The URL can be used to link to this page

AGENDA - General Committee - 20171205General Committee Meeting Agenda Tuesday, December 5, 2017 7 p.m. Council Chambers Aurora Town Hall Public Release November 24, 2017 Town of Aurora General Committee Meeting Agenda Tuesday, December 5, 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 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 C3 inclusive, be approved: General Committee Meeting Agenda Tuesday, December 5, 2017 Page 2 of 8 C1. IES17-044 – Update on the Regional Road Projects in Aurora (Information Report dated November 21, 2017, included on agenda per Member of Council request) Recommended: 1. That Report No. IES17-044 be received for information. C2. PRCS17-044 – Award of Tender 2017-99-PRCS Construction of Multi- Purpose Synthetic Turf Sports Field at Sheppard’s Bush Park Recommended: 1. That Report No. PRCS17-044 be received; and 2. That Tender 2017-99-PRCS Construction of Multi-Purpose Synthetic Turf Sports Field at Sheppard’s Bush Park be awarded to TDI International Ag Inc. dba Eco Blue Systems in the amount of $1,189,730.13, 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. C3. PBS17-088 – Request for Street Name Approval Ballymore Building (South Aurora) Corporation 14452 Yonge Street, Part Lot 75, Concession 1 Related File Numbers: ZBA-2016-09, SUB-2016-02, CDM- 2016-04 Recommended: 1. That Report No. PBS17-088 be received; and 2. That Street “A” within approved Plan of Subdivision SUB-2016-02 be named Black Walnut Court: Street “A” Black Walnut Court General Committee Meeting Agenda Tuesday, December 5, 2017 Page 3 of 8 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. PBS17-096 – Preferred Design for Library Square (Report to be provided as an Additional Item to the Agenda) R2. FS17-047 – 2017 Year End Surplus/Deficit Financial Control By-law Recommended: 1. That Report No. FS17-047 be received; and 2. That a by-law be adopted to authorize the Treasurer and the Chief Administrative Officer to make necessary year-end financial adjustments and to allocate any 2017 Operating Fund surplus or deficit as set out in Report No. FS17-047; and 3. That the provisions of the by-law also authorize the Treasurer and the Chief Administrative Officer to allocate any 2017 surplus or alternatively fund any deficit in the Water, Wastewater, or Stormwater budgets to or from the appropriate related reserve accounts; and 4. That the adjustments authorized herein are to occur with an effective date of December 31, 2017, and which may be determined prior to or after December 31, 2017; and 5. That the Treasurer and Chief Administrative Officer report to Council through General Committee after the year-end surplus/deficit control adjustments and allocations have been completed. R3. FS17-051 – Creation of Additional Reserve Funds Recommended: 1. That Report No. FS17-051 be received; and 2. That By-law No. 5553-13 be amended to add the Economic Development reserve fund and the Winter Control reserve fund as set out in Attachments #1 and #2 respectively; and General Committee Meeting Agenda Tuesday, December 5, 2017 Page 4 of 8 3. That the new Economic Development reserve fund be initially funded by the transfer and closure of the unspent balances in Capital Project #81015: Community Improvement Plan; and 4. That the necessary by-law be presented at a future meeting for adoption. R4. FS17-057 – Annual Cancellation, Reduction or Refund of Property Taxes Under Sections 357 and 358 of the Municipal Act Recommended: 1. That Report No. FS17-057 be received; and 2. That a meeting be held in accordance with Sections 357 and 358 of the Municipal Act, 2001 as amended (the Act) in respect of the applications filed with the Treasurer by owners of property listed in this report at which applicants may make representation; and 3. That total property taxes in the amount of $1,687.93 due from the property owners be adjusted pursuant to Section 357 of the Act; and 4. That total property taxes in the amount of $1,742.27 due to the property owners be adjusted pursuant to Section 358 of the Act; and 5. That any associated interest charged applicable to these adjustments be cancelled in proportion to the total property taxes adjusted; and 6. That the Director of Financial Services – Treasurer be directed to remove said property taxes from the collector’s roll reflecting these property tax adjustments. R5. FS17-058 – 2018 Interim Property Tax Levy Recommended: 1. That Report No. FS17-058 be received; and 2. That a by-law be adopted to authorize the levying of 2018 Interim Property Taxes on all rateable properties and to establish installment due dates. General Committee Meeting Agenda Tuesday, December 5, 2017 Page 5 of 8 R6. IES17-043 – Purchase Order Increase for CIMCO Recommended: 1. That Report No. IES17-043 be received; and 2. That Purchase Order No. 1149 to CIMCO Refrigeration Division Toromont Industries Ltd. be increased by $60,000 from the amount of $90,000 to $150,000, excluding taxes, for the one-year term of 2017. R7. IES17-045 – Award of RFP IES2017-125 – Maintenance and Emergency Response to Sanitary Lift and Water Boost Stations Recommended: 1. That Report No. IES17-045 be received; and 2. That Request for Proposal IES2017-125 – Maintenance and Emergency Response to Sanitary Lift and Water Booster Stations be awarded to 709125 Ontario Limited o/a Pump System Interfacing for five (5) years at the unit prices tendered, including the option to renew for an additional two, one-year periods based on satisfactory performance of the Contractor; and 3. That the Director of the Water/Sewer Division be authorized to obtain a Purchase Order not to exceed a total of $1,200,945.64, for the five (5) years of the contract, excluding taxes, to be assigned to 709125 Ontario Limited o/a Pump System Interfacing at the discretion of the Director; and 4. 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. R8. IES17-046 – Purchase Order Increase for HVAC Services Recommended: 1. That Report No. IES17-046 be received; and General Committee Meeting Agenda Tuesday, December 5, 2017 Page 6 of 8 2. That the Contract for Carmichael Engineering Ltd, and Dunlis Mechanical Services as established through RFP IES 2015-35 be extended to the 2018 option year; and 3. That Purchase Order No. 713 in favour of Carmichael Engineering Ltd. be increased by $117,000 from the amount of $321,975 to $438,975, excluding taxes, for the contract term of 2018; and 4. That the Director of the Facilities Division be authorized to execute future year extensions of their Agreement subject to satisfactory performance; and 5. That Purchase Order No. 714 in favour of Dunlis Mechanical Services be increased by $151,000 from the amount of $404,769 to $555,769, excluding taxes, for the contract term of 2018. R9. IES17-047 – Purchase Order Increase for Supply and Delivery of Waterworks and Sewer Materials Recommended: 1. That Report No. IES17-047 be received; and 2. That the Contract for Wolesley Canada Inc. as established through RFQ IES 2016-12 be extended to the 2018 option year; and 3. That Purchase Order No. 745 in favour of Wolesley Canada Inc. be increased by $50,000 from the amount of $106,546 to $156,546, excluding taxes, for the contract term of 2018. R10. IES17-048 – Award of RFP IES2017-116 – Emergency Sewer and Watermain Repairs Recommended: 1. That Report No. IES17-048 be received; and 2. That Request for Proposal IES2017-116 – Emergency Repairs to the Town of Aurora Water Distribution and Sewer Systems be awarded to A. Donofrio Construction Ltd. and V. M. DiMonte Construction Ltd., for a (5) General Committee Meeting Agenda Tuesday, December 5, 2017 Page 7 of 8 five-year period at the unit prices tendered including the option to renew for an additional two (2), one (1) year periods based on satisfactory performance of the Contractor; and 3. That the Director responsible for Water/Wastewater Division be authorized to obtain a Purchase Order not to exceed a total of $300,000, for each year of the five (5) year contract, excluding taxes, to be assigned to A. Donofrio Construction Ltd, and V. M. DiMonte Construction Ltd. at the discretion of the Director subject to satisfactory performance; and 4. 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. R11. PRCS17-042 – Sheppard’s Bush Property Use and Maintenance Agreement Recommended: 1. That Report No. PRCS17-042 be received; and 2. That the Mayor and Town Clerk be authorized to execute the Agreement between the Town of Aurora and the Lake Simcoe Region Conservation Authority for the use and maintenance of the Sheppard’s Bush Conservation Area, including any and all documents and ancillary agreements required to give effect to same. R12. PRCS17-043 – Facility Sponsorship Program – BionX International Corporation Recommended: 1. That Report No. PRCS17-043 be received; and 2. That the Director responsible for the Business Support Division be authorized to execute the Agreement between the Town of Aurora and BionX International Corporation for the Facility Sponsorship of the Spin Cycle Room at the Aurora Family Leisure Complex, including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Agenda Tuesday, December 5, 2017 Page 8 of 8 R13. PRCS17-046 – Arboretum Community Partnership Agreement Recommended: 1. That Report No. PRCS17-046 be received; and 2. That the updated Arboretum Master Plan, as presented on May 31, 2017, be approved; and 3. That the Director of the Parks Division be authorized to enter into a new Community Partnership Agreement between the Town of Aurora and the Aurora Community Arboretum for a ten-year period commencing January 1, 2018, including any and all documents and ancillary agreements required to give effect to same. 7. Notices of Motion 8. New Business 9. Closed Session 10. Adjournment Town of Aurora Information Report No. IES17-044 Subject: Update on the Regional Road Projects in Aurora Prepared by: Anca Mihail, Manager of Engineering and Capital Delivery Department: Infrastructure and Environmental Services Date: November 21, 2017 In accordance with the Procedure By-law, any Member of Council may request that this Information Report be placed on an upcoming General Committee or Council meeting agenda for discussion. Executive Summary York Region has no current plans to complete the Wellington Street East road widening project from Yonge Street to the railway corridor within the next 10 years. It is not identified in their current or previous 10-year Capital Plans. Background An article in the York Region News in early October identified a number of Regional road projects that will be delayed due to funding constraints. The projects within the Town of Aurora included: ● Widen to four lanes Wellington Street – Yonge Street to Rail Grade Separation The Transportation Master Plan (2016) provides a 25-year outlook to deliver transportation projects and programs that will continue to improve mobility and provide options for residents and businesses in York Region. Analysis Funding Constraints could impact Road Improvement projects in Aurora. The projects listed in the article are included in the Regional Transportation Master Plan as being needed by 2031. The Transportation Master Plan however is a document that General Committee Meeting Agenda Tuesday, December 5, 2017 Item C1 Page 1 of 3 November 21, 2017 Page 2 of 3 Report No. IES17-044 defines the “ideal” scenario without the constraint of funding. The Region of York uses their annual budget process, which includes their 10-year capital plan to define major infrastructure needs. So, while the project is included in the Transportation Master Plan, it is not included in the Regional 10-year plan and has not been included previously. Potential Grade Separation of Wellington Street at the rail corridor is a separate project led by Metrolinx The Region is currently working with Metrolinx for a potential grade separation of Wellington Street at the rail corridor. This is a separate project which is not expected to include any widening on Wellington Street, just grade separations and possible turn lane modifications. This would be a Metrolinx led project as part of the Barrie Rail Corridor Expansions. Future Interchange – Highway 404 at St. John’s Sideroad The interchange is also included in the Transportation Master Plan as being needed by 2031, however, it is not identified within the Region’s current 10-year plan. Aurora Council has previously identified the need for the interchange and passed resolutions requesting that the Region of York advance the timing of the new interchange to be included in the Region’s 10-year construction program. Advisory Committee Review Not applicable Financial Implications The Region has indicated that there are funding constraints that will impact the timing of certain road current projects within the 10 year capital construction program. Communications Considerations Not applicable Link to Strategic Plan General Committee Meeting Agenda Tuesday, December 5, 2017 Item C1 Page 2 of 3 General Committee Meeting Agenda Tuesday, December 5, 2017Item C1 Page 3 of 3 Town of Aurora General Committee Report No. PRCS17-044 Subject: Award of Tender 2017-99-PRCS Construction of Multi-Purpose Synthetic Turf Sports Field at Sheppard’s Bush Park Prepared by: Sara Tienkamp, Acting Manager of Parks Department: Parks, Recreation and Cultural Services Date: December 5, 2017 Recommendation 1. That Report No. PRCS17-044 be received; and 2. That Tender 2017-99-PRCS Construction of Multi-Purpose Synthetic Turf Sports Field at Sheppard’s Bush Park be awarded to TDI International Ag Inc. dba Eco Blue Systems in the amount of $1,189,730.13 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 • To obtain Council approval to award Tender 2017-99-PRCS to TDI International Ag Inc. dba Eco Blue Systems (TDI International); • Completion of a high priority multi-purpose sports field as recommended in the Parks and Recreation Master Plan; • Complete a comprehensive procurement process and maintain the Town’s reputation as a sound organization to conduct business with; • Approval of Ontario Heritage Trust to expand proposed multi-purpose field on Sheppard’s Bush lands Background In June 2012, Council authorized staff to proceed with tendering a multi-purpose synthetic sports field at Stewart Burnett Park. Tender No.2012-51 was issued and Tenders received for this project well exceeded the approved $1,500,000 budget. As a result of this insufficient funding and several other site related issues Council did not General Committee Meeting Agenda Tuesday, December 5, 2017 Item C2 Page 1 of 5 December 5, 2017 Page 2 of 5 Report No. PRCS17-044 award the Tender as recommended in the staff report PR12-037. These drivers, which resulted in the delay of the installation of the field at Stewart Burnett were resolved in the years following, by staff increasing the budget to accurately reflect construction costs. The Town also worked with the 2C developers to install the site servicing to maximize a significant cost savings that would have been borne by the Town. Council received Report No.PRCS16-048 on December 13, 2106, outlining an action plan addressing a request from Aurora Youth Soccer Club (AYSC) to substitute the proposed multi-purpose facility at Stewart Burnett with a dedicated full sized regulation soccer field. At its February 28, 2017 meeting, Council authorized the substitution of Stewart Burnett multi-purpose field and Council reallocated $686,000, the remaining funds from Capital Project No. 73161- Stewart Burnett Park Multi-Purpose Sports field to Capital Project No: 73223 – Sheppard’s Bush Turf Replacement. As well, staff was directed to commence the detailed design and tendering process for Sheppard’s Bush Multi- Purpose field with construction in spring 2018. Analysis Multi-Purpose sports field defined as a priority facility since 2012 The multi-purpose sports field has been identified as a high priority facility for a considerable period of time and has appeared in both the previous and current Parks and Recreation Master Plan. A dedicated multi-use facility is required to fulfill the needs of football, rugby and soccer. Staff has confirmed that the multi–purpose field at Sheppard’s Bush will satisfy the growing needs of the user groups. Tender results highly competitive Staff released Tender 2017-99-PRCS for Construction of a Multi-Purpose Synthetic Turf Sports Field at Sheppard’s Bush in the Town of Aurora on October 10, 2017. Tender 2017-99-PRCS closed on November 2, 2017 and a total of ten (10) firms submitted Tenders. Ten (10) Tenders were deemed compliant. The lowest compliant Tender was submitted by TDI International at $1,189,730.13 excluding taxes. The below Table is a breakdown of compliant prices submitted for Tender 2017-99-PRCS. General Committee Meeting Agenda Tuesday, December 5, 2017 Item C2 Page 2 of 5 December 5, 2017 Page 3 of 5 Report No. PRCS17-044 Firm Bid Amount TDI International Ag Inc. $1,189,730.13 Gateman-Milloy Inc. $1,199,496.37 Melfer Construction Inc. $1,215,000.00 39 Seven Inc. $1,219,892.90 Rutherford Contracting Inc. $1,251,667.07 Latitude 67 Inc. $1,330,463.35 Loc Pave Construction Ltd. $1,364,405.00 Davan Group Inc. $1,400,831.27 Pine Valley Corporation $1,494,298.00 Edgefield Construction Inc. $2,246,680.00 Ontario Heritage Trust grants approval of field expansion at Sheppard’s Bush Lake Simcoe Conservation Authority (LSRCA) provides stewardship at Sheppard’s Bush on behalf of Ontario Heritage Trust (OHT), the land owners of the property. As such, it was necessary that staff gain approval from both organizations to reconfigure the existing sports field to facilitate a new multi-purpose field. Both LSRCA and OHT have provided written support of the expansion of the facility on the Sheppard’s Bush lands and Staff will continue to provide LSRCA and OHT with updates and notifications as the project work commences and progresses. Advisory Committee Review Not Applicable. Financial Implications The approved Capital Budget for Project 73223 Sheppard’s Bush is $1,386,000. The below Table is a financial summary for Capital Project 73223 as based on the Tender submitted by TDI International: General Committee Meeting Agenda Tuesday, December 5, 2017 Item C2 Page 3 of 5 December 5, 2017 Page 4 of 5 Report No. PRCS17-044 Approved Budget Capital Project 73223 $1,386,800 Total Approved Budget $1,386,800 Less previous commitments *30,698 Funding available for subject Contract $1,359,101 Contract Award excluding HST $1,189,730 Non-refundable taxes (1.76%) $20,939 10% Project Contingency $118,973 Sub-Total $1,329,642 Total Funding Required $1,329,642 Budget Surplus $29,459 *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 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 march the evolving needs of the growing and changing population. 