committee Review None. Financial Implications There are no anticipated financial implications. Communications Considerations User groups will be notified through regular communications channels by the Parks, Recreation and Cultural Services department. Link to Strategic Plan Revising the Sports Field and Parks Use Policy relates to the Strategic Plan goal of Supporting an Exceptional Quality of Life for All through its accomplishment in satisfying requirements in the following key objectives within its goal statement: Encouraging an active and healthy lifestyle by developing a long-term needs assessment for recreation programs, services and operations to match the evolving needs of the growing and changing population. Alternative(s) to the Recommendation 1. Council can decline to approve the recommendations, with status quo remaining as is accordingly. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 4 of 19 General Committee Meeting Agenda Tuesday, October 17, 2017Item R3 Page 5 of 19 1 Topic: Sports Field and Park Use Policy Affects: Town staff, individuals and user groups that permit Town facilities. Section: CORP Replaces: Sports Field and Park Use Policy 2010 Original Policy Date: March 2010 Revision Date: Month ##, 2017 Effective Date: Month ##, 2017 Proposed Revision Date: Month ##, 2021 Prepared By: Parks, Recreation and Cultural Services, Business Support Approval Authority: Council 1.0 Policy Statement To provide transparency and structure for user groups and individuals pertaining to the fair allotment and use of Town owned and/or operated sports fields, parks and other outdoor facilities. 2.0 Purpose To ensure consistency in the programming and ongoing use of the Town’s sports fields and parks inventory; both municipally owned and/or managed facilities. To ensure that the highest quality and safest parks and sports fields are maintained and available for all permitted user groups. To provide a framework and consistent approach to the ongoing and seasonal use of our parks and sports field facilities in a fair and equitable manner. To ensure that the Town’s investment in parks and sports field facilities is managed in the best interest of all users and the citizens of Aurora. To establish clear guidelines and communication between the Business Support Division, the Parks Operations Division, and the user group contact. To accommodate the needs of a growing municipality and the increased demands on our sports field facilities. Administrative Policies & Procedures Policy No. ## - Sports Field and Park Use Policy Attachment #1 General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 6 of 19 Policy No. XX – Sports Field and Park Use Policy 2 To clearly define the rules of use and the departmental procedures in maintaining compliance. 3.0 Scope This policy applies to all facility permit holders and all individual and/or user groups requesting use of Town owned and/or operated parks and sports fields, as well as Town staff responsible for the use and/or operation of these facilities. The Town of Aurora is fortunate to have a substantial inventory of parks and sports fields within the municipal boundaries of the Town. These facilities primarily consist of rectangular fields and ball diamonds; however there are a number of other facilities including, but not limited to tennis courts, basketball courts, etc. Common uses include soccer, baseball, softball, football, rugby and lacrosse, but may include any sport or activity for which the playing surface is suitable. . 4.0 Definitions Adult Organization: A group that does not meet the requirements to be classified as a “Youth” organization, and demonstrate a minimum of 50% participation from Aurora residents, or ratepayers in the Town of Aurora, to be deemed “Aurora Based”. Aurora Based: A group that demonstrates that it meets the minimum requirements for its age category (Adult or Youth), of participation from Aurora residents or ratepayers in the Town of Aurora. Class A, B, C, D and E Sports Fields: Identifies facility classification and schedule of use. Director: The Director of Parks, Recreation and Cultural Services or his/her designate or successor. Facility: Any Town owned and/or operated park or outdoor sports field, playing surface or other outdoor space. Permit Holder: Refers to the organization, group or individual to which a facility rental permit has been issued, including any and all participants, volunteers, guests General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 7 of 19 Policy No. XX – Sports Field and Park Use Policy 3 and invitees of the permit holder and their participants, volunteers, guests and invitees. Representative Organization: An organization that does not meet the minimum participation required to be deemed Aurora Based, but is the only organization that offers a particular program to Aurora residents. Sports Field: Includes all ball diamonds, rectangular fields (soccer, football, etc.) and any other outdoor sports playing surface owned and/or operated by the Town of Aurora. Youth Organization: An organization that demonstrates that it has a minimum of 80% participation of youth aged 17 or younger, with a minimum of 70% participation from Aurora residents or ratepayers in the Town of Aurora, to be Aurora Based. 5.0 Allocation Procedures 5.1 Submission of Seasonal Requests All seasonal sports field requests shall be submitted in the format prescribed by the Facility Bookings Administrator, no later than October 15th of each year. 5.2 Grandfathering Grandfathering applies to seasonal permit holders only. All seasonal sports field permit holders will maintain their existing field times on an annual basis, until such time as the permit holder surrenders that time. The following allocation procedures apply only to new requests, time surrendered by an existing permit holder, or in the event that new facilities are made available. Exceptions may be made at the mutual agreement of an existing permit holder and the Director for the release of permitted time on a one-time basis to accommodate the needs of another organization or for fields re-allocated at the discretion of the Director. 5.3 Allocation Priority The following allocation priority will be utilized for all seasonal requests submitted in accordance with seasonal permitting request procedures. In all other cases, General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 8 of 19 Policy No. XX – Sports Field and Park Use Policy 4 field permits will be issued on a first come first serve basis with the established priority ranking applied when deemed necessary by the Director. The Town currently recognizes the following Aurora based and representative group community sports organizations: Aurora Based Youth Organizations Aurora Barbarians Rugby Aurora Diggers Girls Softball Aurora King Baseball Association Aurora Youth Soccer Club Aurora Based Adult Organizations Aurora Ladies Soft Ball Association Aurora Men’s Slo-Pitch Aurora Mixed Slo-Pitch Aurora Rovers Soccer Club Aurora Soccer Club Representative Groups - Youth Extreme Goalkeepers Redbirds Lacrosse York Region Football Association Representative Groups – Adult Valhalla Mixed Slo-Pitch Yonge Aurora Mixed Slo-Pitch Sports fields will be allocated in the following priority order: 1. Town of Aurora special events and recreation programming, including programming/events operated by third parties on behalf of the Town of Aurora 2. Recognized Aurora based youth organizations 3. Recognized representative youth organizations 4. Recognized Aurora based adult organizations 5. Recognized representative adult organizations 6. School groups 7. Other groups and private individuals General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 9 of 19 Policy No. XX – Sports Field and Park Use Policy 5 Any organization requesting new field time and claiming either “Youth” or “Aurora Based” status shall be required to submit a participant list for the organization along with the request. The participant list shall be in the form of a letter signed by the president of the sports organization and submitted to the attention of the Facilities Booking Administrator outlining the total number of registered participants/members, including name, municipality of residency, and age (if requesting “Youth” status). 5.4 Artificial Turf Fields As the St. Maximillian Kolbe and Stewart Burnett artificial turf fields have been designed, in part, to support specific community programming, the following additional allocation priority will be applied: St. Maximillian Kolbe artificial turf field: First priority shall be given to all sports other than soccer, in accordance with seasonal booking procedures, and in accordance with the allocation priority listed in 5.3 of this policy. Once all non-soccer related sports have been accommodated, soccer requests will then be considered, in accordance with seasonal booking procedures, and in accordance with the allocation priority listed in 5.3 of this policy. Stewart Burnett Park artificial turf field: First priority shall be given to the Aurora Youth Soccer Club’s League 1 and Ontario Player Development League programming, in accordance with seasonal booking procedures, and in accordance with the allocation priority listed in 5.3 of this policy. Second priority shall be given to all other soccer requests, in accordance with seasonal booking procedures, and in accordance with the allocation priority listed in 5.3 of this policy. Once all soccer related requests have been accommodated, non-soccer requests will then be considered, in accordance with seasonal booking procedures, and in accordance with the allocation priority listed in 5.2 of this policy. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 10 of 19 Policy No. XX – Sports Field and Park Use Policy 6 Sheppard’s Bush artificial turf field: Allocation of the Sheppard’s Bush artificial turf field shall be in accordance with 5.3 of this policy. 5.5 Special Circumstances Parks, Recreation and Cultural Services staff reserves the right to alter field allocation permits to accommodate play-off requirements, tournaments, and for other special circumstances as may be required. Any such alterations will be done on a one-time basis and the grandfathering rules shall apply. In the event that the re-allocation of field time is necessary, Parks, Recreation and Cultural Services staff will work with the affected permit holder to re-allocate field time in as fair a manner as possible and in an effort to minimize any impact. 6.0 Fees and Charges 6.1 User fees shall be applied in accordance with the current Town of Aurora Fees and Charges By-Law applicable at the time of booking. 6.2 User fees reflect the hourly rates charged and include the costs associated with facility lighting, ongoing facility maintenance and repair, including various supplies required to operate the facility. User fees do not include additional services required by user groups as outlined in 6.6 of this policy. 6.3 Prior to the issuance of a permit, individuals and user groups must provide to the Facility Bookings Administrator, the name, address, telephone number and email contact information of the individual to be named on the permit. This individual is responsible for all obligations of the Permit Holder in accordance with this policy. 6.4 Prior to the issuance of a permit the user group shall provide to the Facility Bookings Administrator, the name, address and telephone contact numbers of the primary contact person responsible for field bookings for the organization. This contact information will be used by the Town to notify the organization of all pertinent facility information concerning short term weather related field closings or other facility related information. 