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AGENDA - General Committee - 20180403 General Committee Meeting Agenda Tuesday, April 3, 2018 7 p.m. Council Chambers Aurora Town Hall Public Release March 23, 2018 Town of Aurora General Committee Meeting Agenda Tuesday, April 3, 2018 7 p.m., Council Chambers Councillor Kim in the Chair 1. Approval of the Agenda Recommended: That the agenda as circulated by Legislative Services be approved. 2. Declarations of Pecuniary Interest and General Nature Thereof 3. Presentations 4. Delegations (a) Anna Kennedy, representing Aurora Duplicate Bridge Club Re: Seniors and Duplicate Bridge 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. General Committee Meeting Agenda Tuesday, April 3, 2018 Page 2 of 6 Recommended: That the following Consent Agenda Items, C1 to C4 inclusive, be approved: C1. PDS18-031 – Award of Tender 2018-23-PDS-ENG – For Roadway Rehabilitation on Orchard Heights Boulevard, Whispering Pine Trail and Harmon Avenue Recommended: 1. That Report No. PDS18-031 be received; and 2. That Tender 2018-23-PDS-ENG, Capital Project No. 31126, for Roadway Rehabilitation on Orchard Heights Boulevard (from Bathurst Street to Hill Drive), Whispering Pine Trail (from Aurora Heights Drive to Orchard Heights Boulevard) and Harmon Avenue be awarded to RA Crete-Scape Ltd. in the amount of $688,652.28 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. C2. Community Recognition Review Advisory Committee Meeting Minutes of February 26, 2018 Recommended: 1. That the Community Recognition Review Advisory Committee meeting minutes of February 26, 2018, be received for information. C3. Finance Advisory Committee Meeting Minutes of February 28, 2018 Recommended: 1. That the Finance Advisory Committee meeting minutes of February 28, 2018, be received for information. C4. Heritage Advisory Committee Meeting Minutes of March 5, 2018 Recommended: General Committee Meeting Agenda Tuesday, April 3, 2018 Page 3 of 6 1. That the Heritage Advisory Committee meeting minutes of March 5, 2018, be received for information. 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. CAO18-003 – Joint Operations Centre (JOC) Project Independent Review Report Presentation to be provided by Doug Nadorozny, Chief Administrative Officer, and Janis Haugh, Brook Laker and Associates Recommended: 1. That Report No. CAO18-003 be received; and 2. That the Chief Administrative Officer implement and oversee a comprehensive project management discipline for the oversight of the current major construction projects underway with the Town, pending completion of the Town’s internal project management initiative; and 3. That staff bring forward for approval a report of the items required to complete the JOC as were conditionally approved in the 2018 capital budget. R2. CS18-006 – Entry onto Private Property Protocol Recommended: 1. That Report No. CS18-006 be received; and 2. That the standard operating guideline regarding entry onto private property and immediate access protocols (“SOG”) for Municipal Law Enforcement Officers as outlined on Attachment #1 be endorsed; and 3. That staff report back to Council after one year of implementation of the standard operating guideline with recommendations on the continuance of practice. General Committee Meeting Agenda Tuesday, April 3, 2018 Page 4 of 6 R3. FS18-011 – Funding Strategy for Pending Major Projects Recommended: 1. That Report No. FS18-011 be received; and 2. That the funding strategies for the various pending projects outlined in Report No. FS18-011 be endorsed. R4. PDS18-025 – Parking Restrictions on Lensmith Drive Recommended: 1. That Report No. PDS18-025 be received; and 2. That Parking By-law No. 4574-04.T be amended to prohibit parking at any time on the south and west sides of Lensmith Drive from the westerly property limit of house no. 38 Lensmith Drive to a point nine metres south of the corner radius. R5. PDS18-035 – Community Improvement Plan (CIP) Incentive Program CIP Agreement Authorization PMK Capital Inc. 95 Wellington Street East File No. CIP-2014-02 Recommended: 1. That Report No. PDS18-035 be received; and 2. That the Director of Planning and Development Services be authorized to enter into a Community Improvement Plan (CIP) Agreement to allow for the Tax-Based Redevelopment Grant to be awarded to PMK Capital Inc., including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Agenda Tuesday, April 3, 2018 Page 5 of 6 R6. PDS18-033 – Proposal for Zoning By-law Amendment Application Recommended: 1. That Report No. PDS18-033 be received; and 2. That the Zoning By-law Proposal from the following applicant be accepted as a Zoning By-law Amendment Application: (a) Weston Consulting (254 Kennedy Street West). R7. PDS18-037 – Small Cell Technology Pilot with Rogers Communications Recommended: 1. That Report No. PDS18-037 be received; and 2. That the Director of Planning and Development Services be authorized to execute facility licensing agreements with Rogers Communications, including any and all documents and ancillary agreements required to give effect to same; and 3. That revenue from the licensing agreement with Rogers Communications be directed to the Economic Development Reserve Fund. R8. Summary of Committee Recommendations Report No. 2018-04 Recommended: 1. That Summary of Committee Recommendations Report No. 2018-04 be received; and 2. That the Committee recommendations contained within this report be approved. 7. Notices of Motion (a) Councillor Gaertner Re: Sewer Use By-law and Environmental Concerns General Committee Meeting Agenda Tuesday, April 3, 2018 Page 6 of 6 (b) Councillor Kim and Councillor Humfryes Re: Residential Zoning Amendment Applications 8. New Business 9. Closed Session 10. Adjournment General Committee Meeting Agenda Tuesday, April 3, 2018Delegation (a) Page 1 of 1 Town of Aurora General Committee Report No. PDS18-031 Subject: Award of Tender 2018-23-PDS-ENG - For Roadway Rehabilitation on Orchard Heights Boulevard, Whispering Pine Trail and Harmon Avenue Prepared by: Dan Vink, Coordinator, Project Delivery Department: Planning and Development Services Date: April 3, 2018 Recommendation 1.That Report No. PDS18-031 be received; and 2.That Tender 2018-23-PDS-ENG, Capital Project No. 31126, for Roadway Rehabilitation on Orchard Heights Boulevard (from Bathurst Street to Hill Drive), Whispering Pine Trail (from Aurora Heights Drive to Orchard Heights Boulevard) and Harmon Avenue be awarded to RA Crete-Scape Ltd. in the amount of $688,652.28 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 receive Council’s authorization to award Tender 2018-23-PDS-ENG to RA Crete- Scape Ltd. Background The rehabilitation of Orchard Heights Boulevard (from Bathurst Street to Hill Drive), Whispering Pine Trail (from Aurora Heights Drive to Orchard Heights Boulevard) and Harmon Avenue is included in the Town of Aurora 10-Year Capital Reconstruction program. The capital funding for this project has been approved by Council for delivery in 2018 in the amount of $1,014,110.00 and this report provides the details of the tendering results and recommendation to proceed to construction. General Committee Meeting Agenda Tuesday, April 3, 2018 Item C1 Page 1 of 6 April 3, 2018 Page 2 of 5 Report No. PDS18-031 Analysis A total of twenty-five (25) companies picked up the tender documents and on February 27, 2018, the Tender Opening Committee received ten (10) compliant bids. The lowest compliant bidder for this tender was RA Crete-Scape Ltd. as summarized in Table 1. Table 1 FIRM NAME TOTAL BID (excluding taxes) 1 RA Crete-Scape Ltd. $688,652.28 2 Furfari Paving Co. Ltd. $745,656.35 3 C. Valley Paving Ltd. $778,808.70 4 Forest Contractors Ltd. $781,625.18 5 Sanscon Construction Ltd. $834,074.25 6 Brennan Paving & Construction Ltd. $944,589.90 7 Dufferin Construction Company $956,076.80 8 Il Duca Contracting Inc. $993,817.00 9 Ashland Paving Ltd. $1,002,364.06 10 Dig-Con International Limited $1,527,253.75 Verification of the Tenders was undertaken by Town staff. RA Crete-Scape Ltd. has successfully completed similar projects in the City of Toronto. Project Schedule The Contract is expected to commence mid-May 2018. Advisory Committee Review Not applicable General Committee Meeting Agenda Tuesday, April 3, 2018 Item C1 Page 2 of 6 April 3, 2018 Page 3 of 5 Report No. PDS18-031 Legal Considerations Not applicable. Financial Implications Table 2 is a financial summary for Capital Project Number 31126 as based on the Tender submitted by RA Crete-Scape Ltd. Table 2 Approved Budget Capital Project 31126 $1,014,110 Total Approved Budget $1,014,110 Less previous commitments (Geotechnical Site Visit) $217 Funding available for Subject Contract $1,013,893 Contract Award excluding HST $688,653 Non-refundable taxes (1.76%) $12,121 Geotechnical Inspection (Under Separate P.O.) $7,500 Arborist Inspection (Under Separate P.O.) $2,500 Construction Signage (Under Separate P.O.) $2,500 Sub-Total $713,274 Contingency amount (10%) $71,328 Total Funding Required $784,602 Favourable Budget Variance $229,291 Communications Considerations Staff have anticipated minimal impact to local residents since the works will be confined within the road curbs and will include only asphalt resurfacing and adjustments of maintenance holes and catch basins. However, staff will include extra signage on the road and communication before and during construction. General Committee Meeting Agenda Tuesday, April 3, 2018 Item C1 Page 3 of 6 April 3, 2018 Page 4 of 5 Report No. PDS18-031 Construction is anticipated to commence in mid to late May 2018 and be completed within fourty (40) working days, weather permitting. Link to Strategic Plan This project supports the Strategic Plan goal of Supporting and Exceptional Quality of Life for All by Investing in Sustainable Infrastructure. This ensures road safety is provided to meet the needs and expectations of our community. Alternative(s) to the Recommendation 1.Council may choose to not award this project. The Tender evaluation process meets all requirements for the Procurement By-law and awarding this contract is the next step in fulfilling the requirements of the tendering process. If council chooses to not award this contract, these road segments will not be rehabilitated and future road maintenance will be more extensive and costly. Conclusions The Tender review has complied with the Procurement By-law requirements and it is recommended that Tender 2018-23-PDS-ENG for roadway rehabilitation on Orchard Heights Boulevard (from Bathurst Street to Hill Drive), Whispering Pine Trail (from Aurora Heights Drive to Orchard Heights Boulevard) and Harmon Avenue be awarded to RA Crete-Scape Ltd. in the amount of $688,652.28, excluding taxes. Attachments Attachment #1 – Key Plan showing the locations of proposed roadway rehabilitation Previous Reports None Pre-submission Review Agenda Management Team Meeting review on March 15, 2018 General Committee Meeting Agenda Tuesday, April 3, 2018 Item C1 Page 4 of 6 General Committee Meeting Agenda Tuesday, April 3, 2018Item C1 Page 5 of 6 TOWNSHIP OF KINGDr DrDrRose DrK e m a n o R d Kemano Rd HillDr Devins DrCrawford Rose DrAurora Heights Dr Gilbank Dr McLe o d D rHeights CrtTownship of KingOrchard Hei g h ts BlvdWh i s pe r i ngPineTrBATHURST STREETKemano Rd Aurora Heights Dr WELLINGTON STREET WEST Orchard Heights Blvd Whispering Pine TrHill DrMcLeod DrCrawfordDevins Dr Lanewoo d D r Hilldale RdDelay n e D r Fi e l d i n g Gilbank Dr McDonald DrBaycroftLnAprilGardens Boulding DrForeht CresCopland TrAutumn Way Murdock Ave Timpson DrWellingtonWindham Tr Hillsid e D rPineneedleDawsonCresValleyCres SiouxGateMoffa tCre s TimbertrailCres Marksbury Crt Senator CrtMeadowoodHarmon Ave Murray DrJamesHenry DrHammondDrNavanCresLaceyCrtBayfair Rd FalanHeightsCres Mendy'sForest ChadburnCres Kenlea Crt BellDr EganCres ClubineCrt Dinsmore Terr LoringDoolittleCrtLaurwoodCrtLOCATION OF PROPOSED ROAD RESURFACINGORCHARD HEIGHTS BLVD, WHISPERING PINE TR & HARMON AVE Map created by the Town of Aurora Planning and Development Services Department, March 5th, 2018. Base data provided by York Region and Aurora - GIS. This is not a legal survey. 0 50 100 Metres PDS18-031 Attachment #1 KEY PLAN General Committee Meeting Agenda Tuesday, April 3, 2018 Item C1 Page 6 of 6 Town of Aurora Community Recognition Review Advisory Committee Meeting Minutes Date: Monday, February 26, 2018 Time and Location: 2 p.m., Leksand Room, Aurora Town Hall Committee Members: Councillor Tom Mrakas (Chair), Diane Buchanan, Steve Hinder, Tim Jones, Brian North, and Jo-anne Spitzer Members Absent: Councillor Sandra Humfryes (Vice Chair) Other Attendees: Stephanie Mackenzie-Smith, Manager of Corporate Communications, Shelley Ware, Supervisor, Special Events, and Linda Bottos, Council/Committee Secretary The Chair called the meeting to order at 2:04 p.m. 1. Approval of the Agenda Moved by Tim Jones Seconded by Diane Buchanan That the agenda as circulated by Legislative Services be approved. Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 3. Receipt of the Minutes General Committee Meeting Agenda Tuesday, April 3, 2018 Item C2 Page 1 of 4 Community Recognition Review Advisory Committee Meeting Minutes Monday, February 26, 2018 Page 2 of 4 Community Recognition Review Advisory Committee Meeting Minutes of August 21, 2017 Moved by Steve Hinder Seconded by Jo-anne Spitzer That the Community Recognition Review Advisory Committee meeting minutes of August 21, 2017, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. Round Table Discussion Re: 2018 Awards Event – Nominations Staff provided an update on the status of the nominations process. The Committee and staff discussed the potential resources and organizations through which to encourage participation in the process, and committed to continued networking and nomination promotion. The Committee agreed that the awards selection committee would reserve the right to re-categorize any nomination toward a better fit if necessary, or categorize any nomination where the nominator is unsure of the appropriate category; staff agreed to include a note to this effect in the current promotions. Moved by Brian North Seconded by Jo-anne Spitzer 1. That the Round Table Discussion regarding the 2018 Awards Event – Nominations be received and the comments of the Committee be referred to staff for consideration and action as appropriate. Carried 2. Round Table Discussion Re: 2018 Awards Event – Promotions General Committee Meeting Agenda Tuesday, April 3, 2018 Item C2 Page 2 of 4 Community Recognition Review Advisory Committee Meeting Minutes Monday, February 26, 2018 Page 3 of 4 Staff provided an update on the promotional communications campaign, including the use of the Town’s website, social media, print advertising, email blasts, media release, electronic and mobile sign boards, newsletters and bulletins, rollup banners, and Committee member promotional videos. The Committee made further suggestions and staff agreed to provide the Committee with poster handouts when available. Moved by Brian North Seconded by Jo-anne Spitzer 1. That the Round Table Discussion regarding the 2018 Awards Event – Promotions be received and the comments of the Committee be referred to staff for consideration and action as appropriate. Carried 3. Round Table Discussion Re: 2018 Awards Event – Selection Process It was agreed that the awards selection committee would meet at 11 a.m. on Monday, April 16, 2018, to review the nominations and select the winners of the 2018 Community Recognition Awards. Moved by Brian North Seconded by Jo-anne Spitzer 1. That the Round Table Discussion regarding the 2018 Awards Event – Selection Process be received and the comments of the Committee be referred to staff for consideration and action as appropriate. Carried 4. Round Table Discussion Re: 2018 Awards Event – Ceremony Staff provided a status update regarding sponsorships, food, printing, venue, and invitations. The Committee and staff discussed further food opportunities and suggestions, including specifics in relation to name badges and historical award information. It was agreed that emcee alternatives would be explored. Staff agreed General Committee Meeting Agenda Tuesday, April 3, 2018 Item C2 Page 3 of 4 Community Recognition Review Advisory Committee Meeting Minutes Monday, February 26, 2018 Page 4 of 4 to coordinate a reception in Town Hall’s Skylight Gallery, for Citizens of the Year and Members of Council, to be held prior to the Awards Ceremony. Moved by Brian North Seconded by Jo-anne Spitzer 1. That the Round Table Discussion regarding the 2018 Awards Event – Ceremony be received and the comments of the Committee be referred to staff for consideration and action as appropriate. Carried 6. Informational Items 5. Extract from Council Meeting of October 10, 2017 Re: Community Recognition Review Advisory Committee Meeting Minutes of August 21, 2017 Moved by Diane Buchanan Seconded by Steve Hinder 1. That the Extract from Council Meeting of October 10, 2017, regarding the Community Recognition Review Advisory Committee meeting minutes of August 21, 2017, be received for information. Carried 7. New Business None 8. Adjournment Moved by Jo-anne Spitzer Seconded by Diane Buchanan That the meeting be adjourned at 3:26 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, April 3, 2018 Item C2 Page 4 of 4 Town of Aurora Finance Advisory Committee Meeting Minutes Date: Wednesday, February 28, 2018 Time and Location: 5:30 p.m., Holland Room, Aurora Town Hall Committee Members: Councillor Michael Thompson (Chair), Councillor Harold Kim, and Mayor Geoffrey Dawe Member(s) Absent: None Other Attendees: Doug Nadorozny, Chief Administrative Officer, Dan Elliott, Director of Financial Services/Treasurer, Lisa Warth, Acting Director of Community Services, Jason Gaertner, Manager, Financial Planning, and Linda Bottos, Council/Committee Secretary The Chair called the meeting to order at 5:35 p.m. 1. Approval of the Agenda Moved by Councillor Kim Seconded by Mayor Dawe That the agenda as circulated by Legislative Services be approved. Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 3. Receipt of the Minutes General Committee Meeting Agenda Tuesday, April 3, 2018 Item C3 Page 1 of 5 Finance Advisory Committee Meeting Minutes Wednesday, February 28, 2018 Page 2 of 5 Finance Advisory Committee Meeting Minutes of January 24, 2018 Moved by Mayor Dawe Seconded by Councillor Kim That the Finance Advisory Committee meeting minutes of January 24, 2018, be received for information. Carried 4. Delegations None 5. Consideration of Items 1. Memorandum from Acting Director, Community Services Re: Pricing Policy for Recreation Services Staff gave an overview of the memorandum and attachments, and provided additional information regarding community program subsidy considerations along with an excerpt from the Recreation Programming Audit Report of April 2017 respecting Background and Comparison of Program Pricing of Other Municipalities, noting that the Audit Report addressed revenues only and not the associated costs. The Chair noted that this memorandum was also presented to the Parks, Recreation and Cultural Services Advisory Committee for comment, and staff was asked to supply additional data in order to make any determinations. The Committee and staff discussed the various challenges and approaches to determining the appropriate cost recovery/subsidy levels, and to calculating overall program costs, including direct and indirect costs, and assumptions. Staff agreed to perform an in-depth examination of the cost data and allocations for various programs at a particular facility, and report back to the Committee at a future meeting. General Committee Meeting Agenda Tuesday, April 3, 2018 Item C3 Page 2 of 5 Finance Advisory Committee Meeting Minutes Wednesday, February 28, 2018 Page 3 of 5 Moved by Councillor Kim Seconded by Mayor Dawe 1. That the memorandum regarding Pricing Policy for Recreation Services be received; and 2. That the comments of the Finance Advisory Committee be referred to staff for consideration and action as appropriate. Carried 2. Review of Detailed Financial Budget Information Re: Financial Services (FS) Staff provided an overview of the line-by-line analysis and year-to-date comparison of the final approved 2018 budget for the Financial Services department and detailed explanations respecting the highlighted items. Staff reviewed the current staffing situation and pending requests, noting that the Town’s growth has exceeded the department’s capacity to meet the service requirements related to tax and water utility administration. Staff expressed further concern regarding the budget provisions for required training and professional development. The Committee and staff discussed the value of training, development of a training policy and business cases, and relevant metrics. Staff confirmed that a complete review is underway respecting the tracking and allocation of training including courses, seminars and memberships. Moved by Mayor Dawe Seconded by Councillor Kim 1. That the comments and suggestions of the Review of Detailed Financial Budget Information for Financial Services be received and referred to staff for consideration and action as appropriate. Carried 3. Review of Draft General Committee Report No. FS18-004 – 2019 Budget Development Direction General Committee Meeting Agenda Tuesday, April 3, 2018 Item C3 Page 3 of 5 Finance Advisory Committee Meeting Minutes Wednesday, February 28, 2018 Page 4 of 5 Staff provided background to the draft report noting the similarities and continued focus of the previous year, including budget principles and budget process, phase-in strategies, and inflation approach. Staff advised that a draft 2019 budget would be prepared for presentation early in the next term of Council, which will begin December 2018. The Committee made suggestions in the areas of financial implications and communications considerations, and staff agreed to apply the enhancements accordingly. Moved by Councillor Kim Seconded by Mayor Dawe 1. That Draft General Committee Report No. FS18-004 be received; and 2. That the key principles for the 2019 operating budget development be endorsed. Carried 4. Distribution and Introduction of Detailed Financial Budget Information Re: Corporate Services (CS) Staff noted that Techa van Leeuwen, Director of Corporate Services, would be present at the next meeting to review the detailed budget information for Corporate Services. The Committee was encouraged to contact the Director directly for any needed clarification prior to the March meeting. Moved by Mayor Dawe Seconded by Councillor Kim 1. That the detailed financial budget information for Corporate Services department be received and deferred for discussion and detailed review at the March 28, 2018 meeting of the Finance Advisory Committee. Carried General Committee Meeting Agenda Tuesday, April 3, 2018 Item C3 Page 4 of 5 Finance Advisory Committee Meeting Minutes Wednesday, February 28, 2018 Page 5 of 5 6. New Business Councillor Kim inquired about the status of the Town’s planned public art policy and staff provided a response. 7. Adjournment Moved by Councillor Kim Seconded by Mayor Dawe That the meeting be adjourned at 6:43 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, April 3, 2018 Item C3 Page 5 of 5 Town of Aurora Heritage Advisory Committee Meeting Minutes Date: Monday, March 5, 2018 Time and Location: 7 p.m., Holland Room, Aurora Town Hall Committee Members: Bob McRoberts (Acting Chair and Honorary Member), Neil Asselin, Barry Bridgeford, James Hoyes, John Kazilis, Martin Paivio and Ken Turriff Members Absent: Councillor Wendy Gaertner (Chair), Councillor Jeff Thom (Vice Chair) Other Attendees: Councillor Tom Mrakas, Marco Ramunno, Director of Planning and Development Services, Jeff Healey, Planner, and Ishita Soneji, Council/Committee Secretary In the absence of the Chair and Vice Chair, the Committee consented to appoint Bob McRoberts as Chair. The Chair called the meeting to order at 7:02 p.m. 1. Approval of the Agenda Moved by Ken Turriff Seconded by Neil Asselin That the agenda as circulated by Legislative Services, with the following addition, be approved: • Delegation (a) Larry Dekkema representing Ballymore Building (South Aurora) Corp.; Re: Item 2 – HAC18-005 – Additional Information: Request to Remove a Property from the Aurora Register of Properties of Cultural Heritage Value or Interest, 14452 Yonge Street. Carried General Committee Meeting Agenda Tuesday, April 3, 2018 Item C4 Page 1 of 6 Heritage Advisory Committee Meeting Minutes Monday, March 5, 2018 Page 2 of 6 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 3.Receipt of the Minutes Heritage Advisory Committee Meeting Minutes of February 12, 2018 Moved by John Kazilis Seconded by James Hoyes That the Heritage Advisory Committee meeting minutes of February 12, 2018, be received for information. Carried 4.Delegations (a)Larry Dekkema, representing Ballymore Building (South Aurora) Corp. Re: Item 2 – HAC18-005 – Additional Information: Request to Remove a Property from the Aurora Register of Properties of Cultural Heritage Value or Interest, 14452 Yonge Street. Mr. Dekkema provided information regarding the intent to remove the property from the heritage register, and noted that a structural report has been provided as requested by the Committee. He requested for an opportunity to discuss the financial contribution with staff, and responded to questions. Moved by Barry Bridgeford Seconded by James Hoyes That the comments of the delegation be received and referred to Item 2. Carried 5. Matters for Consideration The Committee consented to consider items in the following order: Items 2, 1 and 3. General Committee Meeting Agenda Tuesday, April 3, 2018 Item C4 Page 2 of 6 Heritage Advisory Committee Meeting Minutes Monday, March 5, 2018 Page 3 of 6 1. HAC18-004 – Request to Designate under Part IV of the Ontario Heritage Act, 19 and 21 Machell Avenue “The John van Nostrand House” Staff provided a brief overview of the report. The Committee inquired about the structural integrity and the process of designating the severed lots, and staff provided clarifications. Moved by John Kazilis Seconded by Ken Turriff 1. That Report No. HAC18-004 be received; and 2. That the Heritage Advisory Committee recommend to Council: (a) That the House located at 19 and 21 Machell Avenue be designated under Part IV of the Ontario Heritage Act as a properly of cultural heritage value or interest; and (b) That the Town Clerk be authorized to publish and serve Council’s Notice of Intention to Designate as per requirements of the Act; and (c) That the designation by-law be brought before Council for passing if no objections were received within the thirty (30) day objection period as per requirements of the Act; and (d) That the owners of 19 and 21 Machell Avenue be thanked for their support of the designation of the subject heritage property. Carried 2. HAC18-005 – Additional Information: Request to Remove a Property from the Aurora Register of Properties of Cultural Heritage Value or Interest, 14452 Yonge Street Staff provided a brief overview of the report. The Committee and staff discussed about various aspects including the possibility of retaining and reusing the fieldstones during the demolition process, commemorative signage on the subject property, and the parameters of the financial contribution. General Committee Meeting Agenda Tuesday, April 3, 2018 Item C4 Page 3 of 6 Heritage Advisory Committee Meeting Minutes Monday, March 5, 2018 Page 4 of 6 Moved by John Kazilis Seconded by Neil Asselin 1. That Report No. HAC18-005 be