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. 2017-99-PRCS the Construction of the Synthetic Turf Sports Field at Sheppard’s Bush Park be awarded to TDI International Ag Inc.in the amount of $1,189,730, excluding taxes. General Committee Meeting Agenda Tuesday, December 5, 2017 Item C2 Page 4 of 5 General Committee Meeting Agenda Tuesday, December 5, 2017Item C2 Page 5 of 5 Town of Aurora General Committee Report No. PBS17-088 Subject: Request for Street Name Approval Ballymore Building (South Aurora) Corporation 14452 Yonge Street Part Lot 75, Concession 1 Related File Numbers: ZBA-2016-09, SUB-2016-02, CDM-2016-04 Prepared by: Mark Lemmon, GIS Analyst Department: Planning and Building Services Date: December 5, 2017 Recommendation 1. That Report No. PBS17-088 be received; and 2. That Street “A” within approved Plan of Subdivision SUB-2016-02 be named Black Walnut Court Street “A” Black Walnut Court Executive Summary This report seeks approval of the street name proposed by Ballymore Building (South Aurora) Corporation for the planned development at 14452 Yonge Street. The name was proposed by the developer and has been approved by York Region and Central York Fire Services. • On July 4, 2017, Council approved the Zoning By-law Amendment, Draft Plan of Subdivision and Draft Plan of Condominium applications for the proposed 40 lot residential development. • The developer has put forward the name “Black Walnut” and staff recommends that the name Black Walnut be approved for the road servicing the proposed development. General Committee Meeting Agenda Tuesday, December 5, 2017 Item C3 Page 1 of 6 December 5, 2017 Page 2 of 4 Report No. PBS17-088 Background In accordance with the Town of Aurora’s Street Naming Policy, developers have the option of selecting a street name from the Bank of Approved Street Names. Alternatively, the developer has the option to request a specific street name, pending clearance by the York Region and acceptance by the Central York Fire Services. The Owner has decided to proceed with a name that is currently not in the Town of Aurora Bank of Approved Street Names. Application History The Draft Plan of Subdivision, Draft Plan of Condominium, and Zoning By-law Amendment applications were submitted to the Town on August 19, 2016. On July 4, 2017, Council Approved the following recommendations related to Plan of Subdivision (SUB-2016-02) and Plan of Condominium (CDM-2016-04): “That Report No. PBS17-047 be received; and That Application for Draft Plan of Subdivision SUB-2016-02 (Ballymore Building (South Aurora) Corporation) be approved, subject to the conditions outlined in Schedule ‘A’ of this report; and That Application for Draft Plan of Subdivision SUB-2016-02 (Ballymore Building (South Aurora) Corporation) be approved, subject to the conditions outlined in Schedule ‘A’ of this report; and That the Application for Draft Plan of Condominium CDM-2016-04 (Ballymore Building (South Aurora) Corporation) be approved, subject to the conditions outlined in Schedule ‘B’ of this report; and That a total of 40 units of water and sewage capacity be allocated to the Draft Plan of Subdivision; and That the Mayor and Town Clerk be authorized to execute the site plan agreement, including any and all documents and ancillary agreements required to give effect to same.” General Committee Meeting Agenda Tuesday, December 5, 2017 Item C3 Page 2 of 6 December 5, 2017 Page 3 of 4 Report No. PBS17-088 Analysis The proposed street name was requested by Ballymore Building (South Aurora) Corporation who first had the opportunity of reviewing the Approved Bank of Street Names. The applicant has proposed that “Street A” take the name “Black Walnut”, which is species of tree native to the area. The proposed name has been approved by both Central York Fire Services and the Regional Municipality of York. Link to Strategic Plan The proposed development supports the Strategic Plan goal of supporting and exception quality of life for all through its accomplishment in satisfying requirements in the objectives of strengthening the fabric of our community. Alternative to the Recommendation 1. Council has the option to not approve the proposed street name, at which point the developer would have to re-submit an alternate request to the applicable agencies for review at a future General Committee date. Conclusions Staff recommends that the name Black Walnut Court be approved for the road serving the proposed residential development. Attachments Figure 1 – Location Map Figure 2 – Approved Plan of Subdivision General Committee Meeting Agenda Tuesday, December 5, 2017 Item C3 Page 3 of 6 General Committee Meeting Agenda Tuesday, December 5, 2017Item C3 Page 4 of 6 Yonge StreetHenderson Drive Tam aracTrailMilgate PlaceLee GateGilbert DriveAlberyCresce n t Thomp k in s C rescentLOCATION MAP Map created by the Town of Aurora Planning and Building Services Department, November 3, 2017. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2016, © First Base Solutions Inc., 2016 Orthophotography. 0 50 100 150 200 Metres APPLICANT: Ballymore Building (South Aurora) CorporationFILES: ZBA-2016-09, SUB-2016-02, CDM-2016-04FIGURE 1 Subject Lands St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive Wellington St W 404 404Leslie StYonge StBathurst StBayview AveBloomington Rd General Committee Meeting Agenda Tuesday, December 5, 2017Item C3 Page 5 of 6 APPROVED PLAN OF SUBDIVISION Map created by the Town of Aurora Planning and Building Services Department, November 3, 2017. Drawing provided by Malone Given Parsons LTD. APPLICANT: Ballymore Building (South Aurora) CorporationFILES: ZBA-2016-09, SUB-2016-02, CDM-2016-04FIGURE 2 Street "A"come from Southern DevelopmentStreet NamewillGeneral Committee Meeting Agenda Tuesday, December 5, 2017Item C3 Page 6 of 6 Town of Aurora General Committee Report No. FS17-047 Subject: 2017 Year End Surplus/Deficit Financial Control Bylaw Prepared by: Dan Elliott, Director of Financial Services - Treasurer Department: Financial Services Date: December 5, 2017 Recommendation 1. That Report No. FS17-047 be received; and 2. That a by-law be adopted to authorize the Treasurer and the Chief Administrative Officer to make necessary year-end financial adjustments and to allocate any 2017 Operating Fund surplus or deficit as set out in Report No. FS17-047; and 3. That the provisions of the by-law also authorize the Treasurer and the Chief Administrative Officer to allocate any 2017 surplus or alternatively fund any deficit in the Water, Wastewater, or Stormwater budgets to or from the appropriate related reserve accounts; and 4. That the adjustments authorized herein are to occur with an effective date of December 31, 2017, and which may be determined prior to or after December 31, 2017; and 5. That the Treasurer and Chief Administrative Officer report to Council through General Committee after the year end surplus/deficit control adjustments and allocations have been completed. Executive Summary This report proposes a surplus/deficit control bylaw for the 2017 fiscal year end, similar to the one used in past years; thus allowing the town to control its year end surplus amounts by making specific allocations to various reserve funds. Should the town finish the year in a deficit position, this bylaw would also provide the necessary authority to allocate additional funds from its rate stabilization reserve in order to balance its operating budget. This report is an annual report to General Committee/Council prior to year-end. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R2 Page 1 of 6 December 5, 2017 Page 2 of 6 Report No. FS17-047 • Legislatively, surpluses or deficits of one fiscal year must be incorporated into the following year’s budget unless controlled in this manner • Budget Carry-forwards may occur resulting in approved funding to move from one year into the next year. • The 2017 Operating Budget may end the year with a small surplus or a small deficit. Background Surplus Control Surpluses and deficits created by operating results for municipalities must carry into the following budget years as set out in subsection 290(4) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended (hereinafter the “Act”). Often, the annual budget of one year is approved prior to the final accounting results of the prior year being known. To manage the unpredictable impacts that such carry-overs could have on long range tax rates, budgets and budget pressures, the Town should control the year-end surplus amounts by making specific allocations to various reserve funds as part of the year end accounting process. However, any such allocation must be authorized by Council before the end of the fiscal year. Since the final results of the calendar year are not known for some time until after the close of the year, a formula approach to surplus allocations is necessary, followed by a detailed report back to Council. Today’s report and bylaw will set this budget control approach in place for the current year. A number of municipalities utilize the same approach as it results in separating the disposition of surpluses of one year from the following year’s budget process. It simplifies both the budget process and the year-end reporting process, while also assisting with transparency to the community. Budget Carry-Forwards A Budget Carry-Forward is a related technique utilized to move unused Operating Budget funding in relation to a specific project or initiative from one year into the next budget year, without the process of formally budgeting the item a second time. For example, the use of a budget carry-forward would be applicable if a major economic development initiative funded in one year as a special project in the operating budget did not get started by year end, and it was the intent to complete the project in the following year. Council could separately approve a budget carry-forward for this item, allocating budget dollars from the old year into the new-year, despite having already approved the new budget without its inclusion. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R2 Page 2 of 6 December 5, 2017 Page 3 of 6 Report No. FS17-047 Any budget carry-forwards must be approved first by the Treasurer, followed by Council. Council would approve any such carry-forwards as part of the report from the Treasurer and CAO detailing the disposition of year end surplus/deficits. Analysis The 2017 year end operating budget could end in either a surplus or deficit Staff are presently in the process of undertaking another review of the Town’s forecasted 2017 financial position of which the results are not yet known. As of the previous forecast review which took place in early fall, the corporation was on track to conclude the fiscal year with a small surplus, which would result in a slightly larger contribution to reserves than previously planned. Before the results from the forecast work presently underway are known, a surplus or deficit financial outcome is possible. Advisory Committee Review Not applicable. Financial Implications 2016 Surplus/Deficit Control The Act requires that any surplus or deficit be carried forward into the following year’s budget, unless otherwise controlled as proposed in this report. Using the controls, the surplus or deficit will become zero, save for any validated budget carry-forwards as described above. In that event, the carry-forward amount or “surplus” then gets carried forward in accordance with the Act. The following outlines the formula for disposition of any year end surplus or deficits: i) Operating Budget If a surplus in Operating results for 2017, the following allocations are recommended: a) Any unexpended portions of the 2017 Operating Budget funding allocations provided from Reserves for specific expenditures are returned to their respective funding sources. The 2017 budget funding allocations from such Reserves to fund operating budget items were as follows: General Committee Meeting Agenda Tuesday, December 5, 2017 Item R2 Page 3 of 6 December 5, 2017 Page 4 of 6 Report No. FS17-047 Reserve Fund Amount Tax Stabilization 437,000 Indoor Rec. Development Charges (Debt Payment) 320,500 Engineering Fees 315,800 Library Development Charges (Debt Payment) 289,500 Roads & Related Repair & Replacement 204,700 Storm 171.800 Parks Development & Facilities Development Charge 136,200 General Government Development Charges 130,000 WSIB 85,000 Water 36,700 Landscape Fee 15,900 Cash-in-Lieu Parkland 10,000 Arts and Cultural 5,000 Recreation Sponsorship 5,000 b) As required for Bill 124, a Building Permit Fees Reserve Fund was established in which provisions for potential recessionary years may be made. Any surplus in these activities is required by legislation to be allocated to the Building Permit Fees Reserve Fund, while any deficit arising may be funded from this source. The 2017 Budget included a $269,500 contribution to the building permit fees reserve fund reflecting a budgeted permit revenue surplus driven by 2C lands growth. Any budgetary surplus or deficit in the Building Services Division budget is to be allocated to or funded from the Reserve Fund. c) That any net Winter Control operations budget surplus be allocated to the Winter Control reserve fund if the overall operating budget ends the year in a surplus. d) Any remaining surplus may be allocated toward approved carry-forwards to 2017, if any. e) It is wise for a municipality to maintain reserves specifically intended to stabilize or cushion annual tax rates from significant one-time or temporary pressures. Such pressures could include the impacts from significant new service or facility costs, market conditions affecting revenues, adverse weather or climate events, or other factors. Staff recommend transferring up to a maximum of 1% of tax revenue annually to the Stabilization reserve, until such time that this reserve’s balance reaches approximately 10% of annual tax revenue, which is a benchmark used by many municipalities. For 2017, 1% of tax revenue equates to $418,200. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R2 Page 4 of 6 December 5, 2017 Page 5 of 6 Report No. FS17-047 f) Any remaining surplus thereafter is allocated proportionately to the various tax rate funded Repair & Replacement reserves. Alternatively, should an operating deficit occur in 2017, adjustments a), and b) above are still required, with the remaining net shortfall to be funded from the tax rate stabilization reserve. ii) Water, Wastewater, Stormwater Budgets It is recommended that any surplus or deficit in these budgets be allocated to or be funded from the appropriate related reserve fund(s). This will assist in meeting the requirements of Bill 175 which includes a full cost recovery provision for the replacement of water and wastewater infrastructure. Communications Considerations Finance and Corporate Communications staff will work together to ensure that this bylaw is accessible via the town’s web site. Link to Strategic Plan Outlining a strategic approach to managing year end surpluses and/or deficits, and thereby avoiding the need to complicate the following year’s budget with such matters, 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 could choose not to approve the Surplus/Deficit Control Bylaw and address any year end results by way of budget amendment following early budget approval. Conclusions Staff are recommending that a by-law be adopted which will authorize the Director of Financial Services – Treasurer and the Chief Administrative Officer to control the 2017 Operating Fund surplus/deficit and the surpluses or deficits in the Water, Wastewater, Stormwater budgets by giving them authority to make adjustments and allocate surplus funds or fund deficits strictly as itemized in this report. Not doing so will cause all fund surpluses or deficits to be carried forward into the 2018 budgets which would likely result in the budget adjustments being made after Council has already approved the General Committee Meeting Agenda Tuesday, December 5, 2017 Item R2 Page 5 of 6 General Committee Meeting Agenda Tuesday, December 5, 2017Item R2 Page 6 of 6 Town of Aurora General Committee Report No. FS17-051 Subject: Creation of Additional Reserve Funds Prepared by: Dan Elliott, Director of Financial Services - Treasurer Department: Financial Services Date: December 5, 2017 Recommendation 1.That Report No. FS17-051 be received; and 2.That Bylaw No. 5553-13 be amended to add the Economic Development reserve fund and the Winter Control reserve fund as set out in Attachments #1 and #2 respectively; and 3.That the new Economic Development reserve fund be initially funded by the transfer and closure of the unspent balances in Capital Project #81015: Community Improvement Plan; and 4.That the necessary bylaw be presented at a future meeting for adoption. Executive Summary This report and recommendations are housekeeping in nature. Council previously approved the creation of two new reserve funds. This report is to bring forward the required bylaw amendments to formalize the new reserve funds. •All Town reserve funds are defined by bylaw for accountability and transparency. •Council previously approved the creation of the Economic Development reserve fund •Council