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AGENDA - General Committee - 20171107 General Committee Meeting Agenda Tuesday, November 7, 2017 7 p.m. Council Chambers Aurora Town Hall Public Release October 27, 2017 Town of Aurora General Committee Meeting Agenda Tuesday, November 7, 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 (a) Adrian Kawun, Manager, Transit Service Planning, YRT/VIVA Re: 2018 Transit Initiatives 4. Delegations (a) Angela Sciberras, MSH Planning, representing 2567086 Ontario Inc. Re: Item R2 – PBS17-079 – Proposal for Zoning By-law Amendment Application 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 General Committee Meeting Agenda Tuesday, November 7, 2017 Page 2 of 7 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 C8 inclusive, be approved: C1. PRCS17-034 – Culture and Recreation Grant Semi-Annual Allocation for September 2017 (Information Report dated October 17, 2017, included on agenda per Member of Council request) Recommended: 1. That Report No. PRCS17-034 be received for information. C2. Finance Advisory Committee Meeting Minutes of September 27, 2017 Recommended: 1. That the Finance Advisory Committee meeting minutes of September 27, 2017, be received for information. C3. Accessibility Advisory Committee Meeting Minutes of October 4, 2017 Recommended: 1. That the Accessibility Advisory Committee meeting minutes of October 4, 2017, be received for information. C4. Environmental Advisory Committee Meeting Minutes of October 5, 2017 Recommended: 1. That the Environmental Advisory Committee meeting minutes of October 5, 2017, be received for information. General Committee Meeting Agenda Tuesday, November 7, 2017 Page 3 of 7 C5. Governance Review Ad Hoc Committee Meeting Minutes of October 10, 2017 Recommended: 1. That the Governance Review Ad Hoc Committee meeting minutes of October 10, 2017, be received for information. C6. Finance Advisory Committee Meeting Minutes of October 12, 2017 Recommended: 1. That the Finance Advisory Committee meeting minutes of October 12, 2017, be received for information. C7. Heritage Advisory Committee Meeting Minutes of October 16, 2017 Recommended: 1. That the Heritage Advisory Committee meeting minutes of October 16, 2017, be received for information. C8. IES17-038 – Award of Tender IES 2017-102 – Supply and Delivery of One 2018 Single Axle Dump Truck and One 2018 Dual Axle Dump Truck Recommended: 1. That Report No. IES17-038 be received; and 2. That Tender IES 2017-102 for the supply and delivery of one single axle dump truck and one dual axle dump truck be awarded to Currie Truck Centre, in the amount of $413,747, excluding taxes; and 3. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Agenda Tuesday, November 7, 2017 Page 4 of 7 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. FS17-053 – 2018 Central York Fire Services Budget for Aurora Comment Presentation to be provided by Ian Laing, Fire Chief, Central York Fire Services Recommended: 1. That Report No. FS17-053 be received; and 2. That the draft 2018 Central York Fire Services budgets as recommended for approval by the Joint Council Committee be supported. R2. PBS17-079 – Proposal for Zoning By-law Amendment Application Recommended: 1. That Report No. PBS17-079 be received; and 2. That Council accept the Zoning By-law Amendment Applications related to the following Zoning By-law Proposals: (a) L&B Aurora Inc. (Northeast Corner of Wellington Street East and John West Way); (b) 2567086 Ontario Inc. (100 Tyler Street & 34-46 George Street); and (c) 2419059 Ontario Inc. (103, 107 & 111 Metcalfe Street). R3. PRCS17-037 – Aurora Outdoor Christmas Market Recommended: 1. That Report No. PRCS17-037 be received; and 2. That the framework presented in this report be endorsed; and 3. That staff report back to Council on the need for additional staff for Special Events/Communications in Q1 of 2018; and General Committee Meeting Agenda Tuesday, November 7, 2017 Page 5 of 7 4. That the Aurora Outdoor Christmas Market be included as an option in the 2018 Budget; and 5. That the Aurora Christmas Outdoor Market not be approved in 2017. R4. FS17-046 – 2018 Operating Budget Presentation to be provided by Dan Elliott, Director of Financial Services - Treasurer Recommended: 1. That Report No. FS17-046 be received; and 2. That the 2018 draft Operating Budget be referred to Budget Committee for review at its scheduled meetings commencing November 18, 2017; and 3. That, following the completion of the Budget Committee reviews, the Treasurer bring forward a final budget approval report reflecting all adjustments recommended by the Committee. R5. PBS17-078 – Town of Aurora Official Plan Workplan Update (Information Report dated October 17, 2017, included on agenda per Member of Council request) Recommended: 1. That Report No. PBS17-078 be received for information. R6. CS17-036 – Pre-Budget Approval for the Hiring of an Elections Coordinator Recommended: 1. That Report No. CS17-036 be received; and General Committee Meeting Agenda Tuesday, November 7, 2017 Page 6 of 7 2. That pre-budget approval for a full-time Elections Coordinator for a one- year contract position in advance of the final approval of the 2018 Operating Budget, be provided. R7. IES17-035 – Winter Sand/Salt Storage Facility Door Recommended: 1. That Report No. IES17-035 be received; and 2. That 2017 Capital Project No. 72311 – Installation of Sand/Salt Facility Door be approved; and 3. That a total budget of $25,000 be approved for Capital Project No. 72311 to be funded from the Growth and New Reserve Fund; and 4. That staff be authorized to proceed with Capital Project No. 72311 – Installation of Sand/Salt Facility Door prior to the 2017/18 winter season. R8. IES17-037 – Award o f Request for Proposal 2017-81-IES – For Consulting Services to Develop the Town of Aurora’s Community Energy Plan Recommended: 1. That Report No. IES17-037 be received; and 2. That Request for Proposal 2017-81-IES – For consulting services to develop the Town of Aurora’s Community Energy Plan be awarded to IndEco Strategic Consulting in the amount of $132,660.00, excluding taxes conditional on the Capital Project No. 42809 approval in the 2018 capital budget; and 3. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Agenda Tuesday, November 7, 2017 Page 7 of 7 R9. Summary of Committee Recommendations Report No. 2017-10 Recommended: 1. That Summary of Committee Recommendations Report No. 2017-10 be received; and 2. That the Committee recommendations contained within this report be approved. 7. Notices of Motion (a) Councillor Abel Re: Affordable Housing Plan (b) Councillor Abel Re: Aurora Pow-Wow 2018 8. New Business 9. Closed Session 10. Adjournment 1 System Performance Update and 2018 Transit Initiatives Presentation to Town of Aurora Adrian Kawun November 7, 2017 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 1 of 22 1.System Performance 2.2018 Transit Initiatives 3.Questions 2 Agenda General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 2 of 22 3 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 3 of 22 Revenue Ridership 4 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 4 of 22 Mobility Plus Ridership Mobility Plus ridership is expected to increase by two per cent in 2017 5 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 5 of 22 Revenue to Cost Ratio 6 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 6 of 22 On-Time Performance Continued reliability and quality service is YRT/Viva’s focus 7 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 7 of 22 8 2018 Annual Service Plan General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 8 of 22 9 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 9 of 22 Thirty-four service changes are proposed in 2018; each one supports the five key initiatives 1.Toronto-York Spadina Subway Extension 2.Increased Traveller Capacity 3.Cornell Terminal 4.On-Demand Transit Strategy 5.Mobility Plus Cross-Boundary Service Enhancements 10 2018 Transit Initiatives General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 10 of 22 11 Toronto-York Spadina Subway Extension General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 11 of 22 Increased Traveller Capacity Operating 60-foot buses on high demand corridors is an efficient measure that also reduces the overall number of buses required 12 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 12 of 22 Cornell Terminal Cornell Terminal will open in 2018 and would facilitate connections between GO Transit, Durham Region Transit and York Region Transit 13 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 13 of 22 On-Demand Transit Strategy Travellers can request transit services when and where they need it 14 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 14 of 22 Mobility Plus Cross-Boundary Service Enhancements Simplifies travel for clients while making more vehicles available for spontaneous travel 15 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 15 of 22 2018 Transit Initiatives Town of Aurora 16 General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 16 of 22 17 Route 96 – Keele-Yonge Extend service to Pioneer Village Station General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 17 of 22 18 Route 22 – King City General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 18 of 22 19 Route 320 – Newmarket-Beaver Creek Express General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 19 of 22 20 Route 432 – Aurora School Special General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 20 of 22 On-Demand Zone 3 – Aurora/Oak Ridges 21 Zone 3 Aurora/Oak Ridges General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 21 of 22 Questions 22 Questions General Committee Meeting Agenda Tuesday, November 7, 2017Presentation (a) Page 22 of 22 Delegation Request 7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date Council/Committee/Advisory Committee Meeting Date: Subject: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆܆1R ܆ ,I\HVZLWKZKRP" 'DWH ܆,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYHPLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- General Committee, November 7, 2017 100 Tyler & 34-46 George Streets Angela Sciberras c/o MSH Planning 2567086 Ontario Inc. (Ms. Dolly Dossa), registered owner Request to Council for Application Submission Permission for a Zoning By-law amendment and Site Plan Approval for the redevelopment of the subject site for a street townhouse development on a condominium road. ✔ Lawrence Kuk September/2017 General Committee Meeting Agenda Tuesday, November 7, 2017 Delegation (a) Page 1 of 1 Town of Aurora Information Report No. PRCS17-034 Subject: Culture and Recreation Grant Semi-Annual Allocation for September 2017 Prepared by: Allan D. Downey, Director of Parks, Recreation and Cultural Services Department: Parks, Recreation and Cultural Services Date: October 17, 2017 Executive Summary The purpose of this report is to report on the semi-annual allocation of funds for the Culture and Recreation Grant. The total allocation for September 2017 is $9,630 and is being distributed to: • Great Canadian Songbook • Central York Girls Hockey Association • Aurora Minor Hockey Association • Aurora United Church and Trinity Anglican Church • St. Maximillian Kolbe Robotics Team • Rotary Club of Aurora • Aurora Community Band • Terry Fox Foundation • Aurora Garden & Horticultural Society • Optimist Club of Aurora • Music Aurora Background Each year Council allocates funds from the Operating Budget in support of the Culture and Recreation Grant. This Grant was combined with the former Arts & Culture Grant in 2010. In accordance with the Procedure By-law, any Member of Council may request that this Information Report be placed on an upcoming General Committee or Council meeting agenda for discussion. General Committee Meeting Agenda Tuesday, November 7, 2017 Item C1 Page 1 of 4 October 17, 2017 Page 2 of 4 Report No. PRCS17-034 The Parks, Recreation and Cultural Services Department currently administers this Grant on a semi-annual basis. As per the Policy, applications are processed first in March and again in September of each calendar year. Analysis Breakdown of allocation The Culture and Recreation Grant has been allocated a total of $16,000 for 2017. For the September 2017 allocation seven applications were approved totalling $9,630, as follows: GROUPS Organization / Individual $ Requested Reason for Grant 1) Must be Non-profit and/or charitable organizations ii) Must serve the residents of Aurora. iii) Represent Aurora provincially, nationally or internationally Great Canadian Songbook Event $1,000.00 Framing of one-of-a-kind and signed recycled vinyl for display at the Great Canadian Songbook Event (July 22) and Doors Open 2017 Yes Yes Yes Central York Girls Hockey Association $1,000.00 Promote girls hockey and CYGHA / Aurora Panthers Yes Yes Yes Aurora Minr Hockey Association $950.00 Cost to put logo on icepads. Yes Yes Yes Aurora United Church and Trinity Anglican Church $340.00 To offset in the Joint worship service and BBQ for June 11, 2017 to be held at Aurora Town Park (Permit #1963) Yes Yes No FRC 4343 MaxTech Robotics Team $1,000.00 to assist with registration fees, marketing, building the robot and travelling to competitions. Yes Yes Yes Rotary Club of Aurora $1,000.00 To cover the cost of permit #1974 for Dance in the Park scheduled for July 1, 2017 Yes Yes No Aurora Community Band $1,000.00 Expand services of the Aurora Community Band to develop a "Flex-Band" arrangement - pieces to be played with fewer instruments - this grant would allow them to acquire the necessary number of flex-band arrangements. Yes Yes No Terry Fox Foundation $340.00 To pay for permit #1970 for the use of Lambert Willson Park as part of their run. Yes Yes Yes Aurora Garden & Horticultural Society $1,000.00 AGHS celebrates its 100th anniversary in 2018 and would like to host a public flower show at the Cultural Centre - this grant would help offset costs to hold this event. Yes Yes No Optimist Club of Aurora $1,000.00 To cover the Optimist's share of costs for the Showcase Tournament and putting Yes Yes No General Committee Meeting Agenda Tuesday, November 7, 2017 Item C1 Page 2 of 4 October 17, 2017 Page 3 of 4 Report No. PRCS17-034 their logo on the ice. Music Aurora $1,000.00 Help Music Aurora to continue providing programming, further engaging and encouraging the participation of the community members in this growing and diverse municipality and also make further investment in the development of youth music programming, education and workshops. Yes Yes No Total -September 2017 $9,630.00 Advisory Committee Review None required. Financial Implications In 2017, $16,000 has been allocated for the Culture and Recreation Grant program. A total of $14,128.25 has been awarded in 2017, leaving a balance of $1,871.75 to allocate for the remainder of the calendar year. Communications Considerations No communication considerations at this time. Link to Strategic Plan The allocation of funds for the Culture and Recreation Grant supports the Strategic Plan goal of Supporting an Exceptional Quality of Life for All through its accomplishment in satisfying requirements in the following key objectives within this goal statement: Expand opportunities and partnerships that contribute to the celebration of culture in the community. Alternative(s) to the Recommendation None. General Committee Meeting Agenda Tuesday, November 7, 2017 Item C1 Page 3 of 4 General Committee Meeting Agenda Tuesday, November 7, 2017Item C1 Page 4 of 4 Town of Aurora Finance Advisory Committee Meeting Minutes Date: Wednesday, September 27, 2017 Time and Location: 5:30 p.m., Holland Room, Aurora Town Hall Committee Members: Councillor Michael Thompson (Chair), Councillor Harold Kim, and Mayor Geoffrey Dawe Member(s) Absent: None Other Attendees: Doug Nadorozny, Chief Administrative Officer, Dan Elliott, Director of Financial Services/Treasurer, Jason Gaertner, Manager, Financial Planning, Karen Oreto, Financial Analyst, Tracy Evans, Financial Analyst, Budget, Samantha Yew, Deputy Town Clerk and Ishita Soneji, Council/ Committee Secretary The Chair called the meeting to order at 5:44 p.m. 1. Approval of the Agenda Moved by Councillor Kim Seconded by Mayor Dawe 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, November 7, 2017 Item C2 Page 1 of 5 Finance Advisory Committee Meeting Minutes Wednesday, September 27, 2017 Page 2 of 5 3. Receipt of the Minutes Finance Advisory Committee Meeting Minutes of June 13, 2017 Moved by Mayor Dawe Seconded by Councillor Kim That the Finance Advisory Committee meeting minutes of June 13, 2017, be received for information. Carried 4. Delegations None 5. Consideration of Items 1. Review of Draft General Committee Report No. FS17-030 – Summary of Budget Consultation Meeting May 31, 2017 Staff gave an overview of the discussions from the previous meeting regarding the draft report. The Committee discussed the implications of the proposed Capital and Operating Budget requests. Staff noted that portions of the proposed Capital Budget requests were already incorporated for consideration in the draft Capital Budget Plan. Committee and staff further discussed the approval process of these requests. Moved by Councillor Kim Seconded by Mayor Dawe 1. That draft General Committee Report No. FS17-030 be received; and 2. That the comments and suggestions of the discussion regarding draft General Committee Report No. FS17-030 be referred to staff and that the report be brought forward to General Committee for approval. Carried General Committee Meeting Agenda Tuesday, November 7, 2017 Item C2 Page 2 of 5 Finance Advisory Committee Meeting Minutes Wednesday, September 27, 2017 Page 3 of 5 2. FS17-042 – Summary of the Key Findings/Outcomes to Date Arising from the Finance Advisory Committee’s Rotating Annual Departmental Detailed Budget Reviews Staff provided background to the report, outlining the findings of the Committee’s annual detailed budget review of three of the Town’s departments and the reporting framework. The Committee and staff briefly discussed the findings and agreed to include the report as part of the opening budget report to Budget Committee. Moved by Councillor Kim Seconded by Mayor Dawe 1. That Report No. FS17-042 be received for information. Carried 3. FS17-040 – Budget Allocation 2018 – Cultural Partners Staff provided background and an overview of the report, which outlines the designated budget allocation for the Town’s cultural partners. Moved by Mayor Dawe Seconded by Councillor Kim 1. That Report No. FS17-040 be received for information. Carried 4. Walkthrough of the Online 2018 Citizen Budget Survey Motion to defer Moved by Councillor Kim Seconded by Mayor Dawe 1. That the Walkthrough of the Online 2018 Citizen Budget Survey be deferred to the next Finance Advisory Committee meeting. Motion to defer Carried General Committee Meeting Agenda Tuesday, November 7, 2017 Item C2 Page 3 of 5 Finance Advisory Committee Meeting Minutes Wednesday, September 27, 2017 Page 4 of 5 5. Round Table Discussion: 2018 Operating Budget Pressures Staff provided a detailed overview of how departmental budget targets are determined based on known allocated financial requirements and noted the effects of operating pressures on the target budget. The Committee and staff considered options that could help mitigate any target deficits, and agreed to discuss this matter further at a future meeting. Moved by Mayor Dawe Seconded by Councillor Kim 1. That the comments and suggestions of the discussion regarding 2018 Operating Budget Pressures be received and referred to staff for consideration and action as appropriate; and 2. That further discussion of this item be deferred to the next meeting of the Finance Advisory Committee. Carried 6. Round Table Discussion: Next Meeting Dates Moved by Councillor Kim Seconded by Mayor Dawe 1. That the next Finance Advisory Committee meeting be held prior to the first 2018 Budget Committee meeting. Carried 7. Extract from Council Meeting of September 12, 2017 Re: Finance Advisory Committee Meeting Minutes of June 13, 2017 Moved by Mayor Dawe Seconded by Councillor Kim 1. That the Extract from Council Meeting of September 12, 2017, regarding Finance Advisory Committee meeting minutes of June 13, 2017, be received for information. Carried General Committee Meeting Agenda Tuesday, November 7, 2017 Item C2 Page 4 of 5 Finance Advisory Committee Meeting Minutes Wednesday, September 27, 2017 Page 5 of 5 6. New Business None 7. Adjournment Moved by Councillor Kim Seconded by Mayor Dawe That the meeting be adjourned at 7 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, November 7, 2017 Item C2 Page 5 of 5 Town of Aurora Accessibility Advisory Committee Meeting Minutes Date: Wednesday, October 4, 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 (departed 4:30 p.m.) Member(s) Absent: None Other Attendees: Chris Catania, Accessibility Advisor, and Nicole Trudeau, Council/Committee Secretary The Chair called the meeting to order at 4 p.m. 1. Approval of the Agenda Moved by Gordon Barnes Seconded by John Lenchak 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, November 7, 2017 Item C3 Page 1 of 4 Accessibility Advisory Committee Meeting Minutes Wednesday, October 4, 2017 Page 2 of 4 3. Receipt of the Minutes Accessibility Advisory Committee Meeting Minutes of September 6, 2017 Moved by Gordon Barnes Seconded by James Hoyes That the Accessibility Advisory Committee meeting minutes of September 6, 2017, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. Memorandum from Senior Policy Planner Re: Site Plan Application, Time Development Group, 4 Don Hillock Drive, Lot 1, Registered Plan 65M-3974, (Northeast corner of Leslie Street and Don Hillock Drive), File Number: SP-2017-07 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 James Hoyes Seconded by John Lenchak 1. That the memorandum regarding Site Plan Application, Time Development Group, 4 Don Hillock Drive, Lot 1, Registered Plan 65M- 3974, (Northeast corner of Leslie Street and Don Hillock Drive), File Number: SP-2017-07, be received; and 2. That the following Accessibility Advisory Committee comments regarding the Site Plan Application be considered by staff: (a) Request for a power door operator at the main entrance; General Committee Meeting Agenda Tuesday, November 7, 2017 Item C3 Page 2 of 4 Accessibility Advisory Committee Meeting Minutes Wednesday, October 4, 2017 Page 3 of 4 (b) Request for a barrier-free path of travel extending from the lobby/reception/waiting area on the ground floor to the inside of each accessible suite and other public use areas including accessible turning spaces, doorway and corridor widths, counter height and signage, and power door