6.5 Changes or deletions and additions to any permit must be received by the person to whom the contract was issued, unless written authorization has General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 11 of 19 Policy No. XX – Sports Field and Park Use Policy 7 been received by the Facility Bookings Administrator including a list of persons authorized to do so. 6.6 Weather related cancellations or facility closures due to unacceptable field condition in the opinion of the Manager of Parks Operations will not constitute cause for a refund of user fees for lost time experience by the permit holder. The Town will accept requests from the permit holder that have been impacted by a field closure to reschedule lost playing time at no additional cost to the affected group(s). For individual bookings that cannot be reasonably rescheduled due to the nature of the activity or availability of suitable facilities, refunds may be provided at the discretion of the directon. 6.7 The Facility Bookings Administrator must be notified in writing at least 14 days in advance of any facility use cancellations to be entitled to a 100% refund of the permit fees. Seasonal permits do not allow for individual date cancellations. No refunds shall be issued for cancellations with less than 14 days written notice. 6.8 Additional fees and/or security deposits will be applicable for special events, tournaments, and other special circumstances as determined the Director. Fees will be charged for the delivery and removal of picnic tables, waste containers, other equipment and additional park maintenance requirements associated with maintenance, restoration, garbage collection, and increased washroom maintenance during and after the special event/activity. The amount of these fees shall be based on the actual cost incurred by the Town, and in accordance with the Fees and Charges By-law existing at the time of the special event/activity. 6.8 Park use fees and/or security deposits will also apply to any organized event occurring in a park where, in the opinion of the Manager of Parks Operations, the nature of the event poses a risk of damage to the park or facility or where the Town will incur additional expense associated with restoration and cleanup. 6.9 Additional fees may be applied where required in accordance with this policy. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 12 of 19 Policy No. XX – Sports Field and Park Use Policy 8 6.10 All fees applied in accordance with this policy shall be in accordance with the current Fees and Charges By-law, and based on the actual cost incurred by the Town where applicable. 7.0 Facility Use Regulations 7.1 The season of play for all class A, B, C and D sports field facilities, as classified in Section 8.0 of this policy, shall commence on or about the 15th of May and continue through to September 30th, pending weather and field conditions. In order to conduct seasonal field maintenance operations, no facility permits will be issued prior to or after this period unless approved in writing by the Manager of Parks Operations. 7.2 The season of play for class E artificial turf fields, as classified in Section 8.0 of this policy, shall commence on or about April 1st and continue through to November 30th each year pending field conditions. Permits for class E fields will only be issued on a day to day basis for the periods of April 1st to April 15th and November 15th to 30th. 7.3 Permits may be issued for class E artificial turf fields, as classified in Section 8.0 of this policy, at other times, subject to the approval of the Manager of Parks Operations pending field conditions. 7.4 Should it be determined that there is unauthorized use of facilities during the off season or at any time without a permit the Town reserves the right to suspend or refuse renewal of the permit holder’s permits indefinitely. Upon confirmation of the unauthorized use of the facility the associate user group may be fined a financial penalty based on 10 times the normal hourly rental rate of the facility. The penalty shall be paid in full prior to the issuance of any further facility use permits or any resumption of use by the affected user group. 7.5 All recognized organizations in accordance with Section 5.3 of this policy will be issued a permit for the full amount of time that has been booked for the entire season of play. Payments are due not later than the 15th of June. Selected permit holders may be issued monthly statements on the 1st of each month to each group and payments are due within 30 days of the issuance of each statement. Failure to remit payments on time may result in the cancellation of facility permits and or reallocation of facilities to other user groups at the discretion of the Director. 7.6 All permits must be signed and returned to the Facility Bookings Administrator prior to any facility usage. Failure to submit signed permit(s) will result in the group not being permitted to use the field. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 13 of 19 Policy No. XX – Sports Field and Park Use Policy 9 7.7 All user groups shall submit a list of executives, if any, including contact information, on an annual basis, within seven days following the election/appointment of the executives follow the organization’s Annual General Meeting, or upon request of the Director. 7.8 Sub-leasing or booking of facilities by the permit holder to a third party will not be permitted under any circumstances. Any and all agreements to permanently or temporarily release permitted time to another user group shall be administered by the Facility Bookings Administrator, subject to the approval of the Director. No user group shall be permitted to use any facility without a permit being issued in that user groups name. 7.9 All permit holders shall remove from their permitted facility all garbage, refuse or debris from the immediate area of the sports fields. This includes but is not limited to; sidelines, dugouts, player areas and spectator areas. Failure to do so may result in the permit holder being invoiced for the Towns costs to clean up the affected area. No further permits will be issued to the offending permit holder until payment has been received by the Town. 7.10 Damages to the playing surface and/or other areas of the facility and restoration expenses incurred by the Town resulting from unauthorized use of the facility at any time will be assessed to the associated permit holder or to the affiliated organization of the permit holder. The amount of damages will be based on the time and materials required to repair the damages and any lost facility rental revenue resulting from the closing of the facility for repairs. All payments in relation to the above shall be paid in full prior to the permit holder’s further use of the facility or the re-issuance of facility use permits. 7.11 Each permit holder shall be responsible for shutting off of the facility lighting system immediately following use of the facility. Should the permit holder fail to ensure the system is shut off following the use of the facility the Town will issue a formal notice of warning to the permit holder. Following a second occurrence the permit holder will be assessed a penalty of $250.00 based on electrical consumption and the Town’s administrative costs associated with attending the facility and shutting down the lighting system on behalf of the permit holder. 7.12 All required field maintenance will be provided in accordance with the General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 14 of 19 Policy No. XX – Sports Field and Park Use Policy 10 Town’s service level maintenance standards, excluding the provision of labour and equipment required to prepare the playing surface of softball/baseball diamonds, e.g. infield lining, lining equipment, bases, and equipment storage box padlocks. 7.13 For softball/baseball diamonds, the Town will provide one (1) storage box with pad lock and one (1) key for the containment of line marking chalk and a sufficient supply of line marking chalk will be provided in each location required by the permit holder upon notification to the Facility Bookings Administrator. Extra keys may be obtained at the Parks Operations office. 7.14 Should the permit holder require equipment storage on site at any softball/baseball diamond, the permit holder will be required to purchase an equipment storage box from the Town. The Town will permit one (1) storage box per permit holder to be located at the facility of its choice. To order storage boxes, please contact the Parks Operations office. To ensure consistency, storage boxes must be purchased from the Town and the box must be fitted with a pad lock provided by the permit holder and remained locked at all times. Storage boxes found to be unlocked will be locked by the Town and the permit holder will be billed a minimum of $175.00 for the time required to secure the box and for the provision of a Town lock. Contact the Parks Operations office for further information and pricing of equipment storage boxes. 8.0 Facility Classification and Schedule of Usage 8.1 Rectangular Fields Class “A” Senior Soccer Description: Full sized (11 v 11) Town owned and/or managed senior soccer pitch with lighting and irrigation. Locations: Fleury Park, Highland Park, Optimist Park Total: 3 General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 15 of 19 Policy No. XX – Sports Field and Park Use Policy 11 Schedule: Permitted for use not more than five (5) days in a seven (7) day period with two (2) consecutive days of rest in a seven (7) day period throughout the playing season. Permitted for use for regularly scheduled games only and not more than two (2) games in a 24 hour period. Practise play is not permitted on any class “A” facility. Class “B” Senior Soccer Description: Full sized (11 v 11) Town owned and/or managed senior soccer pitch without lights. Locations: Summit Park, Craddock Park, Lambert Willson Park (Legion), Norm Weller Park, Machell Park, Confederation Park, Magna(2) Total: 8 Schedule: Permitted for use not more than six (6) days in a seven (7) day period with one (1) day of rest in a seven (7) day period throughout the playing season. Permitted for use for not more than one (1) game during a 24 hour period. Class “C” Mini Soccer Description: Medium sized (9 v 9 and 7 v 7) Town owned and/or managed soccer pitches. Locations (9 v 9): Sheppard’s Bush (3), Hamilton Park, Magna (2) Total: 6 Locations (7 v 7): Sheppard’s Bush (6), Harmon Park, Queen’s Diamond Jubilee Park, Hickson Park, Ada Johnson Park, Magna (2) Total: 12 Schedule: Permitted for seven (7) days per week for not more than two (2) games in a 24 hour period. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 16 of 19 Policy No. XX – Sports Field and Park Use Policy 12 Class “D” Micro Soccer Description: Small sized (5 v 5 and 3 v 3) Town owned and/or managed soccer pitches. Locations (5 v 5): Magna (10), other locations as may be temporarily approved Total: 10 Locations (3 v 3): McMahon Park (2), Town Park (2), Magna (3), other locations as may be temporarily approved Total: 7 Schedule: Permitted for seven (7) days per week for not more than two (2) games in a 24 hour period. Class “E” Senior Field Description: Full sized Town owned and/or managed artificial turf sports field with lighting. Locations: Sheppard’s Bush, St. Maximillian Kolbe CHS, Stewart Burnett Park Total: 3 Schedule: Permitted for use seven (7) days per week between the hours of 7:00am to 11:00pm. 8.2 Softball/Baseball Diamonds Class “A” Baseball Description: Town owned and/or managed senior baseball facility with lighting and irrigation. Locations: Lambert Willson Park, Stewart Burnett Park Total: 2 Schedule: Permitted for use seven (7) days per week between the hours of 9:00am to 11:00pm. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 17 of 19 Policy No. XX – Sports Field and Park Use Policy 13 Class “A” Softball Description: Town owned and/or managed senior softball facility with lighting and irrigation. Locations: Town Park, Norm Weller Park, Fleury Park, Lambert Willson Park(3), James Lloyd Park, Optimist Park Total: 8 Schedule: Permitted for use seven (7) days per week between the hours of 9:00am to 11:00pm. Class “B” Softball Description: Town owned and/or managed senior softball facility without lights. Locations: Copland Park Total: 1 Schedule: Permitted for use seven (7) days per week between the hours of 3:30pm to sundown. Class “C” Softball Description: Town owned and/or managed junior softball facility without lights. Locations: Confederation Park (2), Machell Park (2), Elizabeth Hader Park, Summit Park Total: 6 Schedule: Permitted for use seven (7) days per week between the hours of 3:30pm to sundown. 8.3 For tournaments and special events that have been approved by the Manager of Parks Operations field use limitations outlined in 8.1 and 8.2 may be waived. 8.4 All Class “A” and “E” sports fields are subject to an 11:00pm curfew. Continued play beyond 11:00pm and/or use of the facility lighting system beyond 11:15pm will not be permitted without approval from the Director. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 18 of 19 Policy No. XX – Sports Field and Park Use Policy 14 8.5 Notwithstanding 8.1 and 8.2, permit holders are advised that regularly scheduled maintenance is conducted on a routine basis, and such routine maintenance may be cancelled or delayed should the facility be in use at the time of scheduled maintenance. 8.6 All classes of facilities will be scheduled for organized use by the Town of Aurora’s Facility Bookings Administrators based on the Town’s facility allocation criteria and upon receipt of the user groups written facility permit request. 9.0 Regulatory/References/Codes/Standards Other regulations, policies and procedures applicable to sports fields and park permits, include but are not limited to: • Parks By-law • Fees and Charges By-law • Municipal Alcohol Policy • Third Party Events in Outdoor Town Facilities Policy • Health Protection and Promotion Act • Liquor Licence Act • Liquor Control Act • Gaming Control Act General Committee Meeting Agenda Tuesday, October 17, 2017 Item R3 Page 19 of 19 Town of Aurora General Committee Report No. PBS17-075 Subject: Application for Draft Plan of Condominium BG Properties (Aurora) Inc. (Phase 2) 14222, 14314, 14358 & 14378 Yonge Street Part Lot 17, Plan 132, Part Lots 74 and 75 Con. 1, Part 1 65R-35902 File Number: CDM-2017-04 Related File Numbers: SUB-2012-03, ZBA-2012-16 and CDM-2016-03 Prepared by: Lawrence Kuk, Planner Department: Planning and Building Services Date: October 17, 2017 Recommendations 1. That Report No. PBS17-075 be received; and 2. That the Application for Draft Plan of Condominium CDM-2017-04 (BG Properties (Aurora) Inc.) (Phase 2) be approved to permit the development of the subject lands for 153 single detached dwelling units, subject to the conditions outlined in Schedule ‘A’ of this report; and 3. That the Mayor and Town Clerk be authorized to execute any Agreement(s) referenced in the Conditions of Approval, including any and all documents and ancillary agreements required to give effect to same. Executive Summary This report seeks Council’s approval to Phase 2 of the application for Draft Plan of Condominium on lands municipally described as 14222, 14314, 14358 & 14378 Yonge Street. The purpose of this report is to provide an evaluation and recommendations regarding the subject proposal for a common element Draft Plan of Condominium to be applied to the proposed 153 single detached dwelling units on the subject lands. • Phase 2 of the proposed Draft Plan of Condominium consist of 153 Single Detached residential lots on a private condominium road and private open space blocks. • Departments and agencies have no objection to the approval of the Draft Plan of Subdivision subject to the conditions outlined in Schedule “A”. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 1 of 31 October 17, 2017 Page 2 of 14 Report No. PBS17-075 • The proposed Draft Plan of Condominium application is consistent with the PPS Growth Plan and LSPP. • York Region has no objection to the approval of the draft Plan of Subdivision subject to the conditions outlined in Schedule “A”. • The proposed Draft Plan of Condominium conforms to the land use and urban design requirements of the Official Plan and the approved Zoning By-law Amendment application (ZBA-2012-16). • The lands are also subject to Draft Plan of Subdivision approval granted by Council (June 26, 2013). • All services will be privately owned and maintained by the condominium corporation. • Sanitary servicing of the Phase 2 lands will be provided by a combination of low pressure sanitary sewer system and gravity sanitary sewers. • Phase Two will have a watermain connection to Phase 1 at the intersection of Private Road A and Private Road D with a water meter. • A shared facilities agreement between all Block F landowners is required to identity the shared cost and responsibilities in regards to the on-going costs and maintenance. • Phase 2 of the proposed development will be accessed via a private road from Phase 1 which has a direct access to Yonge Street. • Any future public trail systems located within private open space will require trail easements for future maintenance. • All cultural heritage matters have been reviewed and addressed within Phase 1 of the condominium development application (PBS16-092). Background On June 26, 2013, Council approved a Draft Plan of Subdivision (SUB-2012-03) with conditions, Zoning By-law Amendment and servicing allocation for 195 units. Since the Zoning By-law Amendment approval in June of 2013 by Council, the previous Owner (Rod Coutts & Brian Coutts) sold the developable portions of their landholding to the now current Owner (BG properties Aurora Inc.). Due to the discovery of Butternut trees concentrated on the western portion of the Owner’s land, development of the proposed General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 2 of 31 October 17, 2017 Page 3 of 14 Report No. PBS17-075 Subdivision development is divided into two phases. BG properties Aurora Inc. made minor modifications to Phase 1 and received approval to the Zoning By-law Amendment application (ZBA-2012-16) on April 26, 2016 and Draft Plan of Condominium (CDM- 2016-03) for 42 single detached units on November 22, 2016. An overall benefit permit for Butternut was provided by the Ministry of Natural Resources and Forestry (MNRF) on March 20, 2017. As a result, the Zoning By-law Amendment application (ZBA-2012-16) for Phase 2 was approved by Council on July 11, 2017. The subject application, Phase 2 Draft Plan of Condominium application was submitted to the Town on July 6, 2017 for the remaining 153 single detached residential units. Location and Land Use The subject lands are located generally north of Ridge Road and west of Yonge Street adjacent to the existing rail line (Figure 1). The total area within Phase 1 and 2 is 30.20 ha (74.63 acres). The area of BG Phase 2 is approximately 24.67 ha (60.96 acres). In general, Phase 2 consists of the western portion of the proposed development with access through Phase 1 on Yonge Street. In addition, Phase 2 of the proposed development will provide access for the approved Ballymore condominium subdivision (SUB-2016-02 and CDM-2016-04) to the north. Surrounding Land Uses North: Ballymore Building Corp (Draft Approved Subdivision/Condominium for 40 residential units); South: Existing residential, Ridge Road; East: Phase 1 BG Properties (Draft Approved Subdivision/Condominium for 42 residential units); West: Railway/ GO Transit. Policy Context All Planning Act development applications are subject to provincial policies. Brief overviews of the Provincial Policy Statement (PPS), Growth Plan for the Greater Golden Horseshoe (GGH), Lake Simcoe Protection Plan (LSPP) and York Region Official Plan (2010), as amended were outlined in Planning Report PBS16-092 for the related Phase 1 Draft Plan of Condominium application. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 3 of 31 October 17, 2017 Page 4 of 14 Report No. PBS17-075 Town of Aurora Official Plan – Yonge Street South Secondary Plan – OPA 34 The subject lands are designated as “Cluster Residential, Private Open Space, Environmental Function Area, Environmental Protection Area, Environmental Restoration Area, Ecological Buffer and Building Setback” by the Yonge Street South Secondary Plan (OPA 34) (Figure 2). Town of Aurora Zoning By-law 6000-17 Phase 2 of the subject condominium development is currently zoned “Rural Oak Ridges Moraine (RU-ORM) Zone, Environmental Protection Oak Ridges Moraine (EP-ORM) Zone and Environmental Protection Oak Ridges Moraine (EP-ORM (455)) Exception Zone” by Town of Aurora Zoning By-law 6000-17, as amended (Figure 3). Due to the Town’s Comprehensive Zoning By-law approval process, the approved Zoning By-law Amendment (PBS17-039) for Phase 2 (Figure 4) has not been enacted. However, the approved Zoning By-Law for Phase 2 will be enacted prior to registration of the condominium development. Reports and Studies The Owner submitted the following documents as part of a complete application to the proposed Draft Plan of Condominium application: Submission Requirement Author Draft Plan of Condominium Krcmar Surveyors Ltd M-Plan Krcmar Surveyors Ltd Approved Draft Plan of Subdivision Brutto Consulting Schedule of Lots and Blocks Krcmar Surveyors Ltd Neighbourhood Plan Malone Given Parsons Ltd. Phasing Plan Malone Given Parsons Ltd. Ministry of Tourism , Culture and Sport Letter Ministry of Tourism, Culture and Sport Conceptual Building Elevations Brookfield Residential Architectural and Urban Design Guidelines John. G. Williams Architect Flood Mapping/ Analysis Sabourin Kimble & Associates Geotechnical Study Soil Engineering Ltd. Hydrogeological Study Azimuth Environmental Consulting Inc. Phase 1 Environmental Site Assessment Soil Engineers Ltd. Phase 2 Environmental Site Assessment Soil Engineers Ltd. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 4 of 31 October 17, 2017 Page 5 of 14 Report No. PBS17-075 Tree Preservation Protection and Replacement Plan, Landscape Analysis Plans, Tree Survey, Tree Inventory and Vegetation Preservation and Enhancement Strategy Schollen & Company Landscape Architecture Drawing Package Schollen & Company BG Properties (Aurora) Inc. Butternut Permit Ministry of Natural Resources and Forestry Functional Servicing Report Sabourin Kimble & Associates Grading / Drainage Plan Sabourin Kimble & Associates Stormwater Management Report Sabourin Kimble & Associates Construction Impact Mitigation Study Malone Given Parsons Detail Engineering Drawings Sabourin Kimble & Associates Traffic Impact Study Cole Engineering Environmental Noise Assessment Valcoustics Canada Ltd. Railway Vibration Assessment Valcoustics Canada Ltd. Survey KRCMAR Surveying Proposed Application Proposed Plan of Condominium As illustrated on Figure 5, Phase 2 of the subject Draft Plan of Condominium proposes 153 single detached dwelling units on a private common element road (Block 162, 163, 164), a private stormwater management pond (Block 161), private common element open space blocks (Blocks 156 to 160) and environmental protection areas (154, 155) are proposed to be conveyed to the Town of Aurora. The following is a breakdown of the proposed Draft Plan of Condominium: Proposed Land Use Lot and Block # # of Units Area (ha) Common Element Blocks 156 to 170 inclusive - 7.5 ha Parcels of Ties Lands (POTLS) Lots 1 to 153, inclusive 153 7.3 ha Totals 14.8 ha General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 5 of 31 October 17, 2017 Page 6 of 14 Report No. PBS17-075 Proposed Access/ Emergency Access The 153 single detached lots will be free-hold units fronting onto private common element roads as illustrated on Figure 6. Phase 2 of the condominium is accessed through Street “A” within the approved Phase 1 condominium which intersects with a full move signalized