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AGENDA - General Committee - 20171121 General Committee Meeting Agenda Tuesday, November 21, 2017 7 p.m. Council Chambers Aurora Town Hall Public Release November 10, 2017 Town of Aurora General Committee Meeting Agenda Tuesday, November 21, 2017 7 p.m., Council Chambers Councillor Thompson 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)Carmela Bourassa, Special Events Coordinator, and Shelley Ware, Special Events Supervisor Re: Town of Aurora Platinum Sponsorship Recognition (b)Julie Stephenson, Youth Programmer, and Shelley Ware, Special Events Supervisor Re: Winners of Aurora’s Youth Innovation Fair 4.Delegations (a)Anita Moore, Chair, Governance Review Ad Hoc Committee Re: Item R1 – GRAHC17-002 – Council Compensation Review – Final Report General Committee Meeting Agenda Tuesday, November 21, 2017 Page 2 of 6 5.Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. Recommended: That Consent Agenda Item C1 be approved: C1. Governance Review Ad Hoc Committee Meeting Minutes of October 31, 2017 Recommended: 1.That the Governance Review Ad Hoc Committee meeting minutes of October 31, 2017, be received for information. 6.Consideration of Items Requiring Discussion (Regular Agenda) R1. GRAHC17-002 – Council Compensation Review – Final Report Recommended: 1.That Report No. GRAHC17-002 be received; and 2.That no change in compensation for the Mayor be made at this time; and 3.That the compensation of Councillors be increased to $36,000 per year, fully taxable, commencing with the 2018-2022 term of office; and 4.That Council endorse, in principle, commercially available Long-Term Disability and Accidental Death and Dismemberment protection plans for the role of the Mayor only, commencing with the next term of office, and that staff report back with respect to details for Council’s final consideration and approval; and 5.That an end of service transition payment program be implemented for the Mayor only, commencing with the 2018-2022 term of office, as follows: General Committee Meeting Agenda Tuesday, November 21, 2017 Page 3 of 6 (a) Eligible at the completion of one full term, one month of pay for each completed year of continual service as Mayor to a maximum of six months’ pay (may be prorated for partial years); (b) The amount is paid automatically, and paid if the Mayor resigns or does not return to office for any reason other than as outlined in (c) below. In the event of the Mayor’s death while in office, the payment is made to the estate; (c) No transition payment is paid if the Mayor is removed from office due to a judicial process and conviction under the Criminal Code, even if having resigned first; and 6. That no changes be made to transportation allowances, pension, or health and dental benefit programs currently in place; and 7. That staff bring forward the necessary by-law at a future Council meeting. R2. PRCS17-040 – Highland Gate Parkland Design Presentation to be provided by Sara Tienkamp, Acting Manager of Parks Recommended: 1. That Report No. PRCS17-040 be received; and 2. That the Final Parkland Design for the Highland Gate Development Lands be approved. R3. CS17-037 – 2018 Procedure By-law Review and Proposed Meeting Schedule Recommended: 1. That Report No. CS17-037 be received; and 2. That the final draft Procedure By-law, incorporating Council feedback, be presented at a future Council meeting for enactment effective as of January 1, 2018; and 3. That the 2018 Meeting Schedule (Attachment No. 3) be approved. General Committee Meeting Agenda Tuesday, November 21, 2017 Page 4 of 6 R4. PBS17-084 – 2018 Planning Applications Fees Recommended: 1.That Report No. PBS17-084 be received; and 2.That, in accordance with Section 69 of the Planning Act, Council update the Planning Applications Fees By-law as shown on attached Schedule A, which increases the 2018 fees for processing of Planning Applications by 2.1% (generally) to reflect the Consumer Price Index, and modest verifiable increases to the Official Plan, Zoning By-law, and Subdivision and Condominium base fees; and 3.That the amending Planning Applications Fees By-law be brought forward to a future Council meeting for enactment; and 4.That staff be directed to review and amend the Planning Fee schedule on an annual basis. R5. IES17-036 – Metrolinx Railway Overpass Multipurpose Tunnel Recommended: 1.That Report No. IES17-036 be received; and 2.That Council request The Regional Municipality of York and Metrolinx to maintain the existing 1.5 meter sidewalk in all future design plans associated with the BRCE and the future Rapid Transit/Viva Regional Road Expansion projects; and 3.That any future relocation of the existing pedestrian walkway be designed to Town of Aurora standards and funded entirely by York Region. R6. IES17-039 – Request for Approval of Capital Project No. 72272 – Stronach Aurora Recreation Complex (SARC) Program Room Refresh Recommended: 1.That Report No. IES17-039 be received; and General Committee Meeting Agenda Tuesday, November 21, 2017 Page 5 of 6 2. That Report No. IES17-039 satisfy Council’s conditional budget approval for Capital Project No. 72272 – SARC Program Room Refresh in the amount of $20,000, excluding taxes; and 3. That staff be authorized to proceed with Capital Project No. 72272 – SARC Program Room Refresh. R7. IES17-040 – Purchase Order Increase for Pool Liner Repairs for the Stronach Aurora Recreation Complex (SARC) Facility Recommended: 1. That Report No. IES17-040 be received; and 2. That, in accordance with the Procurement By-law, Purchase Order No. 1149 be increased by $21,480, excluding taxes, to a total of $113,672, excluding taxes, for pool repairs at the Stronach Aurora Recreation Complex (SARC) in favour of Nationwide Commercial Aquatics Inc. R8. PBS17-043 – Inflow and Infiltration Reduction Project Recommended: 1. That Report No. PBS17-043 be received; and 2. That the Mayor and Town Clerk be authorized to execute an agreement with a new landowners group and The Regional Municipality of York, for an Inflow and Infiltration Reduction Project based on the principles outlined in this report, to the satisfaction of the Director of Planning and Building Services and the Town Solicitor. R9. PBS17-085 – Proposal for Zoning By-law Amendment Application Recommended: 1. That Report No. PBS17-085 be received; and 2. That the Zoning By-law Proposals from the following applicants be accepted as Zoning By-law Amendment Applications: (a) 2501500 Ontario Inc. (16003 Yonge Street), File No. ZP-2017-09 General Committee Meeting Agenda Tuesday, November 21, 2017 Page 6 of 6 (b) 2540280 Ontario Inc. (255 Old Yonge Street), File No. ZP-2017-10 (c) Shen & He (15385-15395 Bayview Avenue), File No. ZP-2017-11 7. Notices of Motion (a) Councillor Mrakas Re: Interim Control By-law – Stable Neighbourhoods 8. New Business 9. Closed Session 10. Adjournment   Delegation Request 7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH   +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆1R ܆ ,I\HVZLWKZKRP"     'DWH     ܆,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYH  PLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV  &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*-  General Committee Meeting Agenda Tuesday, November 21, 2017 Delegation (a) Page 1 of 1 Town of Aurora Governance Review Ad Hoc Committee Meeting Minutes Date: Tuesday, October 31, 2017 Time and Location: 11 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, and Michael de Rond, Town Clerk The Chair called the meeting to order at 11 a.m. 1. Approval of the Agenda Moved by Terry Jones 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 21, 2017 Item C1 Page 1 of 3 Governance Review Ad Hoc Committee Meeting Minutes Tuesday, October 31, 2017 Page 2 of 3 Governance Review Ad Hoc Committee Meeting Minutes of October 10, 2017 Moved by Steve Hinder Seconded by Bill Hogg That the Governance Review Ad Hoc Committee meeting minutes of October 10, 2017, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. Extract from Council Meeting of October 24, 2017 Re: Motion (c) Councillor Humfryes, Re: Reduction of Council Size The Committee discussed Council’s approval of a motion to decrease Council’s size from nine to seven Members. The Committee decided that the reduction in Council size had no impact on its original recommendations regarding Council compensation. The Committee agreed that an additional paragraph be added to the report acknowledging the reduction in Council size and confirming that it did not influence the Committee’s recommendations. Moved by Bill Hogg Seconded by Anna Lozyk Romeo 1. That the Extract from Council Meeting of October 24, 2017, regarding Motion (c) Councillor Humfryes, Re: Reduction of Council Size, be received; and 2. That the comments of the Committee be referred to staff for consideration and action as appropriate. Carried General Committee Meeting Agenda Tuesday, November 21, 2017 Item C1 Page 2 of 3 Governance Review Ad Hoc Committee Meeting Minutes Tuesday, October 31, 2017 Page 3 of 3 6. Informational Items 2. Extract from Council Meeting of October 24, 2017 Re: Governance Review Ad Hoc Committee Minutes of September 12, 2017, and September 26, 2017 Moved by Bill Hogg Seconded by Anna Lozyk Romeo 1. That the Extract from Council Meeting of October 24, 2017, regarding Governance Review Ad Hoc Committee Meeting Minutes of September 12, 2017, and September 26, 2017, be received for information. Carried 7. New Business None 8. Adjournment Moved by Terry Jones Seconded by Steve Hinder That the meeting be adjourned at 12 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, November 21, 2017 Item C1 Page 3 of 3 Town of Aurora General Committee Report No. GRAHC17-002 Subject: Council Compensation Review – Final Report Prepared by: Governance Review Ad Hoc Committee Date: November 21, 2017 Recommendation 1. That Report No. GRAHC17-002 be received; and 2. That no change in compensation for the Mayor be made at this time; and 3. That the compensation of Councillors be increased to $36,000 per year, fully taxable, commencing with the 2018-2022 term of office; and 4. That Council endorse, in principle, commercially available Long-Term Disability and Accidental Death and Dismemberment protection plans for the role of the Mayor only, commencing with the next term of office, and that staff report back with respect to details for Council’s final consideration and approval; and 5. That an end of service transition payment program be implemented for the Mayor only, commencing with the 2018-2022 term of office, as follows: (a) Eligible at the completion of one full term, one month of pay for each completed year of continual service as Mayor to a maximum of six months’ pay (may be prorated for partial years); (b) The amount is paid automatically, and paid if the Mayor resigns or does not return to office for any reason other than as outlined in (c) below. In the event of the Mayor’s death while in office, the payment is made to the estate; (c) No transition payment is paid if the Mayor is removed from office due to a judicial process and conviction under the Criminal Code, even if having resigned first; and 6. That no changes be made to transportation allowances, pension, or health and dental benefit programs currently in place; and 7. That staff bring forward the necessary by-law at a future Council meeting. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R1 Page 1 of 11 November 21, 2017 Page 2 of 11 Report No. GRAHC17-002 Executive Summary This is the final report of the Governance Review Ad Hoc Committee (GRAHC), and it recommends some changes to the structure of Council compensation that is currently in place. Council has previously adopted recommendations from GRAHC to have the Councillor role remain part-time and for the one-third tax exempt status to be removed for all of Council with the salaries grossed up to meet the previous total amount, with this change to be implemented January 1, 2018. Key observations of Committee: • An individual who stands for public office is providing a public service for which they should be fairly compensated. • That any increase in compensation considered be justifiable to this Committee and seen as fair by residents. • An individual who stands for public office does not require any specific skills, experience or background education with the exception that they must be a qualified elector. The roles and responsibilities of being a Member of Council, particularly its policy setting role, benefit from skills such as critical thinking, community engagement and ability to understand research information and material. • Review of The Municipal Act, 2001 and the Provincial guide was necessary to assist in defining the role of a Councillor. • The Committee observed that many Councillors, past and present, have by personal choice and circumstance extended their work beyond the governance role. • The Mayor is a full-time senior executive position of the organization. The following are the key points and recommendations in the Committee’s final report on Council compensation: • The core tasks involved with being a Member of Council played an important role in the Committee’s final recommendation. • In addition to the general tasks associated with being a Member of Council, the Committee considered a broad range of other factors that affect compensation. • The Mayor’s current compensation is appropriate, while Councillors were generally on the low end relative to the comparators used. • The Committee recommends a 7.5% increase in Councillors salaries, effective for the 2018-2022 term. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R1 Page 2 of 11 November 21, 2017 Page 3 of 11 Report No. GRAHC17-002 • The Committee recommends that health and dental benefits as well as the current pension plan structure remain the same. • Accidental Death and Dismemberment insurance, as well as Long-Term Disability Protection Plans are becoming the norm for full-time elected officials in Ontario. • The Committee recommends that an end of service transition payment program be implemented for the Mayor only commencing with the 2018-2022 term of office. Background As a reminder, the Governance Review Ad Hoc Committee was established early in 2017 for the purpose of reviewing and providing advice on governance issues related to the Town, including Council composition, structure and compensation, and election provisions. Since the Committee’s first meeting in February 2017, it has made recommendations to Council regarding: internet voting; Council’s tax-free compensation component; part- time designation for the Councillor role; a ward system review that should take place early in the 2018-2022 term of office; and striking the next governance review committee within the first 12 months of that term. This is the final report of this Committee to Council and it will deal with remuneration for Members of Council. The Committee felt that it was important to set out the background and rationale for the remuneration recommendations being presented. The focus of this report will primarily be on the Councillor position as the Committee felt that the Mayor’s position was adequately remunerated. From the outset of this review, the Committee proceeded on the fundamental premise that an individual who stands for public office is providing a public service and as such positions on Council couldn’t be viewed in the same light as a career or “job” (and not comparable to staff positions) given that individuals are elected to the positions every four years. The Committee recognized, however, that attaining public office is providing an incredibly vital service to the community and a person seeking public office should expect fair compensation for the service provided. This was the starting point for the General Committee Meeting Agenda Tuesday, November 21, 2017 Item R1 Page 3 of 11 November 21, 2017 Page 4 of 11 Report No. GRAHC17-002 Committee as was the earlier confirmation by this Council that a Councillor position should remain designated as part-time. To assist with understanding the role of a Councillor, the Committee referred to The Municipal Act, 2001 as amended, the legislated framework under which municipalities operate. It contains sections on the Role of Council and the Role of Head of Council (Mayor). The applicable sections are as follows: S. 224 It is the role of council, (a) to represent the public and to consider the well-being and interests of the municipality; (b) to develop and evaluate the policies and programs of the municipality; (c) to determine which services the municipality provides; (d) to ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of council; (d.1) to ensure the accountability and transparency of the operations of the municipality, including the activities of the senior management of the municipality; (e) to maintain the financial integrity of the municipality; and (f) to carry out the duties of council under this or any other Act. S. 225 It is the role of the head of council, (a) to act as chief executive officer of the municipality; (b) to preside over council meetings so that its business can be carried out efficiently and effectively; (c) to provide leadership to the council; (c.1) without limiting clause (c), to provide information and recommendations to the council with respect to the role of council described in clauses 224 (d) and (d.1); (d) to represent the municipality at official functions; and (e) to carry out the duties of the head of council under this or any other Act. S. 226.1 As chief executive officer of a municipality, the head of council shall, (a) uphold and promote the purposes of the municipality; (b) promote public involvement in the municipality’s activities; General Committee Meeting Agenda Tuesday, November 21, 2017 Item R1 Page 4 of 11 November 21, 2017 Page 5 of 11 Report No. GRAHC17-002 (c) act as the representative of the municipality both within and outside the municipality, and promote the municipality locally, nationally and internationally; and (d) participate in and foster activities that enhance the economic, social and environmental well-being of the municipality and its residents. The Municipal Act does not specifically set out the role of a Councillor and a job description is not readily found so the Committee also reviewed the 2014 Municipal Councillor’s Guide (produced by the Province of Ontario). The Role of the Councillor in that guide is as follows: “As a councillor, you have three main roles to play in your municipality: a representative, a policy-making and a stewardship role. These roles may often overlap. You will be called on to consider and make decisions on issues that will sometimes be complex and controversial. Many of those decisions will have long-term consequences for your municipality that extend beyond your four-year term of office, and should be made in the context of your municipality’s directions for the long-term health and welfare of your community.” Analysis The tasks involved with being a Member of Council played an important role in the Committee’s final recommendation. There are many factors which need to be considered as influencing the compensation of elected officials. An individual who stands for public office does not require any specific skills, experience or background education with the exception that they must be a qualified elector. The roles and responsibilities of being a member of Council, particularly its policy setting role, benefit from skills such as critical thinking, community engagement and ability to understand research information and material. The tasks are primarily attending meetings, and necessary but reasonable meeting preparation as well as representing the interest of the community as a whole. There is clearly a time commitment required to fulfil the office, meaning time lost to family and employer for those who have employment elsewhere. In addition, the Committee recognized that elected officials place themselves into the public eye, receiving public scrutiny, both positive and negative. While the positions of Mayor and Councillor can have great personal rewards more often than not, the scrutiny in the public domain can be critically negative. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R1 Page 5 of 11 November 21, 2017 Page 6 of 11 Report No. GRAHC17-002 The Committee determined that the workload of a Councillor can vary greatly amongst members depending upon the time that he or she has available. Some members of Council may choose to make their role a much larger commitment of time than others by participating in community events, on boards, committees, associations, attending committee meetings to which they are not appointed, attending luncheons, etc. These additional activities may not be within any specific scope of the role of Councillor, and may in some situations actually fall within the role of the Head of Council as set out in The Municipal Act. The Committee’s intent is not to be critical of members who have chosen to commit more time but to identify that the issue of varied time commitments did form a large part of the discussion as we reviewed Council remuneration. The Committee did focus on the governance role of a Councillor which includes attending Council and General Committee meetings, reviewing agendas, seeking clarification, taking the time to ask questions of staff beforehand and to meet with residents to understand issues as needed. In addition to the general tasks associated with being a Member of Council, the Committee considered a broad range of other factors and information in evaluating compensation. Annual compensation of the Mayor and Councillors was viewed by the Committee through a number of different lenses. These included: • Any increase considered must be justifiable to this Committee and seen as fair by residents; • Direct comparisons of 2017 compensation rates to those of a number of comparator municipalities, recognizing the impacts that wards vs. at-large councillors and full-time vs. part-time may have on the comparisons; • Comparison to the 50th percentile of the comparative group; • Compensation of Mayor and Councillor and as a group as a percent of tax levy of the municipality, and how that compared to other municipalities; • The relationship of Councillor compensation as a percent of the Mayor’s compensation, and the comparators; • A review of the history of annual cost of living adjustments granted to elected officials at Aurora; • Estimated hours of work required for part-time councillors based on the governance role, and the resultant range of hourly rates and based on various proposed annual compensation; and General Committee Meeting Agenda Tuesday, November 21, 2017 Item R1 Page 6 of 11 November 21, 2017 Page 7 of 11 Report No. GRAHC17-002 • Recognition that the Committee had recommended, and Council approved, the elimination of the one-third tax free status of elected official compensation effective January 1, 2018. In addition, the Committee reviewed the previous council compensation committee’s report (CCAC12-001) as well as a 2014 CAO report (CAO14-014) on the same subject. The Committee did consider Members of Council as part of the overall corporate culture and had discussion at length on these recommendations and their effect in an environment where financial restraint may be evident. The Mayor’s current compensation is appropriate, while Councillors were generally on the low end relative to the comparators used. It was generally agreed by the Committee that the Mayor is appropriately compensated, particularly following the last compensation review (2012) which increased the Mayor’s salary by $9,000 per year. The Committee is satisfied that no further adjustment to the Mayor’s salary is necessary or justifiable at this time. As to Councillor compensation, the Committee and Council agreed that these positions continue to be considered part-time. It was recognized that with the growth of the community, some increase in hours required may have occurred over the years, however, not sufficient to warrant these roles to be full-time in nature. The Committee observed that many members, past and present, have by personal choice and circumstance extended their work beyond the governance role of the Councillor as broadly set out in The Municipal Act, and the applicable handbook of the Province of Ontario. When viewing Councillor compensation through the various lenses listed earlier in this report, the Committee recognized that the compensation of Aurora’s Councillors appeared to be low relative to the comparators in most of the perspectives reviewed. Some adjustment was likely appropriate. The current compensation of a councillor is $29,488, and one-third of that is tax free. In January, 2018, the one-third tax free portion is being discontinued, and the compensation will be grossed up to $32,890. On April 1, 2018, it is anticipated that a Cost of Living Adjustment of 1.75% will be approved with the budget, bringing compensation for the councillor role up to $33,466. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R1 Page 7 of 11 November 21, 2017 Page 8 of 11 Report No. GRAHC17-002 Councillor compensation should be reviewed if further changes are made to Council structure (ward system) in the future. The work of at-large elected councillors may be different than ward system councillors, depending on ward numbers and how Council may be subsequently structured. It would be appropriate to review councillor compensation in this light if further changes are made to the structure of Council in the future. In addition, this would also provide an opportunity for Council to explore and discuss the merits and need of an elected full- time Deputy Mayor position. In principle, and given research material, the Committee believes it may be appropriate and suggests that both these matters be reviewed in the context of the ward system review which is to take place early next term. Council decision of October 24, 2017, to reduce the number of Councillors for the next term. As the work of the Committee was concluding and this report was in its final stages of preparation, Council approved a motion to reduce the number of Councillors beginning with the next term. The GRAHC quickly reconvened to consider whether this decision would have any effect on this report’s recommendations. The Committee considered the impact of the possible increase in constituent contacts, the number of committees members could be expected to sit on and other possible influencing factors. Committee agreed that the analysis, recommendations and report content did not require amendment, other than the addition of this section and a corresponding revision to a budget impact statement. The GRAHC does see the reduction of councillors as an opportune time for Council to review how its operations could become even more efficient and effective. This could include a review of the number, composition and mandates of committees established by Council, as well as an in-depth review of the Procedure By-law. The Committee recommends a 7.5% increase in Councillors salaries, effective for the 2018-2022 term. Based on the factors noted above, the Committee recommends to Council that the annual compensation of elected Councillors be adjusted to $36,000 effective the next term of Council, representing an adjustment of approximately 7.5%. This recognizes that while the community has continued to grow, Councillor compensation has remained status quo (with the exception of cost of living/consumer price index adjustments) since prior to the 2010-2014 term. It is noted though that the Council of last term, chose not to make any amendment to compensation for councillors. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R1 Page 8 of 11 November 21, 2017 Page 9 of 11 Report No. GRAHC17-002 The Committee also recommends that no adjustment to the Mayor’s compensation be made at this time. The estimated budget impact to the Town for 2019 is $18,000 (based on six councillors). The Committee recommends that health and dental benefits as well as the current pension plan structure remain the same. The Committee reviewed the current structure of health and dental benefits and pension plan and agreed that these are all realistic and reasonable in the circumstances for both part-time and full-time roles of Council, and that no changes are recommended at this time. Accidental Death and Dismemberment insurance, as well as Long-Term Disability Protection Plans are becoming the norm for full-time elected officials in Ontario. The Mayor is a full-time senior executive position of the organization and it is not currently provided with Accidental Death & Dismemberment insurance (AD&D) or with a Long-Term Disability protection plan (LTD). The Committee believes it appropriate that this position be provided with the added income protection of commercially available AD&D and LTD policy plans, which would provide income protection in the event of an accident or medical circumstance that prevents them from returning to the role for an extended period of time. Committee recommends that this change, commencing with the new term of office, be endorsed in principle, with staff preparing a separate report on costs and implications of commercially available policies of this nature. While it is beyond the scope of this Committee, in the event of an extended AD&D or LTD claim, Council would need to consider how it would select a replacement Mayor to act in the interim period. Under the current structure, the Deputy Mayor, a part-time Councillor, may be unable to fulfil the full-time requirements of the role of Mayor for an extended period of time. Consideration should be given to making provisions for such a scenario. The Committee recommends that an end of service transition payment program be implemented for the Mayor position only commencing with the 2018-2022 term of office. The Committee considered the end of service transition payment plans of surrounding municipalities. Recognizing that the role of Mayor requires a full-time commitment, implying the giving up of a previous career, employment or business, the Committee believes it appropriate to offer a transition payment program similar to other municipalities, providing a financial bridge at the end of public service to allow a General Committee Meeting Agenda Tuesday, November 21, 2017 Item R1 Page 9 of 11 November 21, 2017 Page 10 of 11 Report No. GRAHC17-002 transition period back into private life, restarting a career, employment or resurgence of a business. The Committee recommends that the transition plan be as follows: • Eligible at the completion of one full term, one month of pay for each completed year of continual service as Mayor commencing with the 2018 election term, maximum six months’ pay (may be prorated for partial years). • Amount is paid automatically, and paid if for any reason other than as outlined below, the Mayor resigns or does not return to office. In the event of a Mayor’s death while in office, payment is made to the estate. • No severance is paid if the Mayor is removed from office due to a judicial process and conviction under the Criminal Code, even if resigned first. The estimated budget impact to the Town for 2019 for the End of Service Transition Payment is $10,000. Conclusions It is imperative that individuals with a diverse range of skills and experiences be encouraged to stand for public office. Those that become a Member of Council will play an integral role in affecting public policy putting those skills into service for their community as a whole. The Governance Review Ad Hoc Committee (GRAHC) spent considerable time and deliberation on many factors in the process of reaching the final recommendations contained in this report. The Committee believes the recommendations represent fair value for the work being done by elected officials on behalf of the residents of the Town of Aurora. The most noteworthy conclusion of this report, and of the Council Compensation review process as a whole, is that Town of Aurora Councillors are deserving of an increase in their yearly salary. The Committee is recommending this increase, effective with the 2018-2022 term of office, be approximately 7.5% of their anticipated salary, or a yearly total of $36,000.00. The Committee further recommends that the Mayor’s compensation remain status quo. Previous Reports GRAHC17-001 - Interim Report #1 of the Governance Review Ad Hoc Committee Re: Council Compensation Review General Committee Meeting Agenda Tuesday, November 21, 2017 Item R1 Page 10 of 11 General Committee Meeting Agenda Tuesday, November 21, 2017Item R1 Page 11 of 11 Town of Aurora General Committee Report No. PRCS17-040 Subject: Highland Gate Parkland Design Prepared by: Sara Tienkamp, Acting Manager of Parks Department: Parks, Recreation and Cultural Services Date: November 21, 2017 Recommendations 1. That Report No. PRCS17-040 be received; and 2. That the Final Parkland Design for the Highland Gate Development Lands be approved. Executive Summary This report is to provide Council information and recommendations associated with the final design for parkland and open space corridors within the Highland Gate Development: • Direction of Council is required to finalize the parkland design for Highland Gate Developments Inc. • Implementation of Working Group ideas addressed in final park and open spaces design for Highland Gate • Agreement has been achieved Background On June 27, 2017, Council received PRCS17-026 Highland Gate Conceptual Parkland Design with recommendations that the Conceptual Parkland Design for the Highland Gate Development Lands be approved as presented at the Public Open House, April 5, 2017. The report contained resident comments from the public open house, including staff and the landscape consultant’s comments on the conceptual design. As well, it considered the requirements agreed upon within the signed Minutes of Settlement and a notation General Committee Meeting Agenda Tuesday, November 21, 2017 Item R2 Page 1 of 15 November 21, 2017 Page 2 of 5 Report No. PRCS17-040 that changes not in direct conflict with the Minutes of Settlement could be made without making any amendments to the executed document. Both the HGRPA and AHPC delegated to Council during this meeting indicating, that they were willing to come together to address outstanding issues both groups had with regards to the design. Staff was directed by Council to form a working group with Highland Gate Development Inc. HGDI, the landscape consultant, HGRPA and AHPC to give all parties an opportunity to provide comment, share ideas, relay concerns in finalizing the details of the parkland design. Analysis Direction of Council is required to finalize parkland design for Highland Gate Developments Inc. Following the June 27, 2017 Council meeting, the W orking Group consisting of Highland Gate Developments Inc. (HGDI), Highland Gate Ratepayers Group (HGRPG), Ad-Hoc Park Committee (AHPC) and staff met on July 24, 2017. At this initial meeting, HGRPG and AHPC had an opportunity look at the initial set of draft plans with the guidance of the landscape consultant who helped answer questions and concerns. All parties had a chance to speak to their concerns, share ideas and come to a better understanding of the project. The meeting was highly productive and it was agreed that HGDI direct the landscape consultant to start the detailed design stage of the project. On September 21, 2017 the landscape consultant presented preliminary detailed design drawings incorporating items discussed from the previous working group meeting. Both HGRPG and AHPC were pleased with the progress and inclusion of ideas and considerations presented by both parties. The final detailed drawings were reviewed on November 3, 2017, where the outstanding actions requiring further information were addressed. HGDI is set to commence construction in spring 2018 contingent on final parkland design approval, authorization of permits for the naturalization of the ponds and rehabilitation of the stream. Implementation of Working Group ideas addressed in final park and open space design for Highland Gate The Working Group review process was a very effective means in communicating, wherein staff obtained suggestions and input on the final detailed park design. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R2 Page 2 of 15 November 21, 2017 Page 3 of 5 Report No. PRCS17-040 Staff consolidated input received during these meetings. The following chart summarizes each of the suggested concepts or concerns of the park amenities, along with comments on how they were incorporated or dealt with in the final parkland design: Park Amenity Comments/Ideas Incorporated into Parkland Design Spine Trail Lighting Photometric study completed, no impact on adjacent properties Trail realigned away from adjacent properties to minimize light impact, where possible Specific LED bulbs selected as they cast a soft white glow Light shields to be placed on poles immediately adjacent to trail Boardwalk lighting incorporated in railing to be less intrusive Planting design to be utilized to screen light poles Town standard light fixtures Pathway lights to function on a timer, coming on at dusk and turning off at 11pm, year round. Vegetation Parkland to be naturalized and generally passive 70mm caliper trees to be planted Minimal tree removal exception hazard trees and trees in conflict with creek realignment and retaining walls Carolinian tree species Native seed mix to promote birds/butterflies and bee habitat Plant design screens active park areas and light fixtures Shade Structures Original mid-point structure removed from plans Playground shade structure relocated away from homes and designed to allow privacy to residents homes On Line Ponds LSRCA requirement, ponds taken off line “Riffle Pool” sequence design to naturalize the water system by allowing water to flow freely Playground Playground relocated to be centered on Cranberry entrance between adjacent residents properties Natural colour palette for structure to blend in with natural environment Minimal lighting, utilizing solar energy Accessible features Wood mulch fall protection safety surface Solar lights to light immediate area Exercise Stations Number of stations reduced “Bench-Fit” equipment to be installed which functions as a bench to sit but also has instructional signage to allow bench to be utilized for fitness Meditation Circle Labyrinth design to complement passive park concept Reflexology features Signage Historical plaques to recognize history of property in community Trail head signs, maps and wayfinding signs as per Town signage strategy Park Maintenance Service Levels Maintain to Town standard in accordance with Parks Maintenance Standard Service Levels 1 m buffer to be maintained along trails, rest of park to be naturalized Active areas around features to be maintained eg: playground, meditation circle, exercise benches General Committee Meeting Agenda Tuesday, November 21, 2017 Item R2 Page 3 of 15 November 21, 2017 Page 4 of 5 Report No. PRCS17-040 Agreement has been achieved All issues have been resolved or incorporated in the design of the park. There were significant concerns with regards to the pathway lighting and its impact on surrounding properties. The committee worked very hard together to incorporate as many features as possible to mitigate the effect on residents private lands, including placing pathway lighting on timers to energize at dusk and turn off at 11pm, throughout the year. Advisory Committee Review Not applicable. Financial Implications All amenities within the parkland and open space blocks of Phase 1 and Phase 2 of the Highland Gate Development are eligible for development charge credits to HGDI and total approximately$1,700,000, inclusive of additional contributions from HGDI per unit. The preliminary cost estimate for the Parkland Block construction in Phase 1 is $2,213,079. The ineligible costs of $513,079 for Phase 1 would therefore need to be funded from the Development Charge Reserve account. These financial implications are based in initial cost estimates Additional funding will be required to complete Phase 2 open space and parkland blocks with trails, pathway lighting and bridge crossings. Following Council approval of the parkland design, staff will complete a more detailed analysis of the construction costs in preparation for inclusion in the Subdivision Agreement. Communications Considerations Communications staff to update Town of Aurora website with new information as necessary. Link to Strategic Plan The Award of Tender supports the Strategic Plan Goal of Supporting an Exceptional Quality of Life for All, by encouraging an active and healthy lifestyle. Develop a long-term needs assessment for recreation programs, services and operations to match the evolving needs of the growing and changing population. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R2 Page 4 of 15 General Committee Meeting Agenda Tuesday, November 21, 2017Item R2 Page 5 of 15 General Committee Meeting Agenda Tuesday, November 21, 2017Item R2 Page 6 of 15 General Committee Meeting Agenda Tuesday, November 21, 2017Item R2 Page 7 of 15 General Committee Meeting Agenda Tuesday, November 21, 2017Item R2 Page 8 of 15 General Committee Meeting Agenda Tuesday, November 21, 2017Item R2 Page 9 of 15 General Committee Meeting Agenda Tuesday, November 21, 2017Item R2 Page 10 of 15 General Committee Meeting Agenda Tuesday, November 21, 2017Item R2 Page 11 of 15 General Committee Meeting Agenda Tuesday, November 21, 2017Item R2 Page 12 of 15 General Committee Meeting Agenda Tuesday, November 21, 2017Item R2 Page 13 of 15 General Committee Meeting Agenda Tuesday, November 21, 2017Item R2 Page 14 of 15 General Committee Meeting Agenda Tuesday, November 21, 2017Item R2 Page 15 of 15 Town of Aurora General Committee Report No. CS17-037 Subject: 2018 Procedure By-law Review and Proposed Meeting Schedule Prepared by: Samantha Yew, Deputy Town Clerk Department: Corporate Services Date: November 21, 2017 Recommendation 1.That Report No. CS17-037 be received; and 2.That the final draft Procedure By-law, incorporating Council feedback, be presented at a future Council meeting for enactment effective as of January 1, 2018; and 3.That the 2018 Meeting Schedule (Attachment No. 3) be approved. Executive Summary The purpose of this report is to provide a summary of proposed amendments to By-law No. 5820-16, as amended, (the Procedure By-law) which was passed by Council in November 2016 and has been in effect as of January 1, 2017. This report is also to establish a 2018 Meeting Schedule for Council and Committee meetings. •The proposed amendments to the Procedure By-law focus on enhancing meeting efficiency, clarity, and capturing current practices. •Approval of a 2018 Meeting Schedule is required as per the Procedure By-law. Background The Municipal Act, 2001 (the “Act”) requires Council to pass a by-law to govern its rules of procedure for Council and Committee meetings. The previous Procedural By-law, No. 5330-11, as amended, had been in effect since 2011 with minor amendments passed in 2013. Council’s current Procedure By-law was passed in November 2016 and has been in effect as of January 1, 2017. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 1 of 50 November 21, 2017 Page 2 of 6 Report No. CS17-037 Staff committed to providing a review within one year to evaluate the effectiveness of the current Procedure By-law and propose amendments to further enhance and ensure it is keeping within the guiding principles of the initial By-law review: • Aurora Town Council is the decision-making body of the Corporation; • Council’s Committees make recommendations to Council and are not the final decision-making bodies unless that authority has been explicitly delegated by Council as such; • Public and stakeholder input is a valued part of the decision-making process • Council’s decision-making process should be: ▪ Open and transparent; ▪ Conducted in an environment which is respectful of all participants; ▪ Balance debate with the need to make recommendations and decisions in a timely manner; • Procedural rules should facilitate and not hinder the business of Council; and • Procedural rules should comply with Robert’s Rules of Order and should be written in plain language. The proposed changes to the By-law are based on staff feedback and comments received from one-on-one consultations between the CAO and Council. In past years, the Meeting Schedule has been brought forward in a separate report. However, due to the proposed By-law amendments, consideration of the 2018 Meeting Schedule at the same time will ensure that changes to the By-law are captured. Analysis The proposed amendments to the Procedure By-law focus on enhancing meeting efficiency, clarity, and capturing current practices The proposed amendments to the Procedure By-law are detailed in Attachment No. 1. They include but are not limited to: • Replacing Presentations with Community Updates. This change will more accurately reflect the type of information being relayed during this section of the meeting. To ensure effective meeting scheduling and efficiency, the number of times a group or individual is permitted to present at Council or General Committee meetings on an annual basis will be limited. Staff presentations relating General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 2 of 50 November 21, 2017 Page 3 of 6 Report No. CS17-037 to items will be included as part of the item, eliminating the time between the presentation and discussion. • Addition of further guidelines for Delegations. These additions will include ▪ Limiting delegations to four at General Committee and two at Council; ▪ Grouping of delegations from the same association or body; and ▪ Eliminating active Planning application delegations at Council; and ▪ Eliminating delegations regarding proposals for Zoning By-law Amendment applications for the remainder of the two-year moratorium as outlined in Section 34 (10.0.0.1) of the Planning Act. These measures will allow for more efficient meetings and reduce the amount of duplicated information being presented to Council. The public will continue to have the opportunity to submit written correspondence and petitions to General Committee or Council, which is circulated to Members and can be added to the agenda as a Consent Item at the request of a Member. Any correspondence or petitions placed on an agenda will form part of the public record. • Addition of agenda sections to improve meeting flow and streamline meeting minutes. Changes include the addition of an Advisory Committee Minutes section on the General Committee agenda and Standing Committee Reports section on the Council agenda. ▪ The addition of an Advisory Committee Minutes section will eliminate the need for a separate Summary of Committee Recommendations report, as the Committee recommendations will be listed in the agenda index as they were prior to the 2016 Procedure By-law review. All Advisory Committee minutes can be approved in one motion if further discussion is not required. ▪ A Standing Committee Reports section on the Council agenda will allow for the consideration of General Committee items under one agenda section, eliminating the need to ‘pull’ items that require further discussion to the Regular Agenda which can cause confusion. As is current practice, all items not requiring separate discussion can be approved in one motion. Feedback has indicated that the minutes are difficult to follow, especially with the ‘pulling’ of items from the Consent Agenda to Regular Agenda. These changes will make the meeting and minutes more clear to the reader. • Expanding the criteria for Consent Agenda items. Staff have identified item types that could be added to the Consent Agenda items criteria, based on discussions from previous meetings. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 3 of 50 November 21, 2017 Page 4 of 6 Report No. CS17-037 • Amending agenda distribution dates to allow for more efficient agenda compilation and distribution. The proposed amendments suggest moving the General Committee agenda distribution date to the Tuesday prior to a meeting, the Council Agenda distribution date to the Thursday prior to a meeting, and Additional Items distribution date to the Monday prior to a meeting. Moving the distribution dates will allow for more efficient agenda distribution, eliminating the backups frequently experienced by Legislative Services staff on Friday afternoons. Draft agenda indices have been included as Attachment No. 2, outlining the proposed changes. Approval of a 2018 Meeting Schedule is required as per the Procedure By-law Section 19 of the Procedure By-law establishes rules for the timing of Standing Committee and Council meetings. The proposed 2018 Meeting Schedule is provided as Attachment No. 3. As 2018 is an election year, staff propose a variation of Council’s past meeting schedules. These variations include: • A one cycle schedule in March and September to accommodate March Break and 2018 Election preparations; • As has been past practice in previous election years, the conclusion of all Advisory and Ad Hoc Committees in or prior to June 2018 with the exception of the Heritage Advisory Committee, Aurora Public Library Board, Aurora Cultural Centre Board, Aurora Economic Development Board, and Committee of Adjustment; • Rescheduling the September Heritage Advisory Committee meeting from Monday, September 10, to Wednesday, September 5, to allow for meeting minutes to be brought forward to the Tuesday, September 11 General Committee meeting for consideration; • No Standing Committee or Council meetings in October or November, with the exception of the final meeting of the incumbent Council on Tuesday, November 27; • Inaugural Council Meeting of 2018-2022 Council on Tuesday, December 4. The Aurora Cultural Centre Board, Aurora Public Library Board, Aurora Economic Development Board, Joint Council Committee and Committee of Adjustment will continue to be scheduled as outlined in their respective Terms of Reference or by-law. As in past election years, the 2019 Capital and Operating Budgets will be brought forward in early 2019 for Council consideration. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 4 of 50 November 21, 2017 Page 5 of 6 Report No. CS17-037 Advisory Committee Review None Financial Implications None Communications Considerations Upon Council approval of the Procedure By-law amendments, staff will communicate the changes on the Town webpage and to a limited extent the Town’s social media platforms, and prepare an annotated booklet of the Procedure By-law for Council, Committee members and the public to assist with process during meetings. The approved 2018 Meeting Schedule will be posted to the Town website. Link to Strategic Plan The proposed Procedure By-law amendments and 2018 Meeting Schedule supports Strengthening the fabric of our community by identifying new formats, methods and technologies to effectively and regularly engage the community, and Progressive corporate excellence and continuous improvement by implementing policy and processes that reflect sound and accountable governance. Alternative(s) to the Recommendation 1. Council may choose to not amend the Procedure By-law. 2. Council may choose to approve an alternative Meeting Schedule. 3. Council may choose to provide direction on amendments they deem appropriate. Conclusions This report has been prepared to provide Council with a summary of proposed amendments to Council’s Procedure By-law and staff is seeking direction to complete the Procedure By-law review and present the Procedure By-law amendments at a future General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 5 of 50 General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 6 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationaleAdd - Definition for "head" in reference to MFIPPAAdd - Other definitions based on potential changes, ex. Emergency weather eventCouncil Meeting agendas are generally available to Members of Council and the public on each Friday preceding a Meeting.Council meeting agendas are to be distributed the Thursday prior to the meeting (from four days to five days prior to a meeting)More efficient agenda distributionMinimize agenda build up on FridayGeneral Committee agendas to be distributed to Members of Council on the Monday the week prior to the meeting (from 12 days to eight days prior to a meeting)More efficient agenda distributionMinimize agenda build up on FridayGeneral Committee agendas are to be available to the public one week prior to the meeting (from 11 days to seven days prior to a meeting)More efficient agenda distributionMinimize agenda build up on FridayRequests for items to be added to the agenda as an additional item shall have met at least one of the following conditions:i) Government/agency deadlines;ii) Legal implications;iii) Contractual implications;iv) Financial implications; v) Council or General Committee direction; orvi) As directed by the CAO.Add - additional item condition: as directed by the CAO More efficient agenda distributionMinimize agenda build up on FridayAdditional items to the General Committee meeting agenda are available on each Friday preceding the Meeting, and further additional items may be provided up to and including the Meeting day.Additional Items to General Committee and Council agendas to be available on the Monday prior to a meeting, eliminating Friday additional items and limiting Tuesday additional itemsMore efficient agenda distributionMinimize agenda build up on FridayTo provide clarificationGeneral Committee Meeting agendas are generally available to Members on the Thursday that is twelve (12) days preceding a General Committee Meeting and are generally available to the public on the following Friday.13. Availability of Agendas14. Additional Items and Corrections1. DefinitionsGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 7 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale17. Committee ReportRecommendations from Committees other than General Committee requiring Council approval will be submitted to the next regular General Committee Meeting in a Summary of Committee Recommendations report.Standing Committee section will be added to Council agendaCurrent separate report with Committee recommendations is confusing and procedurally difficult to deal with19. Meetings, e) Schedule of Meetingsi) Meetings shall take place in accordance with the “Meeting Schedule” as prepared by the Clerk and approved by Council.ii) All Council Meetings will generally be held on the second and fourth Tuesday of each month at 7 p.m. and General Committee Meetings will generally be held on the first and third Tuesday of each month at 7 p.m. Where a Council Meeting day is a public or civic holiday, Council will meet at the same hour on the Wednesday immediately following the holiday.iii) Unless otherwise determined by the Clerk, Council Closed Session will be scheduled at 5:45 p.m. immediately prior to a Council or General Committee Meeting, and will recess or adjourn at least twenty (20) minutes prior to the scheduled time of the meeting.iv) Only one (1) General Committee Meeting and one (1) Council Meeting will be held in each of July and August. v) Only one (1) General Committee Meeting, one (1) Council Meeting and one (1) Public Planning Meeting will be held in each of December and January.Delete sections iv), v)Meetings should proceed as indicated in the approved Meeting schedule; guidelines not required in Procedure By-lawGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 8 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale20. Notice of Meetings, d) Emergency Meetings of Council or General Committeei) Notwithstanding any other provision in this Procedure By-law, the Mayor may, at any time, call or provide Notice of an emergency Meeting of Council or General Committee. An emergency Meeting of Council or General Committee is limited to business matters included in the Notice of Meeting.ii) The Clerk gives Notice of emergency Meetings of Council or General Committee by:(a) Providing Notice to Members in person, by telephone, by electronic mail, or in the form of an agenda that indicates the date and time of the Meeting and general nature of the matters to be discussed.DeleteCovered under Special Meetings provisionsGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 9 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale20. Notice of Meetings, e) Cancellation or Postponement of Meetingsi) A Meeting may be cancelled or postponed where Quorum cannot be achieved, by Council resolution, in the event of an emergency, or where the Meeting is no longer required, as deemed by the Mayor and/or CAO.ii) The Clerk gives Notice of Cancellations or Postponements by: (a) Providing Notice to each Member no less than forty-eight (48) hours prior to the time set for the Meeting;iii) Providing Notice to the public of all Meetings of Council or General Committee regarding cancellations, and postponements by:(a) Posting a Notice on the Town website as soon as possible; (b) Sending a Notice via the Town’s social media accounts;(c) Posting a Notice on the Town’s regular advertising page in the local newspaper, if time permits; and(d) Where (c) cannot be achieved, posting a Notice at the main entrance to Town Hall.iv) Meetings of Committees may be cancelled or postponed by the Clerk, recording secretary, Chair or other assigned person where Quorum cannot be achieved, by Committee resolution, or in the event of an emergency.Add - information that refers to the Facility Closure - Inclement Weather/Power Failure PolicyTo add provisions to account for inclement weatherGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 10 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale20. Notice of Meetings, g) Quorumi) A majority of members shall constitute a Quorum.ii) As soon as there is a Quorum after the time appointed for commencement of a Meeting, the Mayor or Chair will call the Meeting to order. If a Quorum is not present 30 minutes after the time appointed for commencement of a Meeting, the Clerk shall record the names of the Members present and the Meeting shall not commence or proceed.Move to Section 19. MeetingsTo improve flow of by-law20. Notice of Meetings, h) Late Arrivali) If a Member arrives late at a Meeting, any prior discussion is not reviewed without the consent of the Members present.Move to Section 19. MeetingsTo improve flow of by-lawi) Council or a Committee may, by Resolution, close a Meeting or part of a Meeting to the public in accordance with section 239 of the Municipal Act, 2001 if the subject matter being considered is:(a) The security of the property of the Town or local board;(b) Personal matters about an identifiable individual, including Town or local board employees;(c) A proposed or pending acquisition or disposition of land by the Town or local board;(d) Labour relations or employee negotiations;(e) Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board;(f) Advice that is subject to solicitor-client privilege, including communications necessary for that purpose;(g) A matter in respect of which a Council, Board, Committee or other body may hold a closed meeting under another Act;Delete list from section i)Revise section ii)This list will expand upon proclamation of Bill 68. By referring to the Municipal Act and not having a specific list, this section of the Procedure By-law will not have to be amended for the remainder of the term of Council21. Closed Session, a) Matters of Closed SessionGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 11 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale21. Closed Session, b) Notice of Closed Sessioni) Where a matter may be considered by Council or General Committee for discussion in Closed Session, wherever possible, written Notice will include:(a) The fact that the Meeting will be closed to the public as provided for in the Municipal Act, 2001; (b) The general nature of the matter to be considered at the Closed Session.Specify that written notice of the Closed Session meeting will be provided through the publishing of the agendaTo provide clarification21. Closed Session, f) Scheduling of Closed Sessioni) Closed Session shall be scheduled as indicated in the Schedule of Meetings Section of this Procedure By-law.DeleteCovered under Meeting Schedule(h) The Meeting is held for the purpose of educating or training the Members and no Member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of Council, Local Board or Committee.ii) Council or a Committee shall also resolve into a Closed Session to the public for the following purposes:(a) A request under the Municipal Freedom of Information and Protection of Privacy Act, if the Council, board, commission or other body is the head of an institution for the purposes of that Act.(b) An ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 (1) of the Municipal Act, 2001, or the investigator referred to in subsection 239.2 (1) of the Municipal Act, 2001. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 12 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationaleReplace "Presentations" to "Community Announcements"To make by-law more clear and better reflect type of information relayed during "Presentations"Add "Advisory Committee Meeting Minutes" sectionTo provide a more efficient way of dealing with Advisory Committee recommendationsReplace "Presentations" with "Community Announcements"To make by-law more clear and better reflect type of information relayed during "Presentations"Add "Standing Committee Reports" sectionTo improve flow of agenda and a more clear meeting minutes documentDelete "Notice of Motion" SectionNotices of Motion to be allowed at General Committee only. If there is a time sensitive matter, Council could add it as a Motion.24. Order of Business - General Committeea) The order of business of General Committee is set out in the agenda, as follows, where provided for:i) Approval of the Agendaii) Declarations of Pecuniary Interest and General Nature Thereofiii) Community Announcementsiv) Delegationsv) Consent Agendavi) Advisory Committee Meeting Minutesvii) Consideration of Items Requiring Discussion (Regular Agenda)viii) Notices of Motionix) New Businessx) Closed Session xi) Adjournment25. Order of Business - Councila) The order of business for the Council is set out in the agenda as follows, where provided for:i) Approval of the Agendaii) Declarations of Pecuniary Interest and General Nature Thereofiii) Community Announcementsiv) Delegationsv) Consent Agendavi) Standing Committee Reportsvii) Consideration of Items Requiring Discussion (Regular Agenda)vii) Notices of Motionviii) MotionsGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 13 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationaleAdd - Order of business for other meetings is at the discretion of the ClerkTo provide clarification26. Record of Proceedingsa) The Clerk records the minutes of Meetings of General Committee and Council without note or comment. The minutes record:i) The date, time and location of the Meeting;ii) The name of the Chair and a record of the attendance at the Meeting;iii) The name and nature of presenters and Delegations;iv) All Resolutions, decisions and other proceedings of the Meeting; and,v) Administrative references, including by-law, report, Motion and policy indexes.Delete section v)Not requiredix) Regional Reportx) New Business xi) Public Service Announcementsxii) By-lawsxiii) Closed Sessionxiv) Confirming By-lawxv) AdjournmentGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 14 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale27. Minutesa) Minutes of each Meeting of Council are presented to the subsequent regular Meeting of Council for approval. The approved minutes form the official record of the meeting.b) A report of the General Committee is submitted to the next regular Council meeting, for consideration of the recommendations. The report from General Committee that is presented to Council shall not contain the mover or seconder on each item but rather shall only show recommendations endorsed by the General Committee. c) Approved minutes of Council and report of the General Committee will be posted on the Town’s website as they become available.d) Minutes of Committees, as designated by Council, are submitted to General Committee for Council receipt. e) After the Council minutes have been approved by Council, they shall be signed by the Mayor and Clerk.f) The receipt of minutes from Committees by Council does not constitute endorsement by the Town of any recommendations or actions contained in the minutes.g) The Clerk shall ensure that the minutes of each Meeting are made available to Members within a reasonable amount of time after the holding of such Meeting.Revise order - d), f), b), a), e), c), g).To improve flow of by-lawGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 15 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale29. Open Foruma) In the Open Forum that occurs fifteen (15) minutes prior to the formal portion of a General Committee Meeting, any individual may address General Committee to make informal inquiries or to comment on matters of municipal business. Persons speaking at the Open Forum are shall be required to sign the Open Forum Register held by the Clerk or recording secretary prior to being permitted to address Council, and shall be limited to a maximum of five (5) minutes each. b) Open Forum will not be included in the Meeting minutes, and will not be part of the live streaming of the Meeting.c) Generally, no Motions are passed related to matters raised during Open Forum.Delete section c)Not requiredGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 16 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale30. Declarations of Pecuniary Interesta) Members are required to make Declarations of Pecuniary Interest in accordance with the requirements of the Municipal Conflict of Interest Act and/or other relevant legislation. b) Where a Meeting is not open to the public, in addition to complying with the requirements set out in the Closed Session Section of this Procedure By-law, the Member shall leave the Meeting or the part of the Meeting during which the matter is under consideration.c) Where the interest of a Member has not been disclosed by reason of the Member’s absence from a particular Meeting, the Member shall disclose the Member’s interest and otherwise comply at the first Meeting of Council or Committee, as the case may be, attended by the Member after the particular Meeting.d) The Clerk shall record the particulars of any disclosure of pecuniary interest and general nature thereof made by a Member, and this record shall appear in the minutes of that Meeting.Add provisions to reflect requirement of written notice to be submitted to the Clerk's OfficeChanges are required as part of Bill 68, specifically written notice of conflict and public record of declared pecuniary interestsGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 17 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationaleRevise section to Presentations and Community UpdatesTo make by-law more clear and better reflect type of information relayed during "Presentations"Revise section name to "Community Updatess";To make by-law more clear and better reflect type of information relayed during "Presentations"Delete wording in section i)To provide clarificationAdd requests to be added to Commiunity Updates must be submitted to the Clerk's Office at least six weeks in advance of the meeting, and material must be submitted at least two weeks prior to the meeting;To streamline deadlines and processes and encourage effective agenda managementRevise section iv) to maximum time limit of five (5) minutes;Meeting efficiencyAdd - Limit number of times group or individual may appear before at General Committee and/or Council, at the discretion of the Town