previously approved the creation of the Winter Control reserve fund. Background All Town reserve funds have been defined within Bylaw No. 5553-13 as amended, with the exception of the two reserve funds created with the proceeds of the sale of Aurora Hydro which have a separate bylaw for each of them. The Town’s website includes a periodically updated listing of reserve funds and balances for public information, General Committee Meeting Agenda Tuesday, December 5, 2017 Item R3 Page 1 of 6 December 5, 2017 Page 2 of 4 Report No. FS17-051 accountability and transparency. Each reserve fund is defined in a separate schedule to the bylaw, and links to the schedules are available for each reserve fund on the website. This report is to formalize by bylaw two reserve funds previously approved for creation by Council. Analysis Council previously approved the creation of the Economic Development reserve fund. At its meeting of August 9, 2016, Council approved recommendations arising from report PDS16-049, Small Cell Technology Pilot Project with Bell Canada. These recommendations included the creation of the Economic Development reserve fund to capture proceeds of revenues from this and other economic development initiatives, to be used in future to fund other economic development initiatives. Attachment #1 sets out the proposed bylaw schedule to define this reserve fund. In discussions with the Economic Development Advisory Committee, staff recommended that this reserve fund be initially funded by the transfer of the full balance remaining in Capital Project #81015: Community Improvement Plan, and that the capital project be closed following the transfer. Council previously approved the creation of the Winter Control reserve fund. At its meeting of June 13, 2017, Council approved recommendations arising from report FS17-025, Creation of New Winter Control Reserve Fund. The new reserve fund is to serve to buffer the operating budgets of the Town from adverse swings in winter severity. Light winters result in surpluses in the Town’s winter control budget, which will be contributed to the reserve fund, while heavy winters over strain the annual budget, and the reserve fund would be used to fund the additional costs of the severe weather. Attachment #2 sets out the proposed bylaw schedule to define this reserve fund. Re-indexing of existing reserve schedules within the bylaw. Staff recommend re-indexing three existing reserve fund schedules of the existing bylaw as follows: General Committee Meeting Agenda Tuesday, December 5, 2017 Item R3 Page 2 of 6 December 5, 2017 Page 3 of 4 Report No. FS17-051 Existing Schedule No. Existing Category Reserve Fund Name Revised Schedule No. Revised Category UR1 Unearned Revenue Building Permit Fees SP11 Special Purposes UR2 Unearned Revenue Engineering Inspection Fees NI8 New Infrastructure UR3 Unearned Revenue Landscape Inspection Fees NI9 New Infrastructure No changes to the names, purposes or text of these reserve fund schedules is proposed. Only the indexing is changing. Doing so removes the “Unearned Revenue” category, as this term conflicts with technical accounting terminology which is not applicable to the nature of these reserve funds. The subject amending by-law will include these changes. Advisory Committee Review None. Finance Advisory Committee supported the creation of the Winter Control reserve fund. Financial Implications There are no direct financial implications of the creation of the two new reserve funds. They will be used as appropriate in future years. Communications Considerations Once the proposed bylaw amendments have been adopted, staff will update the online schedule of reserve funds, including the new schedules of the bylaw. Link to Strategic Plan Outlining and understanding the Town’s purposes and uses of its financial reserve funds contributes to achieving the Strategic Plan guiding principle of “Leadership in Corporate Management” and improves transparency and accountability to the community. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R3 Page 3 of 6 General Committee Meeting Agenda Tuesday, December 5, 2017Item R3 Page 4 of 6 By-law Number 5633-14 Attachment #1 To Report FS17-051 Schedule: SP10 Reserve Fund Category: Special Purpose Reserve Funds Reserve Fund Name: Economic Development The Economic Development Reserve Fund is hereby established to receive and hold all funds received from various special economic development initiatives undertaken with the approval of the Aurora Economic Development Board or its successor. Balances in the Fund will be planned for specific projects by the Aurora Economic Development Board or its successor including supporting the implementation of the Aurora Promenade Community Improvement Plan, deemed to be in the best interest of the Town and expected to further the economic development of the Town. Such funding allocations are to be recommended to or by Council during the annual budget process, or other times throughout the year. Due to the nature of this reserve fund, there is no specific target balance identified. At any time, acting in the best interests of the Town, Council may direct that some or all balances in the Fund be transferred to other reserve funds, or used for other purposes, provided that the transfer or use of tax sourced funding is appropriate in the circumstances. The Fund is established by transfer and closure of the current balance in the Town’s capital project account #81015: Community Improvement Plan. This Reserve Fund schedule has been appended to existing By-law 5553-13 by amending By-law xxxx-17, adopted by Council December 12, 2017. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R3 Page 5 of 6 By-law Number 5633-14 Attachment #2 To Report FS17-051 Schedule: S5 Reserve Fund Category: Stabilization Reserve Funds Reserve Fund Name: Winter Control The Winter Control Reserve Fund (the “Fund”) is hereby established to receive and hold annual surpluses arising within the Town’s Winter Control budget due to lighter than expected winter weather, which are not required otherwise to balance the overall annual operating budget results of the Town. Funding transfers will arise by allocations during the annual year-end processes and surplus/deficit control activities as approved by Council. Balances in the Fund will be used to fund overspending in the Town’s Winter Control budget which arise due to abnormally severe winter weather, where required to balance the overall annual operating budget results of the Town. The upset limit of this reserve fund is set at 1.5 times the annual winter control budget of the prior year. At any time, acting in the best interests of the Town, Council may direct that some or all balances in the Fund be transferred to other reserve funds, or used for other purposes, provided that the transfer or use of tax sourced funding is appropriate in the circumstances. The Fund is established by transfer of $500,000 from the Town’s Tax Rate Stabilization reserve fund. This Reserve Fund schedule has been appended to existing By-law 5553-13 by amending By-law xxxx-17, adopted by Council December 12, 2017. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R3 Page 6 of 6 Town of Aurora General Committee Report No. FS17-057 Subject: Annual Cancellation, Reduction or Refund of Property Taxes under Sections 357 and 358 of the Municipal Act Prepared by: Clayton Pereira, Manager of Accounting and Revenues/Deputy Treasurer Department: Financial Services Date: December 5, 2017 Recommendation 1. That Report No. FS17-057 be received; and 2. That a meeting be held in accordance with Sections 357 and 358 of the Municipal Act, 2001 as amended (the Act) in respect of the applications filed with the Treasurer by owners of property listed in this report at which applicants may make representation; and 3. That total property taxes in the amount of $1,687.93 due from the property owners be adjusted pursuant to Section 357 of the Act; and 4. That total property taxes in the amount of $1,742.27 due to the property owners be adjusted pursuant to Section 358 of the Act; and 5. That any associated interest charged applicable to these adjustments be cancelled in proportion to the total property taxes adjusted; and 6. That the Director of Financial Services, Treasurer be directed to remove said property taxes from the collector’s roll reflecting these property tax adjustments. Executive Summary To obtain statutory approval to adjust property taxes and interest pursuant to the provisions of Sections 357 and 358 of the Act. These adjustments are as a result of changes in current value assessment as determined and verified by the Municipal Property Assessment Corporation. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R4 Page 1 of 9 December 5, 2017 Page 2 of 6 Report No. FS17-057 Background Adjustments under Section 357 Under Section 357 of the Act, property owners or their agents may make application for the cancellation of property taxes for the current year in response to changes in current value assessment that result in an increase or decrease in property taxes. This property tax adjustment is not as a result of the Town having failed to collect rightful taxes but rather adjusts the property taxes to the correct and proper amount. Adjustments under Section 358 Under Section 358 of the Act, property owners or their agents may make application for the cancellation of property taxes due to gross or manifest errors made by Municipal Property Assessment Corporation in the current value assessment for two years prior to the current taxation year. This property tax adjustment is not as a result of the Town having failed to collect rightful taxes but rather adjusts the property taxes to the correct and proper amount. Analysis Section 357 Applications Five (5) applications were received prior to February 28, 2017 for the 2016 taxation year for property taxes to be adjusted under Section 357 totaling $5,945.74 as listed in Attachment #1 titled “2016 Tax Adjustments under Section 357 of the Municipal Act”. Four of the applications result in overall tax reductions to the property, while one application is to update the assessment from Exempt to Taxable, (sale of Scanlon Court property) resulting in a tax increase to the property. Two (2) applications were received to date for the 2017 taxation year for property taxes to be adjusted under Section 357 totaling $4,257.81 as listed in Attachment #2 titled “2016 Tax Adjustments under Section 357 of the Municipal Act”. This amount represents an overall tax reduction to the properties. Table #1 below summarizes the 357 adjustments for both taxation years representing total property tax adjustments of $1,687.93 by the respective shares. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R4 Page 2 of 9 December 5, 2017 Page 3 of 6 Report No. FS17-057 Table #1 – Summary of 357 Adjustments Tax Year Town of Aurora ($) Region of York ($) Boards of Education ($) Total ($) 2016 537.79 637.25 4,770.70 5,945.74 2017 (1,555.46) (1,823.33) (879.02) (4,257.81) Total (1,017.67) (1,186.08) 3,891.68 1,687.93 The Town, as legislated, will adjust the appropriate portions due to/from the Regional Municipality of York and the respective York Region Boards of Education. Property owners have until February 28, 2018 to apply under Section 357 for adjustments in respect of the 2017 taxation year. Section 358 Applications Applications were received under Section 358 for the taxation years 2014, 2015 and 2016. These adjustments are listed in Attachment #3 titled “Tax Adjustments under Section 358 of the Act” and result in an overall tax reduction to the affected properties. Table #2 summarizes the total property tax adjustment of $1,742.27 that will be refunded to the property owners. Table #2 – Summary of 358 Adjustments Tax Year Town of Aurora ($) Region of York ($) Boards of Education ($) Total ($) 2014 (70.50) (84.38) (41.11) (195.99) 2015 (429.55) (506.50) (243.02) (1,179.07) 2016 (133.73) (158.47) (75.01) (367.21) Total (633.78) (749.35) (359.14) (1,742.27) General Committee Meeting Agenda Tuesday, December 5, 2017 Item R4 Page 3 of 9 December 5, 2017 Page 4 of 6 Report No. FS17-057 Property owners have until December 31, 2017 to apply under Section 358 for adjustments in respect of the 2016 and 2017 taxation years. Municipal Property Assessment Corporation Review/Verification All applications have been reviewed by Municipal Property Assessment Corporation and they have verified assessment values and taxation periods used to determine the property tax adjustments Advisory Committee Review Not applicable Financial Implications Table #3 below summarizes the total property tax adjustments for 357 and 358 applications. The Town’s share of the property tax adjustments results in a net amount of $1,651.45 being refunded to the property tax owners. Table #3 – Summary of 357 and 358 Adjustments Adjustment Type Town of Aurora ($) Region of York ($) Boards of Education ($) Total ($) 357 (1,017.67) (1,186.08) 3,891.68 1,687.93 358 (633.78) (749.35) (359.14) (1,742.27) Total (1,651.45) (1,935.43) 3,532.54 (54.34) The Town’s 2017 budget for our share of property tax adjustments such as 357’s, 358’s, Assessment Review Board decisions and Municipal Property Assessment Corporation’s minutes of settlement is $200,000. As at November 14, 2017, the Town incurred $184,986.65 including the adjustments contained in this report. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R4 Page 4 of 9 December 5, 2017 Page 5 of 6 Report No. FS17-057 Communications Considerations Financial Services staff will advise each property owner in writing of Council’s decision in this matter, and update the property tax accounts as required. Link to Strategic Plan Adjusting tax accounts to reflect verified adjustments to assessment values contributes to achieving the Strategic Plan guiding principal of “Leadership in Corporate Management” and improves transparency and accountability to the community. Alternative(s) to the Recommendation There are no alternatives to the recommendations contain in this report. The adjustments recommended are statutory, have been validated by Municipal Property Assessment Corporation and are now rightfully due to the property owners. Conclusions That the adjustment of property taxes as recommended in this report under Sections 357 and 358 of the Act totaling $54.34 be approved. Attachments Attachment #1 – 2016 Tax Adjustments under Section 357 of the Municipal Act Attachment #2 – 2017 Tax Adjustments under Section 357 of the Municipal Act Attachment #3 – 2014, 2015 and 2016 Tax Adjustments under Section 358 of the Municipal Act Previous Reports None General Committee Meeting Agenda Tuesday, December 5, 2017 Item R4 Page 5 of 9 General Committee Meeting Agenda Tuesday, December 5, 2017Item R4 Page 6 of 9 Application No.Roll NumberLocationReason for Application TOWNREGIONEDUCATIONTOTALMUNICIPAL ACT, SECTION 357 FOR THE TAXATION YEAR 20162016-0032 1946-000-022-10100-0000 10 Scanlon CourtCeased to be exempt (Sale of Town Owned Property) - 357 (1) (a) 2,094.83$ 2,482.27$ 5,644.07$ 10,221.17$ 2016-0033 1946-000-107-10000-0000 1766 Vandorf SdrdRazed by fire, demolition or otherwise - 357 (1) (d) (i)(429.67)$ (509.14)$ (241.01)$ (1,179.82)$ 2016-0034 1946-000-067-85448-0000 23 Sisman AvenueGross or manifest clerical error by MPAC - 357 (1) (f)(73.74)$ (87.37)$ (41.36)$ (202.47)$ 2016-0035 1946-000-067-71146-0000 140 Willis DriveGross or manifest clerical error by MPAC - 357 (1) (f)(462.53)$ (548.08)$ (259.44)$ (1,270.05)$ 2016-0036 1946-000-124-32500-0000 15338 Leslie StreetBecame exempt-Church - 357 (1) (c)(591.10)$ (700.43)$ (331.56)$ (1,623.09)$ 2016 Section 357 TOTAL 537.79$ 637.25$ 4,770.70$ 5,945.74$ TOWN OF AURORA2016 Tax Adjustments under Section 357 of the Municipal ActFor Hearing at General Committee on November 21, 2017ATTACHMENT #1 TO FS17-057PROPERTY TAX (REDUCTION) / INCREASEGeneral Committee Meeting Agenda Tuesday, December 5, 2017 Item R4 Page 7 of 9 Application No.Roll NumberLocationReason for Application TOWNREGIONEDUCATIONTOTALMUNICIPAL ACT, SECTION 357 FOR THE TAXATION YEAR 20172017-0001 1946-000-124-32500-0000 15338 Leslie StreetBecame exempt-Church - 357 (1) (c)(1,412.69)$ (1,658.69)$ (798.34)$ (3,869.72)$ 2017-0002 1946-000-043-16500-0000 100 Gurnett StreetRepairs/Reno's preventing normal use (Minimum of 3 mos) 357 (1) (g) (142.77)$ (164.64)$ (80.68)$ (388.09)$ 2017 Section 357 TOTAL (1,555.46)$ (1,823.33)$ (879.02)$ (4,257.81)$ TOWN OF AURORA2017 Tax Adjustments under Section 357 of the Municipal ActFor Hearing at General Committee on November 21, 2017ATTACHMENT #2 TO FS17-057PROPERTY TAX (REDUCTION) / INCREASEGeneral Committee Meeting Agenda Tuesday, December 5, 2017 Item R4 Page 8 of 9 Application No.Roll NumberLocationReason for Application TOWNREGIONEDUCATIONTOTALMUNICIPAL ACT, SECTION 358 FOR THE TAXATION YEAR 20142014-0006 1946-000-067-85448-0000 23 Sisman AvenueGross or manifest clerical/factual error by MPAC - 358 (1)(70.50)$ (84.38)$ (41.11)$ (195.99)$ 2014 Section 358 Total(70.50)$ (84.38)$ (41.11)$ (195.99)$ MUNICIPAL ACT, SECTION 358 FOR THE TAXATION YEAR 20152015-0002 1946-000-067-85448-0000 23 Sisman AvenueGross or manifest clerical/factual error by MPAC - 358 (1)(72.81)$ (85.85)$ (41.19)$ (199.85)$ 2015-0003 1946-000-067-71146-0000 140 Willis DriveGross or manifest clerical/factual error by MPAC - 358 (1)(356.74)$ (420.65)$ (201.83)$ (979.22)$ 2015 Section 358 Total(429.55)$ (506.50)$ (243.02)$ (1,179.07)$ MUNICIPAL ACT, SECTION 358 FOR THE TAXATION YEAR 20162016-0001 1946-000-043-16500-0000 100 Gurnett StreetGross or manifest clerical/factual error by MPAC - 358 (1)(133.73)$ (158.47)$ (75.01)$ (367.21)$ 2016 Section 358 Total(133.73)$ (158.47)$ (75.01)$ (367.21)$ Section 358 Total all years(633.78)$ (749.35)$ (359.14)$ (1,742.27)$ TOWN OF AURORATax Adjustments under Section 358 of the Municipal ActFor Hearing at General Committee on November 21, 2017ATTACHMENT #3 TO FS17-057PROPERTY TAX (REDUCTION) / INCREASEGeneral Committee Meeting Agenda Tuesday, December 5, 2017 