intersection on Yonge Street. In addition, within Phase 2 of the subject condominium development, a common element road identified as Street “G” (Block 164) will provide access to a draft approved 40 lot single detached condominium subdivision to the north (Ballymore Building Corp.). An emergency access is proposed from Street “F” in Phase 2 identified as Block 165 connecting to Ridge Road. Proposed Building Elevations Proposed building elevations are shown as Figure 7 and 8. The proposed single detached units in Phase 2 will have frontages ranging from 11.0m to 18.3m with double car garages and a minimum of 4 onsite parking spaces. There are 13 lots with of 9.2m with single car garages and a minimum of two parking spaces on site. Proposed Trail System The proposed trail system will run through Phase 1 and connect with the Yonge Street Trail. This trail system will also provide access to the Pet Cemetery located north of the subject property and runs along the railway corridor to the west. The proposed trail system may in the future provide access to the neighborhood to the west of the site via a Metrolinx Rail Line underpass. Proposed Open Space Private open space blocks will be in common element ownership and maintained by the future Condominium Corporation. All environmental protection blocks are proposed to be conveyed to the Town of Aurora. Compensation plantings are proposed to be planted within both private open space and public environmental protection blocks. Black chainlink fencing, 1.2m in height, is proposed along the rear of all lots backing on to private open space or public environmental protection lands. Lots 1, 4, 5, 9, 10, 11, 14, 15, 16, 20, 22, 23, 63, 64, 92, 93 and 103 will have wood screen fencing, 1.8m in height, as the majority of these lots are corner lots or are adjacent to the proposed trail system. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 6 of 31 October 17, 2017 Page 7 of 14 Report No. PBS17-075 Analysis Planning Considerations Provincial Policy Statement (PPS) It is Planning Staff’s opinion that the proposed Draft Plan of Condominium application is consistent with the PPS. The PPS encourages the development of strong communities through the promotion of efficient land use and development patterns. The proposed development provides an appropriate range and mix of residential to meet the long-term needs. It protects the natural features for the future and ensures that the stormwater management practices minimize the stormwater volumes and contaminant loads. Places to Grow Plan for the Greater Golden Horseshoe It is Planning Staff’s opinion that the proposed Draft Plan of Condominium application is consistent with the Growth Plan. The proposed Draft Plan of Condominium is consistent with the Places to Grow Plan by Places to Grow promotes and encourages new growth in built-up areas of a community through intensification. The proposed Draft Plan of Condominium accommodates future population growth in Aurora by directing growth to the built-up areas where capacity exists to accommodate the expected population. Lake Simcoe Protection Plan (LSPP) It is Planning Staff’s opinion that the proposed Draft Plan of Condominium application is consistent with the LSPP. It is Planning Staff’s opinion that the proposed Draft Plan of Condominium conforms to the Lake Simcoe Protection Plan. The Lake Simcoe Region Conservation Authority (LSRCA) have reviewed the technical studies, reports, and plans prepared in support of the application for Draft Plan of Common Element Condominium (Phase 2). The LSRCA has no objection to the approval of the Draft Plan of Condominium subject of conditions of approval outlined in Appendix ‘A’. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 7 of 31 October 17, 2017 Page 8 of 14 Report No. PBS17-075 York Region Official Plan (YROP) York Region has no objection to the approval of the draft Plan of Subdivision subject to the conditions outlined in Schedule “A”. Prior to final approval, the Owner shall execute all Regional agreements and obtain all of the necessary permits required as part of the Draft Plan of Subdivision approval for the subject property issued under File No. 19T-12A03 (SUB-2012-03). In addition, the Owner shall obtain all necessary permits with the Region and provide confirmation that all transfers of obligation have been completed where Regional agreements require responsibility to change from the Owner to the Condominium Corporation. Yonge Street South Secondary Plan, (OPA 34) The proposed Draft Plan of Condominium conforms to the land use and urban design requirements of the Official Plan. Planning Staff are of the opinion that the proposed Draft Plan of Condominium conforms to the land use and development policies of the Official Plan and is compatible with the surrounding land uses. Single detached dwelling units are a permitted use in accordance with the Cluster Residential land use designation. This matter was reported to Council on June 2013 as part of the proposed Draft Plan of Subdivision application file SUB-2012-03. Site Design The Owner has applied to the Town of Aurora for approval of Phase 2 of the Draft Plan of Condominium. Similar to Phase 1, the Owner will not be submitting a Site Plan application, as the majority of site design comments have been addressed through the Draft Plan of Condominium process, technical details will be addressed and secured through the future Subdivision/Condominium agreement. Urban Design/ Building Elevations As indicated on Figure 7 and 8, the building elevations, materials and architecture will be built in accordance with the approved Urban Design Guidelines submitted by John G. Williams Architect. Overall, the proposed building is designed in a consistent manner and displays positive architectural and neighbourhood massing qualities. Staff have no objection to the urban design and architectural elements proposed. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 8 of 31 October 17, 2017 Page 9 of 14 Report No. PBS17-075 Zoning By-law 6000-17, as amended The proposed Draft Plan of Condominium conforms to the approved Zoning By- law Amendment application (ZBA-2012-16). As previously mentioned, the related zoning by-law will be enacted prior to registration of the subject condominium development. Staff has evaluated the proposed development and have determined the subject proposal is consistent with the approved zoning provisions and performance standards of the Town’s Comprehensive By-law. Department/Agency Comments The proposed application was circulated to all internal and external agencies for review and comments. In general, all circulated agencies are satisfied with the revisions and have no further comments at this time, subject to conditions of approval outlined in Appendix ‘A’. All technical matters will be resolved prior to the execution of the Subdivision/ Condominium Agreement. The following are highlighted discussions from the circulation. Municipal Servicing All services will be privately owned and maintained by the condominium corporation. The Town’s Development Planning Engineer has reviewed the Draft Plan of Condominium application and has no major concerns subject to the conditions outlined in Appendix ‘A’. Sanitary Sanitary servicing of the Phase 2 lands will be provided by a combination of low pressure sanitary sewer system and gravity sanitary sewers. The Owner of the subject lands have agreed with Ballymore Building Corp. (to the north) to jointly develop the storm water management facility within the subdivision/ condominium development to the north (Ballymore Building Corp.) to accommodate the drainage areas and satisfy quality, quantity, infiltration targets and phosphorous removal for both sites. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 9 of 31 October 17, 2017 Page 10 of 14 Report No. PBS17-075 Water Phase Two will have a watermain connection to Phase 1 at the intersection of Private Road A and Private Road D with a water meter. A second watermain connection will be along the emergency access road connecting to the 400mm watermain along Ridge Road. This connection will have a check valve, pressure reducing valve and water meter in series. A 300mm stub is proposed at the northern limit of BG Phase 2 on Street “F” to provide water servicing to the Ballymore Subdivision. A water meter will be located and provided by the Ballymore Subdivision. Shared Facilities Agreement A shared facilities agreement between all Block F landowners is required to identity the shared cost and responsibilities in regards to the on-going costs and maintenance. A Shared Facilities Agreement between all the Block F Landowners was finalized on May 2, 2017. The Block F Landowners consists of (BG Properties (Aurora) Inc. (BG Phase 1 and 2), 2489167 Ontario Limited (Institutional component), David Frattaroli and Judith Ann Frattaroli (Frattaroli component), and Ballymore Building Corp. (Ballymore component). The shared facilities agreement identifies the responsibilities, commitments and shared costs for the individual Owners. Such commitments include repair, maintenance, operation, utilities and replacement of component or land even when portions of components serve or benefit another component. Such components include landscaping, snow clearing, landscaping irrigation system maintenance, electrical and water services, pumping station / generator maintenance and storm water management facilities. Construction Mitigation The construction access for both Phase 1 and 2 of BG Properties (Aurora) Inc. will be from Yonge Street with no construction access being proposed through Ridge Road. In the event that the Ballymore subdivision does not undergo construction at the same time as Phase 2 of the subject development, bollards and proper signage will be install at the end of Street “F” to keep the public from the entrance. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 10 of 31 October 17, 2017 Page 11 of 14 Report No. PBS17-075 Traffic and Access Phase 2 of the proposed development will be accessed via a private road from Phase 1 which has a direct access to Yonge Street. The proposed private road (Street D, E, F and G) will have a right‐of‐way width varying between 9.2m, 11.0m and 14.7m for emergency vehicles and on‐street parking on one side of the road. The proposed right-of-way in this subdivision/ lands was also designed to accommodate for future traffic movements within the approved Ballymore subdivision/ lands. No traffic related issues are anticipated as a result of the approval of this Draft Plan of Condominium application. Landscaping/ Trails Any future public trail systems located within private open space will require trail easements for future maintenance. Overall, Staff have no major concerns with the proposed application. However, prior to registration the Owner will be require to provide trailhead parking for the trail system within the subject lands, or on adjacent lands to be conveyed to the Town. In addition, the Owner will be required to satisfy the minimum landscape requirements, the vegetation management agreement and implement the conditions of approval from the original Draft Plan of Subdivision application (SUB-2012-03). Furthermore, any future public trail systems located within private open space will require trail easements for future maintenance. Metrolinx accepts the proposed pedestrian trail within the rail buffer (along the top and edge of the berm) in principle, subject to a detail design plans and warning clauses outlined in Appendix ‘A’. Cultural Heritage All cultural heritage matters have been reviewed and addressed within Phase 1 of the condominium development application (PBS16-092). Planning Staff has reviewed the Draft Plan of Condominium application and has no objection to the approval subject to the conditions outlined in Appendix ‘A’. However, a trail system is proposed to connect from Yonge Street through Phase 2 of the subject lands and continue north to the Pet Cemetery. As such, the Town will require the conveyance of any necessary easements for future maintenance of this portion of the trails. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 11 of 31 October 17, 2017 Page 12 of 14 Report No. PBS17-075 External Agency Comments The Lake Simcoe Region Conservation Authority, Regional Municipality of York, Central York Fire Services, Rogers, Powerstream, Enbridge, Canada Post, GO Transit, have reviewed the application and have no objection to the approval of the Draft Plan of Condominium subject to conditions of approval outlined in greater detail in Appendix ‘A’. Advisory Committee Review Not required. Financial Implications The site will be developed through a Subdivision/Condominium Agreement, where fees and securities will be required. The development of the subject lands will also generate development charges. The proposed development will also generate yearly tax assessment to the Town. Communications Considerations No Communication required. Link to Strategic Plan The Draft Plan of Condominium 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 objectives within this goal statement: Strengthening the fabric of our community: Through the addition of 153 residential units, housing is provided in accordance with the Collaborate with the development community to ensure future growth includes housing opportunities for everyone action item. Strengthening the fabric of our community: Through the approval of an infill residential development, the Work with the development community to meet intensification targets to 2031 as identified in the Town’s Official Plan action item is realized. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 12 of 31 October 17, 2017 Page 13 of 14 Report No. PBS17-075 Alternatives to the Recommendation 1. Direct staff to report back to another Council Meeting addressing any issues that may be raised at the Council Meeting. 2. Refusal of the application with an explanation for the refusal. Conclusions Planning and Building Services reviewed the proposed Draft Plan of Condominium 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 Draft Plan of Condominium application for 153 single detached dwelling units is considered to be in keeping with the development standards of the Town. The lands will be developed in accordance with the approved and registered condominium agreement that will address all private servicing and site plan/ subdivision related issues. Staff recommends approval of the Draft Plan of Condominium application file: CDM-2017-04; subject to the conditions set out in ‘Appendix A’ to this report. Attachments Figure 1 – Location Map Figure 2 – Existing Official Plan Designation Figure 3 – Existing Zoning By-law Figure 4 – Approved Zoning By-law Figure 5 – Proposed Draft Plan of Condominium Figure 6 – Phasing Plan Figure 7 and 8 – Proposed Building Elevations Appendix “A” – Condition of Approval General Committee Meeting Agenda Tuesday, October 17, 2017 Item R4 Page 13 of 31 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 14 of 31 Rid ge Road Tam a r a c T r a ilMcCle l lan WayLoraview LaneArdillC re s c e nt Gilbert Drive BeechbrookeWay ButtonwoodTrail Under hillCrescentYONGE STREETLOCATION MAP Map created by the Town of Aurora Planning & Development Services Department, September 19, 2017. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2016, © First Base Solutions Inc., 2016 Orthophotography. ¯0 50 100 150 200 Metres APPLICANT: BG Properties Aurora Inc.FILE: CDM-2017-04 Related file: SUB-2012-03, ZBA-2012-16FIGURE 1 Draft Plan Approved Area St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive^ Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd Phase 1 Draft Approved Plan Area Phase 2 Draft Approved Plan Area General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 15 of 31 RAILWAY/GO TRANSIT LINEHENDERSON DRIVEHaskell Cres Haskell Cres Tamarac Tr Beatty Cres Buttonw o o d T r Candac Valley DrYONGE STREETEXISTING OFFICIAL PLAN DESIGNATION Map created by the Town of Aurora Planning & Development Services Department, September 19, 2017. Base data provided by York Region. ¯0 50 100 150 200 Metres APPLICANT: BG Properties Aurora Inc.FILE: CDM-2017-04 Related file: SUB-2012-03, ZBA-2012-16 FIGURE 2 Phase 2 Lands St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive^ Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd OPA 34 Major Institution Public Open Space Environmental Function Area Estate Residential Elementary School Park Cluster Residential Building Setback Ecological Buffer Environmental Restoration Area Minor Institution Environmental Protection Area Private Open Space S Access Point S General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 16 of 31 RU-ORM RU-ORM R2-12 R2-12 ER RAILWAY/GO TRANSIT LINEChild DrRachewood Crt McClellan Way YONGE STREETRidge RdStemmle DrBrookeview DrHENDERSON DRIVER2 ER R2-31 R1-46 EP-ORM R2-101 R2-101 O O RU-ORM RU-ORM EP-1-ORM EP-ORM EP-ORM R2-105 R2-105 O-22 EP-ORM RU-ORM I-28 RU-ORM R2-12 I ER O-3 (2873-86) R2-31 R2-32 R6OOR3 O RU-ORM O R2-29 O R2-31 RR-ORM R1-30 i RU-ORMRR-5-ORMR2-35RU-ORM RR-ORMR2-32C10-1R2-24 EXISTING ZONING BY-LAW Map created by the Town of Aurora Planning & Development Services Department, September 19, 2017. Base data provided by York Region & Aurora - GIS. ¯0 50 100 150 200 Metres APPLICANT: BG Properties Aurora Inc.FILE: CDM-2017-04 Related file: SUB-2012-03, ZBA-2012-16FIGURE 3 Phase 2 Lands ZONING LEGEND COMMERCIAL ZONES ServiceC3 HOLDING ZONES HoldingH OPEN SPACE ZONES Environmental ProtectionEP Major Open SpaceO RESIDENTIAL ZONES Rural Residential Detached DwellingFirst Density Detached DwellingSecond DensitySemi-Detached & DuplexDwelling Third Density Row Dwelling INDUSTRIAL ZONES RestrictedM1 R1 R2 RR R3 R6 Apartment Second DensityRA2 RURAL ZONES RuralRU Shopping CentreC4 GeneralM2 ServiceM3 Oak Ridges MoraineRural ResidentialRR-ORM EstateER Oak Ridges MoraineRuralRU-ORM Oak Ridges MoraineEnvironmental ProtectionEP-ORM INSTITUTIONAL ZONES InstitutionalI OfficeC6 Special CommercialException ZoneC10 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 17 of 31 YONGE STREETR2-XX R2-XX EP-ORM R2-XX EP-ORM O2(456) O2(456) R2-XX O2(456)O2(456) T a m a r a cT railTamarac Tr a i l Ardil l C r e s centGilbert Drive BeechbrookeWayMcClellanWay Lora viewLaneL oraviewLane Underhill CrescentRidge Road I RU-ORMRU-ORMO-3 ER RR-ORMR R-ORMRR-5-ORM ER R2-12 O O O R2-31 R2-32 R1-46 I-28 RU-ORM EP-1-ORM EP-ORM O-22 O EP-ORM EP-ORM EP-ORMEP-ORMEP-ORM R2-105 EP-ORMO-22 O-22 APPROVED ZONING BY-LAW Map created by the Town of Aurora Planning & Development Services Department, September 19, 2017. Base data provided by York Region & the Town of Aurora. ¯0 70 140 210 280 Metres APPLICANT: BG Properties Aurora Inc.FILE: CDM-2017-04 Related file: SUB-2012-03, ZBA-2012-16FIGURE 4 St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive^ Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd Phase 2 Lands Detached DwellingSecond DensityR2 Rural ResidentialRR Zoning Legend RESIDENTIAL ZONES Row DwellingR6 Institutional INSTITUTIONAL ZONES I Major Open Space OPEN SPACES ZONES O Oak Ridges MoraineEnvironmental ProtectionEP-ORM R2-105 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 18 of 31 PROPOSED DRAFT PLAN OF CONDOMINIUM Map created by the Town of Aurora Planning & Development Services Department, September 19, 2017. Data provided by KRCMAR. APPLICANT: BG Properties Aurora Inc.FILE: CDM-2017-04 Related file: SUB-2012-03, ZBA-2012-16FIGURE 5 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 19 of 31 M cClellanWayYonge StreetLoraviewLane Underhill C rescentR i d g e R oad PHASING PLAN Map created by the Town of Aurora Planning & Development Services Department, September 19, 2017. Data provided by Malone Given Parsons Ltd. APPLICANT: BG Properties Aurora Inc.FILE: CDM-2017-04 Related file: SUB-2012-03, ZBA-2012-16FIGURE 6 Proposed Trail Land Use EP / Open Space / SWM STREET Single Detached Residential - 11.0m Single Detached Residential - 12.8m Single Detached Residential - 15.2m Single Detached Residential - 18.3m Single Detached Residential - 9.2m ¯0 100 200 Metres General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 20 of 31 PROPOSED BUILDING ELEVATIONS Map created by the Town of Aurora Planning & Development Services Department, September 19, 2017. Data provided by BG Properties Aurora Inc. APPLICANT: BG Properties Aurora Inc.FILE: CDM-2017-04 Related file: SUB-2012-03, ZBA-2012-16FIGURE 7 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 21 of 31 PROPOSED BUILDING ELEVATIONS Map created by the Town of Aurora Planning & Development Services Department, September 19, 2017. Data provided by BG Properties Aurora Inc. APPLICANT: BG Properties Aurora Inc.FILE: CDM-2017-04 Related file: SUB-2012-03, ZBA-2012-16FIGURE 8 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 22 of 31 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 23 of 31 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 24 of 31 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 25 of 31 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 26 of 31 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 27 of 31 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 28 of 31 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 29 of 31 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 30 of 31 General Committee Meeting Agenda Tuesday, October 17, 2017Item R4 Page 31 of 31 Town of Aurora General Committee Report Subject: Summary of Committee Recommendations Report No. 2017-09 Prepared by: Samantha Yew, Deputy Town Clerk Department: Corporate Services Date: October 17, 2017 Recommendation 1.That Summary of Committee Recommendations Report No. 2017-09 be received; and 2.That the Committee recommendations contained within this report be approved. Heritage Advisory Committee Meeting Minutes of September 11, 2017 1.HAC17-019 – Heritage Conservation District Designation Process (a)That staff provide an information report regarding listed, designated, and potentially historic properties on Yonge Street between Wellington Street and Kennedy Street. General Committee Meeting Agenda Tuesday, October 17, 2017 Item R5 Page 1 of 1 Notice of Motion Councillor Wendy Gaertner Date: October 17, 2017 To: Mayor and Members of Council From: Councillor Gaertner Re: Review of Stable Neighbourhoods Policies Whereas the purpose of Aurora's Official Plan (OP) is to shape development decisions and manage growth of the Town [OP 1.1 a)]; and Whereas this Plan provides specific policies through which to evaluate the appropriateness of change and the degree to which the proposed changes are considered compatible development and are in the public interest [OP 1.1 c)]; and Whereas one of the Fundamental Principals of the Plan is to Protect Stable Neighbourhoods by ensuring 'that the stability and vibrancy of these existing neighbourhoods is protected from the negative impacts of potential incompatible development and growth pressures' [OP 2.1 vi.]; and Whereas the purpose of Section 3.0 of the Plan is to Promote Responsible Growth Management; and Whereas the importance of protecting the stability of our older residential areas of Aurora is demonstrated in Section 8, six pages of policies intended to provide protection from incompatible forms of development while permitting these neighbourhoods to evolve and be enhanced over time; and Whereas Section 8.1.3 d) states that "All development within the Stable Neighbourhoods' designation may be subject to Site Plan Control…including, without limitation, the control of building materials, colour and architectural detail"; and Whereas the review of Aurora's By-laws did not include a specific review of by-laws pertaining to our older neighbourhoods; and General Committee Meeting Agenda Tuesday, October 17, 2017 Notice of Motion (a) Page 1 of 