operators; and (c) Request for accessible suites to have a barrier-free design, including accessible light and electrical switches, platform beds suitable for Hoyer lift transfers, and fire or emergency alarms with light, colour and pulse characteristics. Carried 2. Memorandum from Planner Re: Site Plan Application (Submission 3), Markangel Real Estate Assets Inc., 55 Eric T. Smith Way, Lot 6 and Part of Block 11, Registered Plan 65M-4324, File Number: SP-2016-06 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 Jo-anne Spitzer 1. That the memorandum regarding Site Plan Application (Submission 3), Markangel Real Estate Assets Inc., 55 Eric T. Smith Way, Lot 6 and Part of Block 11, Registered Plan 65M-4324, File Number: SP-2016-06, be received; and 2. That the following Accessibility Advisory Committee comments regarding the Site Plan Application (Submission 3) be considered by staff: (a) Request for curb cuts for accessible parking spaces; and (b) Request for the applicant to provide the main level floor plan for all four (4) buildings, through a fourth submission of the application, to be circulated for comment by the Committee. Carried General Committee Meeting Agenda Tuesday, November 7, 2017 Item C3 Page 3 of 4 Accessibility Advisory Committee Meeting Minutes Wednesday, October 4, 2017 Page 4 of 4 6. Informational Items 3. Extract from Council Meeting of September 12, 2017 Re: Accessibility Advisory Committee Meeting Minutes of June 7, 2017 Moved by John Lenchak Seconded by Gordon Barnes 1. That the Extract from Council Meeting of September 12, 2017, regarding the Accessibility Advisory Committee meeting minutes of June 7, 2017, be received for information. Carried 7. New Business Staff reminded the Committee that the formal opening of the Queen’s Diamond Jubilee Park will take place on Tuesday, October 10, 2017, at 5:30 p.m. Tyler Barker provided an update on the status of the accessible washroom trailer which is now in use. 8. Adjournment Moved by Gordon Barnes Seconded by Jo-anne Spitzer That the meeting be adjourned at 4:55 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, November 7, 2017 Item C3 Page 4 of 4 Town of Aurora Environmental Advisory Committee Meeting Minutes Date: Thursday, October 5, 2017 Time and Location: 7 p.m., Leksand Room, Aurora Town Hall Committee Members: Councillor Paul Pirri (Chair), Irene Clement, Larry Fedec, Melville James, Sara Varty, Nancee Webb, and Kristina Zeromskiene Member(s) Absent: Councillor Tom Mrakas (Vice Chair) and Jennifer Sault Other Attendees: Christina Nagy-Oh, Program Manager, Environmental Initiatives, and Linda Bottos, Council/Committee Secretary The Chair called the meeting to order at 7:04 p.m. 1. Approval of the Agenda Moved by Nancee Webb Seconded by Irene Clement That the agenda as circulated by Legislative Services, with the following addition, be approved: • Item 4 – Correspondence from Toronto and Region Conservation Authority (TRCA) dated September 29, 2017; Re: Appointments to the TRCA Regional Watershed Alliance 2017-2021 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, November 7, 2017 Item C4 Page 1 of 5 Environmental Advisory Committee Meeting Minutes Thursday, October 5, 2017 Page 2 of 5 3. Receipt of the Minutes Environmental Advisory Committee Meeting Minutes of June 15, 2017 Moved by Sara Varty Seconded by Kristina Zeromskiene That the Environmental Advisory Committee meeting minutes of June 15, 2017, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. Memorandum from Program Manager, Environmental Initiatives Re: Corporate Environmental Action Plan (CEAP) Update Staff provided background and a brief overview of the memorandum and CEAP Update, and noted that the Community Energy Plan would be developed over the next two years. The Committee inquired about funding and resources, discussed various aspects of the CEAP Update, and made suggestions for improvement including the addition of implementation timelines, departmental assignments, prioritization, identification of recipients of outreach, outreach and education regarding invasive species, creation of a community environment component, inclusion of targets in addition to indicators, and more information on healthy and safe routes to schools. Moved by Nancee Webb Seconded by Sara Varty 1. That the memorandum regarding Corporate Environmental Action Plan (CEAP) Update be received; and General Committee Meeting Agenda Tuesday, November 7, 2017 Item C4 Page 2 of 5 Environmental Advisory Committee Meeting Minutes Thursday, October 5, 2017 Page 3 of 5 2. That the comments and suggestions of the Committee be referred to staff for consideration and action as appropriate. Carried 6. Informational Items 2. Memorandum from Program Manager, Environmental Initiatives Re: Corporate Environmental Action Plan (CEAP) Progress Report 2016 Staff provided background and a brief overview of the memorandum. The Committee requested clarification on several initiatives, and staff agreed to provide more detail to the Committee regarding the ongoing vegetation management and protection initiatives for new subdivision development areas and the ongoing ecological integrity monitoring of natural heritage areas within 2C development lands. Moved by Larry Fedec Seconded by Melville James 1. That the memorandum regarding Corporate Environmental Action Plan (CEAP) Progress Report 2016 be received for information. Carried 3. Extract from Council Meeting of September 12, 2017 Re: Environmental Advisory Committee Meeting Minutes of June 15, 2017 Moved by Nancee Webb Seconded by Irene Clement 1. That the Extract from Council Meeting of September 12, 2017, regarding the Environmental Advisory Committee meeting minutes of June 15, 2017, be received for information. Carried General Committee Meeting Agenda Tuesday, November 7, 2017 Item C4 Page 3 of 5 Environmental Advisory Committee Meeting Minutes Thursday, October 5, 2017 Page 4 of 5 4. Correspondence from Toronto and Region Conservation Authority (TRCA) dated September 29, 2017 Re: Appointments to the TRCA Regional Watershed Alliance 2017-2021 The Chair noted that the Toronto and Region Conservation Authority is seeking an Aurora municipal representative to participate on the Regional Watershed Alliance. Staff advised that Aurora’s watershed comprises two percent of the total watershed area, and encouraged anyone interested to contact the Clerk’s Office by noon on October 6, 2017. Moved by Kristina Zeromskiene Seconded by Larry Fedec 1. That the Correspondence from Toronto and Region Conservation Authority (TRCA) dated September 29, 2017, regarding Appointments to the TRCA Regional Watershed Alliance 2017-2021, be received for information. Carried 7. New Business The Committee inquired about available grants in relation to the eradication of invasive plant species, and staff provided an update. The Committee inquired about the disposition of items picked up in the Town’s monthly textile collection, and staff provided an update. The Committee inquired about the status of the planned nature reserve in the 2C lands. The Chair and staff agreed to follow up on the matter and provide an update at the next meeting. The Committee noted that the Environmental Commissioner of Ontario has recently released a report, Beyond the Blue Box – Ontario’s Fresh Start on Waste Diversion and the Circular Economy, which is available on the ECO website, eco.on.ca/our-reports/special-reports. General Committee Meeting Agenda Tuesday, November 7, 2017 Item C4 Page 4 of 5 Environmental Advisory Committee Meeting Minutes Thursday, October 5, 2017 Page 5 of 5 8. Adjournment Moved by Larry Fedec Seconded by Sara Varty That the meeting be adjourned at 8:09 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, November 7, 2017 Item C4 Page 5 of 5 Town of Aurora Governance Review Ad Hoc Committee Meeting Minutes Date: Tuesday, October 10, 2017 Time and Location: 10 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, Vesna Barbe, Acting Manager of Human Resources 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 Steve Hinder 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 General Committee Meeting Agenda Tuesday, November 7, 2017 Item C5 Page 1 of 3 Governance Review Ad Hoc Committee Meeting Minutes Tuesday, October 10, 2017 Page 2 of 3 Governance Review Ad Hoc Committee Meeting Minutes of September 26, 2017 Moved by Bill Hogg Seconded by Anna Lozyk Romeo That the Governance Review Ad Hoc Committee meeting minutes of September 26, 2017, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. Round Table Discussion Re: Council Compensation The Committee was provided draft copies of a final report regarding Council compensation. The Committee discussed the appropriateness of transition payments to the Mayor, as well as policies around long-term disability and accident insurance coverage. The Committee further discussed the salient points of the Council compensation process that should be articulated in the report. Moved by Terry Jones Seconded by Anna Lozyk Romeo 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 General Committee Meeting Agenda Tuesday, November 7, 2017 Item C5 Page 2 of 3 Governance Review Ad Hoc Committee Meeting Minutes Tuesday, October 10, 2017 Page 3 of 3 6. Informational Items None 7. New Business The Chair recognized and thanked members of the Committee and Town staff for their contributions to the Committee. 8. Adjournment Moved by Steve Hinder Seconded by Anna Lozyk Romeo That the meeting be adjourned at 11:30 a.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, November 7, 2017 Item C5 Page 3 of 3 Town of Aurora Finance Advisory Committee Meeting Minutes Date: Thursday, October 12, 2017 Time and Location: 7 p.m., Holland Room, Aurora Town Hall Committee Members: Councillor Michael Thompson (Chair), Councillor Harold Kim, and Mayor Geoffrey Dawe Member(s) Absent: None Other Attendees: Dan Elliott, Director of Financial Services/Treasurer, Jason Gaertner, Manager, Financial Planning, and Linda Bottos, Council/Committee Secretary The Chair called the meeting to order at 7:04 p.m. 1. Approval of the Agenda Moved by Mayor Dawe Seconded by Councillor Kim 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, November 7, 2017 Item C6 Page 1 of 4 Finance Advisory Committee Meeting Minutes Thursday, October 12, 2017 Page 2 of 4 3. Receipt of the Minutes Finance Advisory Committee Meeting Minutes of September 27, 2017 Moved by Councillor Kim Seconded by Mayor Dawe That the Finance Advisory Committee meeting minutes of September 27, 2017, be received for information. Carried 4. Delegations None 5. Consideration of Items 1. Walkthrough of the Online 2018 Citizen Budget Survey Staff provided an online demonstration of the Town’s 2018 Citizen Budget Survey at aurora.citizenbudget.com, noting that the primary purposes of the Survey are to educate residents on the Town’s services and obtain feedback from residents on their priorities as to where they would like to see public funds focussed. The Committee discussed various aspects of the Survey and acknowledged the challenges of engaging citizens to participate in the Budget process. Moved by Mayor Dawe Seconded by Councillor Kim 1. That the Walkthrough of the Online 2018 Citizen Budget Survey be received for information. Carried General Committee Meeting Agenda Tuesday, November 7, 2017 Item C6 Page 2 of 4 Finance Advisory Committee Meeting Minutes Thursday, October 12, 2017 Page 3 of 4 2. Memorandum from Director of Financial Services/Treasurer Re: Round Table Discussion: 2018 Operating Budget Pressures Staff provided a brief overview of the memorandum and attachments regarding the key 2018 Operating Budget pressures that are addressed within staff’s recommended draft budget, resulting in a total tax levy increase of 2.9%, and the list of Council budget decision options over and above staff’s recommended draft Budget. The Committee discussed various aspects including Budget presentation options, phase-in of the new provincial labour legislation (Bill 148), departmental key pressures and lost revenue, and a policy/principles-based framework under which third-party funding arrangements would be governed. Moved by Councillor Kim Seconded by Mayor Dawe 1. That the memorandum regarding Round Table Discussion: 2018 Operating Budget Pressures be received for information; and 2. That the comments and suggestions of the discussion regarding the 2018 Operating Budget Pressures be received and referred to staff for consideration and action as appropriate; and 3. That the Finance Advisory Committee endorse the practice of using the Tax Rate Stabilization Reserve Fund to balance the Budget; and 4. That staff provide a report on the development of a policy/principles- based framework under which third-party funding arrangements would be managed. Carried as amended 6. New Business The Committee agreed that the meetings scheduled for October 25, November 22, and December 14, 2017, be cancelled, and that any required meeting would be at the call of the Chair. General Committee Meeting Agenda Tuesday, November 7, 2017 Item C6 Page 3 of 4 Finance Advisory Committee Meeting Minutes Thursday, October 12, 2017 Page 4 of 4 7. Adjournment Moved by Councillor Kim Seconded by Mayor Dawe That the meeting be adjourned at 8:21 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, November 7, 2017 Item C6 Page 4 of 4 Town of Aurora Heritage Advisory Committee Meeting Minutes Date: Monday, October 16, 2017 Time and Location: 7 p.m., Holland Room, Aurora Town Hall Committee Members: Councillor Wendy Gaertner (Chair), Councillor Jeff Thom (Vice Chair) (arrived 7:12 p.m.), Neil Asselin, Barry Bridgeford, James Hoyes, Bob McRoberts (Honorary Member), Martin Paivio, and Ken Turriff Member(s) Absent: John Kazilis Other Attendees: Marco Ramunno, Director of Planning and Building Services, Jeff Healey, Planner, and Ishita Soneji, Council/Committee Secretary The Chair called the meeting to order at 7:02 p.m. 1. Approval of the Agenda Moved by Martin Paivio Seconded by Bob McRoberts 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 September 11, 2017 General Committee Meeting Agenda Tuesday, November 7, 2017 Item C7 Page 1 of 6 Heritage Advisory Committee Meeting Minutes Monday, October 16, 2017 Page 2 of 6 Moved by James Hoyes Seconded by Neil Asselin That the Heritage Advisory Committee meeting minutes of September 11, 2017, be received for information. Carried 4. Delegations (a) Joanne Russo, Owner Re: Item 1 – HAC17-022 – Heritage Permit Application, 29 Mark Street, File: NE-HCD-HPA-17-15 Ms. Russo provided an overview of the details and intent of the proposed second storey-addition, and responded to questions from the Committee. Moved by Barry Bridgeford Seconded by Bob McRoberts That the comments of the delegation be received and referred to Item 1. Carried 5. Matters for Consideration 1. HAC17-022 – Heritage Permit Application 29 Mark Street File: NE-HCD-HPA-17-15 Staff provided a brief overview of the application and provided details of the proposed second-storey addition. The Committee discussed various aspects of the proposed addition including roof height, the typology of design, the impact of the structure on the neighbourhood, and inquired about required variances that would be addressed at Committee of Adjustment. Moved by Neil Asselin Seconded by Councillor Thom 1. That Report No. HAC17-022 be received; and General Committee Meeting Agenda Tuesday, November 7, 2017 Item C7 Page 2 of 6 Heritage Advisory Committee Meeting Minutes Monday, October 16, 2017 Page 3 of 6 2. That the Heritage Advisory Committee recommend to Council: (a) That Heritage Permit Application NE-HCD-HPA-17-15 for a 118.8 m2 second-storey addition and a 3 m2 rear addition be approved. Carried 2. HAC17-020 – Request to Designate under Part IV of the Ontario Heritage Act, 49 Wells Street “Town Park” Staff provided an overview of the report and provided details on the historical and associative value of Town Park, and advised that a designation by-law would be brought forward to Council to designate Town Park under Part IV of the Ontario Heritage Act. The Committee discussed the specific heritage attributes and their significance, and agreed to amend the Summary of Heritage Attributes. Moved by Barry Bridgeford Seconded by Neil Asselin 1. That Report No. HAC17-020 be received; and 2. That the Heritage Advisory Committee recommend to Council: (a) That the Town Park located at 49 Wells Street be designated under Part IV of the Ontario Heritage Act as a property of cultural heritage value or interest; and (b) That the Town Clerk be authorized to publish and serve Council's Notice of Intention to Designate as per requirements of the Act; and (c) That the designation by-law be brought before Council for passing if no objections were received within the thirty (30) day objection period as per requirements of the Act; and (d) That the following amendments to the Summary of Heritage Attributes be included: • The overall park setting, including the natural landscape of the existing park; • The presence of a Band Shell; • The presence of a baseball diamond; and, • A playground. Carried as amended General Committee Meeting Agenda Tuesday, November 7, 2017 Item C7 Page 3 of 6 Heritage Advisory Committee Meeting Minutes Monday, October 16, 2017 Page 4 of 6 3. HAC17-023 – Doors Open Aurora 2017 – Event Summary Report Staff gave an overview of the Doors Open Aurora 2017 event and noted the efforts of volunteers, summer students and staff. The Committee commended the efforts of all those involved in making this a successful event. Moved by Ken Turriff Seconded by Councillor Thom 1. That Report No. HAC17-023 be received; and 2. That the Heritage Advisory Committee extend a thank you to the following individuals and groups for their support of Doors Open Aurora 2017: (a) All site owners/operators; (b) All volunteers and site staff; (c) The Auroran newspaper; and (d) The Mayor, Members of Council, and supporting Town staff. Carried 4. Memorandum from Acting Manager of Parks Re: Tree Removal Permit Application #064 for 52 Centre Street Staff provided an overview of the application and gave details about the tree in question. The Committee inquired about the process for contracted arborists to operate in the Town and the methods to inform home owners of the Tree By-law regulations, specifically within the Heritage District. Staff noted that the development of suitable communication measures to residents is in progress. Moved by Bob McRoberts Seconded by Councillor Thom 1. That the memorandum regarding Tree Removal Permit Application #064 for 52 Centre Street be received; and General Committee Meeting Agenda Tuesday, November 7, 2017 Item C7 Page 4 of 6 Heritage Advisory Committee Meeting Minutes Monday, October 16, 2017 Page 5 of 6 2. That the Heritage Advisory Committee recommend to Council: (a) That Tree Removal Permit Application #064 for the removal of one black walnut tree at 52 Centre Street be approved. Carried 6. Informational Items 5. Extract from Council Meeting of September 12, 2017 Re: Heritage Advisory Committee Meeting Minutes of July 17, 2017 Moved by Bob McRoberts Seconded by Martin Paivio 1. That the Extract from Council Meeting of September 12, 2017, regarding the Heritage Advisory Committee meeting minutes of July 17, 2017, be received for information. Carried 6. Extract from Council Meeting of September 12, 2017 Re: Summary of Committee Recommendations Report No. 2017-08 Moved by Bob McRoberts Seconded by Martin Paivio 1. That the Extract from the Council Meeting of September 12, 2017, regarding Summary of Committee Recommendations Report No. 2017-08, be received for information. Carried 7. New Business The Chair welcomed Ken Turriff to the Committee. Staff provided an update regarding the archaeological excavation at the Aurora United Church site. Staff provided an update on the Collis Leather factory site at 45 Tyler Street. Staff provided an update on the status of the Brookland Avenue culvert and road reconstruction work, stating that work was delayed and will be completed, weather permitting. General Committee Meeting Agenda Tuesday, November 7, 2017 Item C7 Page 5 of 6 Heritage Advisory Committee Meeting Minutes Monday, October 16, 2017 Page 6 of 6 Staff provided an update on the site construction at 32 Wellington Street East, and displayed plans of the proposed construction. Staff provided an update on the 32 Wells Street reconstruction, stating that the lot coverage is within required provisions. Staff noted that the business signage on a Mosley Street residential property is under investigation. Staff informed that the light armoured vehicle (LAV) will be installed at Aurora’s War Memorial Peace Park in time for Remembrance Day. The Committee inquired about the inventory of architectural attributes of existing Heritage properties on Yonge Street, and staff noted that they are in the process of gathering information and a report will be brought to the Committee at a future meeting. The Committee inquired about the status of the grade separation at Wellington Street by Metrolinx, and staff provided clarification. 8. Adjournment Moved by Neil Asselin Seconded by James Hoyes 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, November 7, 2017 Item C7 Page 6 of 6 Town of Aurora General Committee Report No. IES17-038 Subject: Award of Tender IES 2017-102 – Supply and Delivery of one Single axle Dump Truck and one Dual axle Dump Truck Prepared by: Greg McClenny, Facilities & Fleet Supervisor Department: Infrastructure and Environmental Services Date: November 7, 2017 Recommendation 1. That Report No. IES17-038 be received; and 2. That Tender IES 2017-102 for the supply and delivery of one single axle dump truck and one dual axle dump truck be awarded to Currie Truck Centre, in the amount of $413,747, excluding taxes; and 3. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary This report seeks Council approval to award Tender IES 2017-102 for the supply and delivery of one single axle dump truck and one dual axle dump truck for the Infrastructure & Environmental Services (IES) Department. Background The 10 Year Capital Plan includes, for 2018, one replacement 6 ton dump/snow plow truck (#34410) and one additional 6 ton dump/snow plow truck (#34168). There is a 12 month lead time to acquire these vehicles from the manufacturer. On June 20, 2017, staff submitted Report No. IES17-030 seeking Council approval to proceed with the Procurement Process for 2018 Capital Projects #34168 and #34410 for one replacement six ton snow plow/dump truck in the Repair and Replacement capital budget and one additional snow plow/dump truck for Infrastructure & Environmental Services Department from the Roads DC Reserve Fund. General Committee Meeting Agenda Tuesday, November 7, 2017 Item C8 Page 1 of 4 November 7, 2017 Page 2 of 4 Report No. IES17-038 Analysis Table 1 is a summary of the bids received for this project: Table 1 Company Name Total Bid (excluding taxes) 1 Currie Truck Centre $413,747 Verification of the Tenders was undertaken by Town staff. The only compliant bid was submitted by Currie Truck Centre in the amount of $413,747, excluding taxes, for the supply of one 2018 single axle dump truck and one 2018 dual axle dump truck. Advisory Committee Review Not applicable. Financial Implications Table 2 is a summary of the money forecasted for these projects: Table 2 Capital Project # Approved Budget Actual Cost 1 #34168 $250,000 $218,522 2 #34410 $200,000 $195,225 Table 3 is a financial summary as based on the Tender submitted by Currie Truck Centre: Table 3 Approved Budget 2017 In year Capital request $450,000.00 Total Approved Budget $450,000.00 Less previous commitments $0.00 Funding available for subject Contract $450,000.00 Contract Award excluding HST $413,747.00 Non-refundable taxes (1.76%) $7,281.95 Total Funding Required $421,028.95 Budget Surplus $28,971.05 General Committee Meeting Agenda Tuesday, November 7, 2017 Item C8 Page 2 of 4 November 7, 2017 Page 3 of 4 Report No. IES17-038 Communications Considerations There is no external communication required. Link to Strategic Plan Maintaining our fleet of roads vehicles supports the Strategic Plan goal of Investing in sustainable infrastructure by maintaining infrastructure to support forecasted population growth through technology, waste management, roads, emergency services and accessibility. Alternative(s) to the Recommendation 1. Council may choose to not award this project. The Tender evaluation process meets all requirements of the Procurement By-law and awarding this contract is the next step in fulfilling the requirements of the Tendering process. If Council chooses to not award this contract, repair costs will continue which will not be recouped upon the sale of the existing single axle dump truck. Also, service levels will be below the Town’s expectation without the additional tandem axle dump truck acquisition. Conclusions The Tender review has complied with the Procurement By-law requirements and it is recommended that Tender IES 2017-102 of one 2018 single axle dump truck & one 2018 dual axle dump truck be awarded to Currie Truck Centre in the amount of $413,747, excluding taxes. Attachments None. Previous Reports IES17-030 Procurement of 2018 Capital Projects #34168 Single Axle Dump Truck and #34410 Tandem Axle Dump Truck in 2017, June 20, 2017 General Committee Meeting Agenda Tuesday, November 7, 2017 Item C8 Page 3 of 4 General Committee Meeting Agenda Tuesday, November 7, 2017Item C8 Page 4 of 4 Town of Aurora General Committee Report No. FS17-053 Subject: 2018 Central York Fire Services Budget for Aurora Comment Prepared by: Dan Elliott, Director of Financial Services - Treasurer Department: Financial Services Date: November 7, 2017 Recommendation 1. That Report No. FS17-053 be received; and 2. That Council support the draft 2018 Central York Fire Services budgets as recommended for approval by the Joint Council Committee. Executive Summary For Central York Fire Services (CYFS), Newmarket has final budget approval authority under the agreement; however, Aurora must be given the opportunity to provide comments to Newmarket for consideration prior to their final approval. • This report presents the draft 2018 Operating and Capital Budgets of CYFS. • Aurora’s multi-year phase-in of expected CYFS cost increases has been in place for three years • The recommendations of this report, and any comments of Council made by amendment will be conveyed to Newmarket Council by the Clerk’s Office. Background Central York Fire Services (CYFS) is a consolidated fire service that strives to provide excellence in fire protection, prevention, public fire education and emergency services to the residents of Aurora and Newmarket. CYFS operates under the direction of a six-member Joint Council Committee (JCC) comprised of three members from each of the Town Councils of Aurora and Newmarket. The Joint Council Committee provides and administers a borderless, single tier of fire protection and prevention services throughout both Towns in General Committee Meeting Agenda Tuesday, November 7, 2017 Item R1 Page 1 of 11 November 7, 2017 Page 2 of 4 Report No. FS17-053 accordance with the Consolidated Fire Services Agreement, the Fire Services Master Plan, and the Fire Protection and Prevention Act. Under the joint services agreement between Newmarket and Aurora, the operating costs of CYFS are shared on a proportional basis, using three factors combined: share of call volume, share of combined population, share of combined assessment values. The sharing formula is based upon a multi-year weighted averaging of the above factors, alleviating the severity of annual fluctuations in any of the three factors or their average. This year, Aurora’s share increased from 40.6% in 2017 to 40.65% of the total cost for 2018 fire services. This change in share results in an additional cost to the Town of Aurora of $125,000. For 2015, a new Fire Master Plan was approved by the Joint Council Committee (JCC) resulting in a significant impact on the cost of fire services, due primarily to the addition of a new fire hall and pumper truck, including a new 20 person crew to staff this new apparatus. These costs are being introduced over several years including 2018’s budget. Analysis The draft 2018 CYFS Operating and Capital Budget report is attached. The attached report is the CYFS 2018 budget report prepared by Newmarket staff and the Fire Chief. This budget has been reviewed and approved by the Joint Council Committee (JCC) at its meeting of October 25, 2017. The Fire Chief will be making a short presentation in connection with this report, and will field any questions the Committee may have. Aurora Council may provide any comments on this budget to Newmarket Council for consideration during their final approval deliberations of their entire budget, which includes the budget for CYFS. Aurora’s multi-year phase-in strategy of cost increases for CYFS has been in place for three years. Initially, the incremental costs of implementing all recommendations of the Fire Master Plan update were identified. As the timing of the implementation of these costs over the coming six years was not clear at the time, for 2015 budget, Aurora adopted a six year phase-in strategy to smooth the impacts of the new costs to the tax rate. The implementation of the new costs has taken longer than initially expected. The 2018 CYFS budget is below the initial expectations of both Newmarket and Aurora staff. Aurora’s phase-in strategy, if continued would lead to over budgeting for 2018. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R1 Page 2 of 11 November 7, 2017 Page 3 of 4 Report No. FS17-053 Accordingly, the draft Aurora 2018 budget was adjusted to reflect the draft CYFS budget for 2018. Staff are satisfied that the 2018 draft CYFS budget reflects the financial resource needs of the fire service. As previously noted, it is less than initially anticipated. JCC had very little concern or discussion on this budget. The report to JCC prepared by Newmarket staff and the Fire Chief is included as Attachment #1, and is self-explanatory. Any comments of Aurora Council will be conveyed to Newmarket through the Clerk’s Office. The recommendation presented in this report is one which, if adopted, would convey Aurora’s support for the final approval of the CYFS draft budgets by Newmarket. Any comments of Council may be added by amendment to the resolution. The final adopted resolutions will be conveyed to Newmarket Council through the Clerk’s Office. Advisory Committee Review None Financial Implications The Aurora share of the CYFS budget for 2018 is approved by JCC at the amount of $10,490,381, being an actual increase of $473,746 over the JCC approved budget for 2017. For 2018, had Aurora continued with its full planned phase-in strategy, the 2018 budget and levy would have been materially overstated compared with the draft CYFS budget. Accordingly, for 2018, the Aurora budget for CYFS was adjusted downward from the planned amount to an earlier draft budget amount for CYFS. The budget savings realized by the reduction have been reallocated to other budget pressures within the Town’s draft 2018 overall operating budget to be presented to General Committee on November 7, 2018. Subsequent to our adjustment, minor changes by Newmarket have occurred; however, Aurora’s draft CYFS budget estimate amount for 2018 remains valid. Communications Considerations The CYFS budget is one component of the Town’s 2018 Operating Budget. Comments of Aurora will be communicated to Newmarket Council by the Clerk’s Office. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R1 Page 3 of 11 November 7, 2017 Page 4 of 4 Report No. FS17-053 Link to Strategic Plan CYFS is a municipal shared services arrangement unique in Ontario. Providing input to the CYFS budget by Aurora Council demonstrates the Strategic Plan principle of leveraging partnerships and leadership in corporate management. Alternative(s) to the Recommendation 1. Council may choose to provide comments on the draft 2018 JCC approved CYFS budget by way of making amendments to the staff recommendations of this report. Conclusions The 2018 CYFS draft budget presented has been recommended for approval by the Joint Council Committee overseeing the department. Aurora Council now has the opportunity to provide comments for consideration by Newmarket Council when they move to approve a final budget for CYFS. Attachments Attachment #1 Draft CYFS 2018 Operating and Capital Budgets -Updated report, (as approved by JCC on October 25, 2017, and recommended for approval by Newmarket Council in the coming weeks.) Pre-submission Review CAO only, due to timing requirements of Newmarket Council. Departmental Approval '� _l�ll!JT Dan Elliott, CPA, CA Director of Financial Services -Treasurer Approved for Agenda Doug Nadorozny Chief Administrative Officer General Committee Meeting Agenda Tuesday, November 7, 2017 Item R1 Page 4 of 11 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R1 Page 5 of 11 Attachment 1 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R1 Page 6 of 11 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R1 Page 7 of 11 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R1 Page 8 of 11 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R1 Page 9 of 11 General Committee Meeting Agenda Tuesday, November 7, 2017Item R1 Page 10 of 11 General Committee Meeting Agenda Tuesday, November 7, 2017Item R1 Page 11 of 11 Town of Aurora General Committee Report No. PBS17-079 Subject: Proposal for Zoning By-law Amendment Application Prepared by: Glen Letman, Manager of Development Planning Department: Planning and Building Services Date: November 7, 2017 ____________________________________________________________ Recommendation 1. That Report No. PBS17-079 be received, and; 2. Staff recommend that Council accept Zoning By-law Amendment Applications related to the following Zoning By-law Proposals: a) L&B Aurora Inc. (Northeast Corner of Wellington Street East and John West Way); b) 2567086 Ontario Inc. (100 Tyler Street & 34-46 George Street); and c) 2419059 Ontario Inc. (103, 107 & 111 Metcalfe Street). Executive Summary On June 27, 2017 Council passed Comprehensive Zoning By-law 6000-17 and pursuant to Section 34 (10.0.0.2) of the Planning Act passed a Resolution to only accept certain classes of Zoning By-law Amendment Applications. The purpose of this report is to provide Council with an owner’s request of a Zoning By-law Amendment proposal. A Council resolution is required to receive, or not receive, the Zoning By-law Amendment Applications. The Owner’s description of their proposal and accompanying plans are attached for Council information and consideration. Proposals (3): a) L&B Aurora Inc. (Northeast Corner of Wellington Street East and John West Way). The owner proposes to develop the property with a six storey residential apartment building with a gross floor area of 15,330 square metres and a total of 132 dwelling units. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R2 Page 1 of 18 October 17, 2017 Page 2 of 5 Report No. PBS17-079 b) 2567086 Ontario Inc. (100 Tyler Street & 34-46 George Street). The Owner proposes to redevelop the subject site for 26 ground related 3 –storey freehold townhouse units on a common elements condominium road. The property at 100 Tyler Street will be maintained as a single detached lot. c) 2419059 Ontario Inc. (103, 107 & 111 Metcalfe Street). A prospective buyer proposes to redevelop the subject site for 24 3 1/2-storey stacked townhouse units located within 3 blocks on a common elements condominium road. Background On June 27, 2017 Council enacted Comprehensive Zoning By-law 6000-17. As reported in staff report PBS17-056 the provisions of Bill 73, incorporated into the Planning Act provides that once a Comprehensive Zoning By-law is approved by Council by simultaneously repealing and replacing all zoning By-laws in effect no new site-specific zoning by-law amendments (Section 34) and no new minor variance applications (Section 45) can be submitted to the Town for a period of two (2) years, unless Council passes a resolution permitting a specific application, a class of application or in respect of such applications generally. With respect to this on June 27, 2017 Council passed the following resolution: “That Report No. PBS17-056 be received; and That, pursuant to Section 45 (1.4) of the Planning Act, Council declares that Committee of Adjustment minor variance applications be permitted; and That, pursuant to Section 34 (10.0.0.2) of the Planning Act, Council declares that Industrial/Employment, Commercial and Institutional (ICI) By-law amendment applications be permitted.” The subject proposal does not fall within either of the classes in which Council has passed a resolution. As such, in order for an applicant to submit a complete application to the Town for a Section 34, Zoning By-law Amendment, Council shall, by resolution direct that the application can be received and processed. If accepted all applicable processing provisions of the Planning Act would apply to the application. Analysis The three proposals under consideration are accompanied with a brief summary and plans which are attached to this report for Council review and information. All General Committee Meeting Agenda Tuesday, November 7, 2017 Item R2 Page 2 of 18 October 17, 2017 Page 3 of 5 Report No. PBS17-079 applicants have requested Delegation status to outline their proposal. A description of the proposals is as follows: a) L&B Aurora Inc. (Northeast Corner of Wellington Street East and John West Way). The owner proposes to develop the lands for a six storey residential apartment building with a gross floor area of 15,330 square metres and a total of 132 dwelling units, with 164 parking spaces. The subject lands are currently zoned “Community Commercial C4(427) Exception Zone” and “Environmental Protection (EP) Zone” by By-law 6000-17. A Zoning By-law Amendment application is required to permit the development. The rationale to accept the receipt of the Zoning By-law Amendment application is that a preliminary review of the proposal reveals that the use conforms to the Aurora Promenade Secondary Plan and preconsultaton with the applicant on the development proposal occurred prior to Council approval of Bylaw 6000-17. Upon submission of the complete Zoning Bylaw Amendment application staff will undertake a review of built form and compatibility of the proposed development to determine conformity to the policies of the Official Plan b) 2567086 Ontario Inc. (100 Tyler Street & 34-46 George Street). The Owner proposes to redevelop the subject site for 26 ground related 3-storey freehold townhouse units on a common element condominium road. The subject lands are currently zoned “Detached Third Density Residential (R3)” by By-law 6000-17. A Zoning By-law Amendment application is required to permit the development. The rationale to accept the receipt of the Zoning By-law Amendment application is that the proposal is an infill residential development within the “Stable Residential” designation of the Official Plan and a preliminary review of the proposal reveals that the use conforms to the Official Plan. Staff had discussions with the landowners of this property prior to Council approval of Bylaw 6000-17. Upon submission of the complete Zoning Bylaw Amendment application staff will undertake a review of built form and compatibility of the proposed development to determine conformity to the policies of the Official Plan c) 2419059 Ontario Inc. (103, 107 & 111 Metcalfe Street). A prospective buyer proposes to redevelop the subject site for 24 3 1/2-storey stacked townhouse units located within 3 blocks on a common elements condominium road. The subject lands are currently zoned “Detached Third Density Residential (R3)” by By-law 6000-17. A Zoning By-law Amendment application is required to permit the development. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R2 Page 3 of 18 October 17, 2017 Page 4 of 5 Report No. PBS17-079 The applicant has recently acknowledged that the proposed building height would not conform to the maximum height specified by the “Stable Residential” designation and would therefore require an Off icial Plan Amendment. The rationale to accept the Zoning Bylaw Amendment application is that the proposal is an infill residential development within the “Stable Residential” designation and conforms to the use of the Official Plan. It is noted that a pre-consultation occurred with the applicant on this proposal. Upon submission of a complete Zoning Bylaw Amendment application, staff will undertake a review of built form and compatibility of the proposed development to determine conformity to all policies Official Plan. Advisory Committee Review Not applicable. Financial Implications None. Communications Considerations Not applicable. Link to Strategic Plan Not applicable. Alternative to the Recommendation That Council not accept receipt of the Zoning By-law Amendment application. Conclusions A Council resolution is required to receive, or not receive the subject application. Staff recommend that Council accept the three (3) applications. Attachments 1. L&B Aurora Inc. Proposal Letter dated September 25, 2017 Figure 1: Location Map Figure 2: Conceptual Site Plan Figure 3: Conceptual Building Elevations General Committee Meeting Agenda Tuesday, November 7, 2017 Item R2 Page 4 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 5 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 6 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 7 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 8 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 9 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 10 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 11 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 12 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 13 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 14 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 15 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 16 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 17 of 18 General Committee Meeting Agenda Tuesday, November 7, 2017Item R2 Page 18 of 18 Town of Aurora General Committee Report No. PRCS17-037 Subject: Aurora Outdoor Christmas Market Prepared by: Shelley Ware, Supervisor – Special Events Lisa Warth, Manager of Recreation Department: Parks, Recreation and Cultural Services Date: November 7, 2017 Recommendation 1. That Report No. PRCS17-037 be received; and 2. That the framework presented in this report be endorsed; and 3. That staff report back to Council on the need for additional staff for Special Events/Communications in Q1 of 2018; and 4. That the Outdoor Christmas Market be included as an Option in the 2018 Budget; and 5. That the Aurora Christmas Outdoor Market not be approved in 2017. Executive Summary This report evaluates the feasibility of an outdoor Aurora Christmas Market at Library Square and the timelines required to plan a successful market. For an Aurora Christmas Market to be authentic, successful and memorable, sufficient time to research, plan and promote is essential. The considerations for the potential outdoor market contained in this report are: • Christmas Markets are common celebrations for families to gather, buy gifts and enjoy festive entertainment and activities • Sufficient time is required to research, plan and promote a successful Christmas Market • A vision for Aurora’s Christmas Market • Significant staff resources required General Committee Meeting Agenda Tuesday, November 7, 2017 Item R3 Page 1 of 7 November 7, 2017 Page 2 of 7 Report No. PRCS17-037 Background At the September 26, 2017 Council meeting, Councillor Mrakas presented a Notice of Motion regarding a potential outdoor Christmas Market in Aurora. This is the report back to Council regarding this Notice of Motion. Analysis Christmas Markets are common celebrations for families to gather, buy gifts and enjoy festive entertainment and activities The Toronto’s Distillery District’s Christmas Market (DDCM) is ranked one of the top 10 Holiday Markets in the world. The development of this market started in the 1950s with significant support from the City of Toronto. One of the key features to success at the DDCM is that it continues to celebrate the romance and magic of Christmas while creating connections with residents and tourists. The DDCM has become an annual tradition for more than 200,000 visitors each season. Sufficient time is required to research, plan and promote a successful Christmas Market When establishing a new event such as the outdoor Christmas Market in Aurora, particularly with an overall objective of revitalizing the downtown core, it is important to gather information on best practices and features compared with similar successful events. This can take approximately 1 to 2 months prior to any planning and, ideally, would include visiting other markets. Many of the vendors, entertainment, buskers, carolers, and other features required to have a successful and authentic Christmas market would need to be procured 6 to 12 months in advance of the event in order to secure a commitment as the Holiday season is typically a very busy time of year for these services. Sourcing out these services and planning the logistics, such as road closure permits, site set-up, electrical and acoustic services etc., takes considerable time to plan properly. Community collaboration such as partnering with Churches, the Cultural Centre, the Library, the Chamber of Commerce, the Farmers Market, businesses and numerous other potential local partners should also start several months in advance of the event to ensure a common vision, goals and strategies and to allow the market to be successful and grow. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R3 Page 2 of 7 November 7, 2017 Page 3 of 7 Report No. PRCS17-037 As the Holiday season is a busy time for families, the Aurora Christmas Market must be unique and enticing to ensure people will want to attend. A comprehensive promotional plan should start 1 to 2 months in advance of the event. Significant staff resources required Special Events and communications staff are being asked to produce and support new events each year. Currently, staff resources are maximized and there is little capacity to support new events. An event of this nature will require significant staff resources for production and execution, totaling approximately 200 hours. This time is needed for procuring vendors, entertainment, food and beverages, equipment and more, developing a safety and emergency management plan, recruiting and training volunteers, meetings, community collaboration, securing logistics, administrative tasks such as processing invoices and other responsibilities. Corporate Communications advises that a comprehensive advertising campaign, requiring print advertising, promotional materials and digital advertising will require a minimum 40 hours of staff time in advance of promotion beginning. This time is required to do graphic design, digital design, media buying, advertising scheduling, sponsor approvals and media relations planning. Larger campaigns can take approximately 80 hours of staff time. This does not include the costs related to advertising and printing. A vision for Aurora’s Christmas Market With proper planning, Aurora’s Christmas Market could include a variety of features such as: • Suitable site that includes sufficient space and access for vendors, activities and parking. The site must be safe, free of ice and snow and well-lit and must be able to support event infrastructure such as electrical service, toilets and garbage disposal. The site should have some indoor space as a back-up for inclement weather; • Road closures that could be transformed into pedestrian walkways with festive names such “Candy Cane Lane”; • Artisan and Artist vendors including fine crafts, jewelry, home décor, art and culinary specialties, roving buskers, Carolers, Sing-a-longs, children’s activities including visits with Santa and music to include live musical performances; • Light displays and unique décor; General Committee Meeting Agenda Tuesday, November 7, 2017 Item R3 Page 3 of 7 November 7, 2017 Page 4 of 7 Report No. PRCS17-037 • “How to” workshops; • Food and Beverage; • Community organization displays, booths and activities; • Ice carvings. Challenges with planning a Christmas Market in 2017 Procurement of quality vendors, entertainment etc. Key features of the event such as artisans, artists, buskers, entertainment, food and beverage vendors, etc., would be very difficult for staff to procure at this late date. The Holiday season is extremely busy for these types of services and many of them are booked well in advance of the season. Permits and contracts would have to be expedited and may not meet prescribed timelines. Community Involvement Conversations with community partners such as the Aurora Cultural Centre, the Aurora Public Library, the Farmers’ Market, churches, etc. must begin immediately to ensure their ability to participate; however, there would be little time for proper collaboration and the development of common goals and vision. Communications A Communication Plan should begin 1 to 2 months in advance of the event. Currently, there isn’t enough time in 2017 to properly execute a Communication Plan. Physical Site A suitable site for a successful outdoor Christmas Market must include sufficient space and access for vendors, activities and parking. Additionally, the site must be safe for high pedestrian traffic and must properly lit, it is mandatory to have electrical service, running water, toilets and garbage disposal and should have indoor space for inclement weather and activities which are not suitable being held outdoors. Funding There is no funding source identified for an outdoor Christmas Market to be held in 2017. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R3 Page 4 of 7 November 7, 2017 Page 5 of 7 Report No. PRCS17-037 Staff Resources Staff resources are limited and work plans for the remainder to the end of year have been established. Additional resources would be required and overtime and lieu time would likely be necessary. Advisory Committee Review None Required. Financial Implications The Operating expenses to establish a Christmas Market would include: Signage, equipment rentals, operating materials related to logistics $5,000 Entertainment (carolers, buskers, musical performers) $5,000 Children’s Activities (face painting, crafts, Santa’s workshop etc.) $3,000 Complimentary Food & Beverages $1,000 Promotions/Advertising (newspaper ads, printing) $3,000 to $10,000 Décor and lights $2,000 Volunteer Management and permit fees $500 Support staff for event (set-up, supervision, clean up, first aid) $3,000 Total (depending on promotions/advertising) $22,500 to $29,500 Alternate sources of funding such as grants, sponsorships, vendor fees. donations and services in-kind will be pursued to offset the impact to the operating budget. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R3 Page 5 of 7 November 7, 2017 Page 6 of 7 Report No. PRCS17-037 Communications Considerations For all Town events, Corporate Communications is responsible for developing and executing a comprehensive communications plan requiring a minimum of 40 to 80 hours of staff time, along with costs for advertising and public relations. Additional time may be required to support pre and post event materials such as sponsorship packages, signage, sponsor recognition etc. Link to Strategic Plan This event would support Objective 3: Celebrating and promoting our culture and Objective 5: Strengthening the fabric of our community in the Town’s Strategic Plan. Alternative(s) to the Recommendation 1. Council may choose to host a preview/mini-market at the 2017 Tree Lighting event scheduled for Wednesday, December 6 at Town Hall/Seniors Centre. This event is already established and the site is suitable to adding vendors to the footprint. Staff would make every effort to recruit appropriate, quality vendors for the event. In order to secure vendors, staff recommend that vendor fees be waived for the 2017 event and will encourage key community partners such as the Aurora Cultural Centre, Aurora Public Library, Farmers Market to participate. Additional funding in the amount of $3,000 would be required to support a preview/mini market at the Tree Lighting event for additional promotions, lighting and staff support. That a 2017 mini Christmas market be held at the Tree Lighting event, funded in the amount of $3,000, from the Council Operating Contingency Fund. Conclusions This event could help revitalize the downtown core and become a feature event in York Region. For an outdoor Christmas Market to be authentic, successful and memorable, sufficient time to research, plan and promote is essential. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R3 Page 6 of 7 General Committee Meeting Agenda Tuesday, November 7, 2017Item R3 Page 7 of 7 Town of Aurora General Committee Report No. FS17-046 Subject: 2018 Operating Budget Prepared by: Dan Elliott, Director, Financial Services - Treasurer Department: Financial Services Date: November 7, 2017 Recommendation 1. That Report No. FS17-046 be received for information; and 2. That the 2018 draft Operating Budget be referred to Budget Committee for review at its scheduled meetings commencing November 18; and 3. That following the completion of the Budget Committee reviews, the Treasurer bring forward a final budget approval report reflecting all adjustments recommended by the Committee. Executive Summary Proposed budget less than July 4th Council mandate to staff On July 4, 2017, Council directed staff to prepare the 2018 Operating Budget, with a target tax rate increase equal to inflation. Inflation was subsequently reported as 2.1%. The budget was also to include a further 1% increase for fiscal strategies and infrastructure. This report presents the 2018 draft Operating Budget for review by Budget Committee. The 2018 draft operating budget recommended by staff results in a total tax levy pressure of 1.9% which is 0.2% lower than the maximum ceiling allotted by Council resulting in a total of $94,800 being available for additional Council funding decisions within the original target. This recommended budget: • respects council’s defined tax pressure ceiling; • addresses current budget underfunding in identified areas; • provides the Library Board, the Cultural Centre Board, and the Historical Society with their designated budget funding amounts; General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 1 of 21 November 7, 2017 Page 2 of 10 Report No. FS17-046 • continues with the town’s phase-in budget strategy for the Fire Services expansion; • supports Council’s fiscal strategy objectives of reducing the town’s reliance upon Supplementary tax and hydro fund proceed revenues; as well as continuing to grow the Town’s contributions in support of its infrastructure renewal. Background At its meeting of July 4, 2017, Council adopted the following resolutions arising from staff Report No. FS17-023: THAT the increase for the Aurora portion of the residential tax bill for the 2018 Base Operating budget be limited to the reported 12 months to June 2017 Consumer Price Index (CPI) for the Toronto Area; and THAT all fees, rates and charges be indexed by the same CPI reported value unless precluded by legislation, and new revenue sources identified where possible; and THAT new tax revenue from new buildings be incorporated into the base budget and be used to extend existing service levels to these new properties, residents and businesses; and THAT for strategic priorities separately identified by Council, a further increase be levied for such new funding; and THAT once the CPI factor is known, and the growth estimated, the Finance Advisory Committee provide each of the Library Board, the Cultural Centre Board, and the Historical Society a designated 2018 budget funding amount for their respective budget development work; and THAT a “current plus three year forecast” operating budget be prepared, and include a staffing needs analysis and forecast for the same period. THAT the phase-In budget strategy currently approved for Fire Services expansion be funded from within the inflationary and growth components of the Base Operating Budget, as applicable, with any excess planned increase being a separate component of the overall tax increase; and General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 2 of 21 November 7, 2017 Page 3 of 10 Report No. FS17-046 THAT in addition to the base budget increase for inflation, up to 1% dedicated Fiscal Strategy tax levy increase be imposed to fund additional contributions to Infrastructure Reserves in accordance with the long range fiscal strategies adopted in the recent 10 Year Capital and Asset Management Plan, and any other fiscal strategy items. Analysis Draft budget prepared by staff allows funding room for subsequent Council funding decisions Staff are pleased to present the draft 2018 Operating Budget which reflects Council’s direction, resulting in an average town share tax increase of 1.9% plus 1% for fiscal strategies for residential properties, representing an amount that is 0.2%, or $94,800, below Council’s defined tax pressure target of 3.1%. Budget Committee will be able to allocate the $94,800 towards budget options and service changes and still maintain the budget target of 3.1%. The 12 month June to June CPI for the Toronto area was recently reported by Statistics Canada at 2.1% (data table 326-0020, filtered to Toronto only). This is the reference index approved by Council for use in the annual budget process. Key funding pressures identified have been addressed The following items of key interest to Council have been reflected in the draft budget: 1. Funding of estimated incremental salary and benefit costs of $605,000 that are anticipated as a result of the province’s proposed changes to Employment Standards legislation should they be approved. 2. Funding of increased costs arising out of town’s new waste collection contract which will become effective in 2018. 3. The continued implementation of funding strategy that addresses current budget underfunding in identified areas such as utilities, part time and full time salaries, and certain program revenue line items. 4. Increased contributions to infrastructure reserves equal to 0.5% of tax levy. 5. Reduced reliance on interest from hydro proceeds reserve fund, reducing last year’s reliance of $100,000 to zero for 2018. 6. Reduced planned reliance on supplementary tax revenues in accordance with our financial strategy by $75,000 to only $350,000 for 2018. 7. Continued phase-in of expected cost increases for the expanding Central York Fire Services. The Town had previously adopted a phase-in strategy of increasing fire services budget by 1.3% of Aurora’s tax levy each year for six years. In past years, the phase-in approach has resulted in the Town’s budget General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 3 of 21 November 7, 2017 Page 4 of 10 Report No. FS17-046 for fire being higher than actual in each year. For 2018, the fire budget has been more closely aligned with the draft budget of CYFS. 8. All rates, fees, and charges of the Town have been indexed where permissible by 2.1% representing inflation as reported for the 12 month period July, 2016 to June, 2017. 9. All revenue estimates have been carefully considered in the context of the inflated rates and fees, as well as expected activity volumes and reflected in the budget. Anticipated new revenues were quickly consumed by identified budget pressure areas Attachment #6 outlines the anticipated new revenues, and the immediate commitment of those revenues to the above items and others, being new and incremental costs expected for 2018. After allocating new revenues to all of these pressures, there were no new revenues left to allocate to operational expense increases resulting from inflation for all other costs of the town. Departments were asked to find savings in other line items in order to absorb inflation to the best of their ability. Ultimately, staff were able to hold the line, except for a total net increase of $226,600 on these other pressures. The cost increases of the new waste management contract have been phased in over two years using tax rate stabilization reserves as endorsed recently by the Finance Advisory Committee. The cost increases of the new pending labour legislation have been phased-in over two years using tax rate stabilization reserves also as recommended by the Finance Advisory Committee. This approach will allow the legislation to become clear, the impacts fully quantified and allow the Town to consider alternative methods of financing the remaining portion of these new costs, possibly through user rate increases, further tax increases or a combination of both. The 2018 budgetted draw from the Tax Rate Stabilization reserve fund for these two aforementioned items is $569,000. The balance in this reserve fund is currently $3.77 million prior to this draw. Despite the above constraints, staff have been able to achieve a base budget reflecting a 1.9% tax levy increase by utilizing new growth revenues arising from the recent growth of the 2C area, together with the above noted revenue changes, as well as constraining wherever possible the costs of operations of the Town. A further 1% increase has been included as directed by Council to fund fiscal strategies such as increased contributions to infrastructure reserves and further reduction in the town’s reliance upon hydro fund investment proceeds and supplementary tax revenues. A further 0.2% in funding room within the original target of 3.1% remains available for subsequent Budget Committee decisions. By having a clear direction from Council, General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 4 of 21 November 7, 2017 Page 5 of 10 Report No. FS17-046 staff were able to focus their attention to developing a budget which would meet Council’s goal. Attachment #2 outlines the operating expenses of each department, net of their respective non-tax revenues. The total Net Operating budget area of the schedule shows the distribution of the total proposed 2018 tax revenue of $44,454,900. Attachment #3 outlines all revenues by type, showing the total combined revenues of $64,050,600. Attachment #4 shows this information in tabular format in addition to staff’s projected operating budget requirements for three outlook years (2019 to 2021). While Attachment #4 also shows the Town’s draft budget requirements for 2019-2021, these figures have been included for illustrative purposes only. Staff are committed to producing budgets for these outlook years that fall within established Council mandates such as the one approved by Council for this budget in July. Attachment #5 outlines graphically the key budget pressures and influences encountered in compiling the 2018 budget, ending with a 3.1% tax increase which includes the available 0.2% in additional funding available for subsequent Council decisions. The nine previously noted budget highlights are included in these graphics. The presented graphics flow from the bottom left corner of the page upwards, then right, and back down to the bottom right corner of the page. A more detailed summary of the Town’s key 2018 operating budget pressures are presented under Attachment #6. The 2018 operating budget binder will be distributed today, and its contents will be made available on the Town’s website shortly thereafter. Tab #15 of the Budget Binder includes a 2017 departmental objectives scorecard which will be distributed to the committee prior to its first review meeting scheduled on November 18th. Binder Tab #3 captures a summary of the 2018 Budget Option Decision Units that have not been included in the Town’s currently proposed draft operating budget as well as a summary of the cost neutral new staffing items that have been included in the draft operating budget. Also included under this tab is a detailed business case for each of the items listed. Binder Tabs #4 to #14 contain the business plans and information regarding each operating department of the Town. Each department’s 2018 objectives are captured in their respective departmental business plans. Some of the highlights of these objectives include: • Lead the development of an expanded economic development mandate and the creation of an Office of Economic Development; • Work with the Economic Development Board to prepare a community wide economic development strategy; • Lead the Town’s development of its Cultural Precinct and Library Square; • Implementation of recommendations coming out of the Cultural Master Plan; • Implementation of three year plan for the Aurora Museum & Archives; General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 5 of 21 November 7, 2017 Page 6 of 10 Report No. FS17-046 • Development of a Public Art Policy; • Implementation of the new Facility Advertising and Sponsorship Program; • Detailed design and tender preparation for Wildlife Park; • Advancement of recommendations from the Parks & Recreation Master Plan and Sports Plan; • Prepare neighbourhood development guidelines; • Facilitation and oversight of the 2018 election including the implementation of internet voting; • Implementation of an alternative animal control and shelter service delivery model; • Continue to expand the Town’s customer service relationship (CRM) and telephony tools; • Implementation of e-billing for water utilities; • Initiate the implementation of a Town wide stream erosion management plan; • Conduct a review of the winter roads and sidewalk maintenance operation to determine if resources are sufficient to sustain established service levels; • Initiate the review of the condition of the town’s existing linear infrastructure other than roads which were completed in 2016; • Complete review of Towns’ methodology for calculating its stormwater rates; Advisory Committee Review The Financial Advisory Committee is not charged with reviewing the annual operating budget, however they are charged with reviewing the detailed budgets of each Town department on a rotating basis. This approach allows the Budget Committee to focus their review on the key changes and pressures arising in the annual budget, while relying upon the work of the Finance Advisory Committee in regards to the review of each department’s ongoing core operating budget details. Attachment #1 includes a recent summary report of the work of the Finance Advisory Committee and the outcomes of its detailed reviews. The Finance Advisory Committee was apprised of the budget pressures outlined in Attachment #6, and the use of stabilization reserves in order to phase-in the new costs arising from the new waste collection contract and the newly proposed labour legislation which were endorsed by the Committee. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 6 of 21 November 7, 2017 Page 7 of 10 Report No. FS17-046 Financial Implications Residential tax bill impacts align close to inflation Residential tax bills contain three different property taxes. Taxes collected for provincial education purposes represents approximately 20.6% of a residential tax bill, while taxes for York Region are approximately 42.9%, with the remaining 36.5% being retained by the Town for Town purposes. The Town’s 3.1% tax increase budget adds $9.82 per year to the town share of the tax bill for each $100,000 of assessment, or less than $50 for a home assessed at $500,000. For the average Aurora home assessed at $770,000, this budget will add $76 per year for the Town share of the tax bill. For reference, Attachment #7 sets out a history of Aurora’s tax rate increases in recent years. When combined with the York Region’s expected 2.35% tax rate and the revenue neutral education rate to be set by the Province (not until April 2018), the expected combined tax impact to a residential property is 2.07%. The June 2016 to June 2017 CPI index for Toronto was 2.1% (Statistics Canada CANSIM table 326-0020 filtered to Toronto only). Total operating budget expenditures surpass $64 million The proposed budget sets out planned expenditures totalling $64,050,600 including $94,800 in expenditures yet to be allocated by Council, funded with non-tax revenues of $19,595,700, such as investment income, user fees, Federal Gas Tax grants, and fines & penalties. The remaining $44,454,900 requirement is to be raised through property taxes, requiring a 3.1% average tax increase. Three major budget pressures are addressed as part of staff’s recommended 2018 operating budget. Those pressures being the anticipated financial impacts resulting from the province’s proposed changes to Employment Standards legislation via its “Fair Workplaces, Better Jobs Act, 2017” (“Bill 148”) estimated at $605,000, incremental costs of $518,000 arising out of the Town’s new waste collection contract, and the continued right sizing of current budget underfunding in identified areas such as utilities, part time and full time salaries, and certain program revenue line items. Staff are presenting service increase options for consideration at extra cost A suite of 2018 budget options totaling $234,560 which relate to town service enhancements are presented for the budget committee’s consideration over and above staff’s recommended core 2.9% tax pressure. The $94,800 or 0.2%, being the currently unallocated amount within Council’s defined tax threshold pressure of 3.1% can be General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 7 of 21 November 7, 2017 Page 8 of 10 Report No. FS17-046 used to fund some of these. Any funding allocated towards these options beyond the $94,800 will result in tax rate increases above the 3.1% level should Budget Committee so choose. The list of budget options which have not been included in the current proposed operating budget includes all of the operating budget type requests which were received from community stakeholder groups at the Town’s May 31, 2017 Community Budget Consultation meeting. The details for all of these budget decision units can be found in Tab #3 of the 2018 budget binder package. Communications Considerations This report will be posted to the Town’s Budget and Financial Information web page for transparency and accountability as part of the overall annual budget communications and engagement plan. Each budget meeting will be separately communicated through various channels to the community, including a synopsis of the topics planned. A final press release with budget highlights will be issued upon approval by Council. Budget Committee meetings for review of the 2018 Operating Budget have been set as follows: 1. Saturday November 18, 2017, 9:00 a.m. (expected to last until approximately 4:00 p.m.) 2. Monday November 20, 2017, 7:00 p.m. (cultural partners presentations) 3. Monday November 27, 2017, 7:00 p.m. Budget meetings may be cancelled or added, or starting times changed by the Chair. All meeting updates will be reflected on the Town’s website as soon as changes are approved. Link to Strategic Plan Developing the annual budget supports all aspects of the Strategic Plan. Specifically, this report supports the Plan principles of Leadership in Corporate Management, Leveraging Partnerships, and Progressive Corporate Excellence and Continuous Improvement. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 8 of 21 November 7, 2017 Page 9 of 10 Report No. FS17-046 Alternative(s) to the Recommendation 1. None: General Committee will consider the presented draft budget in detail, reviewing materials from each operating department, as well as materials presented by the Library Board, the Aurora Cultural Board, and the Aurora Historical Society. Shortly, the approved 2018 detailed budget for Central York Fire Services, as reviewed and recommended by the Joint Council Committee will be presented to Committee for comment. The Committee may make recommendations for changes to the 2018 draft budget at any time during its review process. Conclusions Council established a budget target for the 2018 operating budget of inflation plus 1% in support of fiscal strategies, representing a maximum 3.10% tax increase. Staff have responded in developing a comprehensive budget producing a lower total required core tax increase of 2.9%; making available 0.2%, or $94,800 within Council’s defined maximum allotted spending increase ceiling in order to fund subsequent Council funding decisions. Of this recommended tax levy increase, 1.9% relates to the town’s core operations; the remainder of 1.0% is fiscal strategy driven. As directed, all revenue rates, fees and charges have been indexed for inflation wherever possible. All operating lines continue to be examined for opportunities for constraint, while maintaining services to our growing community. All revenue targets were examined for expected volumes of activities. Through careful review, the 2.9% tax increase budget meets all of Council’s criteria and goals set out in their directives to staff. During the past year, staff have heard of a number of new service level initiatives suggested by members of Council as well as from its public consultation which was held on May 31, 2017. Where these are indeed new service levels or enhancements, staff have identified costs and details, however have not included these in the 2.9% draft budget. These items are separately described as Budget Option Decision Units, as these can be selected for funding by Council individually. Funding requirements for any chosen by Council can firstly be funded with the remaining 0.2% in tax rate increase room within Council’s defined maximum allotted tax rate increase of 3.1%, with any remaining excess requirements representing a required tax increase over and above 3.1%. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 9 of 21 General Committee Meeting Agenda Tuesday, November 7, 2017Item R4 Page 10 of 21 Subject: Summary of the key findings / outcomes to date arising from the Finance Advisory Committee’s rotating annual departmental detailed budget reviews Prepared by: Jason Gaertner, Manager, Financial Planning Department: Financial Services Date: September 27, 2017 Recommendation 1.That Report No. FS17-042 be received for information. Executive Summary The purpose of this report is in response to the Finance Advisory Committee’s (FAC) request that staff provide it with a summary of the key findings / outcomes to date arising from the FAC’s rotating annual departmental detailed budget reviews. Background As per Council’s approved budget review and approval process, the Finance Advisory Committee commenced its rotating annual departmental detailed budget reviews with the Parks, Recreation & Cultural Services (PRCS) department at its February 16, 2016 scheduled meeting. The agenda materials for this review and all subsequently completed reviews included the following core information: a.Line by line details, including grouping summaries of identified areas of Committee interest; • b.2016 Business Plan; and c.A presentation by each Director on the approaches used to prepare their budget. To date, the FAC has completed departmental detailed budget reviews for the following list of departments: •Parks, Recreation and Cultural Services commencing on February 16, 2016; • • Corporate Accounts commencing on May 24, 2016; •Planning and Building Services (PBS) commencing on March 22, 2017; Attachment #1 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 11 of 21 Analysis The FAC’s departmental detailed budget reviews are bearing results Over the course of its detailed departmental budget reviews, the FAC has made several key findings which have resulted in multiple tangible actions being undertaken by staff. These key findings / outcomes from each of these said completed departmental detailed budget reviews to date are as follows: Parks, Recreation & Cultural Services •It was determined that the Town’s community program delivery contracts budgets was insufficient. It was also noted that select recreational program revenue targets had become out of alignment with reality. The FAC concluded that right- sizing of these items was in order. This finding has resulted in the formal right-sizing of both the community programs delivery contract budgets and select recreational program revenue targets as part of the 2017 Operating Budget. •Identified a few categories of community programs that were being excessively subsidized by the Town and agreed to explore options for addressing through strategies such as further user fee rate increases, select program discontinuation, boosting of alternative revenue sources and consideration of a more selective program subsidization framework. This finding has resulted in staff increasing select community program 2017 user fee rates and significantly expanding planned sponsorship revenues as part of the 2017 Operating Budget. In addition, staff developed and brought to the FAC for its review and comment a draft comprehensive community program subsidization policy / framework entitled Aurora Assist. •It was noted that the flat rate billing of PRCS’ Park Operations division for Town Park water consumption was placing a material pressure on this division’s operating budget. This finding has resulted in the discontinuation of the flat rate billing of Park Operations for Town Park water consumption as part of the 2017 Operating Budget. •Recognition that uncontrollable staffing activity such as staff turnover, maternity leave, long term sick leave, etc. has a material impact on the Town’s operating budget financial performance and that mitigating measure(s) need to be explored. Attachment #1 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 12 of 21 This finding has resulted in Council’s approval of a reserve fund strategy for the management of uncontrollable External Legal and Occasional Human Resources Expenses in June, 2017. •It was acknowledged that uncontrollable development driven revenues can materially impact the financial results of the Town and consequently, staff should examine ways to address this. This finding has resulted in staff modifying the way in which both budget information and financial results are presented to Council. •Identified a need for the Town to re-visit its Key Performance Indicators (KPIs) and more effectively link them to financial results. This finding has resulted in staff commencing a review of all existing Town KPIs which continues to be in progress at this time. •It was noted that there will be a material increase in resident demand for the Town’s recreational and community program services in the near future driven by the recent high rate of growth that the Town has been experiencing. It was suggested that the Town should explore a strategy for preparing for this expected growth similar to one being utilized Fire Services being a phasing in of the anticipated resultant increased service delivery costs ahead of the actual requirements arising. This finding has resulted in staff planning to explore a strategy of this nature to be commenced as part of the 2019 Operating Budget, which will begin to phase-in any incremental anticipated costs for the ongoing operation of the planned new community centre being planned. Corporate Accounts •The FAC obtained a greater understanding of the accounts that are captured under the Corporate Accounts and why. Planning & Building Services •It was recognized that the Planning & Building Services department’s funding model is presently heavily reliant upon uncontrollable development driven revenues. Consequently, staff need to ensure that they are effectively projecting these revenues into the short to medium term future and that they devise a strategy for reducing the Town’s reliance upon these revenues. This finding has resulted in staff further enhancing their longer term development driven revenue projections; which included a report to Council Attachment #1 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 13 of 21 on the Town’s long term development activity projections in May, 2017. In addition, staff plan to devise and implement a formal strategy that will progressively wean the Development Planning division off of its operating budget reliance upon development driven revenues. Financial Implications There are no immediate financial implications arising from this report. Communications Considerations This report will be posted to the Town’s Budget and Financial Information web page for transparency and accountability. Link to Strategic Plan Having the FAC undertake its rotating annual departmental detailed budget reviews contributes to achieving the Strategic Plan guiding principle of “Leadership in Corporate Management” and improves transparency and accountability to the community. Alternative(s) to the Recommendation 1.The FAC may request additional information from staff. Conclusions The Finance Advisory Committee has now completed a detailed budget review for three of the town’s departments. These reviews have proven to be quite fruitful, generating multiple key findings which have contributed directly to the betterment of the town’s financial planning and reporting framework. Staff recommend that this report be received. Attachments None Attachment #1 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 14 of 21 General Committee Meeting Agenda Tuesday, November 7, 2017Item R4 Page 15 of 21Attachment #1 Attachment 2 Town of Aurora 2018 DRAFT Operating Budget Net Tax Funding by Service Shown in $000's Planning & Building Services $345.0 1% Infrastructure & Environmental Services $13,623.4 30% Parks, Recreation & Cultural Services $4,329.3 10% Internal Support Services $6,663.0 15%Contributions to Infrastructure $5,053.4 11% Central York Fire Services $10,484.2 24% Town of Aurora Library Board $3,861.8 9% Unallocated Council Funding Room $94.8 0% Total: $ 44,454.9 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 16 of 21 Attachment 3 Town of Aurora 2018 DRAFT Operating Budget Total Revenues by Source Shown in $000's * User Fees include revenue received in relation to the utilization of the town's various service offerings such as its parks and facilities, building permit issuances and development application fees. Total Tax Levy (44,454.9) 69.4% User Fees* (12,726.6) 18.3% Grants & Gas Tax (2,752.2) 4.3% Reserve Draws (2,511.9) 3.9%Investment Income (1,600.0) 2.5% Fines & Penalties (1,005.0) 1.6% Hydro Fund Proceeds (0.0) 0.0% Total: $ 64,050.6 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 17 of 21 Town of Aurora Four Year Operating Budget Recommended Funding Levels ( 2018 - 2021 ) SUMMARY BY DEPARTMENT 2017 Shown in $000's Approved Budget (adjusted) Gross Expenses Est. Inflation / Growth 1.42%4.20%5.00%4.10% Council 561.9$ 606.6$ (44.7)$ 616.9$ (10.3)$ 627.7$ (10.8)$ 638.9$ (11.2)$ CAO's Office 1,221.7$ 1,214.0$ 7.7$ 1,251.9$ (37.9)$ 1,309.5$ (57.6)$ 1,335.4$ (25.9)$ Corporate Services 7,499.2$ 7,681.1$ (181.9)$ 7,958.5$ (277.4)$ 8,193.0$ (234.6)$ 8,430.8$ (237.8)$ Election 2018 82.5$ 476.4$ (393.9)$ 105.0$ 371.4$ 105.0$ -$ 105.0$ -$ Financial Services 1,948.7$ 2,064.7$ (116.0)$ 2,064.4$ 0.3$ 2,119.7$ (55.3)$ 2,171.1$ (51.3)$ Planning and Building Services 4,665.1$ 4,810.9$ (145.8)$ 4,665.9$ 145.0$ 4,411.3$ 254.6$ 4,509.0$ (97.8)$ Infrastructure & Environmental Services 14,539.1$ 15,396.0$ (856.9)$ 16,152.4$ (756.4)$ 16,739.1$ (586.7)$ 16,801.1$ (62.0)$ Parks, Recreation & Cultural Services 9,253.9$ 9,593.5$ (339.6)$ 9,897.9$ (304.4)$ 10,097.6$ (199.7)$ 10,318.3$ (220.7)$ Corporate Expenses 7,050.1$ 7,766.6$ (716.6)$ 8,225.0$ (458.4)$ 8,441.4$ (216.4)$ 8,378.5$ 62.9$ Fire Services 10,225.0$ 10,484.2$ (259.2)$ 11,074.2$ (590.0)$ 11,694.7$ (620.5)$ 11,933.3$ (238.6)$ Library Operations 3,767.7$ 3,861.8$ (94.1)$ 3,920.0$ (58.2)$ 3,998.4$ (78.4)$ 4,078.3$ (79.9)$ Reserved for Council Funding Decisions -$ 94.8$ (94.8)$ -$ - -$ -$ -$ -$ Gross Expenditures 60,814.8$ 64,050.6$ 531.9$ 65,932.1$ (1,881.5)$67,737.4$ (1,805.3)$ 68,699.7$ (962.3)$ Gross Revenues Council -$ -$ -$ -$ -$ -$ -$ -$ -$ CAO's Office -$ (0.3)$ 0.3 (0.3)$ -$ (0.3)$ -$ (0.3)$ -$ Corporate Services (372.3)$ (378.4)$ 6.1 (377.1)$ (1.3)$ (382.3)$ 5.2$ (383.5)$ 1.2$ Election 2018 -$ (368.9)$ 368.9 -$ (368.9)$ -$ -$ -$ -$ Financial Services (181.4)$ (202.7)$ 21.3 (202.7)$ 0.0$ (204.3)$ 1.6$ (205.5)$ 1.2$ Planning and Building Services (4,696.0)$ (4,465.9)$ (230.1) (3,932.8)$ (533.1)$ (3,493.2)$ (439.6)$ (3,493.4)$ 0.2$ Infrastructure & Environmental Services (1,799.3)$ (1,772.6)$ (26.7) (1,527.7)$ (245.0)$ (1,363.5)$ (164.2)$ (1,321.1)$ (42.4)$ Parks, Recreation & Cultural Services (5,354.8)$ (5,264.2)$ (90.6) (5,294.4)$ 30.2$ (5,367.3)$ 72.9$ (5,454.0)$ 86.7$ Corporate Revenues (6,589.3)$ (7,142.6)$ 553.3 (7,845.6)$ 703.0$ (7,762.2)$ (83.4)$ (6,123.9)$ (1,638.3)$ (18,993.1)$ (19,595.6)$ 602.5$ (19,180.6)$ (415.1)$ (18,573.1)$ (607.5)$ (16,981.7)$ (1,591.4)$ Taxation Base (41,821.7) (41,821.7)$ (44,454.9)$ (46,751.5)$ (49,164.3)$ Taxation - Growth from New Assessmen - (1,296.5)$ 1,296.5 (889.1)$ 889.1 (935.0)$ 935.0 (983.3)$ 983.3 Gross Revenues (60,814.80)$ (62,713.8)$ 1,899.0$ (64,524.6)$ 474.0$ (66,259.6)$ 327.6$ (67,129.3)$ (608.1)$ Net Expenditures/(Revenues) Council 561.9$ 606.6$ (44.7)$ 616.9$ (10.3)$ 627.7$ (10.8)$ 638.9$ (11.2)$ CAO's Office 1,221.7 1,213.7 8.0 1,251.6 (37.9)$ 1,309.2 (57.6)$ 1,335.1 (25.9) Corporate Services 7,126.9 7,302.6 (175.8) 7,581.4 (278.7)$ 7,810.7 (229.4)$ 8,047.3 (236.6) Election 2018 82.5 107.5 (25.0) 105.0 2.5$ 105.0 -$ 105.0 - Financial Services 1,767.3 1,862.0 (94.7) 1,861.7 0.3$ 1,915.4 (53.7)$ 1,965.6 (50.2) Planning and Building Services (30.9) 345.0 (375.9) 733.1 (388.2)$ 918.1 (184.9)$ 1,015.6 (97.5) Infrastructure & Environmental Services 12,739.8 13,623.4 (883.6) 14,624.7 (1,001.3)$ 15,375.6 (750.9)$ 15,480.0 (104.4) Parks, Recreation & Cultural Services 3,899.1 4,329.3 (430.2) 4,603.4 (274.2)$ 4,730.3 (126.8)$ 4,864.3 (134.0) Corporate Revenues & Expenses 460.8 624.0 (163.3) 379.4 244.6$ 679.2 (299.8)$ 2,254.6 (1,575.4) Fire Services 10,225.0 10,484.2 (259.2) 11,074.2 (590.0)$ 11,694.7 (620.5)$ 11,933.3 (238.6) Library Operations 3,767.7 3,861.8 (94.1) 3,920.0 (58.2)$ 3,998.4 (78.4)$ 4,078.3 (79.9) Reserved for Council Funding Decisions - 94.8 (94.8) - 94.8$ - -$ - - 41,821.7$ 44,454.9$ (2,633.2)$46,751.5$ (2,296.6)$49,164.3$ (2,412.8)$ 51,718.0$ (2,553.7)$ Taxation (41,821.7)$ (43,118.2) 1,296.5$ (45,344.0) 889.1$ (47,686.5) 935.0$ (50,147.6) 983.3$ Proposed Tax Increase - (1,336.7) 1,336.7 (1,407.5) 1,407.5$ (1,477.8) 1,477.8$ (1,570.4) 1,570.4$ NET -$ -$ -$ -$ -$ -$ -$ -$ -$ Tax Pressure Change Core Operations 2.1%2.1%2.1%2.1% Fiscal Strategy 1.0%1.0%1.0%1.0% Total Anticipated Tax Levy Increase 3.1%3.1%3.1%3.1% * Assumed Tax Revenue Growth:3.1%2.0%2.0%2.0% 2018 2019 2021 Attachment 4 Recommend Budget Dollar Change 2020 Recommend Budget Dollar Change Recommend Budget Dollar Change Recommend Budget Dollar Change General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 18 of 21 Attachment 5 Town of Aurora 2018 Draft Operating Budget KEY BUDGET DRIVERS Reduction in Development Related Revenues 0.6% Proposed Provincial Labour Legislation 0.6% Waste Collection Contract 0.7% Current Budget Right-Sizing 1.9% Other Growth & Inflation 0.7% Taxes from New Growth Less: 3.1% Increased Infrastructure Renewal Funding 0.5% Net Tax Increase Before Fiscal Strategies 2.0% Reduce Supp & Hydro Interest Reliance 0.4% Reserved for Budget Options 0.2% Net Tax Increase 3.1% Increase for Fire Services 0.6% General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 19 of 21 New Revenue for 2018 (As per Council's Direction) Growth Revenue (3.1% assessment growth forecast)1,296,500$ Tax Levy Increase (based on CPI of 2.1% plus 1% -- Total 3.1%)1,336,700 non-tax revenue CPI 200,800 Estimated New Revenue 2,834,000$ Allocation to Known Incremental Financial Requirements Fiscal Strategies Corp. Expenses Cash to capital increase - fiscal strategy (215,600) Corp. Revenues Hydro interest and supplementary tax reduction - fiscal strategy (175,000) Past Council Commitments Various COLA and steps all union & FT non-union staff (462,300) Corp. Revenues Reduced Rate Stabilization Draw: Final Phase-in of 2017 'right size' Adjustment (437,000) Fire Services Fire increase in funding (planned 1.3% of tax levy reduced by staff)(259,200) Various 2017 approved position annualization (149,700) Council Council salary 'gross up'(65,000) Corp. Services Election 2018 funding short-fall (25,000) PRCS Canine commons (16,000) PRCS / IES NET Savings from the closure of 52/56 Victoria Street (before potential subsidies)47,700 PRCS Tax savings soccer dome 40,500 New Pressures on Budget Corp. Expenses New Provincial labour legislation impact - Bill 148 (605,000) IES New waste management contract increase (518,000) IES Budget correction electricity streetlights and facilities (380,800) PBS Reduced Planning & Development revenue (244,300) PRCS / Library Cultural partners allocation increase (106,000) PRCS Lost rental revenue from Library Building (26,700) PRCS Park Operations reduced reliance upon Developer Charges (20,500) Corp. Services Insurance premium increase (17,600) PRCS Lost rental revenue from Holland Room loss (3,600) Corp. Expenses Increase net recoveries from rate supported utility & Bldg budgets 556,600 Various Net all other budget pressures from departments (226,600) Rate Stabilization IES Solid waste: Phase-in $518K over two years 235,000 Corp. Revenues Labour Legislation Phase-in $605K over two years 334,900 569,900 Unallocated Council Contingency Corp. Expenses Reserved for Council funding decisions (94,800) - Unresolved Budget Tax Pressure versus Council's Direction Summary of Key Town 2018 Operating Budget Pressures Attachment 6 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 20 of 21 Town of Aurora 2018 Draft Operating Budget HISTORY OF AURORA TAX RATE INCREASES Attachment 7 7.9%7.9% 4.3% 5.0% 1.8% 2.8% 3.8% 4.8% 3.4% 3.8%3.9% 1.8% 3.1%3.1% 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 Draft General Committee Meeting Agenda Tuesday, November 7, 2017 Item R4 Page 21 of 21 Town of Aurora Information Report No. PBS17-078 Subject: Town of Aurora Official Plan Workplan Update Prepared by: Michael Logue, Program Manager, Economic Planning Department: Planning and Building Services Date: October 17, 2017 In accordance with the Procedure By-law, any Member of Council may request that this Information Report be placed on an upcoming General Committee or Council meeting agenda for discussion. Executive Summary The new Growth Plan policies have come into effect and consultations with York Region on the new policies have begun. The new Growth Plan policies will require closer collaboration between York Region and York’s local municipalities. Revised timelines will extend the Regional Official Plan conformity process to 2020, with local conformity to follow. Aurora’s Official Plan background work not expected to begin now until 2019. Background In February 2015, the Province initiated a co-ordinated review of four prominent Provincial Planning documents: The Growth Plan for the Greater Golden Horseshoe, the Greenbelt Plan, the Oak Ridges Moraine Conservation Plan (ORMCP) and the Niagara Escarpment Plan. Staff comments regarding the co-ordinated review were endorsed by Council and provided to the Province in fall 2016, as per report PBS16- 086. Report PBS17-055 of June 2017 provided a summary of amendments to the land use plans impacted by the Provincial Co-ordinate Land Use Planning Review, which came into effect July 1, 2017. The most substantial changes were to the Growth Plan for the General Committee Meeting Agenda Tuesday, November 7, 2017 Item R5 Page 1 of 4 October 17, 2017 Page 2 of 4 Report No. PBS17-078 Greater Golden Horseshoe, specifically to the section on Building Complete Communities and include: • increases to intensification targets • increases to designated greenfield area density targets • introduction of strategic growth areas • introduction of minimum density targets for major transit station areas • revised policies on employment Analysis With new Growth Plan policies coming into effect July 2017, consultations with York Region on the impact of the new policies have begun. Two meetings have already been held at the staff level between York Region and it’s local municipalities, to discuss the interpretation of the new policies, and their impact at the Regional and local levels. It has become apparent that the new Growth Plan policies will require closer collaboration between York Region and York’s local municipalities. The delineation of precise boundaries for Major Transit Station Areas and Strategic Growth Areas, which will be subject to different density targets, will hopefully be achieved through consensus between York Region and their local municipalities. W e know that Aurora will have at least one Major Transit Station Area at the Aurora GO Station at Wellington Street and Industrial Parkway. There is also the potential for a Strategic Growth Area, essentially an identified priority area for intensification development, in the Aurora Promenade – to be discussed further. There are also Regional-local discussions to be had on the potential identification and delineation of Prime Employment Areas, to be reserved solely for traditional industrial uses such as manufacturing, transportation and warehousing. Timelines extend Regional OP process to 2020, local conformity to follow Timelines have also become clearer, accounting for the Regional work that now needs to be done to conform with the new policies. It’s also been shown that the local conformity work will need to follow after the Regional process. The Region indicates no less than nine major studies to be completed as part of the Municipal Comprehensive Review, beginning in 2017 and taking into part of 2019. A draft updated ROP is not expected until late 2019, and anticipated ROP adoption in mid-2020. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R5 Page 2 of 4 October 17, 2017 Page 3 of 4 Report No. PBS17-078 Next Steps Based on these updated timeliness, Aurora staff now anticipate that local conformity work will not begin until 2019, as the Regional policy direction must be known in advance of preparing our policies to conform to the Regional plan. 2018 will see staff actively engaged in the Regional processes on a staff level, as per the closer local and Regional integration required as per the new Provincial policies. Advisory Committee Review Not applicable. Financial Implications Conformity to the policies of the new Provincial Plans will occur through the Town’s comprehensive official plan review process. There will be costs associated with this process, which have been approved in the Town’s capital budget. Communications Considerations Not applicable. Link to Strategic Plan Advancing the Town and Region’s Offical Plan update processes advances the Strategic Plan goals of supporting an exceptional quality of life for all and supporting environmental stewardship and sustainability are being supported. Several Strategic Plan objectives are also being supported including strengthening the fabric of our community, encouraging the stewardship of Aurora’s natural resources and promoting and advancing green initiatives. Alternatives to the Recommendation Not applicable. This report is intended for information purposes. Conclusions Consultations with York Region on the new Growth Plan policies have begun and will require closer collaboration between York Region and the local municipalities. Timelines have been revised to extend the Regional Official Plan conformity process to 2020, with General Committee Meeting Agenda Tuesday, November 7, 2017 Item R5 Page 3 of 4 General Committee Meeting Agenda Tuesday, November 7, 2017Item R5 Page 4 of 4 Town of Aurora General Committee Report No. CS17-036 Subject: Pre-Budget Approval for the Hiring of an Elections Coordinator Prepared by: Michael de Rond, Town Clerk Department: Corporate Services Date: November 7, 2017 Recommendation 1. That Report No. CS17-036 be received for information; and, 2. That pre-budget approval be provided for a full-time Elections Coordinator for a one-year contract position in advance of the final approval of the 2018 Operating Budget Executive Summary This report seeks pre-budget approval of the 2018 Elections budget to hire an Elections Coordinator for a one-year contract position relating to preparations for the 2018 Municipal Election as well as debrief afterwards; • The position will begin in January and the Coordinator will focus on mostly logistical elections tasks in the build-up to voting day, while also responding to resident questions in a timely fashion. • The Election Coordinator will also be tasked with the Election 2018 debrief. This will be important, as staff are very interested in what works well and not so well with internet voting having been approved in the advanced voting period. Background It has been the Town’s practice to hire an Elections Coordinator for the ten-months preceding an election and for two months post-election. The Election Coordinator manages the day-to-day tasks associated with the election, which allows the Legislative Services department to maintain its normal operations up until a few months before the election. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R6 Page 1 of 4 November 7, 2017 Page 2 of 4 Report No. CS17-036 Analysis Early budget approval of the contract position is required to allow the recruitment to proceed this fall to have a person start the first week of January. Through the pay equity process, the Elections Coordinator has been categorized at a grade 8 level, which has an annual salary range of $67,074 - $82,316. The position will be a one-year contract position which runs from January – end of December 2018. The Elections Coordinator will generally focus on logistical tasks Running an election is a large and logistically complicated project that existing staff do not have the resources to undertake. The hiring of an Elections Coordinator ensures that important election tasks are not overlooked throughout the lead-up to voting day. These tasks are things like accessible floor plans for voting locations, recruiting and training staff working at voting locations and working with our vendor(s) to ensure a successful election. Further to this, the coordinator will be asked to answer the majority of the public’s election related questions within 24 hours of the question being received. The Election Coordinator will also be tasked with the Election 2018 debrief. This will be important, as staff are very interested in what works well and not so well with internet voting having been approved in the advanced voting period. Advisory Committee Review Not applicable Financial Implications The salary and benefits costs for the requested Elections Coordinator is included in the 2018 Elections budget as has been done in past election years. Early approval of the 2018 elections budget funding for this position is required to allow staff to begin recruiting this fall, to have a person available to start in the first week of January, 2018. Due to Council selecting the hybrid option of a paper ballot with tabulators, as well as internet voting in the advanced period, the total budget will be close to $476,000. Staff will be reporting to Council in the near future, as part of the vendor selection process, with firm costs, and a detailed elections budget. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R6 Page 2 of 4 November 7, 2017 Page 3 of 4 Report No. CS17-036 Link to Strategic Plan The hiring of an Election Coordinator helps support an exceptional quality of life for all as it allows the Town to run a successful and accessible election for all. Alternative(s) to the Recommendation 1. That the report be received for information only, thus not approving the hiring of an election coordinator at this time and jeopardizing our ability to be prepared for the 2018 Municipal Election as well as maintaining day-to-day operations. Conclusions Providing the necessary pre-budget approval for the hiring of an Elections Coordinator means that there will be staff dedicated to ensuring a successful election throughout 2018. This will help Legislative Services maintain our day-to-day operations while not sacrificing preparation for the 2018 Municipal Election. Attachments None Previous Reports • CS17-011 – 2018 Municipal Election – Adoption of Voting Method • CS17-019 – Alternative Methods of Election – Further Information Pre-submission Review Agenda Management Meeting review on October 19, 2017 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R6 Page 3 of 4 General Committee Meeting Agenda Tuesday, November 7, 2017Item R6 Page 4 of 4 Town of Aurora General Committee Report No. IES17-035 Subject: Winter Sand/Salt Storage Facility Door Prepared by: Jim Tree, Acting Manager of Operations Department: Infrastructure and Environmental Services Date: November 7, 2017 Recommendation 1. That Report No. IES17-035 be received; and 2. That 2017 Capital Project #72311 – Installation of Sand/Salt Facility Door be approved; and 3. That a total budget of $25,000 be approved for Capital Project #72311 to be funded from the Growth and New Reserve Fund; and 4. That staff be authorized to proceed with Capital Project #72311 – Installation of Sand/Salt Facility Door prior to the 2017/18 winter season. Executive Summary This report seeks Council approval to install a new protective door on the Sand/Salt Storage Facility located at the Joint Operations Center for the following purpose: • There is a need to install a single door on the north wall of the facility Background The subject of this report is specifically addressing the winter de-icing materials storage facility and the need to add a door on the north end of the facility. This particular item was not included in the original design of the storage facility; however, it has become increasingly evident that a door must be added to the building due to the prevailing winds and unwanted precipitation entering into the building. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R7 Page 1 of 7 November 7, 2017 Page 2 of 4 Report No. IES17-035 Analysis One of the most important functions of the Joint Operations Centre (JOC) is the proper storage of our winter sand and road salt materials. To ensure that these materials are stored in the best possible conditions, the JOC building project included a large covered shed for the specific purpose of housing these winter materials in a dry and protected location to prevent spoiling and environmental contamination associated precipitation. There is a need to install a single door on the north wall of the facility The Sand/Salt storage facility was designed with two large openings, one facing north, the other facing south. The purpose of the two doors is to permit the safe access egress to the interior of the storage facility for the lager delivery tractor/trailers and for our own operators to enter and exit the facility without the need to reverse. The design plans for the storage facility did not include doors for these openings and as a result, the northerly door, due to its large opening size, is exposed to the elements and large amounts of precipitation enters the facility. This situation is compounded by the fact that the prevailing northwest winds act to funnel the winds directly through the structure, exiting through the large south door opening (please see attached photos). In the former sand/salt storage facility at the Scanlon Yard, the building was oriented such that the single door faced south and there was no issue with wind or water entering the facility. Staff proposes to install one single door on the north entrance to the facility at the earliest opportunity which will eliminate the current issue and ensure that our winter maintenance materials are kept free of contamination from the elements. The door will remain closed at all times with the exception of delivery of materials and during periods when the facility is actively in use. Advisory Committee Review Not applicable. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R7 Page 2 of 7 November 7, 2017 Page 3 of 4 Report No. IES17-035 Financial Implications Staff have obtained a budget estimate of $25,000 from the representative for the building manufacturer and, subject to Council approval, staff will initiate the competitive procurement process for the supply and installation of the storage facility door. Communications Considerations No external communications required at this time. Link to Strategic Plan This project supports the Strategic Plan Goal of Supporting an Exceptional Quality of Life for All by improving transportation, mobility and connectivity. This project establishes a program that enhances the accessibility and safety of vehicular and pedestrian traffic during the winter season. Alternative(s) to the Recommendation 1. Storage facility door can be deferred to the 2018 Capital Budget deliberations or indefinitely; however, the winter de-icing materials will continue to be exposed to the elements and precipitation until the door is installed thereby degrading the condition of the de-icing materials. Conclusions Having occupied the JOC for just over one year, there are very few unforeseen operational issues that have come to light that can be considered high priority in terms of mitigation. It can be concluded that this particular issue is somewhat unique to the orientation of the storage facility on the site and not in any way linked to the remaining unfinished JOC site works. At tachments Attachment #1 - Photos of the Sand/ Salt Storage Facility General Committee Meeting Agenda Tuesday, November 7, 2017 Item R7 Page 3 of 7 General Committee Meeting Agenda Tuesday, November 7, 2017Item R7 Page 4 of 7 General Committee Meeting Agenda Tuesday, November 7, 2017Item R7 Page 5 of 7 General Committee Meeting Agenda Tuesday, November 7, 2017Item R7 Page 6 of 7 General Committee Meeting Agenda Tuesday, November 7, 2017Item R7 Page 7 of 7 Town of Aurora General Committee Report No. IES17-037 Subject: Award of Request for Proposal 2017-81-IES – For consulting services to develop the Town of Aurora’s Community Energy Plan Prepared by: Christina Nagy-Oh, Program Manager, Environmental Initiatives Department: Infrastructure and Environmental Services Date: November 7, 2017 Recommendation 1. That Report No. IES17-037 be received; and 2. That Request for Proposal 2017-81-IES – For consulting services to develop the Town of Aurora’s Community Energy Plan be awarded to IndEco Strategic Consulting in the amount of $132,660.00, excluding taxes conditional on the capital project No.42809 approval in the 2018 capital budget; and 3. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary To receive Council’s authorization to award RFP 2017-81-IES for consulting services to develop the Town of Aurora’s Community Energy Plan. • RFP 2017-81-IES was issued on August 1, 2017 and closed on August 31 2017. • The evaluation determined that the winning bid was made by IndEco Strategic Consulting with a total bid price of $132,660.00. • The Town was awarded grant funding by the MOECC on August 1st 2017 in the amount of $66,330 which represents 50% of the cost of developing the CEP. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R8 Page 1 of 5 November 7, 2017 Page 2 of 5 Report No. IES17-037 Background A Community Energy Plan (CEP) is a comprehensive long term plan to improve energy efficiency, reduce energy consumption and greenhouse gas. It is developed within the context of the built environment, land use planning, and growth planning and generation and transmission infrastructure. The CEP results in a comprehensive energy plan that fosters a culture of conservation, considers the impact of future growth and options for local clean energy generation and supports economic development by better meeting local energy needs. The CEP will allow the Town of Aurora to integrate energy planning into the land use planning process and help develop longer term energy strategies. The CEP will consist of a Stakeholder Engagement component, followed by a Baseline Energy Study (BSL), Energy Map(s) and the development of a Community Energy Plan (CEP). The CEP will identify opportunities for green energy solutions and conservation measures meant to support local economic development and community objectives of energy and water conservation, waste and greenhouse gas emission reduction. The vision for Aurora’s Community Energy Plan (CEP) is “to achieve a healthy community that is resilient, adaptable, efficient, and economically viable in how it uses and manages energy through new development and retrofits, land use and transportation planning, energy generation (including the use of renewables) and conservation, and industrial processes in order to reduce its reliance on the use of energy and its carbon footprint.” Analysis Proposal evaluations The Request for Proposal (RFP 2017-81-IES) - Consulting services to develop a Town wide Community Energy Plan for the Town of Aurora was issued on August 1, 2017 and closed on August 31 2017. The RFP set out the Terms of Reference for the project which included a description of the scope of work and deliverables. Eighty percent (80%) of the evaluation criteria was made up of: 1. Experience and Qualifications of the Firm and Project Team Members (45%); and 2. Project Understanding, Approach and Methodology (35%). Proponents were required to achieve a minimum score of 70% to proceed to the pricing phase (56 out of 80 possible points). Evaluation of pricing made up twenty percent (20%) of the score. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R8 Page 2 of 5 November 7, 2017 Page 3 of 5 Report No. IES17-037 Proposals were submitted by twelve (12) firms: • A Kennedy Consulting Ltd. • Burman Energy Consultants Group Inc. • FVB Energy Inc. • IndEco Strategic Consulting • Integral Group • Lura Consulting • R&B Cormier Enterprises Inc. • Ramboll Environ • RWDI • Sustainability Solutions Group • Urban Equation Corporation • WalterFedy Six (6) of the firms scored above the 70% threshold and their pricing was open and evaluated. The evaluation team determined that the highest ranked proposal was made by IndEco Strategic Consulting with a cumulative score of 80.8% and total proposal price of $132,660. IndEco Strategic Consulting has successfully completed Community Energy Plans for the City of Markham, Town of Caledon, Region of Waterloo and the City of Kingston to name a few. The project is expected to commence in January 2018. Advisory Committee Review Not applicable. Financial Implications The development of the CEP will cost the town approximately $132,660.00. There is a 2018 budget item to accommodate this cost. Table 2 is a financial summary for Capital Project No.42809 as based on the Proposal submitted by IndEco Strategic Consulting. A grant of $66,330.00 which represents 50% of the cost of developing the CEP was awarded to the Town by MOECC. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R8 Page 3 of 5 November 7, 2017 Page 4 of 5 Report No. IES17-037 It is recommended that $148,495 be provided from the Studies Reserve Fund for the Community Energy Plan. Communications Considerations Not applicable. Link to Strategic Plan Developing a Community Energy Plan will support the Strategic Plan Goal of Supporting Environmental Stewardship and Sustainability and the objectives of encouraging the stewardship of Aurora’s natural resources and promoting and advancing green initiatives. Alternative(s) to the Recommendation 1. Council may choose to not award this project. The Proposal evaluation process meets all requirements of the Procurement By-law and awarding this contract is the next step in fulfilling the requirements of the tendering process. If Council chooses to not award this contract, than the grant received from the MOECC will not be utilized and it is worth $66,330. 2018 Budget 2018 Capital Project No. 42809 $132,660 Less previous commitments $0 Non-refundable taxes (1.76%) $2,335 Sub-Total $134,995 Contingency amount (10%) $13,500 Total Funding Required $148,495 Funded by MOECC Grant $66,630.00 Net Town Funding $81,865.00 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R8 Page 4 of 5 General Committee Meeting Agenda Tuesday, November 7, 2017Item R8 Page 5 of 5 Town of Aurora General Committee Report Subject: Summary of Committee Recommendations Report No. 2017-10 Prepared by: Samantha Yew, Deputy Town Clerk Department: Corporate Services Date: November 7, 2017 Recommendation 1.That Summary of Committee Recommendations Report No. 2017-10 be received; and 2.That the Committee recommendations contained within this report be approved. Heritage Advisory Committee Meeting Minutes of October 16, 2017 1. HAC17-022 – Heritage Permit Application 29 Mark Street File: NE-HCD-HPA-17-15 (a)That Heritage Permit Application NE-HCD-HPA-17-15 for a 118.8 m2 second-storey addition and a 3 m2 rear addition be approved. 2.HAC17-020 – Request to Designate under Part IV of the Ontario Heritage Act, 49 Wells Street “Town Park” (a)That the Town Park located at 49 Wells Street be designated under Part IV of the Ontario Heritage Act as a property of cultural heritage value or interest; and (b)That the Town Clerk be authorized to publish and serve Council's Notice of Intention to Designate as per requirements of the Act; and (c)That the designation by-law be brought before Council for passing if no objections were received within the thirty (30) day objection period as per General Committee Meeting Agenda Tuesday, November 7, 2017 Item R9 Page 1 of 20 October 17, 2017 Page 2 of 2 Committee Recommendations Report No. 2017-09 requirements of the Act; and (d) That the following amendments to the Summary of Heritage Attributes be included: • The overall park setting, including the natural landscape of the existing park; • The presence of a Band Shell; • The presence of a baseball diamond; and, • A playground. 