received; and 2. That the Heritage Advisory Committee recommend to Council: (a) That 14452 Yonge Street be removed from the Aurora Register of Properties of Cultural Heritage Value or Interest; and (b) That a financial contribution of $75,000.00 or an amount to be determined by the Director of Planning and Development Services, be provided to the Town’s Heritage Reserve Fund; and (c) That the photographic documentation of the fieldstone removal be carried out during the demolition. Carried as amended 3. HAC18-006 – East Holland River, Fish Barrier Removal, Restoration and Bridge Replacement Staff provided a brief overview of the report. The Committee and staff discussed the scope of preserving the culvert, the conceptual design, and durability of the proposed bridge reconstruction. Moved by James Hoyes Seconded by Neil Asselin 1. That Report No. HAC18-006 be received; and 2. That the Heritage Advisory Committee recommend to Council: (a) That the Town of Aurora enter into an agreement with the Lake Simcoe Region Conservation Authority on the East Holland River, Fish Barrier Removal, Restoration and Bridge Replacement project; and (b) That staff be authorized to proceed with the preferred option to remove and replace the concrete culvert with a steel span bridge, salvaging the culvert for display opportunities. Carried General Committee Meeting Agenda Tuesday, April 3, 2018 Item C4 Page 4 of 6 Heritage Advisory Committee Meeting Minutes Monday, March 5, 2018 Page 5 of 6 6. Informational Items 4. Memorandum from Planner Re: Building Tension: When to tear down and when to build up Staff provided a brief overview of the memorandum. The Committee provided feedback on the podcast on heritage conservation in Canada. Moved by James Hoyes Seconded by Martin Paivio 1. That the memorandum regarding Building Tension: When to tear down and when to build up, be received for information. Carried 5. Extract from Council Meeting of February 13, 2018 Re: Summary of Committee Recommendations Report No. 2018-01 Moved by John Kazilis Seconded by Neil Asselin 1. That the Extract from Council meeting of February 13, 2018 regarding the Summary of Committee Recommendations Report No. 2018-01, be received for information. Carried 7. New Business The Committee inquired about the Aurora Heritage Awards and requested for further information regarding past awards, and staff agreed to follow up. The Committee inquired about the Zoning By-law Amendment application for 103, 107 and 111 Metcalfe Street, and staff provided clarifications. General Committee Meeting Agenda Tuesday, April 3, 2018 Item C4 Page 5 of 6 Heritage Advisory Committee Meeting Minutes Monday, March 5, 2018 Page 6 of 6 8. Adjournment Moved by James Hoyes Seconded by Ken Turriff That the meeting be adjourned at 7:59 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, April 3, 2018 Item C4 Page 6 of 6 Town of Aurora General Committee Report No. CAO18-003 Subject: JOC Project Independent Review Report Prepared by: Doug Nadorozny, Chief Administrative Officer Department: Office of the Chief Administrative Officer Date: April 3, 2018 Recommendation 1. That Report No. CAO18-003 be received; and 2. That the CAO implement and oversee a comprehensive project management discipline for the oversight of the current major construction projects underway with the Town, pending completion of the Town’s internal project management initiative; and 3. That staff bring forward for approval a report of the items required to complete the JOC as were conditionally approved in the 2018 capital budget. Executive Summary The Town recently undertook the construction of a new Joint Operations Centre (JOC). The project was concluded during 2016. Council commissioned an independent review of the project costs, relationship of the budget and costs to complete, and also were seeking lessons learned. • Attached is the report prepared by Brook Laker and Associates under the direction of the Town’s internal auditor, Audit Services Division of the Region of York. • Findings of the review are highly consistent with prior staff reports • Lessons to be learned include: o The Town lacks a clear and consistent project management discipline and documentation system for staff assigned to manage large projects. An initiative is currently underway to develop such a system. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 1 of 17 April 3, 2018 Page 2 of 5 Report No. CAO18-003 Background The Town began discussing the need for a new Joint Operations Centre in 2009. This pre-work culminated with a site purchase in 2014, detailed design, and a construction tender awarded in 2015. The project was substantially in early 2016, with staff occupancy commencing in April 2016. A project final report was presented to Council in January, 2017, following which an additional report was requested from the Treasurer to outline the project budget and costs. That report was presented in April 2017. At that time, Council requested an independent review of the project. In October 2017, following investigations and an RFP, Council formally commissioned an independent review of the project, to review and report on the JOC project and costs, and lessons which could be learned corporately from the project. Analysis Independent review of JOC project is now complete The independent review of the JOC project commissioned by Council in October, 2017 has now been completed. The attached report has been prepared by Brook Laker and Associates under the supervision of Internal Audit Services of the Region of York. Findings of budget and costs are highly consistent with those reported previously While some differences exist in final costs expected to complete the project, the findings of the review were based on updated costs and descriptions related to items outstanding to complete the project. This updated information had been developed subsequent to the prior staff reports on the project. Lessons learned The project reviewer speaks to a number of challenges encountered during the project by participants. Key to the findings were a lack of clear and comprehensive project management discipline for the project. The reviewer notes that the Town lacks a formal mandated discipline of project management methodologies and organization. The Town is already working to improve this situation. Our Information Technology Services Division is already well established General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 2 of 17 April 3, 2018 Page 3 of 5 Report No. CAO18-003 with project management protocols, organization, reporting, and documentation for all significant IT projects. Further, staff in corporate services are developing a Project Management Office initiative. This project seeks to establish formal Town of Aurora project management methodologies that will be required to be used for all projects. This work is expected to be completed in the first half of 2019. With several large projects currently underway or on the near term horizon, staff will be ensuring strong project management approaches are taken by those managing the armoury retrofit, the new firehall construction, the library square redevelopment, and further out, the new multi- sport facility project. The detailed recommendations of the reviewer in this regard will be applied to these projects at a minimum. Advisory Committee Review None Legal Considerations None Financial Implications In examining costs to date for the project, the reviewer found no significant variations from those costs previously reported to Council by staff. Where variances occurred, most arose from new information or cost estimates updated since the original staff report was prepared. No evidence of unauthorized spending, willful misconduct by staff, consultants or contractors, or any other serious anomalies were noted during the review. A more in- depth forensic audit of the project costs is not considered of value at this time. Communications Considerations This report is a public report, and is available on the Town website. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 3 of 17 April 3, 2018 Page 4 of 5 Report No. CAO18-003 Link to Strategic Plan Making public the findings of the special independent review of the JOC project supports the Strategic Plan principles of and progressive corporate excellence and continuous improvement, as well as accountability and transparency to the public. Alternative(s) to the Recommendation 1. This is an information report. Additional staff direction may be provided by Council as appropriate. Conclusions The independent review of the JOC capital project is now complete, and is attached to this report. No significant variances in costs as previously reported by staff were found. Budget sufficiency, and lack of application of strong project management discipline, documentation, coordination, and reporting contributed to challenges encountered in completing the project on budget. Minor budget overruns were necessary to complete the project as planned. Additional funding has since been identified by staff and presented in the capital budget for approval for items deemed necessary to complete the project and fully operationalize the facility. Attachments Attachment #1 Joint Operations Centre Review report – Brook Laker and Associates Previous Reports FS17-003 April 4, 2017 JOC Project: Financial Summary Report IES17-001 January 24, 2017 Facilities Projects Status Report – JOC Final Report Pre-submission Review Agenda Management Team review on March 15, 2018 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 4 of 17 General Committee Meeting Agenda Tuesday, April 3, 2018Item R1 Page 5 of 17 Town of Aurora Joint Operation Centre Review February 2018 Brook Laker and Associates RePort Page 1 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 6 of 17 Section Town of Aurora Joint Operation Centre Review February 2018 TABLE OF CONTENTS Page No. 1.0 MANAGEMENT SUMMARY ............................................................................................................ 3 2.0 INTRODUCTION ............................................................................................................................... 3 3.0 OBJECTIVES AND SCOPE ............................................................................................................. 4 4.0 DETAILED OBSERVATIONS .......................................................................................................... 5 4.1 Background .......................................................................................................................... 5 4.2 Observations (See Private Attachment) ............................................................................. 7 5.0 RECOMMENDATIONS ..................................................................................................................... 7 APPENDIX A: JOINT OPERATIONS BUDGET VS ACTUAL COST ANALYSIS .................................... 9 APPENDIX 8: JOINT OPERATIONS ACTUAL COST VS FINANCE REPORT ..................................... 11 Brook Laker and Associates Report Page 2 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 7 of 17 1.0 Management Summary Town of Aurora Joint Operation Centre Review February 2018 As requested by The CAO we have completed a review of the construction project of the Joint Operations Centre (JOC) for the Town of Aurora. The focus of our review was to provide Council with an accurate accounting of the costs associated with the JOC project and their relationship to the Council-approved budget, as well as to identify opportunities for improvement to ensure that similar issues are avoided going forward. The scope of the review included verification of the financial information provided by Financial Services in report FS 17-003; examination of budget and cost figures; analysis of scope reductions and an estimation of subsequent costs to complete the project. We have confirmed the final project cost and include Appendix A which gives the details of the actual project costs vs. the approved budget. Based on the work performed, we conclude that the project was over budget by $454,851 and that there will be additional costs of $1,865,000 estimated in 2017 dollars required to complete the project that were part of the initial design and were removed from the scope. These costs are being included as capital requests for the 2018 and 2019 budgets. The project was underfunded from the beginning and changes to the scope were made in order to keep the expenditures within the approved budget. We have noted opportunities for improvements in project management and have provided our observations in section 4.0 and recommendations in section 5.0 of the report. Audit Services would like to thank the staff and management of the Finance, Facilities and Operations departments for their cooperation and assistance. 2.0 Introduction Brook Laker and Associates was engaged to perform a third party review related to the construction of the Town of Aurora Joint Operations Centre (JOC). The focus of the review was to: 1.Provide stakeholders with an accurate accounting of the costs associated with the JOC project and their relationship to the Council-approved budget. 