ClerkMeeting efficiencyDelete sections ii) and iii)Not required31. Presentations and Community Updates, a) Staff Presentationsi) Staff presentations, if related to a report on the agenda shall occur at the time the report is discussed. Presentations by staff at Meetings shall be a maximum of ten (10) minutes. i) Presentations Community Updates may be made by third-parties invited by staff or other government agency presentations to Council or General Committee on matters of interest to the Town, as well as awards, certificates, grants and other recognitions presented to/by the Town. Such presentations are received or presented by the Chair.ii) Where a third-party presentation involves an item on an agenda, the item shall be heard at the appropriate time in the agenda with the report brought forward for consideration immediately after the presentation has been made. iii) Presentation material shall be submitted to the Clerk in an electronic format prior to the 4:30 p.m. on the Friday prior to the meeting date.iv) Presentations Community Updates may be up to ten (10) five (5) minutes. The consent of Council or General Committee is required to extend a presentation beyond ten (10) five (5) minutes.31. Presentations and Community Updates, b) Other Presentations Community UpdatesGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 18 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationaleIndicate 'business' days in reference to deadlines To provide clarificationRevise section ii) and iii) - All delegation requests and supporting material must be provided no later than 9 a.m. one business days prior to a meeting.To streamline deadlinesRevise section iv) to reflect that any financial requests should first be directed to the annual Budget Input Session.To put process around financial asksAdd - Delegation requests received after the deadline or limit has been reached will be acknowledged by the Clerk but not placed on an AgendaTo provide clarificationAdd to Section ix) limit of four (4) Delegates for General Committee, limit of two (2) Delegates at CouncilMeeting efficiencyDelete sections x), and xi)Not requiredAdd - No delegations regarding proposals for Zoning By-law Amendment applications for the remainder of the two-year moratorium as outlined in Section 34 (10.0.0.1) of the Planning Act.To ensure merits of the application are not discussed prior to the Planning processAdd - No active Planning-related delegations at CouncilNew section to be added, depending on Meeting structure and schedulei) Delegates shall be encouraged to appear at the appropriate Committee first rather than Council. ii) Anyone wishing to appear before General Committee or Council shall register as a delegate by submitting the prescribed form to the Clerk no later than 4:30 p.m. two (2) days 9 a.m. one (1) business day prior to the scheduled Meeting date.iii) Delegates shall advise the Clerk that the audio visual equipment will be required and shall submit supporting material to the Clerk in an electronic format no later than 4:30 p.m. on the Friday two (2) business days 9 a.m. one (1) business day prior to the Meeting date. iv) Delegates requesting specific financial assistance or services in-kind from General Committee or Council must submit a detailed written request to the Clerk prior to the Meeting, which will be forwarded to the appropriate department for review. A decision will not be made at the Meeting where the Delegation is heard.v) The Clerk shall give due consideration to the length of the agenda and the number of delegations and shall advise to the requester the earliest possible date when their delegation may be accommodated. A limit of four (4) delegations will be considered at a meeting of General Committee and a limit of three (3) two (2) delegations will be considered at a Meeting of Council.32. Delegations, a) General ProvisionsGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 19 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationaleAdd - wording around delegations from members of the same group, limit to oneTo provide clarification and promote meeting efficiency Add - Provision that allows Town Clerk to manage number of times a delegation appears before General Committee and CouncilMeeting efficiencyvi) Delegations at General Committee and Council meetings shall be on a subject that is within the jurisdiction or influence of local government. Delegations at a Meeting of Council shall be related to an item of business on the agenda. vii) Delegates shall refrain from making statements or comments that are, in the opinion of the Chair, frivolous or vexatious in nature.viii) Delegates shall be restricted to a speaking limit of five (5) minutes, regardless of whether they are representing an organization, association or other group. ix) The consent of Council or General Committee is required to grant a delegation one (1) extension of up to five (5) minutes at a Council or General Committee meeting, and to consider more than three (3) delegations at a Council meeting.x) A Delegation not on the agenda shall not be heard without the consent of at least a two-thirds majority of the Members present.xi) Members of General Committee and Council are permitted to ask the individual making a Delegation questions only for clarification and to obtain additional relevant informationxii) Delegates who appear before General Committee are not permitted to make a Delegation in relation to the same item at the following Council meeting, but may submit written material to Members of Council through the Clerk’s Office. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 20 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale32. Delegations, b) Delegations at General Committeei) Individuals who request to make a Delegation may be encouraged by a Member or staff to consider resolving an issue or concern with staff in lieu of, or prior to, submitting a Delegation request.ii) Where there are numerous delegates taking the same position on a matter, they are encouraged to select a spokesperson to present their views. Delegates are encouraged not to repeat information presented by an earlier Delegation.DeleteCovered in previous section32. Delegations, c) Delegations at Council Meetingsi) Anyone wishing to speak on an item that is not on the Council agenda shall be directed to appear at the Open Forum session that precedes the General Committee Meetings. Alternatively, the delegation may be placed on a Committee agenda to address an issue that is not on the Council agenda.Move to Section 32. a)To improve flow of by-law32. Delegations, d) Delegations at Public Planning Meetingsi) Any person may speak on a matter at a Public Planning Meeting provided that the spokesperson is speaking on an item that is contained in the agenda. The delegate shall not speak for more than five (5) minutes, but may have an opportunity to speak more than once on the agenda item.Revise as requiredRevision dependent on Meeting structure and scheduleGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 21 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationaleDelete sections ii), iiiNot requiredAdd - Items may be added to the Consent Agenda at the discretion of the CAO or Town ClerkTo clarify process33. Consent Agenda, b)Simple questions Questions of clarification may be asked by Members about any Consent item during the adoption of the Consent Agenda without requiring a separate vote.Replace 'simple questions' with 'questions of clarification'Improved wording33. Consent Agenda, f)All recommendations from the General Committee will be placed on the Consent Agenda of the next regular Council Meeting, unless a request is made at the General Committee Meeting to consider a recommendation under Consideration of Items Requiring Discussion.DeleteStanding Committee Reports section to be added.33. Consent Agenda, a)Consent Agenda will include the following items that do not have presentations or delegations:i) Receipt of the Minutes (i.e. Special Council, Workshop, Closed Session) (Council Meeting agenda only);ii) Advisory Committee Minutes;iii) Staff Reports that require no action other than receiving for information; iv) Procurement items that are within the approved budget;v) Communications addressed to Council; andvi) Items as directed by the CAO or Town Clerk.General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 22 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationaleRevise as requiredChanges may be required to fit new agenda publishing timeframesAdd - Notice of Motion must be accompanied by written confirmation of a seconder when submitted to the Clerk's OfficeSuggested change based on feedbackReplace 'Motion' with 'Notice of Motion' Corrected wordingDelete sections d) ii)Simplify processa) A Member desiring to introduce a subject for discussion by Council will provide the proposed Notice of Motion to the Clerk in writing for inclusion in a regular agenda of General Committee or Council by 12 p.m. on the Wednesday prior to the meeting.b) The Motions for Which Notice Has Been Given will be included on the next Council agenda for consideration and disposition.c) The CAO or staff may be requested to comment on the Motion raised in this Section, but no staff report will be prepared unless the Motion is referred to staff for a further report.d) It is the duty of the Member to:i) Prepare the proposed Notice of Motion in writing.ii) Submit the proposed Motion to the Clerk by 12 p.m. on the Wednesday prior to the meeting.iii) Ensure the content of the proposed Motion allows for it to be published on a public agenda. 34. Notice of MotionGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 23 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale37. New Businessa) Any Member of Council or a Committee, at any Meeting, may present and introduce any matter of New Business during the New Business portion of the Meeting, and shall have regard to the following guidelines:i) Members are encouraged to raise operational matters prior to the Meeting through the CAO, Director or appropriate staff member; ii) Members are discouraged from raising substantive policy matters, in particular consideration of corporate policies or by-laws; and,iii) Members of Council are encouraged to raise announcements and community events under the Public Service Announcements portion of the Council agenda.Move to before Section 36. Public Service AnnouncementsTo improve flow of by-lawDelete section b)Not required - all votes to waive procedure require a 2/3 majorityAdd - motion to extend must refer to a specific end timeMeeting efficiencyAdd - By-laws and Confirming by-law to be voted on prior to adjournmentTo ensure approval of time sensitive By-laws and the Confirming By-lawa) No item of business shall be considered at a Meeting of Council or General Committee after 10:30 p.m. unless a majority of the Members present enact a resolution to extend the hour.b) If Council or General Committee is still in session at 11 p.m., it shall be adjourned unless two-thirds of the Members present enact a resolution to extend the Meeting (By-law No. 5968-17). 39. AdjournmentGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 24 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationaleSimplify processa) Correspondence addressed to the Mayor and Council shall be acknowledged by the Clerk and sent directly to the appropriate Committee or Director for response or action.b) Copies of such correspondence shall also be distributed to Members of Council and the CAO.c) Where correspondence is not requested to be included in a Council or General Committee agenda, it is circulated by the Clerk to Members of Council, the CAO, Directors and applicable staff for their information, and forms a part of the Clerk’s records.d) Where correspondence has been requested to be included on a Council or General Committee Meeting agenda or on the request of a Member of Council to the Clerk, correspondence is placed on the General Committee meeting agenda for consideration. Where required due to urgency or timing, correspondence may be considered directly by Council as an Additional Item.e) Staff may prepare recommendations related to the matter for Council’s consideration.f) Council and staff will direct to the Clerk correspondence clearly intended to be considered as part of an agenda of Council or General Committee.Delete section a), b), e), f), g), and h)40. CorrespondenceGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 25 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationaleg) The Clerk is required to verify whether it is the intent of an individual to include his/her correspondence on a public agenda. For reasons of privacy, irrelevant personal information will be severed from correspondence. General correspondence between Councillors or staff, and constituents or stakeholders, will not be included unless the Clerk is satisfied it was clearly the individual’s intent to include his/her correspondence on a public agenda.h) Correspondence related to items already decided on by Council will form a part of the Clerk’s records and be circulated to Members of Council, but not placed on an agenda.i) Correspondence must be legible and not contain any defamatory statements. Anonymous correspondence will not be acknowledged, circulated, or placed on an agenda.j) The Council’s receipt of correspondence does not constitute endorsement of the correspondence by the Town of any recommendations it may contain or actions it may advocate.General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 26 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale41. Petitionsa) Petitions may be submitted to the Clerk and will include a minimum of two (2) persons and their respective addresses, and a clear statement of purpose for the petition.b) The request conveyed in the petition will be considered by General Committee for disposition. Where required due to urgency or timing, petitions may be considered directly by Council.c) For reasons of privacy, the names and addresses included with the petition will be provided to Members, but not published in an agenda of the General Committee or Council.d) Staff may prepare recommendations related to the matter for Council’s consideration.e) The Town is not accountable for the accuracy or reliability of petitions that are submitted.Delete section c)Simplify processGeneral Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 27 of 50 Attachment No. 1 - Proposed Amendments to Procedure By-law No. 5820-16, as amendedProcedure By-law SectionSection Text (if applicable)ChangeRationale44. Procedures Concerning Motionsi) Motion to Amendi) The purpose of this Motion is to modify a Motion. It cannot be used to directly contradict or negate the effect of another Motion.ii) A Motion to amend:(a) Is to be open to debate; and,(b) Is to be relevant to the main Motion; and(c) Can be applied to a Motion at one time, but that amendment may be amended [by a secondary amendment], which cannot be amended.iii) If it is not considered a “Friendly Amendment,” then the Motion to amend:(a) If more than one, will be put to a vote in the reverse order to that in which they were moved;(b) Will be decided upon or withdrawn before the main Motion is put to the vote;(c) Will not be amended more than once, provided that further amendments may be made to the main Motion; and,(d) Will not be directly contrary to the main Motion.Revise section i) Motion to Amend Provide clearer wording General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 28 of 50 Public Release September 29, 2017 Town of Aurora General Committee Meeting Agenda Tuesday, October 3, 2017 7 p.m., Council Chambers NOTE: This is a sample agenda index being provided as an attachment to Report No. CS17-037. Councillor Abel 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.Community Announcements 4.Delegations (a) Craig Mather, President, Suzanne Haines, Executive Director, and Stephanie Nicolò, Program, Gallery and Volunteer Services Coordinator, Aurora Cultural Centre Re: Item R4 – PRCS17-032 – Canada 150 Art Installation at Church Street School at 22 Church Street Attachment No. 2 General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 29 of 50 General Committee Meeting Agenda (Revised) Tuesday, October 3, 2017 Page 2 of 6 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. Recommended: That the following Consent Agenda Items, C1 to C5 inclusive, be approved: C1. FS17-020 – 2016 Year End Development Charges Statement (Information Report dated May 16, 2017, included on agenda per Member of Council request) Recommended: 1. That Report No. FS17-020 be received for information. C2. FS17-039 – Interim Operating Budget Forecast – as at July 31, 2017 (Information Report dated September 19, 2017, included on agenda per Member of Council request) Recommended: 1. That Report No. FS17-039 be received for information. C3. PBS17-067 – Planning Applications Status List (Information Report dated September 19, 2017, included on agenda per Member of Council request) Recommended: 1. That Report No. PBS17-067 be received for information. C4. Memorandum from Mayor Dawe Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of July 28, 2017 (Added Item) General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 30 of 50 General Committee Meeting Agenda (Revised) Tuesday, October 3, 2017 Page 3 of 6 Recommended: 1. That the memorandum regarding Lake Simcoe Conservation Authority Board Meeting Highlights of July 28, 2017, be received for information. 6. Advisory Committee Minutes A1. Community Recognition Review Advisory Committee Meeting Minutes of August 21, 2017 Recommended: 1. That the Community Recognition Review Advisory Committee meeting minutes of August 21, 2017, be received; and 2. That the Community Recognition Review Advisory Committee Recommend to Council: (a) That… 7. Consideration of Items Requiring Discussion (Regular Agenda) R1. CAO17-006 – Engagement of Review of Joint Operations Centre (JOC) Project and Costs Recommended: 1. That Report No. CAO17-006 be received; and 2. That Internal Audit Services of the Region of York be engaged to review and report on the JOC Project and Costs using Brook Laker & Associates as outlined in Report No. CAO17-006, for a total fee of $29,000 excluding HST, to be funded from within expected 2017 operating surplus. R2. FS17-043 – Capital Projects Status and Closures as of July 31, 2017 Recommended: 1. That Report No. FS17-043 be received; and General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 31 of 50 General Committee Meeting Agenda (Revised) Tuesday, October 3, 2017 Page 4 of 6 2. That the Capital Project closures and Capital funding adjustments outlined in Attachments #1 and #2 be approved. R3. FS17-044 – 2018 Fees and Charges Update Recommended: 1. That Report No. FS17-044 be received; and 2. That the 2018 Fees and Charges for applications, permits, use of Town property, the sale of Town publications and for the prescribed service charges for administrative matters as itemized on the attached schedules be approved: Schedule A – General Fees and Charges Schedule B – Planning and Building Services Schedule C – Corporate Services Schedule D – Parks, Recreation and Cultural Services Schedule E – Infrastructure and Environmental Services Schedule F – Financial Services; and 3. That the necessary by-law be enacted at a future Council meeting. R4. PRCS17-032 – Canada 150 Art Installation at Church Street School at 22 Church Street Recommended: 1. That Report No. PRCS17-032 be received; and 2. That the installation of the Canada 150 Milestones Mural: A Community Art Project art installation on the southwest lawn of Church Street School at 22 Church Street be approved in the amount of $2,700, funded from the Property Improvement Operating Account 1-4-07302-5037; and 3. That the Mayor and Town Clerk be authorized to execute the funding Agreement between the Town of Aurora and the Ontario Heritage Trust, including any and all documents and ancillary agreements required to give effect to same. R5. PBS17-076 – Proposal for Zoning By-law Amendment Applications General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 32 of 50 General Committee Meeting Agenda (Revised) Tuesday, October 3, 2017 Page 5 of 6 Recommended: 1. That Report No. PBS17-076 be received; and 2. That Council accept the Zoning By-law Amendment Application related to the following Zoning By-law Proposal: (a) Shimvest Investments Limited (271 Holladay Drive) R6. CS17-030 – Implications of the Provincial Government’s Proposed Changes to Employment Standards Legislation on the Town (Information Report dated September 19, 2017, included on agenda per Member of Council request) Recommended: 1. That Report No. CS17-030 be received for information. R7. Correspondence from Toronto and Region Conservation Authority (TRCA) dated September 29, 2017, Re: Appointments to the TRCA Regional Watershed Alliance 2017-2021 Recommended: 1. That the correspondence from Toronto and Region Conservation Authority (TRCA) dated September 29, 2017, regarding Appointments to the TRCA Watershed Alliance 2017-2021, be received; and 2. That Council provide direction. 7. Notices of Motion (a) Mayor Dawe Re: Federal Legalization of Recreational Cannabis (Added Item) 8. New Business 9. Closed Session General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 33 of 50 General Committee Meeting Agenda (Revised) Tuesday, October 3, 2017 Page 6 of 6 10.Adjournment General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 34 of 50 Public Release October 6, 2017 Town of Aurora Council Meeting Agenda Tuesday, October 10, 2017 7 p.m., Council Chambers NOTE: This is a sample agenda index being provided as an attachment to Report No. CS17-037. 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. Community Announcements 4. Delegations 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. Recommended: That the following Consent Agenda Items, C1 to C5 inclusive, be approved: C1. Council Meeting Minutes of September 26, 2017 General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 35 of 50 Council Meeting Agenda Tuesday, October 10, 2017 Page 2 of 4 Recommended: 1. That the Council meeting minutes of September 26, 2017, be adopted as printed and circulated. C3. Council Closed Session Minutes of September 19 and September 26 (Continued October 3), 2017 (confidential attachment) Recommended: 1. That the Council Closed Session minutes of September 19 and September 26 (Continued October 3), 2017, be adopted as printed and circulated. C4. Council Closed Session Public Minutes of September 19 and September 26 (Continued October 3), 2017 Recommended: 1. That the Council Closed Session Public minutes of September 19 and September 26 (Continued October 3), 2017, be adopted as printed and circulated. C5. Budget Committee Meeting Report of May 31, 2017 Recommended: 1. That the Budget Committee Meeting Report of May 31, 2017, be received for information. 