Item R4 Page 9 of 9 Town of Aurora General Committee Report No. FS17-058 Subject: 2018 Interim Property Tax Levy Prepared by: Clayton Pereira, Manager of Revenues & Accounting, Deputy Treasurer Department: Financial Services Date: December 5, 2017 Recommendation 1. That Report No. FS17-058 be received; and 2. That a Bylaw be adopted to authorize the levying of 2018 Interim Property Taxes on all rateable properties and to establish installment due dates. Executive Summary To authorize the levying of interim property taxes for 2018 and adopting the necessary bylaw in accordance with Section 317 of the Municipal Act, 2001 as amended (the “Act”). Background Section 317 of the Act allows a municipality to levy interim property taxes on all rateable property prior to the adoption of final budgets for each tax year. The maximum allowable interim levy is 50 percent of the prior year’s annualized total taxes. Interim property tax levies for properties added to the assessment roll for 2018 that do not have prior year taxes, will be calculated using 50 percent of the 2017 property tax rates. Analysis Due Dates Consistent with prior year’s interim property tax levies, it is recommended that the 2018 interim property tax levy be due in two installments as follows: First Installment Thursday, February 22, 2018 Second Installment Tuesday, April 24, 2018 General Committee Meeting Agenda Tuesday, December 5, 2017 Item R5 Page 1 of 4 December 5, 2017 Page 2 of 4 Report No. FS17-058 Historically, due dates have been set to four (4) business days before month end to ensure that all payments have been processed. This practice ensures that all past due property taxes are charged interest on the first business day of each month. Furthermore, taxpayers on fixed incomes will benefit from an unofficial grace period to make their payments on or before the last day the month without incurring interest charges. Application of Payments Upon the request from a taxpayer, the Act gives the Treasurer or his designate the authority to apply a partial payment to an account in a manner different from the legislated payment application rules. Despite this flexibility, it is recommended that all payments be applied on a consistent basis to ensure fair and consistent treatment for all taxpayers. Accordingly, the bylaw speaks to consistent payment application rules. Adjustment to Interim Taxes as Levied The bylaw also includes a provision to authorize the Treasurer or his designate to adjust the interim tax levy for a property if it is too high or low in relation to the estimated property taxes for the year. This can occur when a property is severed for the current year thereby significantly reducing the returned assessment for that year. Levying 50 percent of the prior year taxes in these cases often results in the interim levy being much higher than 50 percent of the estimated taxes for the year. Such adjustments are permitted under Subsection 317(9) of the Act. Advisory Committee Review Not applicable Financial Implications The interim property levy is required to provide the necessary cash flow to meet the obligations of the Town including interim payments to the Regional Municipality of York and the four (4) York Region boards of education. Once the 2018 final property tax rates have been formally adopted by the Town, the Regional Municipality of York and the Province of Ontario, the Town then prepares the final tax notices. The final tax notices are typically billed in June of each year. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R5 Page 2 of 4 December 5, 2017 Page 3 of 4 Report No. FS17-058 Communications Considerations Financial Services staff will work with the Corporate Communications to prepare a brochure for mailing with the interim property tax bill. Link to Strategic Plan The levying of interim property taxes provides funding for operational activities of all Town departments, and thereby supports the advancement of the Town’s strategic plan. Alternative(s) to the Recommendation There are no alternatives to the recommendations contained in this report. Conclusions This report recommends that the Town bill and collect the 2018 interim property tax levies as prescribed in the Act for all rateable properties and to establish installment dates. Until the 2018 budget is approved and a final tax rating bylaw has been established, the Town must bill and collect sufficient funds from its taxpayers to support its day-to-day operations including its obligations to the Regional Municipality of York and the York Region district school boards. Attachments None Previous Reports None Pre-submission Review Reviewed by Agenda Review Committee November 16, 2017 General Committee Meeting Agenda Tuesday, December 5, 2017 Item R5 Page 3 of 4 General Committee Meeting Agenda Tuesday, December 5, 2017Item R5 Page 4 of 4 Town of Aurora General Committee Report No. IES17-043 Subject: Purchase Order Increase for Cimco Prepared by: Philip Galin, Manager, Facilities, Property & Fleet Department: Infrastructure and Environmental Services Date: December 5, 2017 Recommendation 1. That Report No. IES17-043 be received; and 2. That PO No. 1149 to CIMCO Refrigeration Division Toromont Industries Ltd. be increased by $60,000 from the amount of $90 000 to $150,000, excluding taxes, for the one year term of 2017. Executive Summary This report seeks council approval to extend PO No. 1149 for 2017 for a new bitzer screw compressor for the SARC refrigeration plant (supply and install) and to supply a new water tank and two pumps for the ACC refrigeration plant. • CIMCO Refrigeration will facilitate the project management of the installation process, and provide proper disposal and project commissioning for the new compressor. • This report seeks council approval to issue one (1) single source contract to supply a new water tank and two pumps at the Aurora Community Centre (ACC) and to supply and install a new bitzer screw compressor at the SARC. Background This project would assist the Town in addressing the following problems: • Reduce ongoing maintenance and repair costs of the facility due to its age • Maintain ability to provide programs for the citizens of Aurora utilizing the ice arenas. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R6 Page 1 of 3 December 5, 2017 Page 2 of 3 Report No. IES17-043 Analysis The present equipment has surpassed this life expectancy as they are need of replacement. We have funds available in the operations budget and want to plan this expenditure within the 2017 year. In 2018 we have a capital request to replace a second compressor at the SARC. In 2018 we would plan for the $20,000 installation costs of the ACC new water tank and pump during the 2018 summer shut down. If we are not proactive, our cost will increase as we would need emergency service on this equipment over time and the goal is for the Town to be able to maintain the ice plant to a high standard and incur minimal unplanned repair costs. Advisory Committee Review Not applicable. Financial Implications The Town has $60,000 within the operations budget to do this PO increase. The financial implications are: • In 2018 we would plan for the $20,000 installation costs of the ACC new water tank and pump during the 2018 summer shut down. • We would capitalize all of these expenditures. 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. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R6 Page 2 of 3 General Committee Meeting Agenda Tuesday, December 5, 2017Item R6 Page 3 of 3 Town of Aurora General Committee Report No. IES17-045 Subject: Award of RFP IES2017-125 – Maintenance and Emergency Response to Sanitary Lift and Water Boost Stations Prepared by: Jim Tree, Acting Manager of Operations Department: Infrastructure and Environmental Services Date: December 5, 2017 Recommendation 1. That Report No. IES17-045 be received; and 2. That Request for Proposal IES2017-125 – Maintenance and Emergency Response to Sanitary Lift and Water Booster Stations be awarded to 709125 Ontario Limited o/a Pump System Interfacing for five (5) Years at the unit prices tendered, including the option to renew for an additional two, one-year periods based on satisfactory performance of the Contractor; and 3. That the Director of the Water/Sewer Division be authorized to obtain a Purchase Order not to exceed a total of $1,200,945.64, for the five (5) years of the contract, excluding taxes, to be assigned to 709125 Ontario Limited o/a Pump System Interfacing at the discretion of the Director; and 4. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary This report seeks Council approval to award RFP IES2017-125 Maintenance and Emergency Response to Sanitary Lift and Water Boost Stations to 709125 Ontario Limited o/a Pump System Interfacing. Background Providing maintenance and emergency response to sanitary lift and water booster stations has been an ongoing part of the Town’s standard contracted maintenance practice and has traditionally been provided through third party contracts. This is the General Committee Meeting Agenda Tuesday, December 5, 2017 Item R7 Page 1 of 4 December 5, 2017 Page 2 of 4 Report No. IES17-045 preferred method of service due to specialty of equipment and service required to perform the work specified under this contract. The Town currently maintains six sanitary lift stations and one water booster station. It is anticipated that three additional sanitary lift stations will be assumed by the Town in 2019. Analysis 1.0 Proposal Opening A total of three companies picked up the RFT documents and on November 16, 2017, the Tender Opening Committee received two bids. Table 1 Company Name Total Bid Price including two (2) optional years (excluding taxes) 1 709125 Ontario Ltd o/a Pump System Interfacing $1,200,945.64 2 Rapid Plumbing Inc. $ 2,704,300.00 Verification of the tenders was undertaken by Town staff. Pump System Interfacing has successfully performed the work included in this contract for the Town of the Aurora for the last six years. 2.0 Project Schedule The work to be performed under this contract is expected to commence January 1, 2018. Advisory Committee Review Not applicable. Financial Implications Table 2 is a financial summary for Tender IES2017-125 based on the tender submitted by Pump System Interfacing. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R7 Page 2 of 4 December 5, 2017 Page 3 of 4 Report No. IES17-045 The funding for Maintenance and Emergency Response to Sanitary Lift and Water Boost Stations is provided from the Water and Wastewater Reserve. Table 2 Contract Year Yearly Bid Price 2018 $183,067.96 2019 $248,019.91 2020 $252,262.07 2021 $256,587.97 2022 $261,007.73 Total $1,200,945.64 Sufficient funding for 2018 has been identified in the 2018 budget. Communications Considerations There is no external communication required. Link to Strategic Plan This project supports the Strategic Plan Goal of Supporting an Exceptional Quality of Life for All by maintaining and expanding infrastructure to support forecasted population growth through technology, waste management, roads, emergency services and accessibility. Alternative(s) to the Recommendation 1. The Tender process meets all requirements of the purchasing 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, the Department will have no contractor to provide maintenance and emergency response to sanitary lift and water booster stations as of January 1, 2018. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R7 Page 3 of 4 General Committee Meeting Agenda Tuesday, December 5, 2017Item R7 Page 4 of 4 Town of Aurora General Committee Report No. IES17-046 Subject: Purchase Order Increase for HVAC Services Prepared by: Phillip Galin, Manager Facilities, Property and Fleet Department: Infrastructure and Environmental Services Date: December 5, 2017 Recommendation 1. That Report No. IES17-046 be received; and 2. That the Contract for Carmichael Engineering Ltd, and Dunlis Mechanical Services as established through RFP IES 2015-35 be extended to the 2018 option year; and 3. That Purchase Order No. 713 in favour of Carmichael Engineering Ltd. be increased by $1 17,000 from the amount of $321,975 to $438,975 excluding taxes, for the contract term of 2018; and 4. That the Director of the Facilities Division be authorized to execute future year extensions of their Agreement subject to satisfactory performance. 5. That Purchase Order No. 714 in favour of Dunlis Mechanical Services be increased by $151,000 from the amount of $404,769 to $555,769, excluding taxes, for the contract term of 2018. Executive Summary This report seeks council approval to extend the contract for 2018 for mechanical services for the two approved vendors as selected through RFP IES 2015-35. • This RFP provides for contracted services from 2016 to 2020 being a total of five (5) years with current approvals being confirmed for 2016 and 2017; • The PO for each contractor being increased per our 2018 budget request for the 2018 service needs. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R8 Page 1 of 5 December 5, 2017 Page 2 of 5 Report No. IES17-046 Background Town staff prepared and released RFP IES 2015-35 for HVAC mechanical services at all Town of Aurora facilities. The contracts were awarded for one year for 2016 with the option to renew for an additional four, one year periods based on satisfactory performance of the Contractors. The services include both regular maintenance and hourly rates for unplanned breakdowns and emergency service needs. These service requirements have been shared between two contractors to provide the Town with redundancy in case of service issues with either occurs. Analysis Planned maintenance services to our mechanical building equipment The purpose for retaining these vendors is to provide planned maintenance services to our mechanical building equipment. However, periodic unplanned failures do occur resulting in the need for reactive maintenance or equipment replacement. The program has an allowance for a reasonable amount of unplanned work. The purchase order for the two vendors has been approved for 2016/2017 services. Council approval is required to increase these purchase orders for the 2018 service year. Both vendors have performed satisfactorily and it is recommended that the 2018 budget of $268,000 continue between the two vendors. Advisory Committee Review Not applicable Financial Implications The below Table summarizes the financial implications of this report. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R8 Page 2 of 5 December 5, 2017 Page 3 of 5 Report No. IES17-046 Table 1- Purchase Order Change Summary Carmichael Engineering- PO 713 2016 Approved Purchase Order Value (Year 1) 125,000 2017 Request for Purchase Order Increase (Year 2) 170,000 2017 Request for Purchase Order Increase (Capital) 26,975 2018 Request for Purchase Order Increase (Year 3) 117,000 Revised Purchase Order Value 438,975 Dunlis Mechanical- PO 714 2016 Approved Purchase Order Value (Year 1) 125,000 2016 Request for Purchase Order Increase (Year 1) 100,000 2017 Request for Purchase Order Increase (Year 2) 170,000 2017 Request for Purchase Order Increase (Capital) 9,769 2018 Request for Purchase Order Increase (Year 3) 151,000 Revised Purchase Order Value 555,769 Funding for these services is available in the 2018 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. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R8 Page 3 of 5 December 5, 2017 Page 4 of 5 Report No. IES17-046 Alternative(s) to the Recommendation Council may choose to not authorize these purchase order increases which will result in the Town no longer having HVAC contract services available to maintain building HVAC equipment. Conclusions Staff recommends continuing with the contracts to Dunlis Mechanical Services Ltd. and Carmichael Engineering Ltd. It is recommended that the Purchase Order for Carmichael Engineering be increased by $117,000 for 2018 service needs to a revised value of $438,975, excluding taxes. It is recommended that the Purchase Order for Dunlis Mechanical be increased by $151,000 for part of 2018 service needs to a revised value of $555,769, excluding taxes. Attachments None. Previous Reports IES16-039 - Purchase Order Increases PO No. 713 and PO No. 714 - HVAC Maintenance Services IES16-089 - Purchase Order Increases PO No. 713 and PO No. 714 - HVAC Maintenance Services Pre-submission Review Agenda Management Meeting review on November 16, 2017 General Committee Meeting Agenda Tuesday, December 5, 2017 Item R8 Page 4 of 5 General Committee Meeting Agenda Tuesday, December 5, 2017Item R8 Page 5 of 5 Town of Aurora General Committee Report No. IES17-047 Subject: Purchase Order Increase for Supply and Delivery of Waterworks and Sewer Materials Prepared by: Jim Tree, Acting Manager Roads Operations Department: Infrastructure and Environmental Services Date: December 5, 2017 Recommendation 1. That Report No. IES17-047 be received; and 2. That the Contract for Wolesley Canada Inc. as established through RFQ IES 2016-12 be extended to the 2018 option year; and 3. That Purchase Order No. 745 in favour of Wolesley Canada Inc. be increased by $50,000 from the amount of $106,546 to $156,546, excluding taxes, for the contract term of 2018. Executive Summary This report seeks council approval to extend the contract for 2018, for supply and delivery of waterworks and sewer materials for the Water Department approved vendor as selected through RFQ IES 2016-12. • This RFQ provides for contracted services from 2016 to 2018 being a total of 3 years with current approvals being confirmed for 2018 • The total approved funding is $50,000 per year • The PO for the final contract year requires Council approval as it is over the $100,000 limit Background Town staff prepared and released RFQ IES 2016-12 for supply and delivery of waterworks and sewer materials for the Water Wastewater Department. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R9 Page 1 of 3 December 5, 2017 Page 2 of 3 Report No. IES17-047 The contract was awarded for one year for 2016 with the option to renew for an additional two, one-year periods based on satisfactory performance of the Contractor. The contract includes rates up to the third option year. Analysis The extension of a Purchase Order is an annual procurement process and has no impact on Council approved budgets. The Contractors have fulfilled the requirements of the contracts in a satisfactorily manner within 2016 and 2017, and staff recommend extending the contract for option year two, 2018. PO No. 745 was issued by the Town for the first year of the contract only. The purchase order was issued in the amount of $50,000, excluding taxes, for work performed by the Contractor in 2016. In December 2016 the PO was increased by $50,000.00 for extension of the contract to 2017, the first optional year of the contract. The extension of the contract to the second optional year will require the PO to be increased by $50,000.00, bringing the total value of the PO over $100,000.00. Council authorization to extend the PO No. 745 is required. Advisory Committee Review Not applicable. Financial Implications The Town has an approved annual budget of $50,000 for purchasing materials required for maintenance and repairs on the water and sewer systems. Purchase order No. 745 is required to be revised from $106,546.76 to $156,546.76. As this is a multi-year purchase order, the current purchase order value reflects costs incurred for the years spanning 2016 and 2017. 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 General Committee Meeting Agenda Tuesday, December 5, 2017 Item R9 Page 2 of 3 General Committee Meeting Agenda Tuesday, December 5, 2017Item R9 Page 3 of 3 Town of Aurora General Committee Report No. IES17-048 Subject: Award of RFP IES2017-116 – Emergency Sewer and Watermain Repairs Prepared by: Jim Tree, Acting Manager Roads Operations Department: Infrastructure and Environmental Services Date: December 5, 2017 Recommendation 1. That Report No. IES17-048 be received; and 2. That Request for Proposal IES2017-116 – Emergency Repairs to the Town of Aurora Water Distribution and Sewer Systems be awarded to A. Donofrio Construction Ltd. and V. M. DiMonte Construction Ltd., for a (5) five year period at the unit prices tendered including the option to renew for an additional two (2), one (1) year periods based on satisfactory performance of the Contractor; and 3. That the Director responsible for Water/Wastewater Division be authorized to obtain a Purchase Order not to exceed a total of $300,000, for each year of the five (5) year contract, excluding taxes, to be assigned to A. Donofrio Construction Ltd, and V. M. DiMonte Construction Ltd. at the discretion of the Director subject to satisfactory performance; and 4. That the Mayor and 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 receive Council authorization to award Request for Proposal IES2017-116 to A. Donofrio Construction Ltd, and V. M. DiMonte Construction Ltd., for emergency related sewer and water main repairs to ensure that these essential municipal services continue to be delivered as follows: • Minimization of sewer or water service disruption and provision of prompt and efficient repairs and service General Committee Meeting Agenda Tuesday, December 5, 2017 Item R10 Page 1 of 5 December 5, 2017 Page 2 of 5 Report No. IES17-048 • Control costs and reduce overhead • Deliver the best possible customer service experience Background Emergency sewer and watermain repairs are provided by external contracted services as part of the Town of Aurora’s standard contracted maintenance practice. This contract involves the provision of all labour, materials and equipment required to repair sewer and watermain breaks 24 hours per day, 7 days per week. Analysis IES provides residents and businesses with reliable municipal services and minimizes any disruptions due to service failures Typically, a rapid response is required to repair sewer and watermain failures to minimize the damage and impact to the surrounding area. Staff issued this bid in a Request for Proposal format with the expressed intention of retaining multiple contractors to fulfil the requirements of this project. Retaining more than one contractor will provide the Town with an increased likelihood of receiving a prompt response to an emergency in the event that one contractor is indisposed or in the event of multiple, simultaneous sewer and water main emergencies. Contracted service delivery in this particular area of municipal infrastructure maintenance and repair is the most cost efficient method of conducting repairs IES staff has utilized an external contractor for many years to provide emergency repairs to our sanitary sewer and watermain systems. In recognition of the additional responsibilities assigned to our water operations, staff in the day-to-day maintenance of the Town’s water and sewer infrastructure, as well as winter roads maintenance, it is not possible to conduct this work in-house. Based on this method of external contracted service delivery, staff believe there is further value in retaining more than one contractor to conduct the service repairs as this will allow staff to obtain prices for non-emergency repairs to the sewer and watermain infrastructure from both contractors to ensure that a competitive cost is received. IES’s goal is to provide the best customer service experience in all sewer and water service repairs by minimizing service interruptions and a rapid deployment of resources General Committee Meeting Agenda Tuesday, December 5, 2017 Item R10 Page 2 of 5 December 5, 2017 Page 3 of 5 Report No. IES17-048 Staff take great pride in providing excellent customer service when there is a report of infrastructure failure. This is due in large part to staff working very closely with the affected resident or place of business in concert with the service repair contractor to ensure rapid deployment of the contracted services in repairing the infrastructure and a more rapid deployment of staff who communicate directly with and support the people and property impacted by the failure. This combination of resources has proven, over the years, to be a very effective and successful method of service delivery. 1.0 Proposal Opening A total of ten (10) companies picked up the RFP documents and on November 16, 2017. The Tender Opening Committee received three (3) proposals. An evaluation of the proposals was performed based on pre-defined criteria as identified in the RFP. The results of the evaluation are summarized in Table 1 below: Table 1 Firm Technical Score Cost Score Total Score 1 A. Donofrio Construction Ltd. 55% 30% 85% 2 V. M. DiMonte Construction Ltd. 55.8% 24.4% 80.2% 3 614128 Ontario Ltd a/o Trisan Construction 51.8% 19.2% 71.0% Verification of the tenders was undertaken by staff. A. Donofrio Construction Ltd. and V.M. DiMonte Construction Ltd. have both successfully performed the work included in this contract for various York Region municipalities for more than five (5) years. 2.0 Project Schedule The work to be performed under this contract is expected to commence January 1, 2018. Advisory Committee Review Not applicable. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R10 Page 3 of 5 December 5, 2017 Page 4 of 5 Report No. IES17-048 Financial Implications Funding for this project is allocated in the annual Sewer and Water Operating budget in the amount of $300,000 which is the average annual historical expenditure. The Request for Proposal documents include various quantities and unit prices that can be applied to repair work required in the event of a failure. With the award of this Request for Proposal, staff have the ability to retain either one of the two approved contractors to provide their services as determined by staff. 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. The tender process meets all requirements of the Purchasing 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, there will be no contracted sewer and watermain repair services available to the Town as of January 1, 2018. Conclusions Staff recommend awarding Tender IES2017-116 –Emergency Repairs to the Town of Aurora Water Distribution and Sewer Systems for a five (5) year period be awarded to A. Donofrio Construction Ltd. and V.M. DiMonte Construction Ltd. at the unit prices tendered. Attachments None. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R10 Page 4 of 5 General Committee Meeting Agenda Tuesday, December 5, 2017Item R10 Page 5 of 5 Town of Aurora General Committee Report No. PRCS17-042 Subject: Sheppard’s Bush Property Use and Maintenance Agreement Prepared by: John Firman, Manager of Business Support Department: Parks, Recreation and Cultural Services Date: December 5, 2017 Recommendation 1. That Report No. PRCS17-042 be received; and 2. That the Mayor and Town Clerk be authorized to execute the Agreement between the Town of Aurora and the Lake Simcoe Region Conservation Authority for the use and maintenance of the Sheppard’s Bush Conservation Area, including any and all documents and ancillary agreements required to give effect to same. Executive Summary The current property use and maintenance agreement for the Sheppard’s Bush Conservation Area (Sheppard’s Bush) between the Town and the Lake Simcoe Region Conservation Authority (LSRCA) expires December 31, 2017. Staff has reviewed the agreement with staff from the LSRCA and have updated the agreement to reflect current operational norms and costs. The new agreement is proposed for a five(5) year term with three(3) renewal options for an additional five(5) years each. There are no other significant changes to the agreement. This report explains: • Key agreement change recommendations • Property Use • Property maintenance Background The Town and the LSRCA entered into an agreement for the property use and maintenance of Sheppard’s Bush dated June 27, 1983 and have continued to renew and/or amend that agreement on an ongoing basis. The current agreement, last amended March 18, 2008 expires December 31, 2017. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R11 Page 1 of 4 December 5, 2017 Page 2 of 4 Report No. PRCS17-042 This agreement allows for the Town’s use of the sports field portion of Sheppard’s Bush for programming and facility permitting, and in return the Town contributes toward the annual maintenance and repair of the recreational facilities and structures at Sheppard’s Bush, and the north and south parking lots, off of Industry Street and Industrial Parkway South, respectively. The costs associated with the maintenance and repair, which are provided as and in- kind service, are included in the Parks Division operating budget and are updated annually at a rate of 2% to reflect the anticipated Consumer Price Index. Analysis Key agreement change recommendations There are no significant changes proposed for this agreement. Staff from the Town and the LSRCA have reviewed the agreement and updated it to reflect current operational norms as well as the current and future value of the in-kind services provided by the Town. Property Use The recreational facilities and structures at Sheppard’s Bush include: • One artificial turf soccer field, being converted to a multi-sport artificial turf field in 2018; • 10 grass soccer fields, being reduced to nine fields in 2018 to accommodate the larger artificial turf field; • Ancillary equipment; • One picnic shelter; • One washroom/snack bar building; • Two parking lots; • Fitness trail and eight exercise stations; and • Recreational trails. Several user groups, including the Aurora Youth Soccer Club, depend upon these facilities for their annual programming, and the trails and used year-round by the community. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R11 Page 2 of 4 December 5, 2017 Page 3 of 4 Report No. PRCS17-042 Property maintenance The Town provides the following in-kind repair and maintenance services for Sheppard’s Bush: • Parking lot maintenance for the north and south parking lots; • Trail maintenance; • Laneway maintenance between Industrial Parkway South and the large Sheppard House; • Snow removal and sanding for the north parking lot and Sheppard House laneway; • Grass cutting and garbage pick-up around the Picnic Pavilion and large Sheppard House; and • Support to LSRCA staff for removal of hazard trees. The Town is also responsible for the maintenance and repair of all Town sports fields located on the property. Advisory Committee Review None. Financial Implications There are no anticipated financial implications. The annual operating costs associated with the in-kind services and sports fields continue to be included in the Parks Division operating budget. Communications Considerations None. Link to Strategic Plan Renewal of the Sheppard’s Bush property use and maintenance agreement relates to the Strategic Plan goal of Supporting an Exceptional Quality of Life for All through its accomplishment in satisfying requirements in the following key objectives within its goal statement: General Committee Meeting Agenda Tuesday, December 5, 2017 Item R11 Page 3 of 4 General Committee Meeting Agenda Tuesday, December 5, 2017Item R11 Page 4 of 4None. Town of Aurora General Committee Report No. PRCS17-043 Subject: Facility Sponsorship Program – BionX International Corporation Prepared by: John Firman, Manager of Business Support Department: Parks, Recreation and Cultural Services Date: December 5, 2017 Recommendation 1. That Report No. PRCS17-043 be received; and 2. That the Director responsible for the Business Support Division be authorized to execute the Agreement between the Town of Aurora and BionX International Corporation for the Facility Sponsorship of the Spin Cycle Room at the Aurora Family Leisure Complex, including any and all documents and ancillary agreements required to give effect to same. Executive Summary The purpose of this report is to inform Council of the Facility Sponsorship commitment from BionX International Corporation (BionX) to rename the Spin Cycle Room at the Aurora Family Leisure Complex (AFLC). Background Council, at its meeting of June 11, 2013 adopted the “Town of Aurora Together With…” Sponsorship Signage program for facility sponsorships. In 2014 staff began the process of soliciting potential recreation facility sponsors and has now received a commitment from BionX. Analysis BionX has agreed to a three-year commitment at $3.000/year for the naming rights of the BionX Spin Cycle Room. The AFLC Spin Cycle Room will be renamed to the BionX Spin Cycle Room, and BionX shall pay to the Town a sponsorship fee of $3,000/year for three years. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R12 Page 1 of 3 December 5, 2017 Page 2 of 3 Report No. PRCS17-043 In accordance with Report CFS15-006 these funds, less sponsorship program expenses (i.e. signage) shall be placed in the Recreation Sponsorships Reserve account to be drawn upon for Youth Programming. This sponsorship is to come into effect as of December 1, 2017. Advisory Committee Review None required. Financial Implications The Town of Aurora shall receive additional revenue of $9,000 paid at $3,000 per year from 2017 through 2019, less program expenses. Communications Considerations Communications will provide support the Business Support team to ensure the sponsor receives appropriate brand recognition. Link to Strategic Plan Facility sponsorship supports the Strategic Plan goal of enabling a diverse, creative and resilient economy through its accomplishment in satisfying requirements in the following key objectives within this goal statement: Leverage partnerships with local boards, chambers and business organizations to promote Aurora as a preferred location for business. Alternative(s) to the Recommendation None. Conclusions That Council receive this report for information. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R12 Page 2 of 3 General Committee Meeting Agenda Tuesday, December 5, 2017Item R12 Page 3 of 3 Town of Aurora General Committee Report No. PRCS17-046 Subject: Arboretum Community Partnership Agreement Prepared by: Allan D. Downey, Director of Parks, Recreation and Cultural Services Department: Parks, Recreation and Cultural Services Date: December 5, 2017 Recommendation 1. That Report No. PRCS17-046 be received; and 2. That the updated Arboretum Master Plan, as presented on May 31, 2017, be approved; and 3. That the Director of the Parks Division be authorized to enter into a new Community Partnership Agreement between the Town of Aurora and the Aurora Arboretum for a ten year period commencing January 1, 2018, including any and all documents and ancillary agreements required to give effect to same. Executive Summary This report seeks Council approval of the updated Aurora Community Arboretum Master Plan, 2018-2028: • Updated Master Plan was presented to Council on May 31, 2017 • Council approval of the updated Master Plan required • The 2018 Capital Budget request has been approved by Council • New 10-year Agreement is required Background The Town of Aurora entered into a Community Partnership Agreement with the Aurora Community Arboretum (ACA) in 2007 for a ten (10) year period. The Agreement was executed to permit the ACA to provide services to the Town of Aurora on the development of a newly approved Master Plan for the Arboretum. Funding was identified for the development of the Arboretum and Council approved funding each General Committee Meeting Agenda Tuesday, December 5, 2017 Item R13 Page 1 of 18 December 5, 2017 Page 2 of 4 Report No. PRCS17-046 year as part of the Capital Budget process. The Agreement expires on December 31, 2017. Analysis Updated Master Plan was presented to Council on May 31, 2017 As part of the 2018 budget process, community groups were given an opportunity to present requests for Council consideration. The ACA made a presentation on the next phase of development for the Arboretum along with a funding request of $960,000 over the next ten (10) years to support their vision. Council approval of the updated Master Plan required The previous Master Plan was approved by Council, which supported staff’s recommendation each year during the budget process to request funding for the project. Staff are requesting that the updated Master Plan be approved and that funding requested be presented each year to support the approved plan. The 2018 Capital Budget request has been approved by Council As a result of the May 31, 2017 presentation by the ASA, staff included in the 2018 Capital budget submission a request for $96,000. This was approved by Council on November 14, 2017. New 10-year Agreement is required With the approval of the updated Master Plan and initial funding, staff recommend that the Town of Aurora enter into a new ten (10) year Community Partnership Program Agreement, similar to the previous Agreement. Staff have met with the President of the ACA and have developed a new Agreement that will be executed upon receipt of Council approval. Advisory Committee Review None. Financial Implications The funding requested over the next ten (10) years is $960,500 and will be subject to Council approval each year. General Committee Meeting Agenda Tuesday, December 5, 2017 Item R13 Page 2 of 18 December 5, 2017 Page 3 of 4 Report No. PRCS17-046 Communications Considerations None. Link to Strategic Plan Renewal of the Arboretum Partnership Agreement relates to the Strategic Plan goal of Supporting an Exceptional Quality of Life for All through its accomplishment in satisfying requirements in the following key objectives within its goal statement: Encouraging an active and healthy lifestyle by developing a long-term needs assessment for recreation programs, services and operations to match the evolving needs of the growing and changing population. Alternative(s) to the Recommendation 1.Council may consider not entering into the Agreement and request staff to recommend an alternative development and Operating Agreement. Conclusions The Partnership with the ACA over the past ten (10) years has been very successful and developed an Arboretum that has become a valued greenspace within the community. Staff are recommending that this partnership continue. Attachments Attachment #1 – Aurora Community Arboretum Updated Master Plan, 2018-2028 Previous Reports None. Pre-submission Review Agenda Management Meeting review on November 16, 2017 General Committee Meeting Agenda Tuesday, December 5, 2017 Item R13 Page 3 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 4 of 18 Attachment #1General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 5 of 18 Aurora Community Arboretum -Updated Master Plan, 2018 to 2028 May 2017 Background The 2006 approved Master Plan covered the environmental development envisioned for the Aurora Community Arboretum, primarily by focusing on suitable plantings in each major segment and also included development of Flora Aurora, a wader scrape and creation/maintenance of specific habitats such as grasslands. ACA implemented the majority of this Master Plan and has updated the plans to continue development of this diverse parkland in the heart of Aurora. The original Master Plan divided the body of the Arboretum into four major segments: •Meadowland to the north•Bottomland Forest•Specimen Area in the centre•Native Collection in the south 2 of 14 General Committee Meeting Agenda Tuesday, December 5, 2017 Item R13 Page 6 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 7 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 8 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 9 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 10 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 11 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 12 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 13 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 14 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 15 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 16 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 17 of 18 General Committee Meeting Agenda Tuesday, December 5, 2017Item R13 Page 18 of 18 Public Release December 1, 2017 Town of Aurora Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 7 p.m., Council Chambers • Revised General Committee Meeting Agenda Index • Item R14 – Report No. PBS17-099 – Post-Secondary Partnership – Niagara College • Item R15 – Report No. FS17-060 – Final 2018 Operating Budget Adjustments • Notice of Motion (a) Councillor Mrakas; Re: Interim Control By-law – Stable Neighbourhoods Public Release December 1, 2017 Town of Aurora General Committee Meeting Agenda (Revised) Tuesday, December 5, 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 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 C3 inclusive, be approved: General Committee Meeting Agenda (Revised) Tuesday, December 5, 2017 Page 2 of 9 C1. IES17-044 – Update on the Regional Road Projects in Aurora (Information Report dated November 21, 2017, included on agenda per Member of Council request) Recommended: 1. That Report No. IES17-044 be received for information. C2. PRCS17-044 – Award of Tender 2017-99-PRCS Construction of Multi- Purpose Synthetic Turf Sports Field at Sheppard’s Bush Park Recommended: 1. That Report No. PRCS17-044 be received; and 2. That Tender 2017-99-PRCS Construction of Multi-Purpose Synthetic Turf Sports Field at Sheppard’s Bush Park be awarded to TDI International Ag Inc. dba Eco Blue Systems in the amount of $1,189,730.13, 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. C3. PBS17-088 – Request for Street Name Approval Ballymore Building (South Aurora) Corporation 14452 Yonge Street, Part Lot 75, Concession 1 Related File Numbers: ZBA-2016-09, SUB-2016-02, CDM- 2016-04 Recommended: 1. That Report No. PBS17-088 be received; and 2. That Street “A” within approved Plan of Subdivision SUB-2016-02 be named Black Walnut Court: Street “A” Black Walnut Court General Committee Meeting Agenda (Revised) Tuesday, December 5, 2017 Page 3 of 9 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. PBS17-096 – Preferred Design for Library Square (Report to be provided as an Additional Item to the Agenda) Presentation to be provided by Marco Ramunno, Director of Planning and Building Services, and David Leinster, Partner, The Planning Partnership R2. FS17-047 – 2017 Year End Surplus/Deficit Financial Control By-law Recommended: 1. That Report No. FS17-047 be received; and 2. That a by-law be adopted to authorize the Treasurer and the Chief Administrative Officer to make necessary year-end financial adjustments and to allocate any 2017 Operating Fund surplus or deficit as set out in Report No. FS17-047; and 3. That the provisions of the by-law also authorize the Treasurer and the Chief Administrative Officer to allocate any 2017 surplus or alternatively fund any deficit in the Water, Wastewater, or Stormwater budgets to or from the appropriate related reserve accounts; and 4. That the adjustments authorized herein are to occur with an effective date of December 31, 2017, and which may be determined prior to or after December 31, 2017; and 5. That the Treasurer and Chief Administrative Officer report to Council through General Committee after the year-end surplus/deficit control adjustments and allocations have been completed. R3. FS17-051 – Creation of Additional Reserve Funds Recommended: 1. That Report No. FS17-051 be received; and General Committee Meeting Agenda (Revised) Tuesday, December 5, 2017 Page 4 of 9 2. That By-law No. 5553-13 be amended to add the Economic Development reserve fund and the Winter Control reserve fund as set out in Attachments #1 and #2 respectively; and 3. That the new Economic Development reserve fund be initially funded by the transfer and closure of the unspent balances in Capital Project #81015: Community Improvement Plan; and 4. That the necessary by-law be presented at a future meeting for adoption. R4. FS17-057 – Annual Cancellation, Reduction or Refund of Property Taxes Under Sections 357 and 358 of the Municipal Act Recommended: 1. That Report No. FS17-057 be received; and 2. That a meeting be held in accordance with Sections 357 and 358 of the Municipal Act, 2001 as amended (the Act) in respect of the applications filed with the Treasurer by owners of property listed in this report at which applicants may make representation; and 3. That total property taxes in the amount of $1,687.93 due from the property owners be adjusted pursuant to Section 357 of the Act; and 4. That total property taxes in the amount of $1,742.27 due to the property owners be adjusted pursuant to Section 358 of the Act; and 5. That any associated interest charged applicable to these adjustments be cancelled in proportion to the total property taxes adjusted; and 6. That the Director of Financial Services – Treasurer be directed to remove said property taxes from the collector’s roll reflecting these property tax adjustments. R5. FS17-058 – 2018 Interim Property Tax Levy Recommended: 1. That Report No. FS17-058 be received; and General Committee Meeting Agenda (Revised) Tuesday, December 5, 2017 Page 5 of 9 2. That a by-law be adopted to authorize the levying of 2018 Interim Property Taxes on all rateable properties and to establish installment due dates. R6. IES17-043 – Purchase Order Increase for CIMCO Recommended: 1. That Report No. IES17-043 be received; and 2. That Purchase Order No. 1149 to CIMCO Refrigeration Division Toromont Industries Ltd. be increased by $60,000 from the amount of $90,000 to $150,000, excluding taxes, for the one-year term of 2017. R7. IES17-045 – Award of RFP IES2017-125 – Maintenance and Emergency Response to Sanitary Lift and Water Boost Stations Recommended: 1. That Report No. IES17-045 be received; and 2. That Request for Proposal IES2017-125 – Maintenance and Emergency Response to Sanitary Lift and Water Booster Stations be awarded to 709125 Ontario Limited o/a Pump System Interfacing for five (5) years at the unit prices tendered, including the option to renew for an additional two, one-year periods based on satisfactory performance of the Contractor; and 3. That the Director of the Water/Sewer Division be authorized to obtain a Purchase Order not to exceed a total of $1,200,945.64, for the five (5) years of the contract, excluding taxes, to be assigned to 709125 Ontario Limited o/a Pump System Interfacing at the discretion of the Director; and 4. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Agenda (Revised) Tuesday, December 5, 2017 Page 6 of 9 R8. IES17-046 – Purchase Order Increase for HVAC Services Recommended: 1. That Report No. IES17-046 be received; and 2. That the Contract for Carmichael Engineering Ltd, and Dunlis Mechanical Services as established through RFP IES 2015-35 be extended to the 2018 option year; and 3. That Purchase Order No. 713 in favour of Carmichael Engineering Ltd. be increased by $117,000 from the amount of $321,975 to $438,975, excluding taxes, for the contract term of 2018; and 4. That the Director of the Facilities Division be authorized to execute future year extensions of their Agreement subject to satisfactory performance; and 5. That Purchase Order No. 714 in favour of Dunlis Mechanical Services be increased by $151,000 from the amount of $404,769 to $555,769, excluding taxes, for the contract term of 2018. R9. IES17-047 – Purchase Order Increase for Supply and Delivery of Waterworks and Sewer Materials Recommended: 1. That Report No. IES17-047 be received; and 2. That the Contract for Wolesley Canada Inc. as established through RFQ IES 2016-12 be extended to the 2018 option year; and 3. That Purchase Order No. 745 in favour of Wolesley Canada Inc. be increased by $50,000 from the amount of $106,546 to $156,546, excluding taxes, for the contract term of 2018. General Committee Meeting Agenda (Revised) Tuesday, December 5, 2017 Page 7 of 9 R10. IES17-048 – Award of RFP IES2017-116 – Emergency Sewer and Watermain Repairs Recommended: 1. That Report No. IES17-048 be received; and 2. That Request for Proposal IES2017-116 – Emergency Repairs to the Town of Aurora Water Distribution and Sewer Systems be awarded to A. Donofrio Construction Ltd. and V. M. DiMonte Construction Ltd., for a (5) five-year period at the unit prices tendered including the option to renew for an additional two (2), one (1) year periods based on satisfactory performance of the Contractor; and 3. That the Director responsible for Water/Wastewater Division be authorized to obtain a Purchase Order not to exceed a total of $300,000, for each year of the five (5) year contract, excluding taxes, to be assigned to A. Donofrio Construction Ltd, and V. M. DiMonte Construction Ltd. at the discretion of the Director subject to satisfactory performance; and 4. 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. R11. PRCS17-042 – Sheppard’s Bush Property Use and Maintenance Agreement Recommended: 1. That Report No. PRCS17-042 be received; and 2. That the Mayor and Town Clerk be authorized to execute the Agreement between the Town of Aurora and the Lake Simcoe Region Conservation Authority for the use and maintenance of the Sheppard’s Bush Conservation Area, including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Agenda (Revised) Tuesday, December 5, 2017 Page 8 of 9 R12. PRCS17-043 – Facility Sponsorship Program – BionX International Corporation Recommended: 1. That Report No. PRCS17-043 be received; and 2. That the Director responsible for the Business Support Division be authorized to execute the Agreement between the Town of Aurora and BionX International Corporation for the Facility Sponsorship of the Spin Cycle Room at the Aurora Family Leisure Complex, including any and all documents and ancillary agreements required to give effect to same. R13. PRCS17-046 – Arboretum Community Partnership Agreement Recommended: 1. That Report No. PRCS17-046 be received; and 2. That the updated Arboretum Master Plan, as presented on May 31, 2017, be approved; and 3. That the Director of the Parks Division be authorized to enter into a new Community Partnership Agreement between the Town of Aurora and the Aurora Community Arboretum for a ten-year period commencing January 1, 2018, including any and all documents and ancillary agreements required to give effect to same. R14. PBS17-099 – Post-Secondary Partnership – Niagara College (Added Item) Presentation to be provided by Anthony Ierullo, Manager of Long Range and Strategic Planning, and Craig Youdale, Niagara College Recommended: 1. That Report No. PBS17-099 be received for information. General Committee Meeting Agenda (Revised) Tuesday, December 5, 2017 Page 9 of 9 R15. FS17-060 – Final 2018 Operating Budget Adjustments (Added Item) Recommended: 1. That Report No. FS17-060 be received; and 2. That the adjustments proposed for the 2018 Operating Budget be approved; and 3. That the Treasurer bring forward a final budget approval report reflecting all adjustments recommended by the Committee directly to Council on December 12, 2017. 7. Notices of Motion (a) Councillor Mrakas Re: Interim Control By-law – Stable Neighbourhoods (Added Item) 8. New Business 9. Closed Session 10. Adjournment Town of Aurora General Committee Report No. PBS17-099 Subject: Post-Secondary Partnership – Niagara College Prepared by: Anthony Ierullo, Manager of Long Range and Strategic Planning Department: Planning and Building Services Date: December 5, 2017 Recommendation 1. That Report No. PBS17-099 be received for information. Executive Summary • The purpose of this report is to announce a recently approved partnership with Niagara College to deliver training programs in the soon to be renovated Aurora Armoury. • The Town has been actively pursuing post-secondary opportunities since the development of its Strategic Plan in 2012. • The Town has been working with Niagara College on a potential business incubator and post-secondary facility since the spring of 2016 and recently executed a lease agreement with Niagara College to locate a facility at the Aurora Armoury. • This type of training offers significant opportunities for business and community development. • This type of post-secondary / business incubator space is a strategic priority for the Town as outlined in the Strategic Plan and Economic Development Action Plan. Background The Town has been pursuing post-secondary partners since 2012 The Town has been actively pursuing post-secondary opportunities since the development of its Official Plan and Strategic Plan. This has included active discussions with Seneca College related to an Innovation Incubator / Fabrication Lab in the Cultural Precinct in 2013, the development of a joint bid with the Town of Newmarket to host a satellite campus in partnership with York University in 2014 and active discussions with Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R14 Page 1 of 8 December 5, 2017 Page 2 of 8 Report No. PBS17-099 at least two additional post-secondary partners over this period. These discussions were the precursor for the discussions and agreed to partnership with Niagara College. Niagara College partnership developed between 2016 and 2017 The Town has been working with Niagara College on a potential business incubator and post-secondary facility since the spring of 2016. The potential for a post-secondary partnership with Niagara College was first highlighted for Council in October 2016. At that time, Council directed staff to negotiate an agreement with Niagara College to formalize a partnership for a new training facility at the former Aurora Armoury. In May 2017, Council approved a Letter of Intent with Niagara College that set the framework for a potential Lease Agreement for the Aurora Armoury. At that time, Council also authorized a budget of $100,000 to complete due diligence activities including the development of a conceptual design for the Armoury as well as appraisal services to determine the lease value of the site. In November 2017, Council approved a Lease Agreement with Niagara College for the Aurora Armoury and authorized an additional $100,000 in funding to complete detailed design for the