2.Identify opportunities for improvement to ensure that similar issues are avoided going forward. The scope of the review relied upon information provided by Financial Services in report FS 17- 003, issued on April 4, 2017. The review included the validation of budget and cost figures; an analysis of scope reductions; the subsequent costs required to complete the project and the confirmation of final project cost vs. budget variance. Brook Laker and Associates Report Page3 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 8 of 17 Town of Aurora Joint Operation Centre Review February 2018 3.0 Objectives and Scope The objectives of this engagement were twofold: a)Provide stakeholders with an accurate accounting of the costs associated with the JOC project and their relationship to the Council-approved budget. b)Identify opportunities for improvement to ensure that similar issues are avoided going forward. The scope of the review included examination of reports and documents; financial analysis; and interviews with Aurora staff and project consultants. We did not interview the former Director IES as he is no longer employed with the Town of Aurora. Our information is based on the records reviewed and the interviews that we conducted. We have presented the results as we understand them from our work and we feel that it is a fair representation of the facts. Specifically, we performed: 1.Interviews with appropriate personnel: the Aurora staff involved in the project; Mayor Dawe; Deputy Mayor Abel; the architect at the design company One Space; the Construction Manager at Buttcon Construction Co.; and the project Manager at MHPM; 2.Examination and analysis of general ledger accounts for the construction costs from 2012 to 2017; 3.A review of the capital asset account for the JOC; 4.IES reports to Council and other reports from 2013 to 2017; 5.A review of the change orders issued by the construction company; and 6.A review of the weekly project management reports produced by MHPM for 2015 and 2016. Brook Laker and Associates Report Page4 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 9 of 17 Town of Aurora Joint Operation Centre Review February 2018 4.0 DETAILED OBSERVATIONS 4.1 Background: The initial design phase for the Aurora Joint Operation Centre (JOC) was begun in 2011. At the start of the design phase the architects, One Space, held consultation meetings with the user groups from the participating departments who would be housed in the new JOC. Throughout 2013 there were several design changes from the first draft of the building to bring the cost closer to the approximately $20,000,000 figure for that project that had been initially approved by Council. In November 2013 the design specifications were reviewed by a quality surveyor, BTY Group who estimated the construction cost of the building at $18,240,000. This amount only included the direct cost of construction and did not include any other project costs. At that point the project would have already been over budget so the approach was taken that the third floor, the drive shed and the covered storage were to be presented to Council as optional. The value of these items was estimated at $1,827,500. In January 2014 a presentation was made to Council showing the final design and giving Council the options of adding the third floor, the covered vehicle canopy and the drive in shed. Council approved the addition of the third floor but did not approve the other two options. The total budget for the project of $20,385,589 that was approved by Council included the construction cost, contingency, consultant's fees and all other project costs. The construction of the JOC was tendered in July 2014 and the contract was awarded to the lowest bidder Buttcon Construction Co. (Buttcon) at $17,004,000. The approved budget of $20,385,589 included (see Appendix A): $17,004,000 for construction costs, $954,804 for design and architectural fees, $299,270 for non-refundable taxes, $125,000 for FF&E and IT, $150,000 for third party testing, $1,853,235 for contingency. The amount of $1,853,235 for contingency was to cover unexpected and unforeseen project costs. In December 2014 the Director IES included in his report to Council that there were issues with the soil condition at the site and that a change order for an amount of $653,632 would be required to remediate the soil issues. The final cost for all of the change orders for the soil remediation totaled $843,912 (Appendix A). In February 2015 the Director IES requested that Council approve a budget of $75,400 to hire a project management company MHPM on a part time basis to oversee the project. In June 2015 he applied to Council to increase the fee to $129,800. In January 2016 the Director IES requested that Council approve an increase in the architectural fees to $1,145,944 from $954,804. The Director IES had removed a fueling station from the project during the design stage, planning to have the employees use fuel cards. This turned out not to be a suitable option and the fueling station had to be added back into the project at a cost of $142,409. An additional $89,334 was Brook Laker and Associates Report Page5 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 10 of 17 Town of Aurora Joint Operation Centre Review February 2018 spent in 2017 on a fuel management system that was charged to a different capital budget. The fuel management system was deferred when the fuel station was installed, in order to remain within budget. There were also overages for items that do not appear to have been included in the approved budget as there were no line items for them. These included office partitions, permits and fees, the greenhouse and other miscellaneous project costs. As well the third party testing costs were over budget. The total of these items is $760,300: •The office partitions cost $281, 11 O but were not broken out as a separate item in the approved budget; •Building permits and other fees were $118,077 but were not broken out in the approved budget; •Utility hook ups cost $78,480 but were not detailed in the approved budget; •The cost of the greenhouse was $156,105. It was not broken out in the approved budget; •Other miscellaneous costs not detailed in the approved budget were $73,228; •The third party testing was over budget by $53,300. In addition to the $843,912 in change orders for the soil issue, there were also other construction change orders required in the amount $682,973 and a contract extension adjustment had to be paid to Buttcon for $169,500. All of these additional costs and overages would have put the project over budget. In order to keep the project on budget the Director IES made ($817,203) in changes to the construction budget by removing items from the project scope: ($125,715) for paving top coat ($492,400) for asphalt at rear parking area ($40,000) for pylon signage ($44,963) to change the green roof to a white roof ($45,000) removed from common area furniture budget ($71,125) deleted the landscaping The Director IES used $19,313 in operating funds to have some of the landscaping done internally and $60,000 in operating funds to complete the greenhouse floor which had been removed from the project during the design phase. The items that had been removed from the scope of the project are necessary to complete the project and are currently being requested through the capital budgeting process over the next two years, 2018 and 2019. The total of the capital budget requests that have been submitted in order to cover the cost of the scope changes and to complete the project is $1,865,000. The budget variance to actual cost for the project is $454,851. However, the items that were removed from the project scope in order to remain on budget will still need to be completed. There are capital budget requests are estimated in the amount of $1,865,000 in 2017 dollars to have these items completed over 2018 and 2019. This brings the total project cost to $22,705,440 which is $2,319,851 over budget. (See Appendix A) The Finance report that was issued in April 2017 was used as a basis for comparison and reconciliation during this project. Schedule B shows the costs that were reported by Finance compared to the costs detailed in Schedule A of this report. The difference is mainly due to new information that has been received since that report was issued. Brook Laker and Associates Report Page 6 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 11 of 17 4.2 Observations: Town of Aurora Joint Operation Centre Review February 2018 The following section of the report has been excerpted and is being presented in closed session due to personal matters about an identifiable individual. 5.0 RECOMMENDATIONS The scope of this review included verification of the financial information provided by Financial Services in report FS17-003; examination of budget and cost figures; analysis of scope reductions and an estimation of subsequent costs to complete the project. During our work we did observe that there is a basic lack of a control framework around the Town of Aurora's project management governance. There are no formal policies or procedures outlining how a project will be scoped, designed, costed, managed or reported. Specifically, we noted that there is a lack of controls in the following areas: •There is no requirement to have a team approach to overseeing a project. A team approach would have an interdisciplinary representation so that there is no single staff member making decisions in isolation; •There are no formal project management procedures defined; •There is no involvement of Finance Services during a project in tracking and reporting actual costs against budget; and •There is no standard requirement of how project files are to be maintained, •There is no formalized policy of how changes in the scope of a project are to be reported, monitored and approved. There is however a current initiative under the Manager of Corporate Initiatives which began in May 2017. There is a cross functional group working together to draft a business case for implementing a standard project management framework that would be rolled out across all departments at the Town. This is still in the development stage however it should be ready for final approval and implementation within the next few months. Our recommendations are as follows: 1.We recommend that the Manager of Corporate Initiatives consider the following areas in the development of the standardized project management framework: •That any project should have a steering committee set up at the project startup which would be comprised of the various disciplines that would have insight on the project. This would prevent any one individual acting independently in a silo and making decisions on their own; •There should be an assessment of risks performed at the beginning of a project, to understand if there is any need for further planning work or if a higher amount of contingency should be included in the budget;•That there should be a financial resource provided to the project from the beginning to assist with the budget preparation and to prepare ongoing financial reports of actual costs vs. budget; Brook Laker and Associates Report Page 7 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 12 of 17 Town of Aurora Joint Operation Centre Review February 2018 •That a policy be established on how project files should be maintained, and what records need to be retained. It should also include the requirement that the files be maintained in a central filing system; and •That there be a clear definition of what information needs to be reported to Council on a project and how it should be presented. 2.Since the scope of our review did not include a full assessment of the Town's project management processes we cannot give detailed recommendations for improving controls in this area. The recommendations above, due to our limited scope, are fairly broad based. We recommend that the Town of Aurora consider engaging a consultant to review the work being done in drafting the standardized project management framework. The scope of this review would be to ensure that the essential controls, policies and processes have been considered and are included in the framework. Russ Gnyp Senior Partner Brook Laker and Associates Report Senior Manager Risk and Forensic Services PageB General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 13 of 17 Town of Aurora Joint Operation Centre Review February 2018 APPENDIX A JOINT OPERATIONS BUDGET VS ACTUAL COSY ANALYSIS APRROVED ACTUAL DESCRIPTION BUDGET PER FUTURE COSTS TO NOTES DIFFERENCE IES14-041 COSTS DEC 2017 Buttcon -main contract $17,004,000 $16,186,797 1 ($817,203) Buttcon-soil issue change orders 843,912 Buttcon -other change orders 682,973 Buttcon -contract extension adj. 169 500 Continqency $1,853,235 $ 1,696,385 2 ($156,850) Buttcon -non-refundable taxes $ 299,270 $ 311,761 $ 12,491 One Space -architects $ 954,084 $ 1,175,307 $221,223 MHPM -project mqmt 0 123,834 123,834 FFE & IT 125,000 91,338 ( 33,662) Third Party Testinq 150,000 203,300 53,300 Fuelinq Station 0 142,409 142,409 Office Partitions 0 281,110 281,110 Other Costs 0 459,552 459,552 Sub-Total: $20,385,589 $20,671,793 3 $286,204 Fuel Mangement System $ 0 $ 89,334 4 $ 89,334 Cost Charaed to Ooeratina Budaet Greenhouse Floor $ 0 $ 60,000 $ 60,000 Landscapinq 0 19 313 19 313 Budget vs Actual to Dec 2017 $20,385,589 $20,840,440 $454,851 Items Cut from Project Now Ca12ital Reauests 2018 & 2019 Complete Top Coat Asphalt $285,000 Complete Back Lot Asphalt & full build out 890,000 Soil Quality Back Lot 50,000 Entrv Pylon Siqn 60,000 Furniture for Common Areas 45,000 Landscaping 85,000 Garbage Tipping Station 100,000 Storage Buildings 300,000 South Side Exterior Finishinq 50 000 $ 1 865 000 $1 865 000 Total Cost for the JOC $20,385,589 $22,705,440 $2,319,851 Brook Laker and Associates Report Page9 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 14 of 17 NOTES: Town of Aurora Joint Operation Centre Review February 2018 1.The difference of $817, 203 is the total of the items which were deleted from the project scope.This reduced the contract amount payable to Buttcon. 2.The balance of the contingency was $156,850 after the cost of the change orders and the contract extension adjustment paid to Buttcon. 3.Other costs included utility connection fees, permits, the greenhouse and other miscellaneous items. 