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Agenda - General Committee - 20180320 General Committee Meeting Agenda Tuesday, March 20, 2018 7 p.m. Council Chambers Aurora Town Hall Public Release March 9, 2018 Town of Aurora General Committee Meeting Agenda Tuesday, March 20, 2018 7 p.m., Council Chambers Councillor Gaertner in the Chair 1. Approval of the Agenda Recommended: That the agenda as circulated by Legislative Services be approved. 2. Declarations of Pecuniary Interest and General Nature Thereof 3. Presentations 4. Delegations 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. Recommended: That the following Consent Agenda Items, C1 to C9 inclusive, be approved: General Committee Meeting Agenda Tuesday, March 20, 2018 Page 2 of 8 C1. OPS18-002 – Purchase Order Increase for Road Lining and Zone Painting Recommended: 1. That Report No. OPS18-002 be received; and 2. That the contract between the Town of Aurora and Guild Electric Ltd., as established through RFQ IES2016-66, be extended to include the 2018 option year; and 3. That Purchase Order No. 901 to Guild Electric Ltd. be increased by $45,000 to $128,101, excluding taxes, for the contract term of 2018. C2. OPS18-003 – Purchase Order Increase for Supply and Delivery of Trees Recommended: 1. That Report No. OPS18-003 be received; and 2. That the contract between the Town of Aurora and Dutchmaster Nurseries Ltd., as established through RFQ 2017-30-PRCS, be extended to include the 2018 option year; and 3. That Purchase Order No.1096 to Dutchmaster Nurseries Ltd. be increased by $80,000 to $160,000, excluding taxes, for the contract term of 2018. C3. OPS18-004 – Purchase Order Increase for Landscape Maintenance Recommended: 1. That Report No. OPS18-004 be received; and 2. That the contract between the Town of Aurora and Municipal Maintenance Inc., as established through RFQ 2017-19-PRCS, be extended to include the 2018 option year; and 3. That Purchase Order No.1101 to Municipal Maintenance Ltd. be increased by $65,000 to $139,176, excluding taxes, for the contract term of 2018. General Committee Meeting Agenda Tuesday, March 20, 2018 Page 3 of 8 C4. OPS18-007 – Purchase Order Increase to Priestly Demolition Inc. for Interior Works at 89 Mosley Street Recommended: 1. That Report No. OPS18-007 be received; and 2. That Purchase Order No.1203 to Priestly Demolition Inc. be increased by $36,169.75 to $245,309.75, excluding taxes, for the contract term of 2018. C5. FS18-012 – Statement of Remuneration and Expenses for Members of Council, Committees and Local Boards Recommended: 1. That Report No. FS18-012 be received for information. C6. CMS18-007 – Dasher Board System in the Arena of the Aurora Family Leisure Complex Capital Project No. 72171 Recommended: 1. That Report No. CMS18-007 be received; and 2. That Tender No. 2018-39-CMS for the supply and installation of the dasher board system in the arena of the Aurora Family Leisure Complex (AFLC) building be awarded to Welmar Recreational Products in the amount of $216,496.00, 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. C7. Finance Advisory Committee Meeting Minutes of January 24, 2018 Recommended: 1. That the Finance Advisory Committee meeting minutes of January 24, 2018, be received for information. General Committee Meeting Agenda Tuesday, March 20, 2018 Page 4 of 8 C8. Environmental Advisory Committee Meeting Minutes of February 1, 2018 Recommended: 1. That the Environmental Advisory Committee meeting minutes of February 1, 2018, be received for information. C9. Accessibility Advisory Committee Meeting Minutes of February 7, 2018 Recommended: 1. That the Accessibility Advisory Committee meeting minutes of February 7, 2018, be received for information. 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. CS18-001 – Pending List (Deferred from General Committee meeting of February 20, 2018) Recommended: 1. That Report No. CS18-001 be received for information. R2. CMS18-005 – Requests for Proposals for Vending and Concession Operations Recommended: 1. That Report No. CMS18-005 be received; and 2. That the Director of Community Services be authorized to issue a Request for Proposal for the operation of vending machines and concession stands in Town facilities; and 3. That the Request for Proposal include mandatory requirements for a minimum of 55% healthy food and beverage options, as described herein; and General Committee Meeting Agenda Tuesday, March 20, 2018 Page 5 of 8 4.That the Request for Proposal include specific requirements as selected by Council from the options listed herein. R3. FS18-013 – 2018 Water, Wastewater, Stormwater Budgets and Rates Presentation to be provided by Dan