6. Standing Committee Reports S1. General Committee Meeting Report of October 3, 2017 Recommended: 1. That the General Committee meeting report of October 3, 2017, be received and the recommendations carried by the Committee approved. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 36 of 50 Council Meeting Agenda Tuesday, October 10, 2017 Page 3 of 4 S2. Budget Committee Meeting Report of October 7, 2017 Recommended: 2.That the Budget Committee meeting report of October 7, 2017, be received and the recommendations carried by the Committee approved. 7.Consideration of Items Requiring Discussion (Regular Agenda) 8.Motions (a) Mayor Dawe Re: Federal Legalization of Recreational Cannabis 9.Regional Report York Regional Council Highlights – September 21, 2017 Recommended: That the Regional Report of September 21, 2017, be received for information. 10.New Business 11.Public Service Announcements 12.By-laws 13.Closed Session General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 37 of 50 Council Meeting Agenda Tuesday, October 10, 2017 Page 4 of 4 14.Confirming By-law Recommended: That the following confirming by-law be enacted: By-law Number XXXX-17 Being a By-law to Confirm Actions by Council Resulting from a Council Meeting on October 10, 2017. 15.Adjournment General Committee Meeting Agenda Tuesday, November 21, 2017 Item R3 Page 38 of 50 (CC) Council Chambers (1 st floor)(HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 January 2018 S unday M onday Tuesday Wednesday Thursday F riday Saturday 1 2 3 4 5 6 New Year’s Day Hanukkah (Last Day) 7 8 9 10 11 12 13 9:30 a.m. Joint Council Committee (Newmarket) 4 p.m. Accessibility Advisory Committee (HR) 7 p.m. Aurora Cultural Centre Board 7 p.m. Committee of Adjustment (CC) 14 15 16 17 18 19 20 7 p.m. Aurora Public Library Board 21 22 23 24 25 26 27 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) 5:30 p.m. Finance Advisory Committee (HR) 7 p.m. Public Planning (CC) 28 29 30 31 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. Council (CC) Attachment No. 3 General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 39 of 50 (CC) Council Chambers (1st floor) (HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 February 2018 Sunday M onday Tuesday Wednesday Thursday Friday S aturday 1 2 3 7 p.m. Environmental Advisory Committee (HR) 4 5 6 7 8 9 10 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) 4 p.m. Accessibility Advisory Committee (HR) 7 p.m. Committee of Adjustment (CC) 11 12 13 14 15 16 17 7 p.m. Heritage Advisory Committee (HR) 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. Council (CC) 7 p.m. Aurora Cultural Centre Board 7 p.m. Parks, Recreation and Cultural Services Advisory Committee (HR) 10 a.m. Trails and Active Transportation Committee (CC) 18 19 20 21 22 23 24 Family Day 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) 7 p.m. Aurora Public Library Board 25 26 27 28 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. Council (CC) 5:30 p.m. Finance Advisory Committee (HR) 7 p.m. Public Planning (CC) General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 40 of 50 (CC) Council Chambers (1st floor) (HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 Mar ch 2018 S unday M onday Tuesday Wednesday Thursday F riday Saturday 1 2 3 4 5 6 7 8 9 10 7 p.m. Heritage Advisory Committee (HR) 9:30 a.m. Joint Council Committee (HR) 4 p.m. Accessibility Advisory Committee (HR) 8 p.m. Aurora Cultural Centre Board 7 p.m. Committee of Adjustment (CC) 11 12 13 14 15 16 17 March Break March Break March Break March Break March Break 18 19 20 21 22 23 24 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) 7 p.m. Aurora Public Library Board 25 26 27 28 29 30 31 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. Council (CC) 5:30 p.m. Finance Advisory Committee (HR) 7 p.m. Public Planning (CC) Good Friday General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 41 of 50 (CC) Council Chambers (1st floor) (HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 April 2018 S unday M onday Tuesday Wednesday Thursday F riday Saturday 1 2 3 4 5 6 7 Easter Sunday Easter Monday 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) 4 p.m. Accessibility Advisory Committee (HR) 7 p.m. Environmental Advisory Committee (HR) 8 9 10 11 12 13 14 7 p.m. Heritage Advisory Committee (HR) 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. Council (CC) Passover (First Day) 7 p.m. Aurora Cultural Centre Board 7 p.m. Committee of Adjustment (CC) 15 16 17 18 19 20 21 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) Passover (Last Day) 7 p.m. Aurora Public Library Board 7 p.m. Parks, Recreation and Cultural Services Advisory Committee (HR) 10 a.m. Trails and Active Transportation Committee (CC) 22 23 24 25 26 27 28 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. Council (CC) 5:30 p.m. Finance Advisory Committee (HR) 7 p.m. Public Planning (CC) 29 30 General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 42 of 50 (CC) Council Chambers (1st floor) (HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 May 2018 S unday M onday Tuesday Wednesday Thursday F riday Saturday 1 2 3 4 5 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) Municipal Election Nominations Begin Art Show Art Show Art Show Art Show 6 7 8 9 10 11 12 Art Show 9:30 a.m. Joint Council Committee (Newmarket) 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. Council (CC) 4 p.m. Accessibility Advisory Committee (HR) 7 p.m. Aurora Cultural Centre Board 7 p.m. Committee of Adjustment (CC) 13 14 15 16 17 18 19 7 p.m. Heritage Advisory Committee (HR) 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) 7 p.m. Aurora Public Library Board 20 21 22 23 24 25 26 Victoria Day 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. Council (CC) 5:30 p.m. Finance Advisory Committee (HR) 7 p.m. Public Planning (CC) 27 28 29 30 31 FCM Conference Halifax General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 43 of 50 (CC) Council Chambers (1st floor) (HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 June 2018 S unday M onday Tuesday Wednesday Thursday Friday S aturday 1 2 FCM FCM 3 4 5 6 7 8 9 FCM 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) 4 p.m. Accessibility Advisory Committee (HR) 7 p.m. Environmental Advisory Committee (HR) 7 p.m. Committee of Adjustment (CC) 10 11 12 13 14 15 16 7 p.m. Heritage Advisory Committee (HR) 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. Council (CC) 8 p.m. Aurora Cultural Centre Board 10 a.m. Trails and Active Transportation Committee (CC) 17 18 19 20 21 22 23 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) 7 p.m. Aurora Public Library Board 7 p.m. Parks, Recreation and Cultural Services Advisory Committee (HR) 24 25 26 27 28 29 30 9:30 a.m. Joint Council Committee (HR) 5:45 p.m. Council Closed Session (if required) (HR) 6:30 p.m. Audit Committee (CC) 7 p.m. Council (CC) 5:30 p.m. Finance Advisory Committee (HR) 7 p.m. Public Planning (CC) General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 44 of 50 (CC) Council Chambers (1st floor) (HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 July 2018 Sunday M onday Tuesday Wednesday Thursday F riday Saturday 1 2 3 4 5 6 7 Canada Day To wn Hall Closed in lieu of Canada Day 8 9 10 11 12 13 14 7 p.m. Heritage Advisory Committee (HR) 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) 7 p.m. Aurora Cultural Centre Board 7 p.m. Committee of Adjustment (CC) 15 16 17 18 19 20 21 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. Council (CC) 22 23 24 25 26 27 28 Municipal Election Nomination Day 29 30 31 General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 45 of 50 (CC) Council Chambers (1st floor) (HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 August 2018 Sunday M onday Tuesday Wednesday Thursday F riday Saturday 1 2 3 4 5 6 7 8 9 10 11 Civic Holiday 5:45 p.m. Council Closed Session (if required) (LR) 7 p.m. General Committee (CC) 7 p.m. Aurora Cultural Centre Board 7 p.m. Committee of Adjustment (CC) 12 13 14 15 16 17 18 5:45 p.m. Council Closed Session (if required) (LR) 7 p.m. Council (CC) 19 20 21 22 23 24 25 AMO Conference Ottawa AMO AMO AMO 26 27 28 29 30 31 General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 46 of 50 (CC) Council Chambers (1st floor) (HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 September 2018 S unday M onday Tuesday Wednesday T hursday F riday Saturday 2 3 4 5 6 7 1/8 Labour Day 9:30 a.m. Joint Council Committee (Newmarket) 7 p.m. Heritage Advisory Committee (LR) 9 10 11 12 13 14 15 Rosh Hashanah 5:45 p.m. Council Closed Session (if required) (LR) 7 p.m. General Committee (CC) 8 p.m. Aurora Cultural Centre Board 7 p.m. Committee of Adjustment (CC) 16 17 18 19 20 21 22 5:45 p.m. Council Closed Session (if required) (LR) 7 p.m. Council (CC) 7 p.m. Aurora Public Library Board Yom Kippur 23/30 24 25 26 27 28 29 7 p.m. Public Planning (CC) General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 47 of 50 (CC) Council Chambers (1st floor) (HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 October 2018 S unday M onday Tuesday Wednesday Thursday Friday S aturday 1 2 3 4 5 6 7 8 9 10 11 12 13 Thanksgiving Day 7 p.m. Aurora Cultural Centre Board 7 p.m. Committee of Adjustment (CC) 14 15 16 17 18 19 20 7 p.m. Aurora Public Library Board 21 22 23 24 25 26 27 Municipal Election Voting Day 28 29 30 31 General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 48 of 50 (CC) Council Chambers (1st floor) (HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 November 2018 S unday M onday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7 8 9 10 7 p.m. Aurora Cultural Centre Board 7 p.m. Committee of Adjustment (CC) 11 12 13 14 15 16 17 Remembrance Day 7 p.m. Aurora Public Library Board 18 19 20 21 22 23 24 25 26 27 28 29 30 5:45 p.m. Council Closed Session (if required) (LR) 7 p.m. Council (CC) General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 49 of 50 (CC) Council Chambers (1st floor) (HR) Holland Room (1st floor) (LR) Leksand Room (1st floor) (TR) Tannery Room (2nd floor) Revision: Option 1 December 2018 Sunday M onday Tuesday Wednesday Thursday Friday S aturday 2 3 4 5 6 7 1/8 Hanukkah (First Day) 7 p.m. Council Inaugural (CC) Christmas Tree Lighting Ceremony 7 p.m. Committee of Adjustment (CC) 9 10 11 12 13 14 15 Hanukkah (Last Day) 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. General Committee (CC) 8 p.m. Aurora Cultural Centre Board 16 17 18 19 20 21 22 5:45 p.m. Council Closed Session (if required) (HR) 7 p.m. Council (CC) 7 p.m. Aurora Public Library Board 7 p.m. Public Planning (CC) 23 24 25 26 27 28 29 Christmas Eve Christmas Day Boxing Day To wn Hall Closed To wn Hall Closed 30 31 New Year’s Eve General Committee Meeting Agenda Tuesday, November 21, 2017Item R3 Page 50 of 50 Town of Aurora General Committee Report No. PBS17-084 Subject: 2018 Planning Applications Fees Prepared by: Glen Letman, Manager of Development Planning Department: Planning and Building Services Date: November 21, 2017 Recommendations 1. THAT Report No. PBS17-084 be received; and 2. THAT in accordance with Section 69 of the Planning Act Council update the Planning Application Fees Bylaw as shown on attached Schedule A, which increases the 2018 fees for processing of Planning Applications by 2.1% (generally) to reflect the Consumer Price Index; and modest verifiable increases to the Official Plan, Zoning Bylaw and Subdivision and Condominium base fees; and 3. That the amending Planning Application Fees Bylaw be brought forward to a future Council meeting for enactment; and 4. AND THAT Council direct staff to review and amend the Planning Fee schedule an annual basis. Executive Summary The purpose of this report is to seek Council approval of the 2018 Planning Application Fees. • On November 1, 2016 General Committee received Report No. PBS16-093 as an update to the Town’s current Fees and Charges Bylaw; • Within that report the Planning Applications fees were recommended to be increased of 2.1% (rounded) for development planning application fees for 2017. • The Town’s Director of Financial Services advises that the Consumer Price Index rose by the same 2.1% over the past year (June to June) which is recommended to be applied to the 2018 Panning Application fees. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R4 Page 1 of 6 November 21, 2017 Page 2 of 4 Report No. PBS17-084 • A 10% Base Fee is proposed to be increased for Official Plan, Zoning, Subdivision and Condominium applications. • Council direction is required to update the 2018 Planning and Building Services Planning Application Fees, which will be brought forward as a Bylaw. Background The Planning and Building Services Planning Application fee is set out in a separate Fees Bylaw to the Towns General Fees and Charges Bylaw brought forward by Financial Services. On November 12, 2013 Council directed that an annual Planning Application fee be increased administratively allowing fees to increase based on the Consumer Price Index. The administrative fee increase applied for a three year period (2014, 2015 and, 2016). The average increase in fees over this three year time period was approximately 2%. On November 1, 2016 General Committee adopted Report No. PL16-093 and directed that an increase in Planning Application fees (2.1%) be adopted. Council subsequently approved Bylaw 5922-163 including a schedule of Planning Application fees. Analysis This report recommends that Council approve the 2018 Planning and Building Services Development Planning Fees Schedule A. The majority of the changes to the Planning Application Fees include an additional 2.1% increase (rounded) to reflect the impact of inflation on the costs of services. These charges are recommended to maintain consistency in the delivery of services on a cost recovery basis. Additional minor increases in fees have been included which represent verifiable development application timeline and review costs. These include; a fee for Zoning Bylaw Amendment Proposals, Cash-in-lieu of parking applications, Section 37 (Bonusing) Agreements, fees for planning application processes not currently covered are now included. An additional 7.9 increase (total 10% increase) is proposed for base fees (not processing or surcharge fees) for Official Plan, Zoning, Plans of Subdivision and Condominium applications. An increase in the annual File Maintenance fee to $700 is also proposed. Advisory Committee Review Not applicable. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R4 Page 2 of 6 November 21, 2017 Page 3 of 4 Report No. PBS17-084 Financial Implications Section 69 of the Planning Act allows municipalities to charge fees for the processing of applications in respect to planning matters. These fees are applied to development applications to offset the charges to reviewing processing planning applications to meet Council budget projections. Such fees are charged through the approval of a Council approved Bylaw. Communications Considerations Notification of the increase in Planning Application Fees (Schedule A) is provided to the Building and Development industry on an annual basis, will be provided on all development planning application forms and will be posted on the Town’s web site. Link to Strategic Plan Reviewing and updating the Town’s Fees and Services Bylaw annually 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. Council may direct that the Planning Application Fees remain at their 2017 rate. 2. Council may direct that changes be made to the recommended Planning Application Fees Schedule A. Conclusions Section 69 of the Planning Act allows municipalities to charge fees for the processing of applications in respect to planning matters. The Planning Application Fees have been primarily updated to reflect the 2016-2017 year to year inflationary increase of 2.1%. Fees for planning application processes not currently covered are now included. An additional 7.9 increase (total 10% increase) is proposed for base fees (not processing or surcharge fees) for Official Plan, Zoning and Plans of Subdivision applications. An increase in File Maintenance fee to $705 is also proposed. Attachments 1. Proposed Schedule A, 2017 Planning Application Fees. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R4 Page 3 of 6 General Committee Meeting Agenda Tuesday, November 21, 2017Item R4 Page 4 of 6 By-lawXXXX, to amend By-law 5922-16 Planning Application Fees 2018 1 SCHEDULE “A” TO BY-LAW PLANNING APPLICATION TYPE 2018 BASE FEE 2018 PROCESSING FEES/SURCHARGE 2018 ADDITIONAL FEES OFFICIAL PLAN AMENDMENTS MAJOR (see Note 1) MINOR (see Note 2) $ 20,652 $ 11,720 PLUS: $5,222 prior to adoption of OPA $2,251 Revision Fee (Major) $1,725 Revision Fee (Minor) BLOCK PLANS $ 10,572 PLUS: $552 per hectare or part thereof ZONING BY-LAW AMENDMENTS MAJOR (see Note 3) MINOR (see Note 4) REMOVAL OF HOLD ZONING PROPOSAL (see Note 8) TEMPORARY USE $ 12,375 $6,700 $4,237 $ 550 $6,203 PLUS: $5,222 prior to enactment of ZBA $6,203 per extension DRAFT PLAN OF SUBDIVISION $ 15,310 PLUS: $628/unit; and, $8,260 per hectare or part thereof for all other lands (see Note 5) $2,251 Extension of Draft Approval $1,792 Revision Fee (where applicant makes revisions to plans requiring recirculation) $4,298 Revisions to a Draft Approved Plan of Subdivision, or conditions of Draft Approval $4,210 Registration of Each Phase PART LOT CONTROL $2,425 DRAFT PLAN OF CONDOMINIUM (ALL TYPES) $ 19,908 $2,251 Extension of Draft Approval $3,522 Revisions to Approved Draft Plan of Condominium $4,298 Registration of Each Phase SITE PLAN APPROVAL MINOR AND AMENDING SITE PLANS (see Note 6) (per m2 fee applicable only if there is an increase in g.f.a.) REQUEST FOR SITE PLAN EXEMPTION $6,264 $3,364 $ 602 PLUS: $628 /unit for Residential $322 /unit for Multi-Res.(apts.) ICI buildings for first 2,000m2 : $3.29/m2 of g.f.a. ICI buildings portion of g.f.a. between 2,001m2 - 10,000m2 : $2.14/m2 of g.f.a ICI buildings portion of g.f.a. beyond 10,000m2 : $1.07/m2 of g.f.a PLUS: ICI buildings for first 2,000m2 : $3.29/m2 of g.f.a. ICI buildings portion of g.f.a. between 2,001m2 - 10,000m2 : $2.14/m2 of g.f.a. ICI buildings portion of g.f.a. beyond 10,000m2 : $1.07/m2 of g.f.a $1,200 Recirculation/Revisions Fee (where the applicant fails to revise drawings as requested by the Town beyond the third submission or the Applicant changes the plans/proposal). $250 for Requests for Site Plan Exemption beyond the 2nd Submission RADIOCOMMUNICATION TOWER/ANTENNA FACILITIES FEE $8,148 GENERAL FEES OWNER’S REQUEST TO CANCEL PUBLIC PLANNING MEETING ONTARIO MUNICIPAL BOARD REFERRAL FEE (for all Development Applications) FILE MAINTENANCE FEE CASH-IN-LIEU OF PARKING AGREEMENT SECTION 37 (BONUSING)AGREEMENT $3,400 $ 592 $ 700/year $5,000 $5,000 Attachment 1 General Committee Meeting Agenda Tuesday, November 21, 2017 Item R4 Page 5 of 6 By-lawXXXX, to amend By-law 5922-16 Planning Application Fees 2018 2 Notes: 1) Major Official Plan Amendment: An Application that is significant in scale and scope which may have greater impact or policy implication beyond the subject lands. Such Applications may include those relating to multiple properties; site specific proposals that represent large scale development/significant change in use; and, Applications involving significant changes to the text/policies of the Official Plan. 2) Minor Official Plan Amendment: An Application that is a small scale amendment to the Official Plan policies and designations, having limited impact or policy implications beyond the subject lands. 3) Major Zoning By-law Amendment: An Application that is significant in scale and scope which may have an impact beyond the subject lands. Such Applications may include: • an Application relating to more than one property; • a Site Specific Application, if considered to represent large scale redevelopment; • significant change in use and/or zone category; or • an Application involving significant changes to the development standards or general provisions of the by-law. 4) Minor Zoning By-law Amendment: An Application for minor and small scale Zoning Amendment having no significant impact on adjoining lands. Minor Application must be site specific and include: • a request for additional permitted use, within an existing building or with no significant impact on existing development standards; and • changes in development standards to accommodate a minor development or severance. 5) All other lands within the draft plan excluding roads, road widenings and environmental protection lands. 6) Minor and Amending Site Plans shall include amendments to existing Site Plan Agreements for those properties with Development Agreements executed and registered after 2000. Staff shall determine, in consultation with other departments, if a Site Plan Application is considered minor, an amendment, or if a new Site Plan Application is required. 7) Required due to an Owner’s or Applicant’s revisions or deferrals. 