4.The fuel management system was required to be able to monitor fuel usage. When the fuelling station was installed this piece was deferred to a later date in 2017 and charged to a different capital budget. It is part of the fueling system. Brook Laker and Associates Report Page 10 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 15 of 17 Town of Aurora Joint Operation Centre Review February 2018 APPENDIX B ACTUAL JOC COSTS ANALYSIS -COMPARISON TO FINANCE REPORT OF APRIL 2017 ACTUAL COSTS COSTS FROM DESCRIPTION TO DEC 2017-FINANCE'S REPORT NOTES FROM SCHEDULE OF APRIL 2017 A Construction Contract Buttcon -main contract less scope reductions $16,186,797 $16,186,797 1 Buttcon-soil issue change orders 843,912 843,912 Buttcon -other change orders 682,973 682,973 Buttcon -contract extension adj. 169,500 169,500 Buttcon -non-refundable taxes 311 761 311 761 Total Paid to Buttcon $18,194,943 $18,194,943 One Space -architects $ 1,175,307 $ 1,172,321 MHPM -project mgmt 123,834 123,834 Third Party Testing 150,000 203,300 FFE & IT 91,338 - Fueling Station 142,409 Office Partitions 281,110 Other Direct Expenses -103,027 2 Other Costs 459 552 860 691 2 Sub-Total: $20,671,793 $20,658,116 Add'I Cost for Fuel Mangement System $ 89,334 $-3 Costs Incurred Throuah the Ooeratina Budaet Greenhouse Floor $ 60,000 $ 60,000 3 Landscaping 19 313 3 Budget vs Actual Spend $20,840,440 $20,818,616 Items Cut from Project Now CaQital Reguests 2018 & 2019 -Future Costs Complete Top Coat Asphalt $ 285,000 $270,000 4 Complete Back Lot Asphalt & full build out 890,000 890,200 4 Landscaping 85,000 30,000 4 Entry Pylon Sign 60,000 40,000 4 Furniture for Common Areas 45,000 45,000 Automated Security Gate -50,000 5 Wayfinding Signs -8,000 5 Soil Quality Back Lot 50,000 -6 Garbage TiPPing Station 100,000 -6 Storage Buildings 300,000 -6 South Side Exterior Finishina 50 000 -6 � 1,865,000 � 1,333,200 Total Cost Comparison for the JOC $22,705,440 S22,151,316 7 Brook Laker and Associates Report Page 11 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 16 of 17 NOTES: Town of Aurora Joint Operation Centre Review February 2018 1.Some of Finance's numbers have been grouped differently for purposes of comparison, however the total is the same. 2.Appendix A includes details of some of the 'Other costs", while Finance summarized them; however the totals are very close. 3.When Finance's report was prepared they used an estimation of costs for the fuel system, the greenhouse floor and the further landscaping costs. We have used the actual costs that were capitalized in the capital asset account. 4.The current capital budget requests that have been submitted for 2018 and 2019 are higher than the estimates that were given to Finance in April 2017. 5.These two items were included by Finance as having been part of the original design; however we determined that they were not included in the original design and so have not included them here. 6.These items were not included in the estimated future costs that were given to Finance when their report was being prepared. 7.The main difference between the total cost of the JOC in Schedule A and the project variance amount on Finance's report is the future cost of the items in note 6. They were removed from the original design but were not provided to Finance at the time their report was being generated. Brook Laker and Associates Report Page 12 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R1 Page 17 of 17 Town of Aurora General Committee Report No. CS18-006 Subject: Entry onto Private Property Protocol Prepared by: Techa van Leeuwen, Director of Corporate Services Department: Corporate Services Date: April 3, 2018 Recommendation 1.That Report No. CS18-006 be received; and 2.That the standard operating guideline regarding entry onto private property and immediate access protocols (“SOG”) for Municipal Law Enforcement Officers as outlined on Attachment #1 be endorsed; and 3.That staff report back to Council after one year of implementation of the standard operating guideline with recommendations on the continuance of practice. Executive Summary This report seeks Council endorsement of the entry onto private property and immediate access protocols, as amended to address concerns raised at February 20, 2017 General Committee meeting. •Each investigation file contains detailed documentation of every event and site visit that occurs, however, extracting the information requires a manual review •Property owners who are present are generally responsive and cooperative and Bylaw Services is successful in achieving voluntary compliance •Where access to private property is denied by the owner/occupant a search warrant will be sought •Staff will track and monitor challenges and results and report back to Council with recommendations based on experience and information collected. Background At the meeting of March 28, 2017 Council adopted the following motion: General Committee Meeting Agenda Tuesday, April 3, 2018 Item R2 Page 1 of 10 April 3, 2018 Page 2 of 6 Report No. CS18-006 Now Therefore Be It Resolved That staff report back to Council with a notification process to private property owners where rights of entry to properties will be exercised. Be It Further Resolved That staff provide the options available for when a property owner refuses permission or is absent, including the option of requiring a warrant, to ensure public health and safety, and the protection of property and/or the environment; and Be It Further Resolved That staff shall identify protocols where immediate access to property is required to ensure public health and safety and protection of property and/or the environment. Staff report CS17-018 was discussed at the Council meeting of September 12, 2017 and was referred back to staff for further clarification. Points of clarification and concern raised by Council are outlined below; • Provide additional definitions for clarity • Strengthen information from complainants and include provisions that will assist in managing frivolous and vexatious complaints while ensuring property violations are managed appropriately • Provide a longer notice of intent to enter to allow property owners a more reasonable amount of time to respond • Include a section on entry to dwelling units • Track and collect data to enable a comprehensive analysis of information and report back to Council in a year Corporate Services report CS18-004 containing the above additional information was discussed at the General Committee of February 20, 2018 and was referred back to staff. Analysis Each investigation file contains detailed documentation of every event and site visit that occurs, however, extracting the information requires a manual review Bylaw Services responds to hundreds of property related complaints each year. An investigation file is generated for each complaint received which may or may not result General Committee Meeting Agenda Tuesday, April 3, 2018 Item R2 Page 2 of 10 April 3, 2018 Page 3 of 6 Report No. CS18-006 in progressive enforcement depending on the response from the property owner. At times and infrequently Bylaw Services does proceed with a Provincial Offences charge when all other avenues for compliance have been exhausted. Officers are required to maintain very detailed documentation of their investigation including dates, times and names of people they have interacted with, observations, photos and notes from their site visits and information regarding outcomes ie. Orders or Notices. The Officers notes would identify when they have exercised their powers of entry without the owner being present or consenting. Extracting this information would require a manual review of each file. Property owners who are present are generally responsive and cooperative and Bylaw Services is successful in achieving voluntary compliance When a property complaint is registered with the Town, a Bylaw Officer will attend the site and make every effort to contact the property owner to inform them of any property standards issue and discuss resolution. Property owners who reside in the home or are responsible landlords are for the most part responsive and will typically commit to addressing any non-compliance in a reasonable and timely manner. Vacant properties and absent property owners is trending upward and these properties are more problematic with respect to long grass and yard maintenance. In 2017 Bylaw Services contracted cutting of grass on 22 occasions. The service fees are charged back to the property owner through taxes. Going forward under the proposed protocol Bylaw Services will not be entering onto private property without consent and will not be contracting lawn cutting service. Where access to private property is denied by the owner/occupant a search warrant may be sought At times entry onto private property, which is defined in the SOG as being a rear or side yard, may be explicitly denied by the property owner or occupant or there may be a lack of response to a request to contact Bylaw Services. In cases where expressed permission or consent has not been given, the Bylaw Officer will consult with their Manager and/or Director and a decision will be made whether or not to seek a search warrant depending on the nature of the complaint, the evidence that may or may not be available at the time and the willingness of the complainant to assist. Staff will track and monitor challenges and results and report back to Council with recommendations based on experience and information collected General Committee Meeting Agenda Tuesday, April 3, 2018 Item R2 Page 3 of 10 April 3, 2018 Page 4 of 6 Report No. CS18-006 Staff is committed to understanding the impact of the new protocol both from a resource and community perspective. Staff will track the following • Number of times entry onto private property was denied • Number of times immediate entry onto private property was exercised in accordance with the “SOG” and outcomes • Number of search warrants sought and how many were granted • Time and resources required to request a search warrant • Complainant response to new protocol • Other information discovered to be of value Staff will report to Council with the results after a full year of the new protocol has lapsed and make a recommendation based on the findings. Advisor y Committee Review N/A Legal Considerations The proposed SOG is not in conflict with powers of entry a municipality has in various provincial legislations. Rather it sets out a process to implement those rights and therefore, the proposed SOG may legally be endorsed by Council. Financial Implications There may be indirect cost implications with respect to the search warrant process as it is a time consuming process for staff to complete the documentation required to submit the information to the Courts. Communications Considerations Bylaw Services will work with Corporate Communications in educating our citizens through social media, the Town website and Council highlights. Resident handouts will also be developed for Bylaw Services to leave on site when they attended a property due to a complaint being registered with the Town. Link to Strategic Plan General Committee Meeting Agenda Tuesday, April 3, 2018 Item R2 Page 4 of 10 April 3, 2018 Page 5 of 6 Report No. CS18-006 This reports supports the strategic goal of Supporting an Exceptional Quality of Life for All by ensuring valid complaints of a serious nature are being addressed while respecting property owners/occupants rights. Alternative(s) to the Recommendation 1. Council provide direction Conclusions Bylaw Services responds to hundreds of property-related complaints each year. Power of Entry provisions are contained in various statutes and are exercised with the best intention to ensure public health and safety. Bylaw Services will only exercise their Power of Entry authority in accordance with the attached “SOG” where immediate entry is required and the Manager and Director have been consulted. For all other property- related complaints, entry onto private property will be gained through consent of the owner/occupant or search warrant. Attachments Attachment #1 – Standards Operating Guideline – Entry onto Private Property – rev#2 Previous Reports Report CS17-018 – Power of Entry, General Committee – September 5, 2017 Report CS18-004 – Power of Entry, General Committee – February 20, 2018 Pre-submission Review Agenda Management Team review on March 15, 2018 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R2 Page 5 of 10 General Committee Meeting Agenda Tuesday, April 3, 2018Item R2 Page 6 of 10 General Committee Meeting Agenda Tuesday, April 3, 2018Item R2 Page 7 of 10 General Committee Meeting Agenda Tuesday, April 3, 2018Item R2 Page 8 of 10 General Committee Meeting Agenda Tuesday, April 3, 2018Item R2 Page 9 of 10 General Committee Meeting Agenda Tuesday, April 3, 2018Item R2 Page 10 of 10 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 1 of 12 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 2 of 12 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 3 of 12 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 4 of 12 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 5 of 12 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 6 of 12 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 7 of 12 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 8 of 12 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 9 of 12 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 10 of 12 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 11 of 12 General Committee Meeting Agenda Tuesday, April 3, 2018Item R3 Page 12 of 12 Town of Aurora General Committee Report No. PDS18-025 Subject: Parking Restrictions on Lensmith Drive Prepared by: Michael Bat, Traffic/Transportation Analyst Department: Planning and Development Services Date: April 3, 2018 Recommendation 1.That Report No. PDS18-025 be received; and 