Elliott, Director, Financial Services Recommended: 1.That Report No. FS18-013 be received; and 2.That the 2018 combined Water, Wastewater and Stormwater budget of $23,637,600, be approved; and 3.That the 2018 retail water rate of $2.01 per cubic metre and the retail wastewater rate of $2.72 per cubic metre of water, be approved; and 4.That the 2018 flat rate stormwater charges of $5.28 per unit per month for residential and condominium properties and $67.07 per unit per month for metered non-residential commercial/industrial and multi- residential properties, be approved; and 5.That the new approved retail water, retail wastewater and stormwater charge rates become effective for all billings issued by the Town on or after May 1, 2018, and be retroactive for all consumption newly billed on such billings; and 6.That the 2018 bulk water purchase rate of $4.73 per cubic metre dispensed effective May 1, 2018, be approved; and 7.That the Town’s full time staff complement for all work areas except Library and Central York Fire be increased by 2 to 223 to reflect the operational requirements of the water, wastewater and stormwater areas; and 8.That the necessary By-law to implement the 2018 retail water rate, retail wastewater rate, stormwater charge and bulk water purchase rate, be enacted. General Committee Meeting Agenda Tuesday, March 20, 2018 Page 6 of 8 R4. CS18-005 – Amendments to the Use of Corporate Resources for Election Campaign Purposes Policy Recommended: 1.That Report No. CS18-005 be received; and 2.That amendments to the Use of Corporate Resources for Election Campaign Purposes Policy regarding Third Party Advertisers and Nomination Day, be approved. R5. FS18-004 – 2019 Budget Development Direction Recommended: 1.That Report No. FS18-004 be received; and 2.That the key principals for the 2019 operating budget development, be endorsed. R6. PDS18-023 – Application for Draft Plan of Condominium Navelli Dwellings Inc. 15278 Yonge Street File Number: CDM-2017-04 Related File Numbers: SP-2015-08, OPA-2015-04 and ZBA-2015-10 Recommended: 1.That Report No. PDS18-023 be received; and 2.That the Application for Draft Plan of Condominium (Standard Condominium) CDM-2017-04 (Navelli Dwellings Inc.), be approved, subject to the conditions outlined in Appendix “A” of this report; and 3.That the Mayor and Town Clerk be authorized to execute any Agreement(s) referenced in the Conditions of Approval, including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Agenda Tuesday, March 20, 2018 Page 7 of 8 R7. PDS18-026 – Implementation of Train Whistle Cessation for GO Train Crossings Design and Peer Review Budget Recommended: 1. That Report No. PDS18-026 be received; and 2. That this report satisfy Council’s conditional budget approval for capital project no. 34532 – Train Whistle Cessation in the amount of $235,000; and 3. That approval be given for staff to proceed with capital project No. 34532; and 4. That the Mayor and Town Clerk be authorized to execute agreements between the Town of Aurora, the Region and/or Metrolinx, including any and all documents and ancillary agreements required to give effect to same. R8. PDS18-028 – Application for Zoning By-law Amendment Canadian Tire Real Estate Limited 14700 Yonge Street Part of Lots 76 and 77, Concession 1 File Number: ZBA-2016-05 Recommended: 1. That Report No. PDS18-028 be received; and 2. That the Application to Amend the Zoning By-law File Number ZBA- 2016-05 (Canadian Tire Real Estate Limited), to amend the site specific C4-15 zoning provisions to allow additional commercial uses, be approved; and 3. That the implementing Zoning By-law Amendment be presented at a future Council Meeting. General Committee Meeting Agenda Tuesday, March 20, 2018 Page 8 of 8 7. Notices of Motion (a) Councillor Mrakas Re: Complete Streets (b) Councillor Mrakas Re: Centre of Excellence (c) Mayor Dawe Re: Future Vision with York Region District School Board 8. New Business 9. Closed Session 10. Adjournment Town of Aurora General Committee Report No. OPS18-002 Subject: Purchase Order Increase for Road Lining and Zone Painting Prepared by: Jim Tree, Manager, Roads & Water (Acting) Department: Operational Services Date: March 20, 2018 Recommendation 1. That Report No. OPS18-002 be received; and 2. That the contract between the Town of Aurora and Guild Electric Ltd., as established through RFQ IES2016-66 be extended to include the 2018 option year; and 3. That Purchase Order No. 901 to Guild Electric Ltd. be increased by $45,000 to $128,101, excluding taxes, for the contract term of 2018. Executive Summary This report seeks Council approval to extend the contract with Guild Electric Ltd. for 2018, for pavement