8) Per Section 34 (10.0.0.2) of the Planning Act, Council Resolution required to accept Zoning Bylaw Amendment Applications prior to June 27, 2019. Payment of Fees All fees set out herein shall be payable to the Town of Aurora upon the submission of the related application to the Town, unless otherwise provided herein. The fee amount shall be completed by the Applicant on the Fee Calculation Worksheet included with each Application Form. 50% of Fees will be refunded if an Application is withdrawn prior to any Council or Committee of Adjustment consideration. PLANNING APPLICATION TYPE COMMITTEE OF ADJUSTMENT 2018 BASE FEE 2018 PROCESSING FEES/SURCHARGE 2018 ADDITIONAL FEES CONSENT CHANGE OF CONDITIONS (Only before a final Consent is granted) RECIRCULATION FEE (see Note 7) $3,395 $ 898 $2,553 PLUS: $1,705 per new lot created MINOR VARIANCE OR PERMISSION OAK RIDGES MORAINE RESIDENTIAL GROUND-RELATED RESIDENTIAL ZONED LANDS MORE THAN ONE VARIANCE RELATED TO A DRAFT APPROVED PLAN OF SUBDIVISION ALL OTHER USES, INCLUDING ICI RECIRCULATION FEE (see Note 7) ONTARIO MUNICIPAL BOARD REFERRAL FEE (for both Consent and Variance Applications) $1,628 $1,949 $1,949 $2,389 $1,353 $ 306 $1,021 per lot/unit MUNICIPAL STREET NAME CHANGE MUNICIPAL ADDRESSING CHANGE $1,608 $1,046 General Committee Meeting Agenda Tuesday, November 21, 2017 Item R4 Page 6 of 6 Town of Aurora General Committee Report No. IES17-036 Subject: Metrolinx Railway Overpass Multipurpose Tunnel Prepared by: Marco Ramunno, Director, Planning and Building Services Jim Tree Acting, Manager of Operations Department: Infrastructure and Environmental Services Date: November 21, 2017 Recommendation 1.That Report No. IES17-036 be received; and 2.That Council request the Regional Municipality of York and Metrolinx to maintain the existing 1.5 meter sidewalk in all future design plans associated with the BRCE and the future Rapid Transit/Viva Regional Road Expansion projects; and 3.That any future relocation of the existing pedestrian walkway be designed to Town of Aurora standards and funded entirely by the Region of York. Executive Summary Staff are seeking to advise Council on the works proposed by both Metrolinx and the Regional Municipality of York (the Region) associated with the rail overpass crossing of Yonge Street south of Henderson Drive and the future widening of Yonge Street to six lanes in this vicinity as follows: •The Region has requested the Town of Aurora respond regarding funding a Multi-Use Pathway Tunnel under the rail overpass •The Region and Metrolinx propose no funding of the costs associated with construction of the tunnel •Multi-Use Pathway not identified in Trails Masterplan in this location Background The Region Transportation and Infrastructure Planning section is leading the process for local municipalities in the BRCE Project where the Metrolinx rail line interfaces with General Committee Meeting Agenda Tuesday, November 21, 2017 Item R5 Page 1 of 14 November 21, 2017 Page 2 of 5 Report No. IES17-036 the Region’s road network. As part of the BRCE, Metrolinx will be expanding the existing Yonge Street rail overpass involving construction of a new railway bridge immediately adjacent to the existing bridge. In addition, the Region is coordinating with Metrolinx the conceptual design of their Rapid Transit/Viva Regional Road Expansion to be implemented at some future date. As part of the BRCE project Metrolinx was requested by the Region to prepare a conceptual design plan and cost estimate for a preferred Multi-Use Pedestrian and Cycling off road pathway and tunnel under the proposed rail crossings. The Region announced there is no Regional or Provincial funding available for the construction of this tunnel and, unless the Town wishes to pay for the tunnel construction costs, a 1.5 metre sidewalk will be included in the design as a minimum standard. Analysis Regional Municipality of York, on behalf of Metrolinx, is requesting the Town’s position on a Multi-Use Pathway (MUP)and Tunnel under the Yonge Street rail lines The Region has been coordinating the conceptual design work with Metrolinx for the rail bridge expansion project as well as the future Viva transit bus route widening. This work has now been completed and project cost estimates have been prepared. The Region indicated to the Metrolinx Rail Corridor expansion consultants, in an earlier Environmental Assessment associated with the Viva Rapid Transit project, that the preferred method of pedestrian and cycling travel in this location was to construct a separate tunnel behind the east side bridge abutments. Currently there is an existing pedestrian sidewalk in this location which provides safe passage beneath the rail overpass and the back travel part of the road. With the future widening of Yonge Street to facilitate the Viva Rapid Transit project, Yonge Street will be widened to six lanes in this location and, as such, will impact the existing sidewalk. Both Metrolinx and the Region confirm that a 1.5 metre sidewalk can be accommodated in the event that the MUP is not approved. Staff requested that the Region provide further information and plans specifically showing how the sidewalk can be accommodated and located within the road allowance. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R5 Page 2 of 14 November 21, 2017 Page 3 of 5 Report No. IES17-036 Metrolinx is now in the process of finalizing the design for the new additional rail overpass and requires a decision on the MUP tunnel in order to determine whether or not it will be included in the rail construction project. Metrolinx consultants, in their background studies and reports, indicated that the MUP tunnel can be accommodated in the future; however, they also indicate that the capital construction costs will significantly increase based on complications with the active rail line and several other operational issues. The Region does not currently propose contributing funding toward the MUP tunnel The Region identified a MUP tunnel as the preferred solution in facilitating pedestrians and cyclists beneath the existing and proposed rail corridor with an estimated value of $2,500,000 and requested Metrolinx provide a design as part of the rail overpass design assignment; however, the Region’s original intent is not clear in terms of their positon on funding the tunnel construction. On June 15, 2017, the Region notified Town staff that they are not in a position to fund this project due to funding constraints and suggested that the Town apply for funding assistance through the Region’s Pedestrian and Cycling Municipal Partnership Program. Staff concur with the Region that the MUP tunnel is considered the preferred means to move pedestrians and cyclists in this particular location; however, the capital costs associated with this tunnel are prohibitive as the Town would be required to fully fund this project. Trails Master Plan does not identify a Multi-Use Pathway or grade separated crossing in this location The Trails Master Plan identifies future trails south, west and east of the railway corridor and does not identify a trail north of Industrial Parkway on Yonge Street and, as such, staff cannot recommend that the construction of the MUP tunnel. The Town’s Engineering Division requires the existing pedestrian sidewalk on the east side of Yonge Street be maintained in its current configuration and remain open for public access. In the event that the future road widening associated with Viva Rapid Transit Project should proceed, The Town’s Engineering staff will be involved to ensure that a sidewalk that meets all applicable design standards is included in the project. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R5 Page 3 of 14 November 21, 2017 Page 4 of 5 Report No. IES17-036 Advisory Committee Review This item was not envisioned or included in the Trails Master Plan and as such staff did not circulate this report through the Trails Advisory Committee. Financial Implications There are no financial implications associated with the recommendations contained in this report. Communications Considerations There is no external communication required. Link to Strategic Plan Maintaining the Town’s facilities 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 could elect to fund the MUP tunnel and revise the Trails Master Plan to reflect this addition; however, this project is estimated to cost in excess of $2,500,000 and funds for this expenses have not been included in the 10 Year Capital Forecast or the current Development Charges By-law. 2. Council could elect to defer the MUP tunnel at this time and refer the matter to the Trails & Active Transportation Advisory Committee to consider its importance and have the Committee explore alternative funding sources that may be leveraged for implementation of the MUP tunnel at some point in the future. Conclusions Staff recommend that Council not pursue the MUP tunnel project due to the high capital costs and the lack of Regional funding for the project. Staff also conclude that, provided the Region maintains a pedestrian sidewalk that meets all applicable Municipal General Committee Meeting Agenda Tuesday, November 21, 2017 Item R5 Page 4 of 14 General Committee Meeting Agenda Tuesday, November 21, 2017Item R5 Page 5 of 14 General Committee Meeting Agenda Tuesday, November 21, 2017Item R5 Page 6 of 14 General Committee Meeting Agenda Tuesday, November 21, 2017Item R5 Page 7 of 14 General Committee Meeting Agenda Tuesday, November 21, 2017Item R5 Page 8 of 14 General Committee Meeting Agenda Tuesday, November 21, 2017Item R5 Page 9 of 14 General Committee Meeting Agenda Tuesday, November 21, 2017Item R5 Page 10 of 14 General Committee Meeting Agenda Tuesday, November 21, 2017Item R5 Page 11 of 14 General Committee Meeting Agenda Tuesday, November 21, 2017Item R5 Page 12 of 14 General Committee Meeting Agenda Tuesday, November 21, 2017Item R5 Page 13 of 14 General Committee Meeting Agenda Tuesday, November 21, 2017Item R5 Page 14 of 14 Town of Aurora General Committee Report No. IES17-039 Subject: Request for Approval of Capital Project No. 72272 – SARC Program Room Refresh Prepared by: Chris Catania, Accessibility/Project Advisor Department: Infrastructure and Environmental Services Date: November 21, 2017 Recommendation 1. That Report No. IES17-039 be received; and 2. That Report No. IES17-039 satisfy Council’s conditional budget approval for Capital Project No. 72272 – SARC Program Room Refresh in the amount of $20,000, excluding taxes; and 3. That staff be authorized to proceed with Capital Project No. 72272 – SARC Program Room Refresh. Executive Summary To satisfy Council’s request for detailed report on Capital Project No. 72272 and seek final budget approval: • A Corporate Refresh Strategy was developed in 2014 to allow orderly replacement and updating of aged furniture and building finishes. • Refreshing the rooms to a Corporate standard. Background During the 2017 Capital Budget process, Council approved Capital Budget No. 72272 – SARC Program Room Refresh project pending a further report and this report provides the additional information requested through the Capital Projects approval process. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R6 Page 1 of 4 November 21, 2017 Page 2 of 4 Report No. IES17-039 Analysis A Corporate Refresh Strategy was developed in 2014 to allow orderly replacement and updating of aged furniture and building finishes. The refresh approach is manageable based on annual incremental investments in furniture, painting and carpeting/tile. This process includes recommendations on standardization of workstations/workspace, program areas, and approval of a colour/finish scheme to ensure uniform, consistent and coordinated decoration of the interior spaces. The architectural firm of HOK Inc. was retained to make recommendations on a holistic approach to refresh the carpet, paint and office/program furniture and usher in a more modern décor. The SARC was opened in 2006 and the Program Room includes all original furniture, carpet and paint. These features are showing signs of age and will require updating in order to maintain facility standards and revenue generated through permitted use. In an area that sees high traffic, the SARC Program Room will replace carpet with Vinyl plank (wood-look) flooring. Painting with the inclusion of “Acoustic Panels” will help eliminate noise interference. Finally, program tables and chairs will be replaced with a more modern standard. The refresh of the SARC Program room takes into account colours/finishes/furniture that are flexible and best suited for this permitted use. Refreshing rooms to a corporate standard A corporate standard exists for carpet, paint and furniture. In the office environment, furniture includes workstations, meeting tables, chairs and filing cabinets. This standard has been implemented in the design and build of the Joint Operations Centre as well as the annual improvements to the Town Hall refresh, i.e. Human Resources. Currently, a standard does not exist for recreational facility program space. Each recreational facility is unique and a refresh will be flexible in design that is best suited for permitted use. Advisory Committee Review Not applicable. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R6 Page 2 of 4 November 21, 2017 Page 3 of 4 Report No. IES17-039 Financial Implications Project #72272 is included in the 2017 Capital Budget at a cost of $20,000 provided the information contained within the report meets the needs of Council. Communications Considerations Impact to staff and permitted groups will be communicated in advance through Inside Aurora, email, website and social media. Notice of Service of Disruptions will be posted detailing anticipated duration of work and alternative arrangements for limiting any disruption. Link to Strategic Plan The approval of the SARC Refresh Program Room, Capital Project No. 72272 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: Invest in sustainable infrastructure: through the enhancement of a modern, accessible recreation program room promotes the adaptability and flexibility of services to respond to demographic shifts and through establishing policies and programs that enhance the accessibility and safety of new and existing facilities and infrastructure that these action items are realized. Alternative(s) to the Recommendation 1. Council may choose not to proceed with the SARC Refresh Program Room. Conclusions This report seeks the approval of capital Project No. 72272 based on the current status of “Approved Pending a Further Report”. The information provided in this report is intended to respond to the needs of council identified during the 2017 capital project approval process. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R6 Page 3 of 4 General Committee Meeting Agenda Tuesday, November 21, 2017Item R6 Page 4 of 4 Town of Aurora General Committee Report No. IES17-040 Subject: Purchase Order Increase for Pool liner Repairs for the SARC Facility Prepared by: Philip Galin, Manager, Facilities, Property & Fleet Department: Infrastructure and Environmental Services Date: November 21, 2017 Recommendation 1. That Report No. IES17-040 be received; and 2. That, in accordance with the Procurement By-law, Purchase Order No. 1149 be increased by $21,480, excluding taxes, to a total of $113,672, excluding taxes, for pool repairs at the Stronach Aurora Recreation Complex (SARC) in favour of Nationwide Commercial Aquatics Inc. Executive Summary The purpose of this report is to outline the need to increase PO No. 1149 for the emergency replacement of the floor membrane in the SARC shallow end lap pool while the Vendor, Nationwide Commercial Aquatics Inc. was completing scheduled repairs. The original contract was signed for $ 91,118, excluding taxes, and during the repair process, unforeseen deficiencies required immediate attention while the pools were drained and shut down. This report seeks Council approval to increase the purchase order by $21,480, excluding taxes, for Nationwide Commercial Aquatics Inc. Background A contract was signed and the Vendor agreed that all work would commence on September 5, 2017 and would be completed no later than September 29, 2017. The Contractor completed all the repairs and services contemplated under the agreed work plan and scope of work and the timeline. The pools at the SARC had to be in a fully functional condition on September 30, 2017. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R7 Page 1 of 4 November 21, 2017 Page 2 of 4 Report No. IES17-040 During the repair process, the contractor noticed a problem in the shallow end of the lap pool; the pool liner had water trapped under the membrane. With the current scope of work to remove the old lane markings and replace these areas, the labour needed to repair the new deficiencies would have been the same. A decision was made to replace the shallow end of the pool liner. If nothing was done, we would need to replace the liner in a few years and it would then be at an additional cost as well as a disruption of service. The contractor had the material in stock and the pool opened on time without any loss of programming to the community. Analysis During preventative maintenance in 2016, deficiencies were noted and funding for repairs was assisted by the 1/3 funding of the Canada 150 grant The pool at the SARC is a Myrtha pool and every year we drain and inspect the pool and work on preventative maintenance to reduce unscheduled shut downs and disruptions to programs. Last year during the shutdown, we noticed issues that we planned for this year’s repairs. Once the pool was drained we corrected all deficiencies from the previous operational year. The original Scope of Repairs included: • remove existing floor lane markings; • install new lane membrane; • paint new black lane markings with Myrtha PVC paint; • repair existing wall targets; • paint black with Myrtha PVC paint; • re-stretch floor membrane to remove wrinkles in pool floor; • replace existing lane rope anchors with newest model in Lap Pool; • replace gutter grating on Lap and Leisure pools, including custom cuts to match pool profile; and • replace broken/chipped hand grip tile on Lap Pool. Advisory Committee Review Not applicable. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R7 Page 2 of 4 November 21, 2017 Page 3 of 4 Report No. IES17-040 Financial Implications Capital Project No. 72221 for $425,000 that is part of the Canada 150 Grant submission and includes other projects. With the additional work, the project remains on budget. Communications Considerations There is no external communication required. Link to Strategic Plan Maintaining the Town’s facilities 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. None. This work has been completed; however, as per the Procurement By-law, staff must seek approval for all contracts in excess of $100,000. Conclusions In consultation with Recreation Division staff, all the SARC pool projects were completed during the scheduled preventative maintenance period and the contractor has worked around facility scheduling, with minimal impact to operations. It is recommended that PO No. 1149 be increased by $ 21,480 for a revised value of $113,672, excluding taxes. Attachments None. Previous Reports None. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R7 Page 3 of 4 General Committee Meeting Agenda Tuesday, November 21, 2017Item R7 Page 4 of 4 Town of Aurora General Committee Report No. PBS17-043 Subject: Inflow & Infiltration Reduction Project Prepared by: Michael Logue, Program Manager, Economic Planning Department: Planning and Building Services Date: November 21, 2017 Recommendations 1.That Report No. PBS17-043 be received; and, 2.That the Mayor and Town Clerk be authorized to execute an agreement with a new landowners group and the Regional Municipality of York, for an Inflow & Infiltration Reduction Project based on the principles outlined in this report, to the satisfaction of the Director of Planning and Building Services and the Town Solicitor. Executive Summary •This report seeks Council’s direction to formally request York Region to enter into a tri- party agreement with Aurora and a land owners group that will undertake inflow & infiltration (I/I) reduction. •This agreement to build on the successful 2012 I/I pilot project that was completed by the 2C Planning Area Developers Group. •New land owners group in Aurora is prepared to undertake further I/I work (wastewater system improvements in exchange for sanitary servicing capacity), which will save the Town servicing allocation. •New tri-party agreement will be required with York Region, as the Region controls servicing allocation and will be providing credits upon verifying completion of work. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R8 Page 1 of 4 November 21, 2017 Page 2 of 4 Report No. PBS17-043 Background History of Inflow & Infiltration (I/I) Projects in Aurora Council previously endorsed a 2C Inflow and Infiltration pilot project with the 2C land owners group in June, 2011. The purpose of the project was to recapture servicing allocation through I/I, that could apply towards future development areas in the Town of Aurora. This was done under the context of the Town having a limited supply of servicing allocation capacity, until the Upper York Servicing Solution (UYSS) is in place - which remains the case today. I/I work undertaken at that time focused on reducing wastewater flows (leakage) on public and private properties in older areas of Aurora. System improvements gained were credited back to the 2C land owners at a rate of 2-for-1 (as determined by the Region). A tri-party agreement between the 2C land owners, the Town of Aurora, and the Regional Municipality of York was required. Analysis Work as part of prior I/I project is complete, time to close the project I/I work done on behalf of the 2C land owners has been completed, their developments received sufficient servicing allocation to proceed, and development in the 2C Planning Area is well underway, ahead of projections. The 2C landowners have made a formal request to close the Town’s initial I/I pilot project. Staff consider the initial I/I project a success, as improvements to wastewater systems were made at no cost to the Town of Aurora. The Town was also able to preserve supply of servicing allocation that would have otherwise been given to developments in 2C, for future applications. New I/I project proposed, work to be undertaken on behalf of new landowners group A new landowners group, representing significant future residential land holdings and coordinated by the same lead developer as in 2C (TACC Group), are proposing to undertake a new I/I project, to offset the servicing allocation capacity that would be required by their future development applications. Further I/I opportunities remain from the initial 2C pilot project, and the land owners group will be completing a detailed analysis to determine specific opportunities for I/I reduction. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R8 Page 2 of 4 November 21, 2017 Page 3 of 4 Report No. PBS17-043 Examples of prior work completed for I/I credits include sealing manhole covers and disconnecting downspouts from discharging into the sanitary sewer system. This work will be reviewed and approved by Town and Regional staff. Goal of prolonging Town’s servicing allocation capacity The goal is that this second I/I project will help to prolong the Town of Aurora’s servicing allocation balances until such time that the infrastructure to support growth is in place (i.e. UYSS). Staff are also exploring opportunities to extend servicing allocation in partnership with York Region, and will report on progress when appropriate. New tri-party Agreement with York Region required A tri-party agreement will once again be required, between the Town, Region, and land owners. This report will serve as notice to York Region that the Town and land owner intend to enter into another I/I agreement with the Region. Advisory Committee Review N/A. Financial Implications There are no financial implications. Communications Considerations No Communication Required. Link to Strategic Plan The Inflow & Infiltration Reduction Project supports the Strategic Plan objective of Investing in Sustainable Infrastructure, specifically through the action item of Developing policies to ensure that growth is phased and coordinated with existing and planned infrastructure. Alternatives to the Recommendation Council can decide not to proceed with the second proposed Inflow and Infiltration Reduction project. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R8 Page 3 of 4 November 21, 2017 Page 4 of 4 Report No. PBS 17-043 Conclusions The 2C 1/1 project will be successfully wrapping up, and it is time to enter into a new tri­ party agreement with the Town, York Region, and land owners in Aurora prepared to undertake further wastewater system improvements, in exchange for extra servicing allocation credits, provided by the Region via the Town. This will help extend the life of the Town's servicing allocation balances, until such time that a servicing allocation solution involving the Region, such as the Upper York Servicing Solution, is available. Attachments None. Previous Reports Report No. IES-026, dated June 14, 2011 Pre-submission Review Agenda Management Team Meeting review on November 1, 2017 Departmental Approval Marco Ramunno, MCIP, RPP Director Planning and Building Services Approved for Agenda Doug Nadorozny Chief Administrative Officer General Committee Meeting Agenda Tuesday, November 21, 2017 Item R8 Page 4 of 4 Town of Aurora General Committee Report No. PBS17-085 Subject: Proposal for Zoning By-law Amendment Application Prepared by: Glen Letman, Manager of Development Planning Department: Planning and Building Services Date: November 21, 2017 ____________________________________________________________ Recommendation 1. That Report No. PBS17-085 be received, and; 2. Staff recommend that Council accept the Zoning By-law Amendment Applications related to the following Zoning By-law Proposals: a) 2501500 Ontario Inc. (16003 Yonge Street), File No. ZP-2017-09 b) 2540280 Ontario Inc. (255 Old Yonge Street), File No. ZP-2017-10 c) Shen & He (15385-15395 Bayview Avenue), File No. ZP-2017-11 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) 2501500 Ontario Inc. (16003 Yonge Street), File No. ZP-2017-09 The owner proposes to redevelop the property with an L-shaped 10-storey (37 metres) to 11-storey (40.7 metres) residential apartment building with a total of General Committee Meeting Agenda Tuesday, November 21, 2017 Item R9 Page 1 of 20 November 21, 2017 Page 2 of 6 Report No. PBS17-085 119 units and 187 parking spaces. The owner also proposes to relocate the “Red House”) currently located on the subject lands. b) 2540280 Ontario Inc. (255 Old Yonge Street), File No. ZP-2017-10 The Owner proposes to sever the property into three lots, to construct two 3- storey single detached residential dwellings and one 2-storey single detached residential dwelling. The owner also proposes to relocate the “Red House” currently located at 16003 Yonge Street to the northeast corner of 255 Old Yonge Street, and incorporate it into the single detached dwelling at one of the newly created lots at the northeast corner of the site. c) Shen & He (15385-15395 Bayview Avenue), File No. ZP-2017-11 The owner proposes to redevelop the subject lands to construct a condominium development comprising of fifteen (15) townhouse units with a total of 40 parking spaces. 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 proposals do 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 General Committee Meeting Agenda Tuesday, November 21, 2017 Item R9 Page 2 of 20 November 21, 2017 Page 3 of 6 Report No. PBS17-085 direct that the application can be received and processed. If accepted all applicable processing provisions of the Planning Act would apply to the application. The three proposals under consideration are accompanied with a brief summary and plans which are attached to this report for Council information. The applicants have requested Delegation status to outline their proposal. A description of the proposals is as follows: a) 2501500 Ontario Inc. (16003 Yonge Street), File No. ZP-2017-09 The owner proposes to redevelop the property with an L-shaped 10 storey (37 metres) to 11-storey (40.7 metres) residential apartment building with a total of 119 units and 187 parking spaces. The owner also proposes to relocate the Ontario Heritage Act (OHA) Part IV Designated heritage house (the “Red House”) to the northeast corner of the adjacent property at 255 Old Yonge Street. The subject lands are currently designated “Commercial Special” by Site Specific Policy 11 in the Official Plan. The proposal will require an Official Plan Amendment application, which will be submitted. The subject lands are currently zoned “Community Commercial C4(295) Exception Zone” and “Environmental Protection (EP) Zone” by By-law 6000-17. A Zoning By-law Amendment application will also be required to permit the development. The rationale to accept the Zoning By-law Amendment application is that staff had preconsultations with the applicant in July 2015 and April 2017,prior to the approval of the Town’s Comprehensive Zoning Bylaw. It is noted that an Official Plan Amendment application will also be filed on the lands to permit an apartment building within the Stable Residential designation. b) 2540280 Ontario Inc. (255 Old Yonge Street), File No. ZP-2017-10 The Owner proposes to sever the western portion of the property and consolidate it with the lands at 16003 Yonge Street and to sever the remaining portion of the property into three lots, to construct two 3-storey single detached residential dwellings and one 2-storey residential detached dwelling. The OHA Part IV Designated heritage house (the “Red House”) is proposed to be relocated from 16003 Yonge Street, and incorporated into the single detached dwelling at one of the newly created lots at the northeast corner of the subject site. The subject lands are currently zoned “Rural (RU) 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 General Committee Meeting Agenda Tuesday, November 21, 2017 Item R9 Page 3 of 20 November 21, 2017 Page 4 of 6 Report No. PBS17-085 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 a pre- consultation meeting with the owners in April 2017, 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) Shen & He (15385-15395 Bayview Avenue), File No. ZP-2017-11 The owner proposes to redevelop the subject lands to construct a condominium development comprising of fifteen (15) townhouse units with a total of 32 parking spaces and 8 visitor parking spaces. The subject lands are currently zoned “Rural (RU) 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 the proposal is an infill residential development within the “Medium-High Density Residential” designation within the Bayview Northeast Area 2B Secondary Plan (OPA 30) and a preliminary review of the proposal reveals that the use conforms to the Official Plan. Staff preconsulted with the owner on the proposal in August 2015. 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 Secondary Plan. Advisory Committee Review Not applicable. Financial Implications None. Communications Considerations Not applicable. Link to Strategic Plan Not applicable. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R9 Page 4 of 20 November 21, 2017 Page 5 of 6 Report No. PBS17-085 Alternative to the Recommendation That Council not accept receipt of the Zoning By-law Amendment application. Conclusions A Council resolution is required to accept, or not accept the subject application. Staff recommend that Council accept the Zoning By-law Amendment Applications related to the following Zoning By-law Proposals: a) 2501500 Ontario Inc. (16003 Yonge Street), File No. ZP-2017-09 b) 2540280 Ontario Inc. (255 Old Yonge Street), File No. ZP-2017-10 c) Shen & He (15385-15395 Bayview Avenue), ZP-2017-11 Attachments 1. 2501500 Ontario Inc. (16003 Yonge Street) Proposal Letter dated October 12, 2017 Figure 1: Location Map Figure 2: Conceptual Site Plan Figure 3: Conceptual Building Elevation 2. 2540280 Ontario Inc. (255 Old Yonge Street) Proposal Letter dated October 12, 2017 Figure 1: Location Map Figure 2: Conceptual Site Plan Figure 3: Conceptual Building Elevation 3. Shen & He (15385-15395 Bayview Avenue), Proposal Letter dated October 14, 2017 Figure 1: Location Map Figure 2: Conceptual Site Plan Figure 3: Proposed Building Elevation Previous Reports None. General Committee Meeting Agenda Tuesday, November 21, 2017 Item R9 Page 5 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 6 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 7 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 8 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 9 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 10 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 11 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 12 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 13 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 14 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 15 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 16 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 17 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 18 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 19 of 20 General Committee Meeting Agenda Tuesday, November 21, 2017Item R9 Page 20 of 20 NOTICE OF MOTION Councillor Tom Mrakas Date: November 21, 2017 To: Mayor and Members of Council From: Councillor Mrakas Re: Interim Control By-Law – Stable Neighbourhoods Whereas the Town has experienced a significant amount of pressure for infill residential development that has resulted in intensification through the construction of additions, conversion of existing floor area and the demolition of existing buildings for the construction of larger, more intense forms of development; and Whereas staff are conducting a study of the Town's existing zoning policies and regulations regarding infill housing and intensification in stable neighbourhoods; and Whereas protecting the integrity of “Stable Neighbourhoods” is of the upmost importance to our residents; and Whereas Section 38 of the Planning Act allows municipalities to pass an Interim Control By-Law (ICBL), to be in effect for a period not exceeding one year, prohibiting the use of land, buildings or structures for specific purposes in a defined area; 1.Now Therefore Be It Hereby Resolved That staff develop an Interim Control By-law aimed at limiting new development or alterations for a one-year period within “Stable Neighbourhoods” as identified and defined in the Official Plan; and 2.Be It Further Resolved That staff report back to General Committee in the December cycle with a draft Interim Control By-law for Council’s consideration and enactment. General Committee Meeting Agenda Tuesday, November 21, 2017 Notice of Motion (a) Page 1 of 1 Public Release November 17, 2017 Town of Aurora Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 7 p.m., Council Chambers • Revised General Committee Meeting Agenda Index • Delegation (b) Chad B. John-Baptiste, representing 2501500 Ontario Inc. Re: Item R9 – PBS17-085 – Proposal for Zoning By-law Amendment (a) 2501500 Ontario Inc. (16003 Yonge Street), File No. ZP-2017-09, and (b) 2540280 Ontario Inc. (255 Old Yonge Street), File No. ZP-2017-10 • Item C2 – Memorandum from Mayor Dawe; Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of October 27, 2017 • Item R10 – Report No. IES17-037 – Award of Request for Proposal 2017-81-IES – For Consulting Services to Develop the Town of Aurora’s Community Energy Plan (Referred from Council meeting of November 14, 2017) • Item R11 – Report No. IES17-041 – Additional Information to Report No. IES17- 037 – Award of Request for Proposal 2017-81-IES – For Consulting Services to Develop the Town of Aurora’s Community Energy Plan (Referred from Council meeting of November 14, 2017) • Item R12 – Report No. PRCS17-045 – Award of Tender 2017-117-PRCS Demolition of Two (2) Buildings Located at 52 and 56 Victoria Street in Aurora Public Release November 17, 2017 Town of Aurora General Committee Meeting Agenda (Revised) Tuesday, November 21, 2017 7 p.m., Council Chambers Councillor Thompson 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) Carmela Bourassa, Special Events Coordinator, and Shelley Ware, Special Events Supervisor Re: Town of Aurora Platinum Sponsorship Recognition (b) Julie Stephenson, Youth Programmer, and Shelley Ware, Special Events Supervisor Re: Winners of Aurora’s Youth Innovation Fair 4. Delegations (a) Anita Moore, Chair, Governance Review Ad Hoc Committee Re: Item R1 – GRAHC17-002 – Council Compensation Review – Final Report General Committee Meeting Agenda (Revised) Tuesday, November 21, 2017 Page 2 of 7 (b) Chad B. John-Baptiste, representing 2501500 Ontario Inc. and 2540280 Ontario Inc. Re: Item R9 – PBS17-085 – Proposal for Zoning By-law Amendment (a) 2501500 Ontario Inc. (16003 Yonge Street), File No. ZP-2017-09; and (b) 2540280 Ontario Inc. (255 Old Yonge Street), File No. ZP-2017-10 (Added Item) 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. Recommended: That the following Consent Agenda Items, C1 and C2, be approved: C1. Governance Review Ad Hoc Committee Meeting Minutes of October 31, 2017 Recommended: 1. That the Governance Review Ad Hoc Committee meeting minutes of October 31, 2017, be received for information. C2. Memorandum from Mayor Dawe Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of October 27, 2017 (Added Item) Recommended: 1. That the memorandum regarding Lake Simcoe Region Conservation Authority Board Meeting Highlights of October 27, 2017 be received for information. General Committee Meeting Agenda (Revised) Tuesday, November 21, 2017 Page 3 of 7 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. GRAHC17-002 – Council Compensation Review – Final Report Recommended: 1. That Report No. GRAHC17-002 be received; and 2. That no change in compensation for the Mayor be made at this time; and 3. That the compensation of Councillors be increased to $36,000 per year, fully taxable, commencing with the 2018-2022 term of office; and 4. That Council endorse, in principle, commercially available Long-Term Disability and Accidental Death and Dismemberment protection plans for the role of the Mayor only, commencing with the next term of office, and that staff report back with respect to details for Council’s final consideration and approval; and 5. That an end of service transition payment program be implemented for the Mayor only, commencing with the 2018-2022 term of office, as follows: (a) Eligible at the completion of one full term, one month of pay for each completed year of continual service as Mayor to a maximum of six months’ pay (may be prorated for partial years); (b) The amount is paid automatically, and paid if the Mayor resigns or does not return to office for any reason other than as outlined in (c) below. In the event of the Mayor’s death while in office, the payment is made to the estate; (c) No transition payment is paid if the Mayor is removed from office due to a judicial process and conviction under the Criminal Code, even if having resigned first; and 6. That no changes be made to transportation allowances, pension, or health and dental benefit programs currently in place; and 7. That staff bring forward the necessary by-law at a future Council meeting. General Committee Meeting Agenda (Revised) Tuesday, November 21, 2017 Page 4 of 7 R2. PRCS17-040 – Highland Gate Parkland Design Presentation to be provided by Sara Tienkamp, Acting Manager of Parks Recommended: 1. That Report No. PRCS17-040 be received; and 2. That the Final Parkland Design for the Highland Gate Development Lands be approved. R3. CS17-037 – 2018 Procedure By-law Review and Proposed Meeting Schedule Recommended: 1. That Report No. CS17-037 be received; and 2. That the final draft Procedure By-law, incorporating Council feedback, be presented at a future Council meeting for enactment effective as of January 1, 2018; and 3. That the 2018 Meeting Schedule (Attachment No. 3) be approved. R4. PBS17-084 – 2018 Planning Applications Fees Recommended: 1. That Report No. PBS17-084 be received; and 2. That, in accordance with Section 69 of the Planning Act, Council update the Planning Applications Fees By-law as shown on attached Schedule A, which increases the 2018 fees for processing of Planning Applications by 2.1% (generally) to reflect the Consumer Price Index, and modest verifiable increases to the Official Plan, Zoning By-law, and Subdivision and Condominium base fees; and 3. That the amending Planning Applications Fees By-law be brought forward to a future Council meeting for enactment; and 4. That staff be directed to review and amend the Planning Fee schedule on an annual basis. General Committee Meeting Agenda (Revised) Tuesday, November 21, 2017 Page 5 of 7 R5. IES17-036 – Metrolinx Railway Overpass Multipurpose Tunnel Recommended: 1. That Report No. IES17-036 be received; and 2. That Council request the Regional Municipality of York and Metrolinx to maintain the existing 1.5 meter sidewalk in all future design plans associated with the BRCE and the future Rapid Transit/Viva Regional Road Expansion projects; and 3. That any future relocation of the existing pedestrian walkway be designed to Town of Aurora standards and funded entirely by the Region of York. R6. IES17-039 – Request for Approval of Capital Project No. 72272 – Stronach Aurora Recreation Complex (SARC) Program Room Refresh Recommended: 1. That Report No. IES17-039 be received; and 2. That Report No. IES17-039 satisfy Council’s conditional budget approval for Capital Project No. 72272 – SARC Program Room Refresh in the amount of $20,000, excluding taxes; and 3. That staff be authorized to proceed with Capital Project No. 72272 – SARC Program Room Refresh. R7. IES17-040 – Purchase Order Increase for Pool Liner Repairs for the Stronach Aurora Recreation Complex (SARC) Facility Recommended: 1. That Report No. IES17-040 be received; and 2. That, in accordance with the Procurement By-law, Purchase Order No. 1149 be increased by $21,480, excluding taxes, to a total of $113,672, excluding taxes, for pool repairs at the Stronach Aurora Recreation Complex (SARC) in favour of Nationwide Commercial Aquatics Inc. General Committee Meeting Agenda (Revised) Tuesday, November 21, 2017 Page 6 of 7 R8. PBS17-043 – Inflow and Infiltration Reduction Project Recommended: 1. That Report No. PBS17-043 be received; and 2. That the Mayor and Town Clerk be authorized to execute an agreement with a new landowners group and The Regional Municipality of York, for an Inflow and Infiltration Reduction Project based on the principles outlined in this report, to the satisfaction of the Director of Planning and Building Services and the Town Solicitor. R9. PBS17-085 – Proposal for Zoning By-law Amendment Application Recommended: 1. That Report No. PBS17-085 be received; and 2. That the Zoning By-law Proposals from the following applicants be accepted as Zoning By-law Amendment Applications: (a) 2501500 Ontario Inc. (16003 Yonge Street), File No. ZP-2017-09 (b) 2540280 Ontario Inc. (255 Old Yonge Street), File No. ZP-2017-10 (c) Shen & He (15385-15395 Bayview Avenue), File No. ZP-2017-11 R10. IES17-037 – Award of Request for Proposal 2017-81-IES – For Consulting Services to Develop the Town of Aurora’s Community Energy Plan (Added Item – Referred from Council meeting of November 14, 2017) Recommended: 1. That Report No. IES17-037 be received for information. General Committee Meeting Agenda (Revised) Tuesday, November 21, 2017 Page 7 of 7 R11. IES17-041 – Additional Information to Report No. IES17-037 – Award of Request for Proposal 2017-81-IES – For Consulting Services to Develop the Town of Aurora’s Community Energy Plan (Added Item – Referred from Council meeting of November 14, 2017) Recommended: 1. That Report No. IES17-041 be received for information. R12. PRCS17-045 – Award of Tender 2017-117-PRCS Demolition of Two (2) Buildings Located at 52 and 56 Victoria Street in Aurora (Added Item) Recommended: 1. That Report No. PRCS17-045 be received; and 2. That Award of Tender 2017-117-PRCS Demolition of Two (2) Buildings located at 52 and 56 Victoria Street in Aurora be awarded to Priestly Demolition Inc. in the amount of $111,300 excluding taxes; and 3. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. 7. Notices of Motion (a) Councillor Mrakas Re: Interim Control By-law – Stable Neighbourhoods 8. New Business 9. Closed Session 10. Adjournment   Delegation Request 7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date Council/Committee/Advisory Committee Meeting Date: Subject: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆܆1R ܆ ,I\HVZLWKZKRP"  'DWH  ܆,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYH  PLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV  &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- November 21, 2017 (General Committee) Request for Council Resolution RE: 16003 Yonge Street and 255 Old Yonge Street Chad B. John-Baptiste 2501500 Ontario Inc. 2540280 Ontario Inc. 2501500 Ontario Inc. is seeking Council resolution in order to submit a Zoning By-law Amendment application for a proposed residential development located at 16003 Yonge Street. 