2.That Parking By-law No. 4574-04.T be amended to prohibit parking at any time on the south and west sides of Lensmith Drive from the westerly property limit of house no. 38 Lensmith Drive to a point nine metres south of the corner radius. Executive Summary This report seeks Council’s approval to implement parking restrictions along the south and west sides on Lensmith Drive from the westerly property limit of house no. 38 Lensmith Drive to a point nine metres south of the corner radius in order to maximize sight distance for drivers travelling in an eastbound-to-southbound direction along the angle bend to improve overall traffic operations as well as safety for all road users. Background In response to complaints, Town staff undertook an investigation regarding sightline obstructions resulting from vehicles parking along the inside corner radius on Lensmith Drive creating unsafe conditions for all road users. The subject location is illustrated in Figure 1. Analysis Existing Condition and Road Characteristics of Lensmith Drive Lensmith Drive is a two-lane local road with single lane per travel direction. It has an urban cross-section with curbs on both sides of the road and sidewalks provided along the south and west sides of the road. The existing pavement width is 8.5 metres and in General Committee Meeting Agenda Tuesday, April 3, 2018 Item R4 Page 1 of 8 April 3, 2018 Page 2 of 4 Report No. PDS18-025 accordance to the Town Zoning By-law No. 4574-04.T, the speed limit is 40 km/h and there is no specific parking restriction. Pre-policy Road Conditions Grandfathered Unless Issues Identified The Town’s policy is applicable to any new roads that were in the approval process at the time or after the policy adoption. Retroactive application is only considered when an issue is identified or raised by the community as is permitted by the policy. This request from the community is sufficient to respond to the requested change and is in alignment with the policy. Sightline Review Analysis was undertaken by staff to review the impact on sight distance resulting from parked vehicle(s) along the inside corner radius on Lensmith Drive. The following scenarios were considered: 1. Assumed a vehicle parked near the beginning of the angle bend; and, 2. Assumed a vehicle parked near the middle of the angle bend. The results are summarized in Table 1 and illustrated in Figure 2 and Figure 3 for scenario nos. 1 and 2, respectively. Table 1: Sightline Review Summary Scenarios Sight Distance Without Parked Vehicle Present With Parked Vehicle Present Estimated Reductions No. 1 Approx. 49 metres Approx. 28 metres Approx. 21 metres No. 2 Greater than 50 metres Approx. 27 metres Greater than 23 metres As shown in Table 1, sightline will be effectively reduced by more then 40% for drivers travelling in an eastbound-to-southbound direction when a parked vehicle is present. Given the above, it is recommended to restrict parking as illustrated in Figure 4 in order to ensure sight distance will not be impeded for all road users when navigating around the angle bend on Lensmith Drive. As a result of the recommended parking restrictions, an estimated of four existing on- street parking spaces will be eliminated. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R4 Page 2 of 8 April 3, 2018 Page 3 of 4 Report No. PDS18-025 Advisory Committee Review Not applicable. Legal Considerations Not applicable. Financial Implications The approximate cost for the installation of the no parking signs is estimated at $400.00 and the necessary funds are available from the Operations Department Operating Budget. Communications Considerations The affected residents will be notified of the new on-street parking restrictions being proposed along the south and west sides of Lensmith Drive from the westerly property limit of house no. 38 Lensmith Drive to a point nine metres south of the corner radius. The new parking restrictions will minimize the possibility of sightline reductions for drivers travelling in an eastbound-to-southbound direction at the angle bend and improve traffic operations as well as safety for all road users. Link to Strategic Plan This report supports the Strategic Plan goal of Support an Exceptional Quality of Life for All through its accomplishment in satisfying requirements in the following key objective within this goal statement: • Examine traffic patterns and identify potential solutions to improve movement and safety at key intersections in the community. Alternative to the Recommendation That Council receive Report No. PDS18-025. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R4 Page 3 of 8 General Committee Meeting Agenda Tuesday, April 3, 2018Item R4 Page 4 of 8 FIGURE 1 LOCATION MAP Map created by the Town of Aurora Planning and Development Services Department, February 1st, 2018. Base data provided by York Region and Aurora - GIS. This is not a legal survey. PDS18-025 Figure #1General Committee Meeting Agenda Tuesday, April 3, 2018Item R4 Page 5 of 8 FIGURE 2 SIGHTLINE REVIEW SCENARIO NO. 1 Map created by the Town of Aurora Planning and Development Services Department, February 1st, 2018. Base data provided by York Region and Aurora - GIS. This is not a legal survey. PDS18-025 Figure #1General Committee Meeting Agenda Tuesday, April 3, 2018Item R4 Page 6 of 8 FIGURE 3 SIGHTLINE REVIEW SCENARIO NO. 2 Map created by the Town of Aurora Planning and Development Services Department, February 1st, 2018. Base data provided by York Region and Aurora - GIS. This is not a legal survey. PDS18-025 Figure #1General Committee Meeting Agenda Tuesday, April 3, 2018Item R4 Page 7 of 8 FIGURE 4 PROPOSED NO PARKING AREA Map created by the Town of Aurora Planning and Development Services Department, February 1st, 2018. Base data provided by York Region and Aurora - GIS. This is not a legal survey. PDS18-025 Figure #1General Committee Meeting Agenda Tuesday, April 3, 2018Item R4 Page 8 of 8 Town of Aurora General Committee Report No. PDS18-035 Subject: Community Improvement Plan (CIP) Incentive Program CIP Agreement Authorization PMK Capital Inc. 95 Wellington Street East File No. CIP-2014-02 Prepared by: Fausto Filipetto, Senior Policy Planner Department: Planning and Development Services Date: April 3, 2018 Recommendation 1. That Report No. PDS18-035 be received; and 2. That the Director of Planning and Development Services be authorized to enter into a CIP Agreement to allow for the Tax-Based Redevelopment Grant to be awarded to PMK Capital Inc., including any and all documents and ancillary agreements required to give effect to same. Executive Summary This report is a housekeeping matter in order to obtain Council authorization for the Director of Planning and Development Services to enter into a CIP Agreement to allow for the Tax-Based Redevelopment Grant to be awarded to PMK Capital Inc. for the following reasons: • The Community Improvement Plan (CIP) application was approved by Council on December 1, 2015 for the new commercial building located at 95 Wellington Street East; • Due to a staff oversight in Report No. PL15-096 Council did not authorise the Director of Planning and Development Services to enter into the associated CIP Agreement at that time; • Staff are now seeking authorization as construction of the building is nearing completion. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R5 Page 1 of 4 April 3, 2018 Page 2 of 4 Report No. PDS18-035 Background On December 1, 2015, Council approved a CIP application for a Tax-Based Redevelopment Grant for a new commercial building located at 95 Wellington Street East. Council did not authorize the Director of Planning and Development Services to enter into the associated CIP Agreement at that time. Therefore, staff are now seeking authorization as construction of the building is nearing completion. The Tax-Based Redevelopment Grant is focused on achieving comprehensive site redevelopment on principle redevelopment sites. The Tax-Based Redevelopment Grant supports projects likely to result in significant site redevelopment by reducing the financial costs of property rehabilitation and redevelopment through a grant equivalent to the municipal portion of the property tax for a given property. The maximum amount of the grant for non-residential development is 80% of the annual tax increment over the agreed base assessment and property tax liability. It is recommended that the applicant be awarded the full 80% of the annual municipal tax increment with an annual 10% declining phase out for the maximum duration of 10 years. Analysis Although the application for a Tax-Based Redevelopment Grant was awarded to PMK Capital Inc. with respect to their new commercial building located at 95 Wellington Street East, authorization to enter into the related CIP Agreement was no granted. Staff are therefore seeking authorization at this time, as construction of the building is nearing completion. Advisory Committee Review This application was reviewed by the CIP Evaluation Committee on August 25, 2015. Legal Considerations Legal Services has prepared the CIP Agreement authorizing the Director of Planning and Development Services to enter into the CIP Agreement with respect to the previously awarded Grant would allow for the administration of the Grant in accordance with the Aurora Promenade CIP. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R5 Page 2 of 4 April 3, 2018 Page 3 of 4 Report No. PDS18-035 Financial Implications Tax-Based Redevelopment Grants result in the Town collecting a lower amount of property tax for a period of time; 10 years in the case of the subject application. Communications Considerations No Communication Required. Link to Strategic Plan The awarding of funding through the Aurora Promenade CIP Incentive Programs supports the majority of the Strategic Plan Goals, but the goal which has the most support through this program is: Enabling a diverse, creative and resilient economy. The applicable objectives include: Promoting economic development opportunities that facilitate the Growth of Aurora as a desirable place to do business and supporting small business and encouraging a more sustainable business environment. Finally, the action item to actively promote and support a plan to revitalize the downtown is realized through the CIP Incentive Programs. Alternative(s) to the Recommendation Not applicable as the Tax-Based Redevelopment Grant has already been awarded. Conclusions On December 1, 2015, Council approved a CIP application for a Tax-Based Redevelopment Grant for a new commercial building located at 95 Wellington Street East. Due to a staff oversight in the original approved report, Council did not authorize the Director of Planning and Development Services to enter into the associated CIP Agreement at that time. Therefore, staff are now seeking the authorization as construction of the building is nearing completion. Attachments None. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R5 Page 3 of 4 General Committee Meeting Agenda Tuesday, April 3, 2018Item R5 Page 4 of 4 Town of Aurora General Committee Report No. PDS18-033 Subject: Proposal for Zoning By-law Amendment Application Prepared by: Caitlin Graup, Planner Department: Planning and Development Services Date: April 3, 2018 Recommendation 1. That Report No. PDS18-033 be received; and 2. That Council accept the Zoning By-law Amendment Application related to the following Zoning By-law Proposal: a) Weston Consulting (254 Kennedy Street West) Executive Summary On June 27, 2017 Council passed Comprehensive Zoning By-law 6000-17 and pursuant to Section 34 (10.0.0.2) of the Planning Act passed a Resolution to only accept certain classes of Zoning By-law Amendment Applications. The purpose of this report is to provide Council with an owner’s request of a Zoning By-law Amendment proposal. A Council resolution is required to receive, or not receive, the Zoning By-law Amendment Applications. The Owner’s description of their proposal and accompanying plans are attached for Council information and consideration. a) Weston Consulting (254 Kennedy Street West), File No. ZP-2018-03 The Applicant proposes to redevelop the property with a 6.0m wide private lane extending from Kennedy Street West to the rear of the subject property. The private lane is proposed to facilitate six (6) lots, with six (6) single detached residential dwellings proposed. Background On June 27, 2017 Council enacted Comprehensive Zoning By-law 6000-17. As reported in staff report PBS17-056 the provisions of Bill 73, incorporated into the General Committee Meeting Agenda Tuesday, April 3, 2018 Item R6 Page 1 of 8 April 3, 2018 Page 2 of 4 Report No. PDS18-033 Planning Act provides that once a Comprehensive Zoning By-law is approved by Council by simultaneously repealing and replacing all zoning By-laws in effect no new site-specific zoning by-law amendments (Section 34) and no new minor variance applications (Section 45) can be submitted to the Town for a period of two (2) years, unless Council passes a resolution permitting a specific application, a class of application or in respect of such applications generally. With respect to this on June 27, 2017 Council passed the following resolution: “That Report No. PBS17-056 be received; and That, pursuant to Section 45 (1.4) of the Planning Act, Council declares that Committee of Adjustment minor variance applications be permitted; and That, pursuant to Section 34 (10.0.0.2) of the Planning Act, Council declares that Industrial/Employment, Commercial and Institutional (ICI) By-law amendment applications be permitted.” The subject proposal does not fall within either of the classes in which Council has passed a resolution. As such, in order for an applicant to submit a complete application to the Town for a Section 34, Zoning By-law Amendment, Council shall, by resolution direct that the application can be received and processed. If accepted all applicable processing provisions of the Planning Act would apply to the application. The proposal under consideration is accompanied with a brief summary and plan which are attached to this report for Council information. The applicant has requested Delegation status to outline their proposal. A description of the proposals is as follows: Weston Consulting (254 Kennedy Street West). The Applicant proposes to redevelop the property with a 6.0m wide private lane extending from Kennedy Street West to the rear of the subject property. The private lane is proposed to facilitate six (6) lots, with six (6) single detached residential dwellings proposed. The subject lands are currently zoned “Detached First Density Residential R1(478) Exception Zone” by By-law 6000-17. A Zoning By-law Amendment application is required to permit the proposed development. The rationale to accept the Zoning Bylaw Amendment application is that the proposal is an infill residential development within the “Stable Residential” designation and conforms to the use of the Official Plan. Upon submission of a complete Zoning Bylaw Amendment application, staff will undertake a review of built form and compatibility of the proposed development to determine conformity to all policies of the Official Plan and compatibility with the surrounding residential uses. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R6 Page 2 of 8 April 3, 2018 Page 3 of 4 Report No. PDS18-033 Advisory Committee Review Not applicable. Legal Considerations None. Financial Implications None. Communications Considerations Not applicable. Link to Strategic Plan Not applicable. Alternative(s) to the Recommendation That Council not accept receipt of the Zoning By-law Amendment application. Conclusions A Council resolution is required to accept, or not accept the subject application. Staff recommend that Council accept the Zoning By-law Amendment Applications related to the following Zoning By-law Proposal: a) Weston Consulting (254 Kennedy Street West), File No. ZP-2018-03 Attachments 1. Weston Consulting (254 Kennedy Street West), Proposal Letter dated February 22nd, 2018 Figure 1: Location Map Figure 2: Conceptual Site Plan General Committee Meeting Agenda Tuesday, April 3, 2018 Item R6 Page 3 of 8 Page 4 of 4 Report No. PDS18-033 April 3, 2018 Previous Reports None. Pre-submission Review Agenda Management Team review on March 15, 2018. Departmental Approval Marco Ramunno, MCIP, RPP Director Planning and Development Services Approved for Agenda Doug Nadorozny Chief Administrative Officer General Committee Meeting Agenda Tuesday, April 3, 2018 Item R6 Page 4 of 8 General Committee Meeting Agenda Tuesday, April 3, 2018Item R6 Page 5 of 8 General Committee Meeting Agenda Tuesday, April 3, 2018Item R6 Page 6 of 8 Lensmith DriveKennedy Street West Cady Court Creek's Meadow LaneKennedy Street West Ta nne ry Cre ek Cre sce nt Murray DriveLensmith Drive LOCATION MAP Map created by the Town of Aurora Planning and Development Services Department, March 5, 2018. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2017, © First Base Solutions Inc., 2017 Orthophotography. ¯FIGURE 1 St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive ^Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd 0 25 50 75 100 Metres APPLICANT: Weston ConsultingFILES: ZP-2018-03 SUBJECT LANDS General Committee Meeting Agenda Tuesday, April 3, 2018Item R6 Page 7 of 8 CONCEPTUAL SITE PLAN Map created by the Town of Aurora Planning and Development Services Department, March 5, 2018. Base data provided by Weston Consulting. APPLICANT: Weston ConsultingFILES: ZP-2018-03 FIGURE 2 General Committee Meeting Agenda Tuesday, April 3, 2018 Item R6 Page 8 of 8 Town of Aurora General Committee Report No. PDS18-037 Subject: Small Cell Technology Pilot with Rogers Communications Prepared by: Michael Logue, Program Manager, Economic Planning Department: Planning & Development Services Date: April 3, 2018 Recommendation 1.That Report No. PDS18-037 be received; and 2.That the Director of Planning & Development Services be authorized to execute facility licensing agreements with Rogers Communications, including any and all documents and ancillary agreements required to give effect to same; and 3.That revenue from the licensing agreement with Rogers Communications be directed to the Economic Development Reserve Fund. Executive Summary The purpose of the report is to seek Council’s permission to enter into an agreement with Rogers Communications for a small cell technology pilot project, similar to that previously entered into with Bell Canada, which will further improve Aurora’s broadband connectivity and represent another progressive step towards a smart city or intelligent community concept. •Pilot locations to include indoor installations at municipal facilities, and outdoor installations in a south-west Aurora neighbourhood. •Potential to generate approximately $15,000 per year in fees, which will contribute to the Economic Development Reserve Fund. •Multiple corporate benefits, as well as for residents. Background In mid-2017, Rogers Communications reached out to Town of Aurora staff, regarding the potential for a mutually beneficial arrangement for small cell technology installations. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R7 Page 1 of 5 April 3, 2018 Page 2 of 5 Report No. PDS18-037 The initiative would allow Rogers Communications to utilize Town-owned infrastructure to address the increasing demand for improved data coverage and customer connectivity. Mobile data traffic is anticipated to grow 500% from 2016 to 2021, with growth in digital media consumption being driven by mobile. The small cell technology is small in footprint and provides a solution that is low powered and aesthetically designed. It would be installed on infrastructure such street lights, traffic lights and buildings. Rogers Communications antennas and equipment proposed to be installed, both indoors and outdoors, follow Safety Code 6 guidelines, and are hundreds of times below the safe limits for public exposure. Analysis The general parameters of an agreement have been discussed between Town staff and Rogers Communications. Pilot locations identified; indoor Town facilities & south-west Aurora outdoors Similar to the Bell Canada pilot introduced to Council in August 2016, Rogers Communications would like to begin with indoor installations at municipal areas with high concentrations of users. Namely, to start: • Aurora Town Hall; • Aurora Joint Operations Centre; • Aurora Public Library; and • Aurora Family Leisure Complex. Different from the Bell Canada pilot, Rogers Communications would like to also introduce at the initial pilot stage a cluster of outdoor small cell installations (e.g. on light standards), in the vicinity of the Henderson Drive neighbourhood. Potential for Town to generate $750 revenue per year per location Staff intend to use the existing terms with Bell Canada as a starting point for negotiations with Rogers Communications; which would include an anticipated fee of $750 per year per installation location, plus a one-time application fee of $500 per. This initial pilot could therefore net the Town revenues in the range of $25,000 in year one, and $15,000 annually moving forward. It is recommended that the proceeds from the agreement with Rogers Communications be put into the same reserve established for the Bell Canada small cell pilot, to be used for funding economic development initiatives. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R7 Page 2 of 5 April 3, 2018 Page 3 of 5 Report No. PDS18-037 The length of the agreement with Rogers Communications is proposed to be ten years, with options for two subsequent five-year extensions. Financial, Corporate, Economic Development, and Community benefits For Aurora, this is an opportunity to further establish the Town as technology-advanced, as we were one of the first municipalities in Ontario with such an agreement with Bell Canada, we would very likely one of the first very first to put agreements in place for small cell with both major telecommunications carriers. Such a pilot would also facilitate wireless data improvements for residents, secure investment in municipal facilities, and make progress towards strategic plan and business retention & expansion goals for broadband connectivity. Broadband and wireless connectivity are key drivers for economic development, as internet and data needs becoming a pre-requisite service for business, like roads, water, and electricity. Progress Toward Smart City and Intelligent Community Concepts The smart cities concept is predominantly technology-focused, highlighting connectivity of communities (government and citizens) to information and technology networks. The Intelligent Communities Foundation describes broadband connectivity as one pillar of an intelligent community – with the further goal of using that technology as a basis for community building and developing smart solutions. There are many examples of communities that have experienced major economic benefits from being early adopters of smart technology, such as Waterloo, Stratford, and Tilsonburg, Ontario. As York Region pursues smart city and intelligent community initiatives, another project of this nature in Aurora can only help better position the Town as a leader within the Region. Advisory Committee Review No Communication Required. Legal Considerations As with the Bell Canada agreement, Legal staff will remain involved in negotiating the terms in the agreement with Rogers Communications. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R7 Page 3 of 5 April 3, 2018 Page 4 of 5 Report No. PDS18-037 Financial Implications Rogers Communications would pay Aurora a one-time application fee of $500 per facility, plus a $750 annual fee per facility, which will cover any hydro use of the equipment, and provide revenue above and beyond that minimal amount. Based on approximately 20 installations, Aurora would receive an estimated $10,000 in one-time application fees, plus $15,000 per year, for a total of $25,000 in year one, and $15,000 per year of the pilot thereafter. The proceeds of the facility leasing agreement with Rogers Communications would be put into the Economic Development reserve fund. Communications Considerations No Communication Required. Link to Strategic Plan The proposed small cell pilot supports the Strategic Plan goals of: Supporting an exceptional quality of life for all, via Objective 2, Invest in sustainable infrastructure. The relevant supporting objective is to: Maintain and expand infrastructure to support forecasted population growth through technology. Alternative(s) to the Recommendation 1. Pilot project not to pursued at this time. Conclusions Rogers Communications is seeking municipal partners to begin rolling out their own new small cell technologies, much like Aurora’s successful pilot project with Bell Canada. Staff would like to make Aurora one of the first leading municipalities in Ontario with agreements in place with both major telecommunications carriers for this emerging new technology. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R7 Page 4 of 5 General Committee Meeting Agenda Tuesday, April 3, 2018Item R7 Page 5 of 5 Town of Aurora General Committee Report Subject: Summary of Committee Recommendations Report No. 2018-04 Prepared by: Michael de Rond, Town Clerk Department: Corporate Services Date: April 3, 2018 Recommendation 1. That Summary of Committee Recommendations Report No. 2018-04 be received; and 2. That the Committee recommendations contained within this report be approved. Heritage Advisory Committee Meeting Minutes of March 5, 2018 1. HAC18-004 – Request to Designate under Part IV of the Ontario Heritage Act, 19 and 21 Machell Avenue “The John van Nostrand House” (a) That the House located at 19 and 21 Machell Avenue be designated under Part IV of the Ontario Heritage Act as a properly of cultural heritage value or interest; and (b) That the Town Clerk be authorized to publish and serve Council’s Notice of Intention to Designate as per requirements of the Act; and (c) That the designation by-law be brought before Council for passing if no objections were received within the thirty (30) day objection period as per requirements of the Act; and (d) That the owners of 19 and 21 Machell Avenue be thanked for their support of the designation of the subject heritage property. General Committee Meeting Agenda Tuesday, April 3, 2018 Item R8 Page 1 of 2 Committee Recommendations Report No. 2018-04 April 3, 2018 Page 2 of 2 2. HAC18-005 – Additional Information: Request to Remove a Property from the Aurora Register of Properties of Cultural Heritage Value or Interest, 14452 Yonge Street (a) That 14452 Yonge Street be removed from the Aurora Register of Properties of Cultural Heritage Value or Interest; and (b) That a financial contribution of $75,000.00 or an amount to be determined by the Director of Planning and Development Services, be provided to the Town’s Heritage Reserve Fund; and (c) That the photographic documentation of the fieldstone removal be carried out during the demolition. 