3. HAC17-023 – Doors Open Aurora 2017 – Event Summary Report (a) That the Heritage Advisory Committee extend a thank you to the following individuals and groups for their support of Doors Open Aurora 2017: 1) All site owners/operators; 2) All volunteers and site staff; 3) The Auroran newspaper; and 4) The Mayor, Members of Council, and supporting Town staff. 4. Memorandum from Acting Manager of Parks Re: Tree Removal Permit Application #064 for 52 Centre Street (a) That Tree Removal Permit Application #064 for the removal of one black walnut tree at 52 Centre Street be approved. Attachment 1 – Memorandum from Program Manager, Heritage Planning, Re: Town Park/Armoury Designation and Southeast Old Aurora Heritage Conservation District Study Update Attachment 2 – HAC17-020 - Request to Designate under Part IV of the Ontario Heritage Act, 49 Wells Street “Town Park” General Committee Meeting Agenda Tuesday, November 7, 2017 Item R9 Page 2 of 20 Planning and Development Services Date: February 13, 2013 To: Heritage Advisory Committee of Aurora From: Vanessa Hicks, Program Manager, Heritage Planning Re: Town Park/Armoury Designation and Southeast Old Aurora Heritage Conservation District Study Update RECOMMENDATION THAT the Heritage Advisory Committee receive the following as information. Please be advised that Staff has met with Carl Bray, Consultant for the Southeast Heritage Conservation District Study. The study will move forward after the Sub- Committee has been formed. Also, that on July 9, 2012 the Heritage Advisory Committee requested that staff determine the level of designation currently in place for the Armoury and report back to a future Heritage Advisory Committee meeting. At that time, the Heritage East Aurora Taxpayers requested in writing that the Heritage Advisory Committee designate Town Park as soon as possible, despite the study of the area as a potential Heritage Conservation District. In response to this request, the Armoury located at 89 Mosley Street is currently listed on the Aurora Register of Properties of Cultural Heritage Value or Interest. Town Park is currently not listed or designated, but is considered Parkland and Zoned as Open Space. Staff is currently in contact with the retained heritage consultant for the Southeast Old Aurora Heritage Conservation District Study Area regarding this inquiry and is researching the best possible way conserving this heritage resource as it is located within the study area. MEMORANDUM Attachment 1 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R9 Page 3 of 20 Town of Aurora Heritage Advisory Committee Report No.HAC17-020 Subject: Request to Designate under Part IV of the Ontario Heritage Act 49 Wells Street “Town Park” Prepared by: Jeff Healey, Planner Department: Planning and Building Services Date: October 16, 2017 Recommendation 1.That Report No. HAC17-020 be received; and 2.That the Heritage Advisory Committee recommend to Council: (a)That the Town Park located at 49 Wells Street be designated under Part IV of the Ontario Heritage Act as a property of cultural heritage value or interest; and (b)That the Town Clerk be authorized to publish and serve Council’s Notice of Intention to Designate as per requirements of the Act; and (c)That the designation by-law be brought before Council for passing if no objections were received within the thirty (30) day objection period as per requirements of the Act. Executive Summary The purpose of this report is to provide the Heritage Advisory Committee with all background materials so it can recommend to Council that the lands located at 49 Wells Street be designated as a property of cultural heritage value or interest under Section 29 (Part IV) of the Ontario Heritage Act for its cultural heritage value and interest. •Town Park was purchased by the Village of Aurora in 1867 •Town Park has historically served as a community focal point, hosting hundreds of community events •Town Park is contextually linked to the surrounding neighbourhood, the Queen’s York Rangers and the Wells Street Public School (formerly the Aurora High School) Attachment 2 General Committee Meeting Agenda Tuesday, November 7, 2017 Item R9 Page 4 of 20 October 16, 2017 -2 -Report No. HAC17-020 Background On February 13 2013, a Memorandum was provided to the Heritage Advisory Committee in regards to the heritage status of the Aurora Armoury located at 89 Mosley Street and Town Park located at 49 Wells Street. As the memorandum was prepared during the development of the Southeast Heritage Conservation District Study, staff referred the appropriate means for designation of Town Park to the heritage consultant retained for the study. The following recommendation was provided by the Heritage Advisory Committee: THAT the Heritage Advisory Committee receive the memorandum regarding the Town Park/ Armoury Designation and Southeast Old Aurora Heritage Conservation Study Update; and THAT the Heritage Advisory Committee recommend to Council: THAT the Program Manager, Heritage Planning proceed with the designation of the Armoury located at 89 Mosley Street and the Town Park under Part IV of the Ontario Heritage Act. The Committee recommendation was subsequently approved by Council on February 26 2013. The Armoury was Designated under Part IV of the Ontario Heritage Act by Council on April 22 2014. Location The subject property is located southeast of Yonge Street and Wellington Street East, bounded by Mosley Street to the north, Larmont Street to the east, Metcalfe Street to the south and Wells Street to the west (See Attachment 1). The property is neither a designated or listed property on the Aurora Register of Properties of Cultural Heritage Value or Interest. Existing Policy Context Ontario Heritage Act The Ontario Heritage Act provides municipalities the ability to protect significant Cultural Heritage Resources within its jurisdiction. Conservation measures under the Ontario Heritage Act are outlined in Section 33 of the Act: 33. (1) No owner of property designated under section 29 shall alter the property or permit the alteration of the property if the alteration is likely to affect the property’s heritage attributes, as set out in the description of the property’s heritage attributes that was required to be served and registered under subsection 29 (6) or (14), as the case may be, unless the owner applies to the council of the municipality in which the property is situate and receives consent in writing to the alteration General Committee Meeting Agenda Tuesday, November 7, 2017 Item R9 Page 5 of 20 October 16, 2017 -3 -Report No. HAC17-020 Municipal processes within the Town of Aurora require the owner to submit a Heritage Permit application should a request to alter the property under Section 33 of the Ontario Heritage Act be requested by the owner. Approval of a Heritage Permit is provided either by Council or through staff (via delegation By-law 5365-11). Provincial Policy Statement (2014) The Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest. The PPS identifies that significant built heritage resources and significant cultural heritage landscapes shall be conserved. York Region Official Plan The York Region Official Plan requires local municipalities to conserve significant cultural heritage resources and ensure that development and site alteration of adjacent lands to protected heritage properties will conserve the heritage attributes of the protected heritage property. Aurora Official Plan Section 13 of the Official Plan outlines the policies for conserving Cultural Heritage Resources in the Town of Aurora. The Official Plan states that all significant heritage resources shall be designated as being of cultural heritage value or interest in accordance with the Ontario Heritage Act to ensure effective protection and their continuing maintenance, conservation and restoration. Evaluation Criteria for assessing the cultural heritage value will include: the aesthetic design or physical value; the historical or associative value; and/or the contextual value of the property. Furthermore, the plan states that heritage resources will be conserved in accordance with the Standards and Guidelines for the Conservation of Historic Places in Canada, the Appleton Charter for the Protection and Enhancement of the Built Environment and other recognized heritage protocols and standards. Analysis Historical or Associative Value The original 1853 Plan for Aurora (formerly Machells Corners) comprised of lots for new housing stretching from Yonge Street in the West to Berczy Street in the East. By the mid-1860’s, the lands comprising of Town Park remained vacant, but were quickly becoming a gathering place for Village residents. In 1867, the Village of Aurora purchased from John Mosley, the lots bounded by Mosley Street to the north, Metcalfe Street to the south, Larmont Street to the east and Wells Street to the west. Town Park was the first public park in Aurora. By 1874, a drill shed was constructed for the 12th Battalion of the Queen’s York Rangers at the northeast corner of the Town Park. The Town Park was used as parade grounds for the Queen’s York Rangers from the mid 1870’s to 2014. The Aurora Armoury remains as an important linkage to the Town Park and Aurora’s military past. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R9 Page 6 of 20 October 16, 2017 -4 -Report No. HAC17-020 The Town Park has been a gathering place for Aurora. The Town Park has hosted community-wide events, sporting events, musical performances, fairs and markets. Examples of such events include the Aurora Horse Show, Victoria Day & Dominion Day celebrations and the Aurora Farmer’s Market. The Town Park continues to serve as an important gathering place for the community. Events, markets, festivals and celebrations continue to attract residents and visitors. Architectural Value The Town Park has historically comprised of recreational open space for Aurora citizens and a parade ground for the Queen’s York Rangers. By 1950, the first permanent structure was constructed on the lands, a band shell, which was donated by the Aurora Lions Club and located at the northwest quadrant of the Town Park. The Band Shell would be constructed in two phases: the first was the concrete stage completed in 1950 and the second was an arched roof, supported by curvilinear steel beams, this phase was completed in 1962. The park is lined with mature deciduous trees such as Red Oaks and Sugar Maples around the perimeter of the Town Park, immediately west of the Armoury and along the east-west walking path. Many of the trees around the perimeter of the park are over 100 years old. It is noted that approximately six (6) Norway Maples exist within Town Park. Although the existing Norway Maples are to be preserved, Parks and Recreation staff have noted that Norway Maples are an invasive species within Aurora. Contextual Value Situated within the heart Southeast Old Aurora neighborhood, Town Park can be considered as a well-known landmark that has defined the residential character and history of Aurora. Town Park is contextually linked to the surrounding neighborhood as it serves as a recreational use for the Southeast Aurora residents. The Town Park is contextually linked to the identity of Aurora as it serves as a focal point for frequently occurring concerts, events, festivals and markets attended by residents from across the municipality and beyond. Town Park was utilized as a parade ground for the Queen’s York Rangers between 1874 and 2014, therefore is contextually linked to the Aurora Armoury and Aurora’s military past. Furthermore, Town Park is contextually linked to the former Wells Street Public School for its use as a play area from 1892 to 2010. The current configuration of the east-west walking path and trees leading from Wells Street into Town Park is symmetrical with the main entrance to the former Wells Street Public School. This creates a significant vista looking west towards Wells Street. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R9 Page 7 of 20 October 16, 2017 -5 -Report No. HAC17-020 Existing Structures and Sports Fields Town Park comprises of a series of structures all built in the late 20th or early 21st Century. The existing Band shell and community washrooms were constructed in 2002, the existing playground has been generally located in the southeast quadrant of Town Park since the 1940’s, however a modern play area has existed in its current location since the mid-1990’s. Both a hardball and a softball diamond existed together at Town Park with the Softball diamond continuing to exist at the southwest quadrant of the property. Understanding that these structures and recreation areas are modern Town facilities, the structures themselves carry no particular historical value. However, these structures carry considerable contextual value given their role as gathering places for the community through music, recreation, festivals or sports. Financial Implications There are no financial implications associated with this report. Communications Considerations A Notice of Intent to Designate and a Notice of Passing of a Designation By-law is required to be issued in the local newspapers in keeping with the Ontario Heritage Act. Link to Strategic Plan The conservation of heritage resources supports the Strategic Plan goal of Supporting an Exceptional Quality of Life for All through its accomplishment in satisfying requirements in objective Celebrating and Promoting our Culture. Alternatives to the Recommendation None. General Committee Meeting Agenda Tuesday, November 7, 2017 Item R9 Page 8 of 20 General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 9 of 20 General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 10 of 20 Attachment 2General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 11 of 20 General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 12 of 20 General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 13 of 20 General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 14 of 20 General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 15 of 20 General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 16 of 20 General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 17 of 20 General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 18 of 20 General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 19 of 20 General Committee Meeting Agenda Tuesday, November 7, 2017Item R9 Page 20 of 20 Notice of Motion Councillor John Abel Date: November 7, 2017 To: Mayor and Members of Council From: Councillor Abel Re: Affordable Housing Plan Whereas, the province has legislated the Affordable Housing Act 2016, an Act that allows for a Strategy to meet demands for affordable units; and Whereas, the Act does provide the framework, however there is further direction required from municipalities in order to meet the demand in affordable rental stock; and Whereas, the Town of Aurora has approved Secondary Suites; and Whereas, the Act, works best where there is urban growth; and Whereas, the York Region Local Municipal Housing Working Group has been exploring options to address housing supply and affordability issues and to develop an affordable ownership and rental housing incentives framework; and Whereas, the Ministry of Municipal Affairs with the Ministry of Housing have signalled they will include Inclusionary Zoning, which is a discretionary tool for Municipalities to employ, to require private-market development to include below market-rate rental and/or ownership housing; and Whereas, planning and thinking before funding programs become available is a sound strategic investment of resources, creates clarity and certainty for Municipalities; and Whereas, Rental Stock allows for all ranges of incomes, aging in a familiar community and revenue opportunities; 1.Now Therefore Be It Hereby Resolved That staff report back with Municipal guidelines for affordable housing, for our Official Plan policies and Zoning By- laws, and 2.Be It Further Resolved That the report refer to and incorporate guidelines, funding and policies from the three (3) upper tier governments, being the Region, Provincial and Federal government General Committee Meeting Agenda Tuesday, November 7, 2017 Notice of Motion (a) Page 1 of 1 Notice of Motion Councillor John Abel Date: November 7, 2017 To: Mayor and Members of Council From: Councillor Abel Re: Aurora Pow-Wow 2018 Whereas, the Town of Aurora in June 2017 hosted an event for the Canada 150 Celebration, called the New Beginnings Pow-Wow in Aurora; and Whereas, this event was well attended, and drew a significant percentage of attendees from out of town; and Whereas, the 2017 New Beginnings Pow-Wow in Aurora event was funded by through the federal government grant application process; and Whereas, this was an inaugural event, and worth considering expanding this initiative to an annual Pow-Wow event as per the Town’s Cultural Master Plan; 1. Now Therefore Be It Hereby Resolved That staff be directed to prepare information in the form of a budget option to hold the Aurora Pow-Wow 2018 for consideration by Budget Committee during the 2018 budget review. General Committee Meeting Agenda Tuesday, November 7, 2017 Notice of Motion (b) Page 1 of 1 Public Release November 3, 2017 Town of Aurora Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 7 p.m., Council Chambers • Revised General Committee Meeting Agenda Index • Item R10 – PRCS17-038 – Use of 14700 Yonge Street (Old Canadian Tire) for Santa Clause Parade • Item R11 – FS17-054 – 2018 Draft Capital Budget Remaining Items • Notice of Motion (c) Councillor Abel; Re: Pedestrian Traffic Calming Public Release November 3, 2017 Town of Aurora General Committee Meeting Agenda (Revised) Tuesday, November 7, 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 (a) Adrian Kawun, Manager, Transit Service Planning, YRT/VIVA Re: 2018 Transit Initiatives 4. Delegations (a) Angela Sciberras, MSH Planning, representing 2567086 Ontario Inc. Re: Item R2 – PBS17-079 – Proposal for Zoning By-law Amendment Application 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 General Committee Meeting Agenda (Revised) Tuesday, November 7, 2017 Page 2 of 8 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 C8 inclusive, be approved: C1. PRCS17-034 – Culture and Recreation Grant Semi-Annual Allocation for September 2017 (Information Report dated October 17, 2017, included on agenda per Member of Council request) Recommended: 1. That Report No. PRCS17-034 be received for information. C2. Finance Advisory Committee Meeting Minutes of September 27, 2017 Recommended: 1. That the Finance Advisory Committee meeting minutes of September 27, 2017, be received for information. C3. Accessibility Advisory Committee Meeting Minutes of October 4, 2017 Recommended: 1. That the Accessibility Advisory Committee meeting minutes of October 4, 2017, be received for information. C4. Environmental Advisory Committee Meeting Minutes of October 5, 2017 Recommended: 1. That the Environmental Advisory Committee meeting minutes of October 5, 2017, be received for information. General Committee Meeting Agenda (Revised) Tuesday, November 7, 2017 Page 3 of 8 C5. Governance Review Ad Hoc Committee Meeting Minutes of October 10, 2017 Recommended: 1. That the Governance Review Ad Hoc Committee meeting minutes of October 10, 2017, be received for information. C6. Finance Advisory Committee Meeting Minutes of October 12, 2017 Recommended: 1. That the Finance Advisory Committee meeting minutes of October 12, 2017, be received for information. C7. Heritage Advisory Committee Meeting Minutes of October 16, 2017 Recommended: 1. That the Heritage Advisory Committee meeting minutes of October 16, 2017, be received for information. C8. IES17-038 – Award of Tender IES 2017-102 – Supply and Delivery of One 2018 Single Axle Dump Truck and One 2018 Dual Axle Dump Truck Recommended: 1. That Report No. IES17-038 be received; and 2. That Tender IES 2017-102 for the supply and delivery of one single axle dump truck and one dual axle dump truck be awarded to Currie Truck Centre, in the amount of $413,747, excluding taxes; and 3. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Agenda (Revised) Tuesday, November 7, 2017 Page 4 of 8 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. FS17-053 – 2018 Central York Fire Services Budget for Aurora Comment Presentation to be provided by Ian Laing, Fire Chief, Central York Fire Services Recommended: 1. That Report No. FS17-053 be received; and 2. That the draft 2018 Central York Fire Services budgets as recommended for approval by the Joint Council Committee be supported. R2. PBS17-079 – Proposal for Zoning By-law Amendment Application Recommended: 1. That Report No. PBS17-079 be received; and 2. That Council accept the Zoning By-law Amendment Applications related to the following Zoning By-law Proposals: (a) L&B Aurora Inc. (Northeast Corner of Wellington Street East and John West Way); (b) 2567086 Ontario Inc. (100 Tyler Street & 34-46 George Street); and (c) 2419059 Ontario Inc. (103, 107 & 111 Metcalfe Street). R3. PRCS17-037 – Aurora Outdoor Christmas Market Recommended: 1. That Report No. PRCS17-037 be received; and 2. That the framework presented in this report be endorsed; and 3. That staff report back to Council on the need for additional staff for Special Events/Communications in Q1 of 2018; and General Committee Meeting Agenda (Revised) Tuesday, November 7, 2017 Page 5 of 8 4. That the Aurora Outdoor Christmas Market be included as an option in the 2018 Budget; and 5. That the Aurora Christmas Outdoor Market not be approved in 2017. R4. FS17-046 – 2018 Operating Budget Presentation to be provided by Dan Elliott, Director of Financial Services - Treasurer Recommended: 1. That Report No. FS17-046 be received; and 2. That the 2018 draft Operating Budget be referred to Budget Committee for review at its scheduled meetings commencing November 18, 2017; and 3. That following the completion of the Budget Committee reviews, the Treasurer bring forward a final budget approval report reflecting all adjustments recommended by the Committee. R5. PBS17-078 – Town of Aurora Official Plan Workplan Update (Information Report dated October 17, 2017, included on agenda per Member of Council request) Recommended: 1. That Report No. PBS17-078 be received for information. R6. CS17-036 – Pre-Budget Approval for the Hiring of an Elections Coordinator Recommended: 1. That Report No. CS17-036 be received; and General Committee Meeting Agenda (Revised) Tuesday, November 7, 2017 Page 6 of 8 2. That pre-budget approval for a full-time Elections Coordinator for a one- year contract position in advance of the final approval of the 2018 Operating Budget, be provided. R7. IES17-035 – Winter Sand/Salt Storage Facility Door Recommended: 1. That Report No. IES17-035 be received; and 2. That 2017 Capital Project No. 72311 – Installation of Sand/Salt Facility Door be approved; and 3. That a total budget of $25,000 be approved for Capital Project No. 72311 to be funded from the Growth and New Reserve Fund; and 4. That staff be authorized to proceed with Capital Project No. 72311 – Installation of Sand/Salt Facility Door prior to the 2017/18 winter season. R8. IES17-037 – Award o f Request for Proposal 2017-81-IES – For Consulting Services to Develop the Town of Aurora’s Community Energy Plan Recommended: 1. That Report No. IES17-037 be received; and 2. That Request for Proposal 2017-81-IES – For consulting services to develop the Town of Aurora’s Community Energy Plan be awarded to IndEco Strategic Consulting in the amount of $132,660.00, excluding taxes conditional on the Capital Project No. 42809 approval in the 2018 capital budget; and 3. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Agenda (Revised) Tuesday, November 7, 2017 Page 7 of 8 R9. Summary of Committee Recommendations Report No. 2017-10 Recommended: 1. That Summary of Committee Recommendations Report No. 2017-10 be received; and 2. That the Committee recommendations contained within this report be approved. R10. PRCS17-038 – Use of 14700 Yonge Street (Old Canadian Tire) for Santa Claus Parade (Added Item) Recommended: 1. That Report No. PRCS17-038 be received; and 2. That Director of Parks, Recreation and Cultural Services be authorized to execute an agreement with Canadian Tire Real Estate Limited for the use of 14700 Yonge Street during the Santa Claus parade on Saturday, November 25, 2017. R11. FS17-054 – 2018 Draft Capital Budget Remaining Items (Added Item) Recommended: 1. That Report No. FS17-054 be received; and 2. That 2018 Capital Project No. 72285 – JOC – Additional Work be given conditional approval – additional information required; and 3. That 2018 Capital Project No. 72310 – 22 Church St – Exterior Sign be given conditional approval – additional information required; and 4. That 2018 Capital Project No. 34525 – Yonge St Parking Plan not be approved at this time. General Committee Meeting Agenda (Revised) Tuesday, November 7, 2017 Page 8 of 8 7. Notices of Motion (a) Councillor Abel Re: Affordable Housing Plan (b) Councillor Abel Re: Aurora Pow-Wow 2018 (c) Councillor Abel Re: Pedestrian Traffic Calming (Added Item) 8. New Business 9. Closed Session 10. Adjournment Town of Aurora General Committee Report No. PRCS17-038 Subject: Use of 14700 Yonge Street (old Canadian Tire) for Santa Claus Parade Prepared by: Lisa Warth, Manager, Recreation Department: Parks, Recreation and Cultural Services Date: November 7, 2017 Recommendation 1. That Report No. PRCS17-038 be received; and 2. That Council authorize the Director of Parks, Recreation and Cultural Services to execute an agreement with Canadian Tire Real Estate Limited for the use of 14700 Yonge Street during the Santa Claus parade on Saturday November 25, 2017. Executive Summary The old Canadian Tire parking lot (located at 14700 Yonge Street) is required for use during the Santa Claus parade on Saturday November 25, 2017. Canadian Tire Real Estate Limited is requiring a signed agreement for use of the space. This report highlights the following: • A requirement for a large, safe, logistically suitable space • Agreement Review Background The old Canadian Tire parking lot has been used for several years during the Santa Claus parade as a place for parade participants to park their vehicles, dismount floats and for shuttle buses to pick up parade participants and shuttle them to the parade staging area. Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Item R10 Page 1 of 3 November 7, 2017 Page 2 of 3 Report No. PRCS17-038 Analysis A large, safe, logistically suitable space The old Canadian Tire parking lot is required for the successful execution of the Santa Claus parade. It provides a large, lit space for parade participants to park their vehicles prior to the parade and for shuttle buses to pick up parade participants and take them to the parade staging area. The lot is suitably located at the end of parade route, making it a convenient and safe space for parade participants to dismount floats and access their vehicles at the end of the parade. The lot would be accessible to the public that evening. Agreement Review Legal services will review the agreement prior to execution to ensure it is suitable and does not expose the Corporation to any unmanageable risks. Advisory Committee Review Not applicable. Financial Implications None – There is no cost for using the space. Communications Considerations None. Link to Strategic Plan The Santa Claus parade supports Objective 3 – Celebrating and promoting our Culture under the goal of Supporting an exceptional quality of life for all. Alternative(s) to the Recommendation None. Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Item R10 Page 2 of 3 Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017Item R10 Page 3 of 3 Town of Aurora General Committee Report No. FS17-054 Subject: 2018 Draft Capital Budget Remaining Items Prepared by: Karen Oreto, Financial Analyst Department: Financial Services Date: November 7, 2017 Recommendations 1. That Report No. FS17-054 be received; and 2. That 2018 capital project No. 72285 – JOC - Additional Work be given Conditional Approval – additional information required; and 3. That 2018 capital project No. 72310 – 22 Church St – Exterior Sign be given Conditional Approval – additional information required; and 4. That 2018 capital project No. 34525 – Yonge St Parking Plan not be approved at this time. Executive Summary To obtain Council’s direction on the three remaining 2018 Draft Capital Plan projects that have previously not received consideration by Budget Committee. Background The Budget Committee commenced its review of the Town’s recommended 2018 Draft Capital Budget on Saturday October 14, 2017. At this meeting, three projects were deferred for further discussion at the request of Budget Committee due to time constraints and the required early departure of a few of its members. Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Item R11 Page 1 of 10 November 7, 2017 Page 2 of 4 Report No. FS17-054 Analysis The Budget Committee deferred its consideration of the following list of projects: Capital project 72285 – JOC – Additional Work ($1,750,000) be conditionally approved Staff recommend that the Budget Committee conditionally approve capital project #72285 as outlined in Attachment #1. Staff would be required to bring a report back to the General Committee following the outcome of the external 3rd party review of the Joint Operations Centre’s (JOC) construction which is presently underway. It is expected that this review will be completed early in 2018. Staff’s related capital report would follow shortly thereafter and would include additional details and prioritizations of the various components of this project. It is possible that some priority items may be brought forward for approval prior to completion of the audit. Capital project 72310 – 22 Church St – Exterior Sign ($50,000) be conditionally approved. Staff recommend that the Budget Committee conditionally approve capital project #72310 as outlined in Attachment #2. Staff would subsequently bring a report back to General Committee with additional project details or address this project’s requirements in conjunction with the detailed design of Library Square. Capital project 34525 – Yonge St Parking Plan ($200,000) not be approved at this time as part of the 2018 Capital Budget. Staff recommend that the Budget Committee not approve the new funding request for capital project #34525 as outlined in Attachment #3. Staff is recommending that this item be deferred for further discussion in 2019 outside of the budget process. This would allow sufficient time for the newly created Economic Development Board to provide its input as well as for the completion of further planned work on the Yonge Street streetscape design project. Advisory Committee Review Not Applicable Financial Implications These three projects combined represent a total Growth & New capital requirement of $2,000,000. Of this amount, staff are recommending that the Budget Committee Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Item R11 Page 2 of 10 November 7, 2017 Page 3 of 4 Report No. FS17-054 conditionally approve two of these projects totaling $1,800,000 of this value; meaning an equivalent value of applicable reserve funding will be earmarked for these projects. However, Council still has the ability to not proceed with these two projects based upon any additional information/recommendations that it receives from staff and subsequently return the earmarked funds to be used for other capital projects. Staff are recommending that the additional funding proposed for the third project not be approved at this time, thus decreasing the overall Draft 2018 Growth & New budget by $200,000. Communications Considerations Financial Services and Corporate Communications have worked closely to develop a comprehensive communication plan around the Town’s 2018 capital and operating budget. The plan was developed with the intent of increasing public participation in the budget process. As per this plan, the results of these decisions will be communicated to the public through multiple Town communication channels. Link to Strategic Plan Developing the annual capital budget supports all aspects of the Strategic Plan. In particular, outlining and understanding the Town’s long term financial planning and use of financial reserves to buffer related fluctuations in financial requirements from year to year contribute to achieving the Strategic Plan’s guiding principle of “Leadership in Corporate Management” and improves transparency and accountability to the community. Alternative(s) to the Recommendation 1. Council may choose to accept, amend or reject any or all of the recommendations of this report. 2. Council may provide alternative directions with respect to the three remaining projects of the Draft 2018 Capital Plan. Conclusions The Budget Committee was unable to conclude its review of the Town’s Draft 2018 Capital Budget on October 14, 2017. Due to time constraints and the required early departure of a few of its members, the Budget Committee decided to defer its deliberations on three capital projects. Through this report, staff are recommending that Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Item R11 Page 3 of 10 Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017Item R11 Page 4 of 10 Town of Aurora Capital Projects Project Department Version Year 72285 JOC - Additional Work Infrastructure & Environmental Services Draft 1 2018 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 Q2 2018 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. There are a number of projects that need to be completed at the Joint Operations Centre including: furniture for common areas, meeting rooms and collaborative spaces, entry pylon exterior signs, exterior building signage, back lot paving and build out, upper parking lot and rear yard top coat, automated control gate, landscaping, south side exterior finishing, storage buildings, intercom system, garbage tipping station and soil quality at back of property. These projects will be completed over two years. PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. See Attached for further description PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. Budget Future202320212020201920182022Total Expenditures Estimated Expenditures EQUIPMENT & FURNISHINGS 1,750,000 1,750,0003,500,000 3,500,000 1,750,000 1,750,000 3,500,000 1,750,000 1,750,000Expenditures Total Funding Development Charges Reserve Funds PARKS DEV & FAC DC CONT'N 700,000 700,0001,400,000 ROADS & RELATED DC CONT'N 1,050,000 1,050,0002,100,000 3,500,000 1,750,000 1,750,000 3,500,000 1,750,000 1,750,000Funding Total Total Over (Under) Funded Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Item R11 Page 5 of 10 Attachment #1 Furniture – Common Areas, Meeting Rooms, Collaborative Spaces - $45,000 Yes - project To complete the furniture required and planned for the JOC for break out rooms. This will allow several rooms that are now vacant to be used and the addition of a connected meeting room table for presentations. Entry Pylon Exterior Signs - $60,000 – Yes - contract To add a Hi Definition Pylon sign to the front entrance of the JOC. This will improve communication to residents and provide for better building identification. Building Exterior Sign - $12,000 – No – new request Add exterior signage around the building, including the service entrance and work areas. This will allow for better traffic flow and less confusion for residents. Back Lot Paving and Full Build Out - $890,200 – Yes - contract To grade in fill and pave the back parking lot at the JOC. This will provide increased paved area for equipment and storage of supplies and allow for proper grading to catch basins so that erosion does not continue. Upper Parking Lot and Rear Yard – Top Coat - $285,000 – Yes - contract To put a top coat of asphalt for paved areas at the JOC. This will provide for proper grading and reduce the risk for tripping and slip and falls on the property. Automated Control Gate - $50,000 – No – new request To add an access gate at the service entrance that is powered and has access control. The existing manual gate does not provide adequate security for our staff during and after hours. Unauthorized persons entering the property have several risks including theft, health and safety and vandalism. JOC – Landscaping - $85,000 – Yes - contract Finish landscaping at the JOC, including sod and plants. This will help to control runoff and green the property. South Side Exterior Finishing - $50,000 – No – cut from design Finish the south outside exterior area near the greenhouse and retaining walls. This would include fencing off the area and adding an additional retaining wall or concrete near the building to stop erosion. This would reduce risk of injury. Storage Buildings - $300,000 – No – cut from design A request has been made for a large cold storage building so that tools and equipment are not left exposed to the elements. The area could also be used as a staging area which would free up some space in the heated bays. Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Item R11 Page 6 of 10 Third Floor Build Out - $300,000 – No – new request To build out the vacant third floor and use it as office space for town staff. This would add needed space at the Town Hall and allow for a better working environment. This space will become increasing important in the next 3 – 5 years. Intercom System - $20,000 – No – new request An intercom system would allow for better communication to all staff throughout the building. Currently we are only able to communicate in the office building. This would be especially important in the event of an emergency. Garbage Tipping Station - $100,000 – Yes - contract Need to have a location to tip garbage from operations in a safe/efficient manner. Currently Machell Yard is used which bordered by residential homes. Several complaints over the years have been received about staff accessing the yard to tip on weekends, early mornings and evenings. In addition, this site has been identified as a future potential development site by the Town. Soil Quality at Back of Property - $50,000 – Yes - contract There had been concern when the JOC was being built about the appearance of the salt dome from residents. It had been agreed that vegetation would be planted outside the fenced area to help screen the working yard and to provide a buffer between the JOC and the Arboretum. Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Item R11 Page 7 of 10 Town of Aurora Capital Projects Project Department Version Year 72310 22 Church St - Exterior Sign Infrastructure & Environmental Services Draft 1 2018 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. Council has requested that a new sign be installed at the Cultural Centre. This project will be coordinated with the landscaping to be completed next year. PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. Signage will help identify the Cultural Centre for visitors PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. This will help identify the building and possibly attract additional participants. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. Budget Future202320212020201920182022Total Expenditures Estimated Expenditures CONTRACTS 50,00050,000 50,000 50,000 50,000 50,000Expenditures Total Funding Other Funding Sources GROWTH & NEW RES CONT'N 50,00050,000 50,000 50,000 50,000 50,000Funding Total Total Over (Under) Funded Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Item R11 Page 8 of 10 Attachment #2 Town of Aurora Capital Projects Project Department Version Year 34525 Yonge St Parking Plan Infrastructure & Environmental Services Draft 1 2018 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 Q4 2018 - to verify alignment with the Promenade Concept Plan and Transportation Master Plan PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. To provide funding for the Yonge Street Parking plan pilot project. The street parking plan on Yonge Street in the downtown core will be implemented as a pilot project to investigate the feasibility of on-street parking and pop-out patios at certain locations along Yonge Street from Wellington Street to Church Street. The plan is to include bump outs, seating areas, planting and on-street parking on both sides of the street. The concept plan and proposed "bump-out" patio locations: there will be 2 types of patios: - one will be an extension in front of restaurants with tables and chairs, where food will be served. - the other type will be a "by-pass", where benches will be provided for pedestrians to use. - there will be 9 pop-out patio locations on both sides of Yonge Street from Wellington Street to Church Street: 5 on the east side of Yonge Street and 4 on the west side; PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. LINK TO STRATEGIC PLAN: Supporting an exceptional quality of life for all, Objective 2: Invest in sustainable infrastructure - maintain and expand infrastructure The Yonge Street core area is a significant feature of the Promenade area and supports an important commercial and retail community . The patios bump out features will be designed to allow for modular construction and assembly thereby making seasonal installation and dismantling relatively easy and efficient. The patio elements will be constructed to allow for easy transport on trucks and compact storage which will be accommodated at one of the Town's properties. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. The Yonge Street core area is a significant feature of the Promenade area and supports an important commercial and retail c ommunity IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. Budget Future202320212020201920182022Total Expenditures Estimated Expenditures CONTRACTS 200,000200,000 200,000 200,000 200,000 200,000Expenditures Total Funding Other Funding Sources GROWTH & NEW RES CONT'N 200,000200,000 200,000 200,000 200,000 200,000Funding Total Total Over (Under) Funded Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Item R11 Page 9 of 10 Attachment #3 Town of Aurora Capital Projects Project Department Version Year 34525 Yonge St Parking Plan Infrastructure & Environmental Services Draft 1 2018 Gallery Q:\_Departments_space\Works\Capital Projects\CP 34525 - Yonge Street Parking Plan\CP_34525.jpg Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Item R11 Page 10 of 10 Notice of Motion Councillor John Abel Date: November 7, 2017 To: Mayor and Members of Council From: Councillor Abel Re: Pedestrian Traffic Calming Whereas the Town of Aurora supports active transportation, safe traffic calming measures and safe pedestrian crossings; and Whereas an Icelandic town has employed ingenious painted crossing patterns for pedestrians to be safer at crossings and more heavily pedestrian traffic areas like school zones and parks; and Whereas the crossing intersections are 3-D and appear to be raised concrete pads that would raise vehicle operators’ attention to slow down; 1. Now Therefore Be it Hereby Resolved That staff be directed to prepare an information report regarding the suitability and advisability of installing raised pedestrian crossings, and the estimated cost for up to five installations with an identified capital funding source; and 2. Be It Further Resolved That the report be completed in time for the 2018 Budget deliberations, to be implemented in the spring of 2018. Additional Items to General Committee Meeting Agenda Tuesday, November 7, 2017 Notice of Motion (c) Page 1 of 1 Public Release November 7, 2017 Town of Aurora Additional Items No. 2 to General Committee Meeting Agenda Tuesday, November 7, 2017 7 p.m., Council Chambers • Delegation (b) Murray Evans, representing L&B Aurora Inc. Re: Item R2 – PBS17-079 – Proposal for Zoning By-law Amendment Application • Delegation (c) Jack Dougan, representing RS Homes Re: Item R2 – PBS17-079 – Proposal for Zoning By-law Amendment Application Delegation Request 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: 2SZIQFIV -XIQ 6E 0 & %YVSVE -RG 2SVXLIEWX 'SVRIV SJ ;IPPMRKXSR 7XVIIX )EWX ERH .SLR ;IWX ;E] 1YVVE] )ZERW 0 & %YVSVE -RG 8S VIUYIWX TIVQMWWMSR XS WYFQMX ^SRMRK F]PE[ EQIRHQIRX ETTPMGEXMSR 'EMXPMR +VEYT 3GXSFIV Additional Items No. 2 to General Committee Meeting Agenda Tuesday, November 7, 2017 Delegation (b) Page 1 of 1 7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date Subject: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆܆ 1R ܆ ,I\HVZLWKZKRP" 'DWH ܆,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYHPLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- General Committee Meeting November 7, 2017 Application for permission to submit a rezoning application, 103, 107 & 111 Metcalfe St. Jack Dougan RS Homes To provide additional information or answer questions ✔ Jeff Healey Nov. 6, 2017 ■ Additional Items No. 2 to General Committee Meeting Agenda Tuesday, November 7, 2017 Delegtion (c) Page 1 of 1