2 Notice of Motion from Councillor Gaertner Re: Review of Stable Neighbourhoods Policies October 17, 2017 Page 2 of 2 Whereas these by-laws have been in place for many years preceding the 2010 Official Plan protections intended to shape appropriate development in these areas; 1. Now Therefore Be It Hereby Resolved That Council and Staff do a study of the By- laws governing development of stable neighbourhoods to ensure that the intent of our planning policy is being realized and reflected through these By-laws. General Committee Meeting Agenda Tuesday, October 17, 2017 Notice of Motion (a) Page 2 of 2 Public Release October 13, 2017 Town of Aurora Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 7 p.m., Council Chambers • Revised General Committee Meeting Agenda Index • Item C7 – Memorandum from Mayor Dawe; Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of September 22, 2017 • Item R6 – CS17-032 – N6 Initiative – Animal Shelter Services – Memorandum of Understanding • Item R7 – CS17-033 – Animal Control Service • Notice of Motion (b) Councillor Kim; Re: Tree Lighting Ceremony • Notice of Motion (c) Councillor Humfryes; Re: Reduction of Council Size Public Release October 13, 2017 Town of Aurora General Committee Meeting Agenda (Revised) Tuesday, October 17, 2017 7 p.m., Council Chambers Councillor Humfryes 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 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. Recommended: That the following Consent Agenda Items, C1 to C7 inclusive, be approved: C1. Accessibility Advisory Committee Meeting Minutes of September 6, 2017 General Committee Meeting Agenda (Revised) Tuesday, October 17, 2017 Page 2 of 5 Recommended: 1.That the Accessibility Advisory Committee meeting minutes of September 6, 2017, be received for information. C2. Heritage Advisory Committee Meeting Minutes of September 11, 2017 Recommended: 1.That the Heritage Advisory Committee meeting minutes of September 11, 2017, be received for information. C3. Governance Review Ad Hoc Committee Meeting Minutes of September 12, 2017 Recommended: 1.That the Governance Review Ad Hoc Committee meeting minutes of September 12, 2017, be received for information. C4. Governance Review Ad Hoc Committee Meeting Minutes of September 26, 2017 Recommended: 1.That the Governance Review Ad Hoc Committee meeting minutes of September 26, 2017, be received for information. C5. Central York Fire Services – Joint Council Committee Meeting Minutes of May 16, 2017 Recommended: 1.That the Central York Fire Services – Joint Council Committee meeting minutes of May 16, 2017, be received for information. C6. PBS17-077 – Town of Aurora Strategic Plan Workplan Update Recommended: 1.That Report No. PBS17-077 be received for information. General Committee Meeting Agenda (Revised) Tuesday, October 17, 2017 Page 3 of 5 C7. Memorandum from Mayor Dawe Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of September 22, 2017 (Added Item) Recommended: 1.That the memorandum regarding Lake Simcoe Region Conservation Authority Board Meeting Highlights of September 22, 2017, be received for information. 6.Consideration of Items Requiring Discussion (Regular Agenda) R1. CS17-031 – Winter Parking Restrictions to Facilitate Snow Clearing Recommended: 1.That Report No. CS17-031 be received for information. R2. PRCS17-036 – Space Accommodation for 52 and 56 Victoria Street Recommended: 1.That Report No. PRCS17-036 be received; and 2.That Council recommend that the 140 Aurora Air Cadet Squadron, the Aurora Bridge Club, and the Faith Fellowship Baptist Church be provided subsidization as outlined in this report; and 3.That an increase to the Aurora Senior Centre Operating Budget in the amount of $10,000 to deploy staff to open and close the facility be approved. R3. PRCS17-030 – Sports Field and Parks Use Policy Revisions Recommended: 1.That Report No. PRCS17-030 be received; and 2.That the revised Sports Field and Parks Use Policy be approved. General Committee Meeting Agenda (Revised) Tuesday, October 17, 2017 Page 4 of 5 R4. PBS17-075 – Application for Draft Plan of Condominium BG Properties (Aurora) Inc. (Phase 2) 14222, 14314, 14358 and 14378 Yonge Street Part Lot 17, Plan 132, Part Lots 74 and 75 Con. 1, Part 1 65R-35902 File Number: CDM-2017-04, Related File Numbers: SUB-2012-03, ZBA-2012-16, and CDM-2016-03 Recommended: 1. That Report No. PBS17-075 be received; and 2. That the Application for Draft Plan of Condominium CDM-2017-04 (BG Properties (Aurora) Inc.) (Phase 2) to permit the development of the subject lands for 153 single detached dwelling units, subject to the conditions outlined in Appendix ‘A’ of this report be approved; and 3. That the Mayor and Town Clerk be authorized to execute any Agreement(s) referenced in the Conditions of Approval, including any and all documents and ancillary agreements required to give effect to same. R5. Summary of Committee Recommendations Report No. 2017-09 Recommended: 1. That Summary of Committee Recommendations Report No. 2017-09 be received; and 2. That the Committee recommendations contained within this report be approved. R6. CS17-032 – N6 Initiative – Animal Shelter Services – Memorandum of Understanding (Added Item) Recommended: 1. That Report No. CS17-032 be received; and General Committee Meeting Agenda (Revised) Tuesday, October 17, 2017 Page 5 of 5 2. That the Mayor and Town Clerk be authorized to execute a Memorandum of Understanding with the Towns of Newmarket, East Gwillimbury, and Georgina for the provision of Animal Shelter Services for a five-year term with an optional one-year extension; and 3. That the Director of Corporate Services be authorized to renew the agreement for an additional one (1) year period, pending an annual analysis and satisfactory performance review by the Director. R7. CS17-033 – Animal Control Service (Added Item) Recommended: 1. That Report No. CS17-033 be received; and 2. That a new full-time Animal Control Officer position, and the attached Capital Project No. 24016 for Animal Control Start-up, be approved in advance of the 2018 Budget. 7. Notices of Motion (a) Councillor Gaertner Re: Review of Stable Neighbourhoods Policies (b) Councillor Kim Re: Tree Lighting Ceremony (Added Item) (c) Councillor Humfryes Re: Reduction of Council Size (Added Item) 8. New Business 9. Closed Session 10. Adjournment Memorandum Date: October 17, 2017 To: Members of Council From: Mayor Geoffrey Dawe Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of September 22, 2017 Recommendation That Council: Receive the correspondence for information Endorse the recommendations Provide direction 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 to General Committee Meeting Agenda Tuesday, October 17, 2017 Item C7 Page 1 of 4 Lake Simcoe Region Conservation Authority 120 Bayview Parkway, Newmarket, ON, L3Y 3W3 E-mail: info@LSRCA.on.ca Website: www.LSRCA.on.ca Announcements: b)General Manager, Corporate & Financial Services CAO Mike Walters was pleased to announce that Mark Critch has accepted LSRCA's offer of employment and will begin on October 2nd as General Manager, Corporate & Financial Services. c)Low Impact Development (LID) Tour CAO Mike Walters was pleased to announce that the first Stormwater Management Low Impact Development (LID) Tour took place on September 19th and was well attended by Council and staff of member municipalities. The tour took participants to four local demonstration sites where LID techniques and features have been incorporated to manage stormwater runoff. For more information on stormwater management practices, please contact Steve Auger, Manager Urban Restoration, 905-895-1281 or s.auger@lsrca.on.ca. d)International Riversymposium CAO Mike Walters was pleased to advise that LSRCA General Managers, Rob Baldwin and Brian Kemp, were currently in Australia representing LSRCA and presenting at the 20th International Riversymposium. He also announced that this year's Thiess International Riverprize winner is San Antonio River in San Antonio, Texas. LSRCA was the proud winner of this prestigious award in 2009. e)Specialist High Skills Major (SHSM) Program Manager, Education, Nicole Hamley, provided Board members with the new brochure for the Specialist High Skills Major (SHSM) program, which allows students to focus their learning on a specific economic sector while meeting secondary school graduation requirements. She was pleased to note that this brochure has been distributed to six school boards across the Lake Simcoe watershed. For more information on this program, please click to following link: LSRCA SHSM Program Board Meeting Highlights September 22, 2017 a)Education and Outreach Vehicle Members of LSRCA's Outreach Education team were pleased to show off their new hybrid vehicle that was provided through funding from the Lake Simcoe Conservation Foundation. The vehicle was acquired on a three-year lease and wrapped with engaging images and messaging to increase LSRCA’s profile as it travels throughout the watershed. The addition of the new vehicle is helping to expand the geographic reach of the LSRCA's education and outreach programs to create a more connected and engaged watershed community. LSRCA`s Outreach Coordinator Dana Eldon and Outreach Educator Cassandra Connell were on hand to give Board members a first-hand look their new vehicle. Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item C7 Page 2 of 4 LSRCA Board of Directors Meeting Highlights – September 22, 2017 Page 2 of 3 Lake Simcoe Region Conservation Authority 120 Bayview Parkway, Newmarket, ON, L3Y 3W3 E-mail: info@LSRCA.on.ca Website: www.LSRCA.on.ca Presentations: a)George Barley Water Prize Sabrina Ternier, Research Analyst, Ontario Ministry of the Environment and Climate Change (MOECC), Environmental Innovations Branch, provided the Board with an overview of the George Barley Water Prize. She noted that her role at MOECC is to lead pilot projects and facilitate partnerships to test new ideas that drive better environmental outcomes in the water sector. Projects range from low impact development, resource recovery, competitions, and how stormwater can be regulated in the future. The George Barley Water Prize is one such project, using innovative crowdsourcing to generate solutions to phosphorus pollution with an offer of prize money. With a $10 million grand prize, the Everglades Foundation is partnering with MOECC on this competition for a huge opportunity to solve one of the world's water problems. Ms. Ternier outlined the four stages of the competition, noting that Stage 1 is now complete and saw over 75 entries. Stage 2 is the evaluation of entries and the selection of 10 finalists who will move on to the pilot stage, Stage 3, which will be conducted at the Art Janse Pumping Station in Holland Landing and will have the 10 finalists test their technology over three months to see their solution’s ability to remove phosphorus in cold water climates. For more information on the competition, please click this link: www.barleyprize.com Correspondence and Staff Reports: Correspondence The Board received a memo from Conservation Ontario dated September 6, 2017 regarding Gilmor v. Nottawasaga Valley Conservation Authority. Budget Status Report The Board received Staff Report No. 37-17-BOD, prepared by Manager, Finance, Katherine Toffan, which provided the Board with a summary of revenues and expenditures for the period ending August 31, 2017. Lake Simcoe Phosphorus Offsetting Program Draft Policy The Board received Staff Report No. 38-17-BOD, prepared by Chief Administrative Officer, Mike Walters, regarding the Lake Simcoe Phosphorus Offsetting Program. The Board approved the Phosphorus Offsetting policy with an effective date of January 1, 2018. Campaign Feasibility Study Final Report The Board received Staff Report No. 39-17-BOD prepared by Lake Simcoe Conservation Foundation Executive Director, Cheryl Taylor, which provided the Board with the final report on the Campaign Feasibility Study for the Scanlon Creek Conservation Area Nature Centre. Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item C7 Page 3 of 4 LSRCA Board of Directors Meeting Highlights – September 22, 2017 Page 3 of 3 Lake Simcoe Region Conservation Authority 120 Bayview Parkway, Newmarket, ON, L3Y 3W3 E-mail: info@LSRCA.on.ca Website: www.LSRCA.on.ca Lake Simcoe Water Level Management – Trent-Severn Waterways The Board approved Staff Report No. 40-17-BOD, prepared by Chief Administrative Officer, Mike Walters, which requested that LSRCA participate in a joint resolution with the Chippewas of Georgina Island First Nation and the Town of Georgina for submission to Parks Canada and the Ministry of Natural Resources and Forestry to enter into discussions regarding the current and future management of Lake Simcoe water levels. Purchasing Policy - Design, Installation and Commission of a 40kw Photovoltaic System at LSRCA’s Administrative Offices The Board approved Staff Report No. 41-17-BOD, prepared by Manager, Environmental Science and Monitoring, David Lembcke that sought the Board’s approval to proceed with a contract with Solera to design, install and commission a 40kW photovoltaic system at LSRCA’s administrative offices under the FIT 4.0 program. For more information or to see the full agenda package, please click the link below for LSRCA’s Board of Directors’ webpage: LSRCA Board Meetings Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item C7 Page 4 of 4 Town of Aurora General Committee Report No. CS17-032 Subject: N6 Initiative – Animal Shelter Services – Memorandum of Understanding Prepared by: Techa van Leeuwen, Director of Corporate Services Department: Corporate Services Date: October 17, 2017 Recommendation 1. That Report No. CS17-032 be received; and 2. That the Mayor and Town Clerk be authorized to execute a Memorandum of Understanding with the Towns of Newmarket, East Gwillimbury and Georgina for the provision of Animal Shelter Services for a five year term with an optional one year extension; and 3. That the Director of Corporate Services be authorized to renew the agreement for an additional one (1) year period, pending an annual analysis and satisfactory performance review by the Director. Executive Summary The purpose of this report is to present Council with a Northern Four (N4) municipal partnership for the provision of animal shelter services and seek approval to execute a Memorandum of Understanding for said services. A separate report will be presented to Council regarding Animal Control Services. • The consultant study commissioned by the N6 recommended a municipal collaboration model for shelter services and future partnership opportunities • The N4 partnership is an initial step to a longer term goal of aligning animal control and shelter services within York Region • A Memorandum of Understanding for a period of five years, with an optional one year extension, has been developed providing cost certainty and establishes a Management Board for the oversight of the agreement Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item R6 Page 1 of 6 October 17, 2017 Page 2 of 6 Report No. CS17-032 Background The Ontario Society for the Prevention of Cruelty to Animals (OSPCA) has provided contracted animal control and shelter services to the Town since 2008. In September of 2015 Council approved a one year extension to the contract to allow staff to participate in an N6 Animal Control Shared Services initiative and a second one year extension was approved in 2016. The current contract with OSPCA ends December 31, 2017. The Town of Georgina has provided Animal Shelter Services to the Town of Newmarket since 2001. In 2007, along with the municipalities of East Gwillimbury and Whitchurch- Stouffville, Newmarket entered into a five-year contract with Georgina for the provision of Animal Shelter Services. The contract provided for five, one-year extensions and the last extension year to that contract is complete in 2017. In staff’s view, the current contract for shelter services and the municipal working relationship with Georgina has been positive and served the needs of their respective residents well. In 2015, a Northern Six (N6) Animal Shelter Services Working Group was established at the direction of the N6 Chief Administrative Officers to undertake a study of potential options for Animal Shelter collaboration among the N6 municipalities of York Region. Georgina retained a consultant (AM FM Consulting Group Inc. “AM FM”) to prepare a facility needs assessment study of the Georgina Animal Shelter and Adoption Centre. The study also included: • Consultation with all municipalities in the Region of York and other neighbouring municipalities to determine interest in participating in joint animal shelter services; • Consultation with private Animal Shelter Service providers to determine opportunities for partnership or to evaluate opportunities to contract the service to private business; • Consultation with the Ontario Society for the Prevention of Cruelty to Animals (OSPCA) to determine interest in partnering for the provision of Animal Shelter Services; • Identification of business models for the provision of animal shelter services including facility needs, established service levels and associated costs. Analysis The consultant study commissioned by the N6 recommended a municipal collaboration model for shelter services and future partnership opportunities Upon completion of the study, AM FM identified numerous options, however the preferred model presented to the CAO’s identified an immediate solution of maintaining the current municipal collaboration arrangement, with a longer-term model for Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item R6 Page 2 of 6 October 17, 2017 Page 3 of 6 Report No. CS17-032 consideration of seeking a partnership between the Vaughan and Georgina animal shelter facilities, which are the only municipally-run animal shelters in York Region. This was identified as the most viable model to achieve efficiencies and potential cost savings by removing duplication and achieving economies of scale. Additionally, Georgina and Vaughan have established expertise in the delivery and management of animal shelter services, and a partnership could provide enhanced customer service and community outreach, mitigate risks though integrated business continuity and emergency preparedness and create cost savings through cooperative purchasing including shared veterinarian services. The N4 partnership is an initial step to a longer term goal of aligning animal control and shelter services within York Region At the present, the Georgina Animal Shelter services the towns of Georgina, East Gwillimbury and Newmarket. The Vaughan animal shelter services Vaughan, Whitchurch-Stouffville and King. The OSPCA currently services Aurora, Richmond Hill and Markham. Aurora’s contract with the OSPCA is complete at the end of 2017, which presents an opportunity to align four of the N6 municipalities in a shared service agreement for a period whereby other municipal partnerships can be explored including the long-term model with Vaughan. There are also further opportunities to improve and enhance animal services overall for the participating communities by aligning animal control services, wildlife services and education and pet licensing programs. These matters would all be further explored as part of the N4 agreement. A Memorandum of Understanding for a period of five years, with an optional one year extension, has been developed providing cost certainty and establishes a Management Board for the oversight of the agreement. The N6 CAOs and the Animal Shelter Working Group have agreed that a five year term contract (with an optional one year extension) between the Towns of Aurora, East Gwillimbury, Georgina and Newmarket is a partnership that will continue to provide efficiencies, service improvements and a level of cost certainty to all of the respective communities. The agreement establishes a Board of senior staff to oversee the agreement and identify additional opportunities for alignment of fees, by-laws, education and enforcement, and other potential municipal partners and/or facilities. The agreement also outlines animal shelter service standards. Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item R6 Page 3 of 6 October 17, 2017 Page 4 of 6 Report No. CS17-032 Advisory Committee Review N/A Financial Implications The financial model is based on a cost sharing model of fixed and actual usage contribution. 60% of the total costs are fixed (including salaries/benefits, training, cleaning supplies, clothing/uniforms, hydro/gas/water, insurance, telephone, office supplies/equipment and repairs, contracted services, building repairs/maintenance, bank charges and internet access) and are allocated equally amongst the participating municipalities. The remaining 40% are variable costs (including medical supplies, animal food, veterinary services, disposal of animals, advertising and travel/vehicle expenses) and are allocated based on each municipality’s historical usage. The agreement stipulates that the net shelter operations will be increased by 2% annually for inflation for the term of the contract. The following represents the costs projected for the term of the agreement. Aurora is included at a transitional rate of $122,400 for 2018 with the remaining costs being split proportionately between the other municipal partners. For years 2019 to 2022, Aurora is included at the full proportionate amount. Georgina East Gwillimbury Newmarket Aurora TOTAL 2018 Net Shelter Operations 355,400 169,000 222,000 122,400 868,800 2019 Net Shelter Operations 347,200 164,400 216,400 158,100 886,100 2020 Net Shelter Operations 354,200 167,700 220,700 161,200 903,800 2021 Net Shelter Operations 361,300 171,000 225,100 164,500 921,900 2022 Net Shelter Operations 368,500 174,500 229,600 167,700 940,300 Total Over 5 Years: 1,786,600 846,600 1,113,800 773,900 4,520,900 Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item R6 Page 4 of 6 October 17, 2017 Page 5 of 6 Report No. CS17-032 Staff are requesting that Council approve a single source with the Town of Georgina for a five year term (with an optional one year extension) for the provision of animal shelter services. Under Schedule “A” of the Town’s Procurement By-law No. 5997-17, charges to and from other governmental bodies are exempt from the competitive procurement and purchase order requirements. In this case, the Town of Georgina has the unique capability of providing animal shelter services to all of the N4 municipalities to ensure the consistency and standardization of the services provided throughout the northern York Region communities. This was ascertained through a review and analysis of shelter services study performed by AM FM. The current 2018 Aurora budget to be presented to Council reflects this change in service delivery. The overall impact to the operating budget is a net savings of approximately $60,000. A capital project and an additional staff position related to Animal Control will be presented for pre-budget approval in a subsequent report. Communications Considerations Bylaw Services and Communications will work together to update the Town’s website and all print material including education information regarding the Animal Control and Shelter Services. Communications will utilize all available channels, including social media, traditional media and advertising to ensure residents are aware of the change and what it means to them. Bylaw Services will also inform our pet licensing vendor Docupet to ensure all information on their website is accurate and reflects the change in service delivery. Link to Strategic Plan The recommendations in this report support the Community Goal of “Supporting an exceptional quality of life for all” by ensuring that we continue to seek innovative approaches and effective solutions that meet the needs of our community. It also supports the strategic objective of “Strengthening the fabric of our community”, specifically through the goal of exploring opportunities to further strengthen partnerships with neighbouring municipalities. Alternative(s) to the Recommendation 1. Council could direct staff to issue an RFP for the provisions of animal control and/or shelter services. Animal control and shelter service providers are limited in this region. Going to RFP may increase service delivery costs. Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item R6 Page 5 of 6 Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017Item R6 Page 6 of 6 Town of Aurora General Committee Report No. CS17-033 Subject: Animal Control Service Prepared by: Techa van Leeuwen, Director of Corporate Services Department: Corporate Services Date: October 17, 2017 Recommendation 1. That Report No. CS17-033 be received; and 2. That a new full-time Animal Control Officer position and the attached Capital Project 24016 for Animal Control Start Up, be approved in advance of the 2018 budget. Executive Summary The current contract with the Ontario Society for the Prevention of Cruelty to Animals (OSPCA) for the provisions of animal control and shelter service ends December 31, 2017. The purpose of this report is to obtain early budget approval for the necessary resources to provide animal control and enforcement services in-house commencing January 1, 2018. • The Municipal partnership as outlined in Report No. CS17-032 is for Animal Shelter Service only and does not include Animal Control and Enforcement. • Bringing Animal Control and Enforcement in-house enhances accountability and better meets the needs of our community. • Early budget approval is required to ensure we have the necessary resources to deliver animal control services within our community commencing January 1, 2018. • The 2018 draft operating budget to be presented to Council reflects the new full time position and change in shelter service costs producing a net savings of approximately $60,000. Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item R7 Page 1 of 6 October 17, 2017 Page 2 of 5 Report No. CS17-033 Background The Ontario Society for the Prevention of Cruelty to Animals (OSPCA) has provided contracted animal control and shelter services to the Town since 2008. In September 2015, Council approved a one year extension of the contract to allow staff to participate in an N6 Animal Control Shared Services initiative and a second, one year extension was approved in 2016. The current contract with OSPCA ends December 31, 2017. Staff has been participating on the Animal Shelter Services Working Group and have agreed on the concept of a Northern Four (N4) partnership for the provisions of animal shelter services to be provided at the Georgina Animal Shelter and Adoption Centre as outlined in Report No. CS17-032 effective January 1, 2018. This requires the Town of Aurora to find an alternate service delivery model for animal control and enforcement. Analysis The Municipal partnership as outlined in Report No. CS17-032 is for Animal Shelter Service only and does not include Animal Control and Enforcement A municipal partnership for the provision of shelter services commencing in 2018 will result in the Town of Aurora ending their service relationship with the OSPCA. The Town of Aurora Bylaw Services division is proposing to proceed with providing animal control and enforcement in-house. This will require Council approval for an additional full time Bylaw Officer dedicated to animal control and a capital project budget for the purchase of a vehicle, equipment and training. A municipal partnership agreement establishes a Management Board of senior staff from each participating municipality. The mandate of the Board is to oversee the agreement and identify additional opportunities such as alignment of bylaws and fees, enhanced enforcement and education programs and review of other potential municipal partnerships and/or facilities. Bringing Animal Control and Enforcement in-house enhances accountability and better meets the needs of our community. The benefits to providing animal control and enforcement services within the Bylaw Services Division include: • Increased accountability, control and performance Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item R7 Page 2 of 6 October 17, 2017 Page 3 of 5 Report No. CS17-033 • Enhanced community outreach and engagement • More flexibility to respond to community needs through cross training • Opportunities for innovative approaches to create a dog-friendly community • Greater compliance with animal control and pet licensing bylaws Early budget approval is required to ensure we have the necessary resources to deliver animal control services within our community commencing January 1, 2018 The 2018 budget request is for one full-time Animal Control Position and a Capital Project for a vehicle and the necessary equipment and training required to deliver Animal Control services within our community. In order to provide the lead time required for recruitment of staff and the acquisition of equipment, staff are requesting early budget approval. This will allow for a relatively seamless transition and minimal service disruption to our residents and will provide Bylaw Services with sufficient time during the winter months to develop an animal control strategy moving into the spring and summer months when there is increased animal-related activities. Advisory Committee Review N/A Financial Implications The N4 municipal partnership agreement for animal shelter identifies a five year cost model. Aurora is included at a transitional rate of $122,400 for 2018 with the remaining costs being split proportionately between the other municipal partners. For years 2019 to 2022, Aurora is included at the full proportionate amount. The 2017 OSPCA contract for animal control and shelter service is approximately $276,000. If Council approves the municipal partnership and a full time Animal Control Officer at an annual rate of $85,000, the total 2018 operating costs for animal control and shelter will be approximately $217,400 which include $10,000 for emergency call outs. This will result in a savings of approximately $60,000 in operating costs. In 2019 through to 2022 the costs for animal shelter service will increase as Aurora will be included at its full proportionate amount but will continue to experience operating savings through this service delivery model. Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item R7 Page 3 of 6 October 17, 2017 Page 4 of 5 Report No. CS17-033 There is a 2018 Capital Project associated with this model in the amount of $100,000 for a vehicle, equipment and specialized training. The 2018 operating budget to be presented to Council does include the additional full time position and the shelter service costs as presented in Report No. CS17-032. The overall impact to the operating budget is a net savings of approximately $60,000 for animal control and shelter service combined. Communications Considerations Bylaw Services and Communications will work together to update the Town’s website and all print material including education information regarding the Animal Control and Shelter Services. Communications understands that animal control is a topic of interest to many residents and is committed to using social media, traditional media and advertising to ensure residents understand the changes and the benefits to them. Bylaw Services will also inform our pet licensing vendor Docupet to ensure all information on their website is accurate and reflects the change in service delivery. Link to Strategic Plan The recommendations in this report support the Community Goal of “Supporting an exceptional quality of life for all” by ensuring that we continue to seek innovative approaches and effective solutions that meet the needs of our community. It also supports the strategic objective of “Strengthening the fabric of our community”, specifically through the goal of exploring opportunities to further strengthen partnerships with neighbouring municipalities. Alternative(s) to the Recommendation 1. Council could direct staff to issue and RFP for Animal Control and/or shelter services. Animal control and shelter service providers are limited in this region. Going to RFP may increase service delivery costs. Conclusions Report No. CS17-032 recommends that Aurora enter into a five year municipal partnership with the Towns of Newmarket, East Gwillimbury and Georgina for the provision of Animal Shelter Services. The partnership does not include provisions for animal control and enforcement. Assuming Council approves the partnership staff is Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Item R7 Page 4 of 6 Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017Item R7 Page 5 of 6 Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017Item R7 Page 6 of 6 Notice of Motion Councillor Harold Kim Date: October 17, 2017 To: Mayor and Members of Council From: Councillor Kim Re: Tree Lighting Ceremony Whereas the Tree Lighting Ceremony, held annually at Town Hall, is well known to be a Christmas Tree; and Whereas, when the ceremony began in 2005, the word "Christmas" was not included for reasons unknown; 1. Now Therefore Be It Hereby Resolved That the annual "Tree Lighting Ceremony" be called the "Christmas Tree Lighting Ceremony" beginning with the 2017 Christmas season. Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Notice of Motion (b) Page 1 of 1 Notice of Motion Councillor Sandra Humfryes Date: October 17, 2017 To: Mayor and Members of Council From: Councillor Humfryes Re: Reduction of Council Size Whereas Council deemed it appropriate to undertake a review of the Town’s governance model to ensure that it best serves the future needs of our residents; and Whereas in the 2014 municipal election a question was put on the ballot asking voters if they were in favour of reducing the number of Aurora Councillors from eight (8) to six (6); and Whereas nearly two-thirds of those who voted said they were in favour of reducing the size of Council; and Whereas any substantive changes to the governance structure of Aurora Town Council would need to be passed by a by-law on or before December 31, 2017; 1. Now Therefore Be It Hereby Resolved That the composition of the Council of The Corporation of the Town of Aurora be changed from nine (9) members to seven (7) members, comprised of one (1) Mayor, who shall be the Head of Council, and six (6) Councillors; and 2. Be It Further Resolved That the change in the composition of Council come into force for the 2018 municipal election in accordance with the provisions of the Municipal Act; and 3. Be It Further Resolved That staff be directed to bring forward the necessary by-law prior to December 31, 2017, to change the composition of Council for The Corporation of the Town of Aurora from nine (9) members to seven (7) members, comprised of one (1) Mayor, who shall be the Head of Council, and six (6) Councillors. Additional Items to General Committee Meeting Agenda Tuesday, October 17, 2017 Notice of Motion (c) Page 1 of 1 Public Release October 17, 2017 Town of Aurora Additional Items No. 2 to General Committee Meeting Agenda Tuesday, October 17, 2017 7 p.m., Council Chambers • Delegation (a) Austin Clark, Re: Item R1 – CS17-031 – Winter Parking Restrictions to Facilitate Snow Clearing 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%\ODZSHUPLWVILYH PLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- Additional Items No. 2 to General Committee Meeting Agenda Tuesday, October 17, 2017 Delegation (a) Page 1 of 1 General Committee - October 17, 2017 Winter Parking Restrictions Austin Clark I would like to address the issue of parking restrictions between the hours of 2a.m.to6a.m. ✔