site. Several locations considered prior to selection of Aurora Armoury Staff coordinated a tour of potential sites for Niagara College to consider for the proposed facility in the summer of 2016. At that time, various options were explored including several downtown sites as well as municipally owned employment lands on Eric T Smith Way. Niagara College identified the Aurora Armoury as the ideal location for the proposed facility based on the strong alignment between their vision for the facility and the Town’s vision for the Aurora Promenade and Library Square. The potential use of Town Park to support community related activities, planned transit infrastructure and the rich heritage associated with the Aurora Armoury were also seen as positive considerations for Niagara College. Facility aligns well with public consultation Staff have completed several public consultation activities that relate to the potential use at the proposed site. The most recent is the Library Square public consultation activities. Through the consultation for Library Square, the public identified a microbrewery, winery and community space as potential uses for the Aurora Armoury. Staff believe that these uses align well with the Niagara College proposal. In addition, staff have led significant public consultation programs related to the preparation of the Town’s Official Plan and Strategic Plan in the past 5 – 7 years. These activities have identified a need for additional post-secondary education options in Aurora. The Town’s Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R14 Page 2 of 8 December 5, 2017 Page 3 of 8 Report No. PBS17-099 Strategic Plan identifies post-secondary facilities and business incubation space as key strategic priorities for the community. This reflects the community feedback received through the related public consultation process. Analysis The Town recently executed a Lease Agreement to formalize a partnership with Niagara College through its Canadian Food and Wine Institute (CFWI). The CFWI is a school of study within Niagara College, located at the Niagara-on-the-Lake campus. Over 700 students at CFWI study in a wide variety of programs in culinary, beer, wine, and culinary innovation. CFWI has received many accolades, being home to Junior Culinary Team of Canada, having the top brew school of North America, and being home to the first and only commercial teaching winery in Canada. Staff have been working collaboratively with the Canadian Food and Wine Institute to outline potential options to create a new training facility in Aurora at the Aurora Armoury. The proposed facility will provide professional training opportunities for businesses and students interested in gaining knowledge in commercial brewing, culinary skill building and enrichment as well as viticulture. This type of training offers significant opportunities for business and community development. Staff believe that the proposal aligns well with the Town’s revitalization activities in the Aurora Promenade as well as the feedback received to date through the Cultural Precinct Plan consultation. This type of business incubator space is a strategic priority for the Town as outlined in the Strategic Plan and Economic Development Action Plan. The planned activities will also create a significant tourism driver for the Town and surrounding areas. In addition, staff believe that the establishment of the proposed training facility is a necessary first step towards the potential creation of a larger scale facility in Aurora. Proposed Niagara College programming at the Aurora Armoury A collection of Culinary, Wine, Beer & Food Innovation courses and seminars are envisioned for the facility. These courses would be offered as one- to multi-day training sessions and would be designed to attract students from Aurora, neighboring municipalities and the broader GTA. The collection of training will also showcase celebrity chefs and local food & beverage artisans. These training opportunities will also be appealing to local food suppliers and producers, as the Expert Edge training modules allow for flexibility in training options and timeframes. The facility will also offer the option of tailoring training requirements of corporations, utilizing the products and standards of those companies and organizations. Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R14 Page 3 of 8 December 5, 2017 Page 4 of 8 Report No. PBS17-099 The facility will be open to the public and will create a space for community collaboration, special events, as well as increasing public knowledge though a series of course offerings. It will allow the college the opportunity to provide its world renowned trainings outside of Niagara Region. Lease Agreement Summary The Lease with Niagara College for the Aurora Armoury is for a 4 year term with a mutual option to extend for 1 additional year. However, it is anticipated that if the partnership progresses as expected the lease term could be extended beyond the initial 5 year term. The lease is based on a Gross Market Lease that considers the cost of maintenance, upkeep and utilities as a component of the lease value. The market value was determined based on recommendations from two independent real estate appraisers that estimated market lease value for the renovated Armoury at between $255,000 and $315,000 per year. The Lease Agreement reflects a lease value at the higher end of the appraised value range at $315,000. The lease payment schedule to be paid by the College will be as follows: (a) Year 1 at 25% of the Lease Value; (b) Year 2 at 50% of the Lease Value; (c) Year 3 at 75% of the Lease Value; (d) Year 4 at 100% of the Lease Value; and (e) Year 5 at 100% of the Lease Value. The Town will also provide the following fees per year for the duration of the Lease: (a) Year 1: $75,000 Annual Fee plus a $75,000 commitment for services; (b) Year 2: $37,500 Annual Fee plus a $75,000 commitment for services; and, (c) Years 3, 4 and 5: $75,000 commitment for services. After year 1, the Town has the option to reduce the prepayment for catering services by up to $37,500 and every year thereafter to ensure that the services align with the Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R14 Page 4 of 8 December 5, 2017 Page 5 of 8 Report No. PBS17-099 Town’s operational requirements. The College will allow the use of the Armoury during predetermined and agreed upon times, as negotiated between the Town and the College. The Town reserves the right to carry forward any unused Catering Credit to subsequent years through the duration of the Lease. The annual fee in Year 1 and 2 of the Lease Agreement is meant to address the initial risk and ramp up period for the facility and is not uncommon with post-secondary partnerships. Next Steps Staff are working with the Town’s Architects to proceed with the detailed design and restoration of the Aurora Armoury. It is anticipated that the Town’s Architects and Heritage Consultant will consult with the Heritage Advisory Committee and Accessibility Advisory committee in the coming weeks. Staff are also coordinating community and stakeholder information sessions with Niagara College to ensure that the community is engaged in the development of the facility. The Town has approved budgets to complete the removal of hazardous materials and complete interior demolition work, which is expected to begin prior to the end of the year. Staff are targeting the completion of detailed design by the end of the first quarter in 2018 with the intent that the facility could become operational prior to the end of 2018. Staff will report on more detailed project timelines as the project progresses. Advisory Committee Review The design for the restoration of the Aurora Armoury will be presented to both the Heritage Advisory Committee and the Accessibility Advisory Committee for review and comment. Financial Implications The proposed renovation is estimated to cost approximately $4,000,000 including contingency, landscaping and other potential costs related to the integration of the site into Town Park. The costs are based on a Class D cost estimate that was prepared by A.W Hooker in September 2017. This report provides a cost estimate for the restoration of the Armoury as envisioned in the conceptual design that was presented to Council on November 28, 2017. These costs are summarized in Table 1 below: Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R14 Page 5 of 8 December 5, 2017 Page 6 of 8 Report No. PBS17-099 Table 1: Aurora Armoury Restoration – Cost Estimate Activity Estimated Total* Building Shell $482,000 Building Interior $715,000 Mechanical/Electrical $917,000 Site Work/Ancillary Work $322,000 Contractor Requirement & Fees $365,000 Contingency $646,000 Total Building $3,447,000 Source: Class D Cost Estimate prepared by AW Hooker dated September 1, 2017 Note: Numbers rounded to the nearest thousand. These costs are within the range that was previously anticipated for the project. The majority of these costs are directly attributable to the restoration of the heritage building and are not generally considered lease hold improvements. In addition to the above costs, the Town will need to invest approximately $80,000 in ‘built in’ equipment at the facility as well as additional funds likely required to allow for the integration of the Armoury into Town Park. As described above, the expected annual market rent for the property is approximately $315,000. Niagara College will invest up to $500,000 in startup costs and staffing for the first year of operation with additional investment anticipated in subsequent years. Communications Considerations Staff are working closely with Niagara College to coordinate the promotion of the partnership to the community. Initial plans include stakeholder and resident consultation in collaboration with Niagara College. The college will also attend the Christmas Tree Lighting event on December 6, 2017, as a featured guest to introduce themselves to the community. Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R14 Page 6 of 8 December 5, 2017 Page 7 of 8 Report No. PBS17-099 Link to Strategic Plan This report was prepared in support of the Strategic Plan and directly relates to various key action items. Alternative(s) to the Recommendation None Conclusions The Town has been actively pursuing post-secondary opportunities since the development of its Official Plan and Strategic Plan. As a result, the Town has been working with Niagara College on a potential business incubator and post-secondary facility since the spring of 2016 and recently executed a Lease agreement with Niagara College to locate the facility at the Aurora Armoury. A collection of Culinary, Wine, Beer & Food Innovation courses and seminars are envisioned for the facility. This type of training offers significant opportunities for business and community development. The planned activities will also create a significant tourism driver for the Town and surrounding areas. Attachments None Previous Reports Report PBS17-040 dated May 23, 2017 Report PBS17-089 dated November 14, 2017 Pre-submission Review Reviewed by the Chief Administrative Officer, Director of Planning and Building Services and Director of Parks Recreation and Culture Services. Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R14 Page 7 of 8 Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017Item R14 Page 8 of 8 Town of Aurora General Committee Report No. FS17-060 Subject: Final 2018 Operating Budget Adjustments Prepared by: Dan Elliott, Director, Financial Services - Treasurer Department: Financial Services Date: December 5, 2017 Recommendation 1. That Report No. FS17-060 be received; and 2. That the adjustments proposed for the 2018 Operating Budget be approved; and 3. That the Treasurer bring forward a final budget approval report reflecting all adjustments recommended by the Committee directly to Council on December 12, 2017. Executive Summary At the Budget Committee meeting of November 27, 2017, staff were asked to reexamine the draft 2018 budget for opportunities for refinement that would lead to additional funding availability. The Budget Committee has now reviewed all budget option decision unit items and identified which items are to be included in their 2018 operating budget to be recommended to Council, however the current tax rate pressure presently exceeds the established Council target of 3.1% by 0.2% or $72,400, thus requiring a final net reduction in order to align it with the desired target. Background At the beginning of the 2018 budget process Council provided staff with the target of a maximum 3.1% tax rate increase for 2018; staff complied. Staff introduced a draft 2018 operating budget producing a 2.9% required tax increase, and a list of budget option decision units representing incremental budget pressures relating to increased levels of services, primarily arising from requests received from community groups. Over the course of its deliberations, the Budget Committee modified the original list of budget option decision unit items to be included in the budget to a total of five, representing a total net tax levy requirement of $199,400. In addition, the Committee made multiple Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R15 Page 1 of 6 December 5, 2017 Page 2 of 6 Report No. FS17-060 adjustments to staff’s originally proposed budget. At the conclusion of the November 27th budget committee meeting, the Town’s 2018 draft operating budget was producing a total required tax levy increase of 3.3% being 0.2% over Council’s desired maximum target. Consequently, the Budget Committee has asked staff to explore further opportunities for savings within the draft 2018 operating budget and bring them to the Committee for its review and approval. Analysis Staff took two approaches to closing the funding gap of $72,400. Budget option review undertaken First, the budget option decision unit items were reviewed. Staff started by adding back the budget option decision items that were initially not approved by Committee, as they had all been ranked a priority for Committee. Then each community group owner of each budget option item was contacted to inquire if any reductions could be made to their said funding request. Further, any budget option items that were presented by staff were reviewed for possible reductions. Table 1 below outlines the outcomes of these efforts. Table 1 Option Original Request Adjustment Revised Request Add Back: Pow Wow 2018 $20,000 (2,000) $18,000 Add Back: Chamber of Commerce total requests 16,000 (5,000) 11,000 Reduce: Christmas Market 29,500 (2,000) 27,500 Reduce: Sport Aurora funding 113,400 (10,000) 103,400 Reduce: Youth Innovation Fair – fund by Aurora Mayor’s Charity Golf Classic 5,000 (5,000) 0 Reduce: Sport Hall of Fame funding 51,500 (3,400) 48,100 Total Adjustments (27,400) Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R15 Page 2 of 6 December 5, 2017 Page 3 of 6 Report No. FS17-060 Introspective review of draft budget details completed The second approach undertaken by staff was an introspective review of the draft operating budget details. Specifically, a line by line review was conducted focusing on savings that have occurred in both the 2016 actual results and the 2017 most current forecast results. These two ending results were averaged and compared to the 2018 proposed draft budget in an effort to identify possible areas for adjustment. Through this review the following list of budget adjustment opportunities presented in Table 2 below were identified. Table 2 Budget Item 2018 draft Proposed Adjustment Revised Budget Aquatics program revenues (743,500) (30,000) (773,500) Youth program revenues (144,000) (16,000) (160,000) Arboriculture contracts 60,000 (10,000) 50,000 Shrub bed maintenance 75,000 (10,000) 65,000 Software licenses and maintenance 497,400 (8,000) 489,400 Eliminate Citizen Budget Survey 7,000 (7,000) 0 Total Adjustments (81,000) With the application of the above proposed budget decision unit item value and draft operating budget adjustments, the Budget Committee now has a draft 2018 operating budget that aligns with the desired tax pressure target which it can recommend to Council, which also includes all of its desired budget unit options. Committee may still make revisions to the revised options list where applicable, which may reduce the budget from 3.1%. Advisory Committee Review N/A Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R15 Page 3 of 6 December 5, 2017 Page 4 of 6 Report No. FS17-060 Financial Implications This report outlines options for concluding the Budget Committee’s 2018 operating budget deliberations. At the conclusion of the Committee’s November 27th meeting the draft 2018 operating budget’s net tax levy increase requirement was $1,407,500, which if approved as is, would result in a required tax levy increase of 3.26%, or $72,400 above Council’s established 3.1% target. The staff adjustments proposed in this report can be summarized as follows: $ Above Tax Target Excess over target budget position by Committee (as of November 27, 2017) 72,400 Add: Excluded budget option decision unit items 36,000 Less: Budget option decision unit item value adjustments (Table 1) (27,400) Less: Other budget detail adjustments (Table 2) (81,000) Resulting position 0 Proposed tax rate increase 3.100% Communications Considerations This report will be posted to the Town’s Budget and Financial Information web page for transparency and accountability as part of the overall annual budget communications and engagement plan. A final press release with budget highlights will be issued upon approval by Council. Link to Strategic Plan Developing the annual budget supports all aspects of the Strategic Plan. Specifically, this report supports the Plan principles of Leadership in Corporate Management, Leveraging Partnerships, and Progressive Corporate Excellence and Continuous Improvement. Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R15 Page 4 of 6 December 5, 2017 Page 5 of 6 Report No. FS17-060 Alternative(s) to the Recommendation 1. None: General Committee will consider this additional requested financial information. The Committee may make recommendations for changes to the 2018 draft budget at any time during its review process. Conclusions Over the course of its deliberations on the 2018 draft operating budget, the Budget Committee has made multiple adjustments to the budget and its accompanying list of budget option decision unit items. As of the end of its committee meeting on November 27th, the Town’s draft operating budget exceeded Council’s desired tax increase target. Consequently, staff were asked to undertake a review and report back to the Budget Committee with a list of budget balancing options for its consideration and approval. If staff’s recommended options in this report are approved by the Committee as presented, the resultant revised 2018 draft operating budget will comply with the established Council targeted tax increase of 3.1%. Attachments None Previous Reports FS17-046 - 2018 Operating Budget FS17-059 - Additional Budget Information Pre-submission Review N/A Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R15 Page 5 of 6 Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017Item R15 Page 6 of 6 Notice of Motion Councillor Tom Mrakas Date: December 5, 2017 To: Mayor and Members of Council From: Re: Councillor Mrakas 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 propose an Interim Control By-law aimed at restricting development or alterations for a period not to exceed one year from the date of the passing of the by-law, which should define a specific area that includes areas within the existing “Stable Neighbourhoods” that contain older housing stock that contains predominantly single-storey dwellings, with the purpose of restricting new residential dwellings or additions to an existing residential dwelling that exceeds the current development standards of the existing residential zones; and 2.Be It Further Resolved That staff report back to General Committee in the January 2018 meeting cycle with a draft Interim Control By-law for Council’s consideration and enactment. Additional Items to General Committee Meeting Agenda Tuesday, December 5, 2017 Notice of Motion (a) Page 1 of 1 Public Release December 4, 2017 Town of Aurora Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017 7 p.m., Council Chambers • Item R1 – Report No. PBS17-096 – Preferred Design for Library Square Town of Aurora General Committee Report No. PBS17-096 Subject: Preferred Design for Library Square Prepared by: Fausto Filipetto, Senior Policy Planner Department: Planning and Development Services Date: December 5, 2017 Recommendations 1. That Report No. PBS17-096 be received; and 2. That Council endorse Option 2, the lowered square option as the preferred option for the Library Square design; and 3. That Council direct staff to proceed with the detailed design for the development of Library Square. Executive Summary This report seeks Council endorsement of the Option 2, the lowered square concept for the Library Square redevelopment. • on December 5, 2016 Council provided direction regarding a concept plan for the Cultural Precinct that would involve the demolition of the former library and former senior’s centre • on May 16, 2017 Council directed staff to move forward with the detailed design of Library Square • two viable options were designed and considered; one with an upper square and one with a lowered square - both options consist of a large programmable space which is framed by landscaping; both also contain 80 parking spaces and accessible parking • the two options were presented to stakeholders, residents and members of Council for their input Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R1 Page 1 of 18 December 5, 2017 Page 2 of 8 Report No. PBS17-096 • although both options are viable, staff and the Town’s consultant, The Planning Partnership are recommending that Council endorse Option 2, the lowered squared option as the preferred option on which to move forward to detailed design Background On December 5, 2016, Council provided direction regarding a concept plan for the Cultural Precinct that would involve the demolition of the former library and former senior’s centre. This decision was made taking into consideration public input obtained from the vast public consultation that took place in 2016 as part of the Council endorsed public consultation strategy with respect to the Cultural Precinct. Fotenn Planning + Design prepared two alternative revisions of the Library Square Concept Plans which were presented to Council on May 16, 2017. At that meeting, Council received the revised concept plans and directed staff to move forward with the procurement process for design services in the next planning stages for Library Square. The contract for the detailed design phase was awarded to The Planning Partnership on September 5, 2017. Analysis The Aurora Promenade Concept Plan - Urban Design Strategy The Aurora Promenade Concept Plan - Urban Design Strategy was approved by Council in 2010 along with the adoption of the related Official Plan policy. The goal of the Plan is downtown revitalization and (re)development. With that in mind two of the pillars of the vision for the area are to create vibrant places and beautiful civic spaces by enhancing the existing amenities and establishing new opportunities to provide a connected system of outdoor public places. One of the key overarching strategies of the Promenade Plan is to reinforce and enhance a Cultural Precinct. Many of Aurora’s cultural assets are within a three block area running from Yonge Street to Larmont Street; such as the Aurora Public Library, the Church Street School/Aurora Cultural Centre, Trinity Anglican Church, The Wells Street School, the Armoury and Town Park. There is an opportunity to leverage this concentration of cultural assets as an attraction; reinforced by additional facilities, enhanced public spaces and distinct streetscape treatment. A key objective of The Promenade is the eventual transformation from an automobile- oriented and dependent suburban environment to a vibrant pedestrian-oriented one. This objective is not only a function of good and sustainable planning, it is also necessary given the constraints to road capacity and is in-keeping with the planned Yonge Street rapid transit plans. Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R1 Page 2 of 18 December 5, 2017 Page 3 of 8 Report No. PBS17-096 These goals, strategies and objectives were all vital considerations in the formation of the two design options presented in this report. Stakeholder Consultations The Aurora Promenade Concept Plan and Official Plan Policy were developed based on a vast amount of public and stakeholder consultations; as were the conceptual designs for the Cultural Precinct prepared by Fotenn Planning + Design. A full list of consultations which were undertaken is attached to this report as Appendix 1. The detailed design of Library Square focussed on consultations with key stakeholders such as The Aurora Public Library, The Aurora Cultural Centre, The Aurora Museum and Archives, The Chamber of Commerce, The Ratepayers and interested parties. Stakeholder consultations were conducted on November 27, 2017; during which two design options were presented. Option 1 proposed an upper square with underground parking and Option 2 proposed a lowered square. Stakeholder comments can be summarized as follows: Chamber of Commerce • concerns about the cost of implementation/construction of the plans • concerns over how loading will occur • questioning whether this is the best use for this space • desire expressed regarding provision of retail and food/beverage Aurora Public Library • can further excavation occur to provide a greater amount of underground parking • concerns over the underground entrance and the cost of maintenance • parking is inadequate in the Option 2 • Option 1 is preferable and creates a more desirable entrance to the library • construction should be coordinated with the renovation of the library An email was also received from the CEO indicating that “The Committee is endorsing Concept 1 and intends to bring a recommendation to the Board for its consideration at our meeting on December 13th. Recommendation: THAT the Aurora Public Library Board endorse Aurora Town Square Concept 1, and Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R1 Page 3 of 18 December 5, 2017 Page 4 of 8 Report No. PBS17-096 THAT with permission of Town Council, the Library Board request a portion of the Development Charge monies currently being collected for Land, Construction and FF & E for Aurora Public Library be used to offset the costs related to the design and construction of Concept 1 for Aurora Town Square. The Committee agrees that this is the preferred design to ensure that library use can be sustained at current levels and, more importantly, increased as time passes. It expands our community programming capacity, maintains the current level of parking near the Library and improves the look and appeal of our well-used, versatile facility.” Aurora Cultural Centre • the detailed design process is proceeding too quickly and a needs assessment is required with respect to the proposed extension • Option 2 provides for a more programmable space and creates an amphitheater setting • Option 2 is preferable but requires the Cultural Centre expansion to be built in order to relate the Cultural Centre to the square • if Option 1 is chosen, would like an entrance roughed in to the Cultural Centre expansion so that underground parking could be provided in the future • cost of Option 1 is a concern, including the maintenance associated with the underground parking • would appreciate an opportunity to have a meeting with the Library to come to a consensus Members of the Public • need to have good pedestrian connections; ie. better connection between Temperance Street parking lot and the Library via a crosswalk, need to have marked crossings • Mosley should be utilized as a link to the square • the space should not be called Library Square but rather something like Civic Square or Town Square to reflect the true use of the space Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R1 Page 4 of 18 December 5, 2017 Page 5 of 8 Report No. PBS17-096 The Two Design Options The goals, strategies and objectives of The Aurora Promenade were all vital considerations in the formation of the two design options presented in this report. The options were designed based on the following parameters: • Provision of a flat hard surface for programming year round activities; • provision of a barrier free connection to the Library and Cultural Centre; • increase pedestrian connections to and through the site - strengthen the east/west link; • maintain accessible parking and deliveries to the Library and Cultural Centre; and • build upon the previous work and in accordance with input received from the previous rounds of public and stakeholder consultations; which was to build a highly programmable square which could be used for a variety of uses including community space/uses as well as retail/food/beverage establishments. Two options were developed and considered; one with an upper square and one with a lowered square. Both options consist of a large programmable space which is framed by landscaping; both also contain 80 parking spaces and accessible parking. Staff and The Planning Partnership believes that both options are viable, however Option 2, with the lowered square has been identified as the preferred option. The options have been attached to this report for Council’s review and consideration. The conceptual plans contain information with respect to site area, parking, delivery areas, capacity and other statistical information. As previously mentioned, both design concepts for Library Square are viable and have merit in creating a public gathering space that connects both the Library and the Cultural Centre buildings. However, Option 2 is considered the preferred concept and has advantages over Option 1 for the following reasons: • Visibility from the street and safety; • architectural impact - the square would be framed by a two storey library instead of just one storey; • sense of space - the lowered square would provide for an amphitheater setting, where seating would be designed into the retaining walls; Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R1 Page 5 of 18 December 5, 2017 Page 6 of 8 Report No. PBS17-096 • cost of construction - it is estimated that this option would be less expensive by approximately $2,000,000; and • cost of maintaining the underground parking and safety issues associated with it. It should be noted that the front street entrance to the Library is accessible so barrier free access and parking as well as deliveries could occur on Yonge Street. With respect to parking, both design options would replace the parking which would be lost in the square; however, additional parking would not be provided. As previously mentioned, a key objective for the Promenade is the eventual transformation from an automobile-oriented and dependent suburban environment to a vibrant pedestrian- oriented one. As such, the amount of required parking has been reduced within the Promenade and it should be noted that the space which is being created is an urban one and not a suburban one with suburban parking standards. Advisory Committee Review Not applicable. Financial Implications In May 2017 Council approved budget funding of $500,000 for the demolition and design services from the Council Discretionary Reserve Fund. A future report will be prepared outlining recommendations for additional funding and sources for the construction phase of the project. Communications Considerations Not applicable. Link to Strategic Plan The Cultural Precinct Plan, including the redesign of Library Square, supports the Strategic Plan goal of Supporting an exceptional quality of life for all through the following key objectives: • Develop a Cultural Master Plan that includes heritage, music, and art to promote more cohesive and coordinated cultural services; • expand opportunities and partnerships that contribute to the celebration of culture in the community; and Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R1 Page 6 of 18 December 5, 2017 Page 7 of 8 Report No. PBS17-096 • actively promote and support a plan to revitalize the downtown that includes culture. Alternatives to the Recommendation 1. Council has the option of selecting the upper square concept, Option 1. Conclusions As previously mentioned, two options were designed and considered for Library Square; one with an upper square and one with a lowered square. Both options consist of a large programmable space which is framed by landscaping; both also contain 80 parking spaces and accessible parking. The designs were built upon the previous work and in accordance with input received from the previous rounds of public and stakeholder consultations; which was to build a highly programmable square which could be used for a variety of uses including community space/uses as well as retail/food/beverage establishments. The two options were presented to stakeholders, residents and members of Council for their input. While both options are viable, Option 2, with the lowered square has been identified as the preferred option based on the perspective of visibility from the street, safety, architectural impact, sense of space, cost and maintenance. It is therefore recommended that Council endorse Option 2. Attachments Appendixes Appendix 1 - Consultations for The Aurora Promenade/Cultural Precinct /Library Square Figures Figure1 - Location Plan/Site Context Figure 2 - Concept Plan for Option 1 Figure 3 - Pedestrian Circulation for Option 1 Figure 4 - Rendering of Option 1 Figure 5 - Rendering of Option 1 Figure 6 - Concept Plan for Option 2 Figure 7 - Pedestrian Circulation for Option 2 Figure 8 - Rendering of Option 2 Figure 9 - Rendering of Option 2 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017 Item R1 Page 7 of 18 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017Item R1 Page 8 of 18 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017Item R1 Page 9 of 18 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017Item R1 Page 10 of 18 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017Item R1 Page 11 of 18 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017Item R1 Page 12 of 18 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017Item R1 Page 13 of 18 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017Item R1 Page 14 of 18 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017Item R1 Page 15 of 18 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017Item R1 Page 16 of 18 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017Item R1 Page 17 of 18 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, December 5, 2017Item R1 Page 18 of 18 Public Release December 5, 2017 Town of Aurora Additional Items No. 3 to General Committee Meeting Agenda Tuesday, December 5, 2017 7 p.m., Council Chambers • Delegation (a) Nancy Eveleigh Browne, Chair, Aurora Public Library Board; Re: Item R1 – PBS17-096 – Preferred Design for Library Square Delegation Request 7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date Council/Committee/Advisory Committee Meeting Date: Subject: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆܆1R ܆ ,I\HVZLWKZKRP" 'DWH ܆,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYHPLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- Additional Items No. 3 to General Committee Meeting Agenda Tuesday, December 5, 2017 Delegation (a) Page 1 of 1 General Committee - Tuesday, December 5th at 07:00 pm Library Square Nancy Eveleigh Browne Aurora Public Library Board To summarize the concerns of the Aurora Public Library Board regarding the proposed plans for Library Square. ✔ Mayor and some Councillors December 01, 2017