3. HAC1 8-006 – East Holland River, Fish Barrier Removal, Restoration and Bridge Replacement (a) That the Town of Aurora enter into an agreement with the Lake Simcoe Region Conservation Authority on the East Holland River, Fish Barrier Removal, Restoration and Bridge Replacement project; and (b) That staff be authorized to proceed with the preferred option to remove and replace the concrete culvert with a steel span bridge, salvaging the culvert for display opportunities. Attachments None General Committee Meeting Agenda Tuesday, April 3, 2018 Item R8 Page 2 of 2 Notice of Motion Councillor Wendy Gaertner Date: April 3, 2018 To: Mayor and Members of Council From: Councillor Gaertner Re: Sewer Use By-law and Environmental Concerns Whereas many of Aurora's streams and creeks are in the Oak Ridges Moraine, or are the Headwaters of the Holland River Watershed which flows to Lake Simcoe; and Whereas the Headwaters and the Oak Ridges Moraine are where water is filtered and recharged; and Whereas the moving water picks up sediments and nutrients that will be delivered to the aquatic life downstream; and Whereas these creeks and streams are extremely sensitive, and greatly influence water quality and quantity across the W atershed; and Whereas the quality of this water influences the viability of healthy habitats for native plants, animals, and aquatic life; and Whereas Environmental Stewardship and protection of these Headwaters, the Holland River Watershed, Lake Simcoe and the Oak Ridges Moraine is an important responsibility for all of us who live in Aurora; and Whereas preventing toxins, used for maintenance and cleaning of swimming pools and hot tubs, from entering the streams and creeks provides necessary protection; and 1. Now Therefore Be It Hereby Resolved That staff be directed to come back with recommendations as to how the Sewer Use By-law could be amended to address environmental concerns relating to discharge of water from swimming pools and hot tubs, and that mechanisms are in place for the enforcement of the By-law. General Committee Meeting Agenda Tuesday, April 3, 2018 Notice of Motion (a) Page 1 of 1 Notice of Motion Councillor Harold Kim and Councillor Sandra Humfryes Date: April 3, 2018 To: Mayor and Members of Council From: Councillor Kim and Councillor Humfryes Re: Residential Zoning Amendment Applications Whereas the Planning Act stipulates that once the municipality passes a new comprehensive zoning by-law review, a two-year moratorium takes effect; and Whereas Council, at its June 27, 2017 meeting, approved a resolution regarding exempting classes of applications from the two-year freeze on accepting an application for an amendment to the new Zoning By-law, but said resolution did not include residential zoning amendment applications; 1. Now Therefore Be It Hereby Resolved That Council pass a resolution to allow the receipt of all classes of residential zoning amendment applications, thereby removing the two-year freeze on residential Planning Act applications. General Committee Meeting Agenda Tuesday, April 3, 2018 Notice of Motion (b) Page 1 of 1 Public Release March 29, 2018 Town of Aurora Additional Items to General Committee Meeting Agenda Tuesday, April 3, 2018 7 p.m., Council Chambers • Revised General Committee Meeting Agenda Index • Item R9 – CMS18-008 – Facility Sponsorship Program – Treasure Hill Public Release March 29, 2018 Town of Aurora General Committee Meeting Agenda (Revised) Tuesday, April 3, 2018 7 p.m., Council Chambers Councillor Kim in the Chair 1. Approval of the Agenda Recommended: That the agenda as circulated by Legislative Services be approved. 2. Declarations of Pecuniary Interest and General Nature Thereof 3. Presentations 4. Delegations (a) Anna Kennedy, representing Aurora Duplicate Bridge Club Re: Seniors and Duplicate Bridge 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. General Committee Meeting Agenda (Revised) Tuesday, April 3, 2018 Page 2 of 6 Recommended: That the following Consent Agenda Items, C1 to C4 inclusive, be approved: C1. PDS18-031 – Award of Tender 2018-23-PDS-ENG – For Roadway Rehabilitation on Orchard Heights Boulevard, Whispering Pine Trail and Harmon Avenue Recommended: 1. That Report No. PDS18-031 be received; and 2. That Tender 2018-23-PDS-ENG, Capital Project No. 31126, for Roadway Rehabilitation on Orchard Heights Boulevard (from Bathurst Street to Hill Drive), Whispering Pine Trail (from Aurora Heights Drive to Orchard Heights Boulevard) and Harmon Avenue be awarded to RA Crete-Scape Ltd. in the amount of $688,652.28 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. C2. Community Recognition Review Advisory Committee Meeting Minutes of February 26, 2018 Recommended: 1. That the Community Recognition Review Advisory Committee meeting minutes of February 26, 2018, be received for information. C3. Finance Advisory Committee Meeting Minutes of February 28, 2018 Recommended: 1. That the Finance Advisory Committee meeting minutes of February 28, 2018, be received for information. C4. Heritage Advisory Committee Meeting Minutes of March 5, 2018 Recommended: General Committee Meeting Agenda (Revised) Tuesday, April 3, 2018 Page 3 of 6 1. That the Heritage Advisory Committee meeting minutes of March 5, 2018, be received for information. 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. CAO18-003 – Joint Operations Centre (JOC) Project Independent Review Report Presentation to be provided by Doug Nadorozny, Chief Administrative Officer, and Janis Haugh, Brook Laker and Associates Recommended: 1. That Report No. CAO18-003 be received; and 2. That the Chief Administrative Officer implement and oversee a comprehensive project management discipline for the oversight of the current major construction projects underway with the Town, pending completion of the Town’s internal project management initiative; and 3. That staff bring forward for approval a report of the items required to complete the JOC as were conditionally approved in the 2018 capital budget. R2. CS18-006 – Entry onto Private Property Protocol Recommended: 1. That Report No. CS18-006 be received; and 2. That the standard operating guideline regarding entry onto private property and immediate access protocols (“SOG”) for Municipal Law Enforcement Officers as outlined on Attachment #1 be endorsed; and 3. That staff report back to Council after one year of implementation of the standard operating guideline with recommendations on the continuance of practice. General Committee Meeting Agenda (Revised) Tuesday, April 3, 2018 Page 4 of 6 R3. FS18-011 – Funding Strategy for Pending Major Projects Recommended: 1. That Report No. FS18-011 be received; and 2. That the funding strategies for the various pending projects outlined in Report No. FS18-011 be endorsed. R4. PDS18-025 – Parking Restrictions on Lensmith Drive Recommended: 1. That Report No. PDS18-025 be received; and 2. That Parking By-law No. 4574-04.T be amended to prohibit parking at any time on the south and west sides of Lensmith Drive from the westerly property limit of house no. 38 Lensmith Drive to a point nine metres south of the corner radius. R5. PDS18-035 – Community Improvement Plan (CIP) Incentive Program CIP Agreement Authorization PMK Capital Inc. 95 Wellington Street East File No. CIP-2014-02 Recommended: 1. That Report No. PDS18-035 be received; and 2. That the Director of Planning and Development Services be authorized to enter into a Community Improvement Plan (CIP) Agreement to allow for the Tax-Based Redevelopment Grant to be awarded to PMK Capital Inc., including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Agenda (Revised) Tuesday, April 3, 2018 Page 5 of 6 R6. PDS18-033 – Proposal for Zoning By-law Amendment Application Recommended: 1. That Report No. PDS18-033 be received; and 2. That the Zoning By-law Proposal from the following applicant be accepted as a Zoning By-law Amendment Application: (a) Weston Consulting (254 Kennedy Street West). R7. PDS18-037 – Small Cell Technology Pilot with Rogers Communications Recommended: 1. That Report No. PDS18-037 be received; and 2. That the Director of Planning and Development Services be authorized to execute facility licensing agreements with Rogers Communications, including any and all documents and ancillary agreements required to give effect to same; and 3. That revenue from the licensing agreement with Rogers Communications be directed to the Economic Development Reserve Fund. R8. Summary of Committee Recommendations Report No. 2018-04 Recommended: 1. That Summary of Committee Recommendations Report No. 2018-04 be received; and 2. That the Committee recommendations contained within this report be approved. R9. CMS18-008 – Facility Sponsorship Program – Treasure Hill (Added Item) Recommended: 1. That Report No. CMS18-008 be received; and General Committee Meeting Agenda (Revised) Tuesday, April 3, 2018 Page 6 of 6 2. That the Director of Community Services be authorized to execute the Agreement between the Town of Aurora and Treasure Hill 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; and 3. That the Director of Community Services be given delegated authority to execute all future recreation facility sponsorship agreements. 7. Notices of Motion (a) Councillor Gaertner Re: Sewer Use By-law and Environmental Concerns (b) Councillor Kim and Councillor Humfryes Re: Residential Zoning Amendment Applications 8. New Business 9. Closed Session 10. Adjournment Town of Aurora General Committee Report No. CMS18-008 Subject: Facility Sponsorship Program – Treasure Hill Prepared by: John Firman, Manager of Business Support Department: Community Services Date: April 3, 2018 Recommendation 1. That Report No. CMS18-008 be received; and 2. That the Director of Community Services be authorized to execute the Agreement between the Town of Aurora and Treasure Hill 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; and 3. That the Director of Community Services be given delegated authority to execute all future recreation facility sponsorship agreements. Executive Summary The purpose of this report is to inform Council of the Facility Sponsorship commitment from Treasure Hill to rename the Spin Cycle Room at the Aurora Family Leisure Complex (AFLC), and to obtain delegated authority for the Director of Community Services to execute all future recreation facility sponsorship agreement. This report will discuss: • Previous Spin Cycle Room sponsor • Treasure Hill sponsorship agreement • Request for delegated authority Additional Items to General Committee Meeting Agenda Tuesday, April 3, 2018 Item R9 Page 1 of 4 April 3, 2018 Page 2 of 4 Report No. CMS18-008 Background The Recreation Facility Sponsorship program provides the opportunity for businesses and individuals to sponsor individual recreation facilities, such as arenas, pools, meeting rooms, etc., through naming rights. The program began in 2014. Staff have received a commitment from Treasure Hill to sponsor the Spin Cycle Room at the AFLC. Analysis Previous Spin Cycle Room sponsor At its meeting of December 12, 2017 Council approved the sponsorship agreement with BionX International Corporation (BionX) for a three year term. BionX has since gone out of business and is no longer able to honour the terms of the agreement. TREASURE HILL sponsorship agreement Treasure Hill has agreed to a three-year commitment at $3,000/year for the naming rights of the Spin Cycle Room. The AFLC Spin Cycle Room will be renamed to the Treasure Hill Cycling Room, and Treasure Hill shall pay to the Town a sponsorship fee of $3,000/year for three years. Treasure Hill has requested immediate implementation of this sponsorship agreement. 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 agreement comes into effect as of April 4, 2018. Request for delegated authority As in this case with Treasure Hill, sponsors are often eager to implement their sponsorship agreement as soon as possible, and are reluctant to wait for the six week approval process. This is similar to the experience with facility advertising clients, for which the Director of Community Services currently has delegated authority to enter into agreements. Additional Items to General Committee Meeting Agenda Tuesday, April 3, 2018 Item R9 Page 2 of 4 April 3, 2018 Page 3 of 4 Report No. CMS18-008 All recreation facility naming rights are implemented (signage) in a consistent manner in accordance with the “Town of Aurora Together With…” sponsorship signage program, as adopted by Council on June 11, 2013. The delegated authority would apply to all recreation facility sponsorships, with the exception complete buildings (ie: Stronach Aurora Recreation Complex) and parks. Naming of a park or an entire recreation centre would continue to come to Council in accordance with the Facility Naming Rights Policy approved by Council May 4, 2006. Advisory Committee Review Not applicable. Legal Considerations The Town will enter into a sponsorship agreement with Treasure Hill. Financial Implications The Town shall receive $9,000 paid at $3,000 per year from 2018 through 2020, less program expenses. Communications Considerations Communications will provide support to 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. Additional Items to General Committee Meeting Agenda Tuesday, April 3, 2018 Item R9 Page 3 of 4 Additional Items to General Committee Meeting Agenda Tuesday, April 3, 2018Item R9 Page 4 of 4 Public Release April 3, 2018 Town of Aurora Additional Items No. 2 to General Committee Meeting Agenda Tuesday, April 3, 2018 7 p.m., Council Chambers • Delegation (b) Kevin Bechard, Weston Consulting Re: Item R6 – PDS18-033 – Proposal for Zoning By-law Amendment Application Delegation Request This Delegation Request form and any written submissions or background information for consideration by either Council or Committees of Council must be submitted to the Clerk’s office by the following deadline: 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date Council/Committee Meeting and 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: Have you been in contact with a Town staff or Council member regarding your matter of interest? Yes ☐ No ☐ If yes, with whom? Date: ☐I acknowledge that the Procedure By-law permits five (5) minutes for Delegations. Legislative Services 905-727-3123 Clerks@aurora.ca Town of Aurora 100 John West Way, Box 1000 Aurora, ON L4G 6J1 4 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, April 3, 2018 Delegation (b) Page 1 of 1