2540280 Ontario Inc. is seeking Council resolution in order to submit a Zoning By-law Amendment application for a proposed residential development located at 255 Old Yonge Street. ✔ Glen Letman September 28, 2017 Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Delegation (b) Page 1 of 1 Memorandum Date: November 21, 2017 To: Members of Council From: Mayor Geoffrey Dawe Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of October 27, 2017 Recommendation That Council: Receive the correspondence for information Endorse the recommendations Provide direction 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 ext. 4746 Email: mayor@aurora.ca www.aurora.ca Town of Aurora Office of the Mayor Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item C2 Page 1 of 4 Lake Simcoe Region Conservation Authority 120 Bayview Parkway, Newmarket, ON, L3Y 3W3 E-mail: info@LSRCA.on.ca Website: www.LSRCA.on.ca Announcements: a) General Manager, Corporate & Financial Services CAO Mike Walters was pleased to introduce Mark Critch, LSRCA’s new General Manager, Corporate and Financial Services, who joined LSRCA on October 2nd. b) Thanks to Geranium and Friday Harbour CAO Mike Walters thanked members of Geranium and Friday Harbour for hosting the meeting, noting it is great for Board members to be able to see first-hand how the development community and LSRCA worked very effectively together, as will be evident following the meeting’s presentations. Presentations: a) International Riversymposium Presentations by LSRCA’s Rob Baldwin and Brian Kemp CAO Mike Walters advised that General Managers, Rob Baldwin and Brian Kemp, recently proudly represented LSRCA at the 20th International Riversymposium in Australia. He advised that LSRCA was the proud winner of the prestigious Thiess International Riverprize in 2009, and that the 2017 winner is the San Antonio River in San Antonio, Texas. Both General Managers shared their presentations from the symposium. i) Creating a Public-private Relationship General Manager, Planning & Development, Rob Baldwin’s presentation was about creating a public- private relationship to achieve maximum benefits in the Lake Simcoe watershed. He noted that intense growth and development pressures are common around the world and can often result in conflict between approval agencies and developers. This conflict does little in achieving climate change resiliency goals, sustainable water management and much more and can result in minimal outcomes and increased community conflict. He went on to note that the Lake Simcoe watershed is and will continue to be one of the most significant growth areas in Canada. LSRCA, charged with protecting and restoring the health of Lake Simcoe and acting as an environmental extension of municipal government, has adopted an approach to change the development culture from “fighting for minimums” to “partnering for maximums”. LSRCA has been fortunate to partner with a willing and significant developer, Geranium Corporation, who also realizes the traditional approach does not work. Together, LSRCA and Geranium have changed the relationship to focus on mutual outcomes that surpass all traditional approaches. Mr. Baldwin introduced Geranium representatives, Cheryl Shindruk, Executive Vice President, and Shauna Dudding, Senior Vice President, who he has had the pleasure of working with on a number of developments, and in particular Friday Harbour in Innisfil. Board Meeting Highlights October 27, 2017 Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item C2 Page 2 of 4 LSRCA Board of Directors Meeting Highlights – October 27, 2017 Page 2 of 3 Lake Simcoe Region Conservation Authority 120 Bayview Parkway, Newmarket, ON, L3Y 3W3 E-mail: info@LSRCA.on.ca Website: www.LSRCA.on.ca Friday Harbour is a 600-acre, 2,000 unit, marina-based village that includes an 18 hole champion golf course, 200 acres of nature preserve, a 7.5km trail system and multi-activity beach area. With its environmental significance, this large development had a very engaged community of members both for and strongly opposed to it. Leaders of both LSRCA and Geranium embraced an approach based on science, collaboration, and innovation, which has achieved a positive outcome, socially, environmentally, and politically. This presentation can be viewed by following this link: Public-Private Relationship ii) Twinning Success Story General Manager, Conservation Lands, Brian Kemp’s presentation was about LSRCA’s twinning success story. He explained that in 2009, LSRCA won the International RiverFoundation’s (IRF) Thiess International Riverprize for water management excellence, and along with this award LSRCA was provided an opportunity to “twin”, or partner, with a developing country, to share expertise in the areas of integrated watershed management, flood control, public participation, forestry, recreation and environmental stewardship. In 2011, the journey began with LSRCA’s “twin” – the Junta Intermunicipal de Medio Ambiente para la Gestión Integral de la Cuenca Baja del Rio Ayuquila (JIRA) and then quickly expanded in 2013 to include the Centro Universitario de la Costa Sur Universidad de Guadalajara (CUCSUR – University of Guadalajara) and the Watershed Commission of the Ayuquila-Armeria River (AAWC). Collectively, the group established a vision to partner to promote integrated watershed management in the Ayuquila-Armeria River Basin by developing twinning programs to meet the desired objectives and inspire positive social and environmental change in both countries. Mr. Kemp described the missions undertaken to date, including visits to the Lake Simcoe watershed by the twinning partners and visits to Ayuquila watershed by LSRCA staff members, where business plans have been developed and workshops have been held. He went on to note that this twinning project has established and implemented many positive outcomes and is considered to be the success that was the vision of the International RiverFoundation. This presentation can be viewed by following this link: Twinning Success Story Correspondence and Staff Reports: Correspondence The Board received the following pieces of correspondence: a) September 22, 2017 letter from the Regional Municipality of York regarding proposed amendments to the Conservation Authorities Act under Bill 139; b) September 22, 2017 letter from the Regional Municipality of Peel regarding final comments on Bill 139 - proposed changes to the Ontario Municipal Board Act, Planning Act, and Conservation Authorities Act; and c) September 26, 2017 memo from TRCA regarding the Greater Golden Horseshoe Natural Heritage and Agricultural Systems. Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item C2 Page 3 of 4 LSRCA Board of Directors Meeting Highlights – October 27, 2017 Page 3 of 3 Lake Simcoe Region Conservation Authority 120 Bayview Parkway, Newmarket, ON, L3Y 3W3 E-mail: info@LSRCA.on.ca Website: www.LSRCA.on.ca Budget Status Report The Board received Staff Report No. 44-17-BOD, prepared by Manager, Finance, Katherine Toffan, which provided the Board with a summary of revenues and expenditures for the period ending September 30, 2017. LSRCA Signing Officers The Board approved Staff Report No. 45-17-BOD, prepared by Chief Administrative Officer, Mike Walters, regarding a change in LSRCA’s signing officers with the arrival of new General Manager, Corporate and Financial Services. Ghost Canal Wetland Project - RFT #CL-2017-GCWP-001 The Board approved Staff Report No. 46-17-BOD prepared by General Manager, Brian Kemp, which outlined the tender results for the Ghost Canal Wetland Project and recommended that LSRCA retain North Gate Farms to undertake the works associated with the Ghost Canal Wetland Project. For more information or to see the full agenda package, please click the link below for LSRCA’s Board of Directors’ webpage: LSRCA Board Meetings Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item C2 Page 4 of 4 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. Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R10 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. Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R10 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. Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R10 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 Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R10 Page 4 of 5 Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017Item R10 Page 5 of 5 Town of Aurora Council Report No. IES17-041 Subject: Additional Information Report Item R8, General Committee Meeting November 7, 2017 Award of RFP – Community Energy Plan Prepared by: Christina Nagy-Oh, Program Manager Environmental Initiatives Department: Infrastructure and Environmental Services Date: November 14, 2017 Recommendation 1. That Report No. IES17-041 be received for information. Executive Summary The purpose of this report is to provide Council additional information regarding the development of a Community Energy Plan for The Town of Aurora. Development of the CEP is required for Aurora to have access to Municipalities for Climate Innovation Program, up to $10 million, and estimated at $1.8 billion from the Cap and Trade Program. Background On April 25, 2017 Council passed the following Resolution: Whereas municipalities around the world are taking the lead on climate change with sustainable and responsible policies that will reduce their Carbon Footprint; and Whereas municipalities are developing Energy Plans that are both environmentally progressive and economically viable; and Whereas Aurora’s Infrastructure and Environmental Services (IES) Project 10- Year Plan has already allocated $100,000 for such a potential project, for future Budget consideration; and Whereas the Provincial Ministry of Energy has established, and is funding through the Ministry of Environment, a Municipal Energy Plan Program, which Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R11 Page 1 of 7 November 14, 2017 Page 2 of 7 Report No. IES17-041 may offer municipalities matching funds of up to $90,000 to support the development of a Community Energy Plan; and Whereas Newmarket’s Community Energy Plan received $90,000, Markham’s received $90,000, and Vaughan’s received $54,000; 1. Now Therefore Be It Hereby Resolved That staff be directed to prepare a Terms of Reference and a budget for a Community Energy Plan for Council’s consideration as part of the 2018 Budget. Analysis Community Energy Plan vs Corporate Environmental Action Plan vs Corporate Energy Management Plan The Town has two existing environmental plans. The Corporate Environmental Action Plan (CEAP) and the Corporate Energy Management Plan (CEMP). Both of these plans consider only actions that the corporation is required to do regarding the facilities, fleet, town owned land, staff, town events, purchasing, staff related travel and actions whereby the corporation interacts with the environment. Neither of these plans consulted with local businesses, schools, local energy or natural gas distribution companies, other governmental organizations in their development, goals or implementation considerations. Neither of the Town’s existing plans encourage developing relationships, circles of influence, community programs that have the ability to encourage or influence behaviour change within the community. Examples: • Green development policies can encourage greater sustainable development from the building community; • Energy retrofit incentive programs can encourage residents to modify their homes in a more energy efficient manner; and • Implementing recycling or composting waste stream programs in high rise buildings, schools and creating or partnering in education and awareness of these programs all impact the carbon footprint of the Town as a whole. Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R11 Page 2 of 7 November 14, 2017 Page 3 of 7 Report No. IES17-041 Corporate Environmental Action Plan (2010) is a five-year action plan that allows the Corporation of Town of Aurora to meet its environmental goals. Purpose: • Protect and enhance the natural environment; • Promote environmental sustainability, integrity and conservation of resources; and • Create a practice of environmental stewardship within the community Corporate Energy Management Plan (2013) is a five year plan that the corporation will take to increase its energy efficiency, reduce its energy consumption, and minimize its environmental footprint. The Town’s vision is to establish a culture of energy conservation, while contributing to global reduction of greenhouse gas emissions. This plan is intended to assist the Town in complying with the corporate energy management planning requirements of Ontario Regulation 397/11 under the Green Energy Act (2009) A Community Energy Plan (CEP) is a comprehensive long-term plan that serves to define community priorities around energy. It explores how energy is and could be used, generated, and delivered in the community now and into the future. It aims to improve energy efficiency, reduce energy use and greenhouse gas emissions, and foster green energy solutions at the local level, while helping to plan ahead for the future growth and development, energy generation, delivery and use in a community. Funding Options for CEP development Staff plan to apply for funding to develop the CEP to a secondary grant source, the FCM Municipalities for Climate Innovation Program. This grant will not conflict with the MOE funding that the Town has already been awarded. Benefits of developing a CEP The CEP will play a key role in attracting quality investment, in ensuring reliable and affordable energy, in reducing environmental impacts and in enhancing Aurora’s competitiveness. Additional CEP benefits are: • Improve energy efficiency; Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R11 Page 3 of 7 November 14, 2017 Page 4 of 7 Report No. IES17-041 • Retain energy dollars within the community; • Reduce greenhouse gas emissions; • Improve resident health through improved air quality and increased active transportation; • Foster local sustainable energy solutions in the community; • Support local economic development and green job creation; • Design a local energy strategy for a more sustainable, energy secure future; • Reduce energy costs and direct these savings to other community priorities; • Foster innovation and leadership in energy planning and renewable energy development; • Support greener development and greener transportation system; and • Support energy innovation, economic competitive advantage, local investment. Aurora’s motivation to develop a CEP • Requirement to apply for funding programs – financial incentives available through the GHG Reduction Challenge Fund (up to 10 Million); • Development of the CEP is required for Aurora to have access to the Municipal Challenge Fund, estimated at $1.8 Billion, from the Cap and Trade Program; • CEPs required for Partners for Climate Protection (PCP) Campaign Milestones. 61 Ontario Municipalities are registered for the PCP program; • Job creation from energy efficiency, energy generation and associated products and services; and • Solar, wind, combined heat and power opportunities. Many municipalities have developed CEPs in Ontario and Canada Over the past five years an increasing number of municipalities across Ontario and Canada have undertaken the development of CEPs: Mississauga, Sudbury, Kingston, Temiskaming Shores, Chatham Kent, Newmarket, Markham, Windsor, Middlesex Centre, Bayham, Toronto, Kenora, Durham Region, Waterloo Region, Kitchener, Cambridge, Waterloo, Woolwich, Wellesley, North Dumfries, Ajax, Brock, Clarington, Oshawa, Pickering, Scugog, Uxbridge, Whitby, Burlington, Sault Ste. Marie, Caledon, Guelph and London. Currently CEPs are being implemented in Kingston, Vaughan, Chatham-Kent, Sault Ste. Marie, Wawa, Temiskaming Shores, Woodstock, Halton Hills, and Oakville. Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R11 Page 4 of 7 November 14, 2017 Page 5 of 7 Report No. IES17-041 Other municipalities experience and benefits in developing and implementing CEPs Town of Halton Hill’s states that their Community Energy Plan fulfils the first three milestones of the FCM Partners for Climate Protection program by: • Creating a community-wide greenhouse gas emissions inventory; • Setting a greenhouse gas emission reduction target; and • Identifying actions that need to be taken to achieve greenhouse gas reductions. For the community as a whole, the Energy Plan sets the following targets: • 35% reduction in per capita greenhouse gas emissions by 2031– compared to 2011 levels. • 14% reduction in total greenhouse gas emissions by 2031. Implementation is projected to: • Reduce annual energy costs by $17 million ($271 in total). • Create over 200 new jobs. Newmarket has a 2018 budget request in for the implementation of their CEP. Newmarket was mandated to do the CEP through the Region’s OP and Newmarket’s Secondary plan. Benefit to preparing plan is access to grant funding. Staff said that they had a good experience creating the plan. The Newmarket Energy Efficiency Retrofit Program has been set up to generate a return on investment or at the least be cost neutral to the Town. The business case to prove this has not been completed to date. York Region’s Climate- Related Initiatives York Region will be developing a region-wide MEP as a component of the York Region Climate Change Action Plan. This will be developed through the Municipal Comprehensive review and will address energy use and greenhouse gas emissions across a broad range of sectors including residential, commercial, industrial and transportation sources. It will also inform official plan policy development to ensure alignment between growth management, built environment and energy planning decisions to support improved community resiliency. Local Municipalities in York Region are required to develop their own Energy Conservation and Demand Management Plans under the Green Energy Act, 2009 and Ontario Regulation 397/11. Local Municipalities are also encouraged to develop Municipal energy plans through the Ministry of Energy. The Regional Community Energy Plan will leverage and build upon existing community energy plans developed by the Town of East Gwillimbury, Markham, Newmarket and Vaughan. Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R11 Page 5 of 7 November 14, 2017 Page 6 of 7 Report No. IES17-041 Advisory Committee Review As captured in the EAC minutes of October 5, 2017, staff had discussed the upcoming budget item of developing the CEP. EAC members welcomed the idea of the town developing a CEP and that staff obtained a 50% grant to help pay for the plan. Financial Implications The financial costs are identified in Report No. IES17-037. Communications Considerations Not applicable. Link to Strategic Plan The proposed program update supports 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 Not applicable. Conclusions It is an opportune time for Aurora to develop a Community Energy Plan, given the financial incentives available for energy efficiency measures from the Ministry of Energy & Climate Change. Development of a CEP is required for Aurora to have access to Municipalities for Climate Innovation Program, up to $10 million and the estimated $1.8 billion, from the Cap and Trade Program. These incentives will reduce the costs of implementing the actions identified in the Plan, and will further enhance the financial benefits of energy efficiency measures for the Town. The CEP is expected to deliver practical actions that will translate into measurable financial benefits, efficiencies, reduced operating costs, lower greenhouse gas emissions, community awareness and corporate leadership. It will not only meet the Towns obligations under the Green Energy Act, but will also fulfill its commitments under the Federation of Canadian Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R11 Page 6 of 7 Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017Item R11 Page 7 of 7 Town of Aurora General Committee Report No. PRCS17-045 Subject: Award of Tender 2017-117-PRCS Demolition of Two (2) Buildings Located at 52 and 56 Victoria Street in Aurora Prepared by: Allan D. Downey, Director, Parks, Recreation and Cultural Services Department: Parks, Recreation and Cultural Services Date: November 21, 2017 Recommendation 1. That Report No. PRCS17-045 be received; and 2. That Tender 2017-117-PRCS Award of Tender 2017-117-PRCS Demolition of Two (2) Buildings located at 52 and 56 Victoria Street in Aurora be awarded to Priestly Demolition Inc. in the amount of $111,300 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 The purpose of this report is to approve the Award of Tender 2017-117-PRCS Demolition of Two (2) Buildings Located at 52 and 56 Victoria Street in Aurora as follows: • To obtain Council approval to award Tender 2017-117-PRCS to Priestly Demolition Inc. • Both facilities have been evaluated for the presence of dangerous substances • Staff received twelve bids for evaluation Background Council approved the demolition of 52 and 56 Victoria Street at their December 5, 2016 meeting. Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R12 Page 1 of 4 November 21, 2017 Page 2 of 4 Report No. PRCS17-045 Analysis Both facilities have been evaluated for the presence of dangerous substances During the tendering period, consultants were engaged to determine if either 52 or 56 Victoria Street contained dangerous substances that would require abatement removal prior to demolition. Both facilities received a clean report for both asbestos and lead. Since neither substance is present, demolition can commence upon approval of the tender. Staff received twelve bids for evaluation Staff released Tender 2017-117-PRCS for Demolition of Two (2) Buildings Located at 52 and 56 Victoria Street in Aurora the Town of Aurora on September 22, 2017. Tender 2017-117-PRCS closed on November 13, 2017 and a total of twelve (12) firms submitted Tenders. All twelve (12) Tenders were deemed compliant. The lowest compliant Tender was submitted by Priestly Demolition Inc. at $111,300 excluding taxes. The below Table is a breakdown of compliant prices submitted for Tender 2017-117-PRCS. Firm Bid Amount Priestly Demolition Inc. $111,300 Salandria LTD. $142,000 United Wrecking Inc. $145,800 MGI Construction Corp. $163,000 JMX Contracting $188,000 Jones Group Inc. $192,000 Budget Environmental Disposal Inc. $197,683 GFL Infrastructure Group $199,300 Highpoint Environmental Services Inc. $218,800 The Cannington Group $234,000 Rafat General Contractor Inc. $259,200 Tri-Phase Environmental Inc. $570,755 Advisory Committee Review Not applicable. Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R12 Page 2 of 4 November 21, 2017 Page 3 of 4 Report No. PRCS17-045 Financial Implications The approved Capital Budget for Project 81019 Demolition of 52 and 56 Victoria Street is $500,000. The below Table is a financial summary for Capital Project 81019 as based on the Tender submitted by Priestly Demolition Inc.: Approved Budget Capital Project 81019 $500,000 Total Approved Budget $500,000 Less previous commitments $7,278 Funding available for subject Contract $492,722 Contract Award excluding HST $111,300 Non-refundable taxes (1.76%) $1,959 10% Project Contingency $11,130 Sub-Total $124,389 Total Funding Required $124,389 Budget Variance $368,333 *Previous Commitments included site surveying, and detailed design costs Communications Considerations There is no external communication required. Link to Strategic Plan The Award of Tender for the demolition of 52 and 56 Victoria Street in Aurora supports the Strategic Plan in the redevelopment of Library Square. Alternative(s) to the Recommendation None. Conclusions Based on the lowest compliant bid submitted for this project and the positive references obtained by staff on the past performance of this contractor, staff recommends awarding Tender No. 2017-117-PRCS Demolition of Two (2) Buildings Located at 52 and 56 Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017 Item R12 Page 3 of 4 Additional Items to General Committee Meeting Agenda Tuesday, November 21, 2017Item R12 Page 4 of 4