markings for various streets in Aurora with the Roads Division as the approved vendor, as selected through RFQ IES 2016-66, as follows: • Exercising the option year extension of this contract is a routine process having no additional financial impact on the annual or capital budget • Sufficient funds have been approved in the 2018 Roads Operations Budget • The overall total of this contract expenditure exceeds the $100,000 threshold as prescribed by the Procurement By-law; therefore, Council approval is required Background Staff prepared and released RFQ IES2016-66 for pavement markings for various streets in the Town of Aurora for the Roads Division. The contract was awarded for one (1) year for 2016, with the option to renew for an additional two (2), one (1) year periods based on satisfactory performance of the Contractor. The contract includes rates up to the third option year. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C1 Page 1 of 4 March 20, 2018 Page 2 of 4 Report No. OPS18-002 Analysis Exercising the option year extension of this contract is a routine process having no additional financial impact on the annual or capital budget The extension of a PO is an annual procurement process and has no impact on Council approved budgets. The Contractors have fulfilled the requirements of the contracts in a satisfactorily manner within 2016 and 2017, and staff recommend extending the contract for option year two (2) being 2018. PO No. 901 was issued by the Town for the first year of the contract only. The PO was issued in the amount of $41,148, excluding taxes, for work performed by the Contractor in 2016. In December 2016 the PO was increased by $41,953 for extension of the contract to 2017, the first optional year of the contract. Sufficient funds have been approved in the 2018 Roads Operations Budget Within the annual Roads Operation budget, there is an allocation of $50,000 for the road line and zone painting contract and based on the annual actual expenses incurred years this amount will be sufficient to complete the necessary scope of work. With the overall total of this contract expenditure exceeding the $100,000 threshold as prescribed by the Procurement By-law Council approval is required The extension of the contract to the second optional year will require the PO to be increased by $45,000 bringing the total expenditure to $128,101 which exceeds the $100,000 Procurement By-law limit. Council authorization to extend the PO No. 901 is required. Advisory Committee Review Not applicable. Legal Considerations In accordance with the Procurement By-Law, Council approval is required since the contract expenditure will exceed the $100,000 threshold. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C1 Page 2 of 4 March 20, 2018 Page 3 of 4 Report No. OPS18-002 Financial Implications The Town has an approved annual budget of $50,000 pavement markings for various streets in the Town of Aurora for the Roads Division. PO No. 901 is required to be revised from $83,101 to $128,101. As this is a multi-year PO, the current PO value reflects costs already incurred for 2016 and 2017 only. Communications Considerations There is no external communication required. Link to Strategic Plan Maintaining the Town’s roads system supports the Strategic Plan Goal of Investing in Sustainable Infrastructure by maintaining infrastructure to support forecasted population growth through technology, waste management, roads, emergency services and accessibility. Alternative(s) to the Recommendation 1. Pavement and zone marking is a mandatory level of service in maintaining the Town’s roads systems. There are currently no other viable options. Conclusions Staff recommend extending the contract for pavement and zone line painting with Guild Electric Ltd. for the final option year. It is further recommended that the PO be increased by $45,000 for pavement markings in Aurora, for 2018 to a revised value of $128,101, excluding taxes. Attachments None. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C1 Page 3 of 4 General Committee Meeting Agenda Tuesday, March 20, 2018Item C1 Page 4 of 4 Town of Aurora General Committee Report No. OPS18-003 Subject: Purchase Order Increase for Supply and Delivery of Trees Prepared by: Sara Tienkamp, Manager, Parks & Fleet Department: Operational Services Date: March 20, 2018 Recommendation 1. That Report No. OPS18-003 be received; and 2. That the contract between the Town of Aurora and Dutchmaster Nurseries Ltd., as established through RFQ 2017-30-PRCS, be extended to include the 2018 option year; and 3. That Purchase Order No.1096 to Dutchmaster Nurseries Ltd. be increased by $80,000 to $160,000, excluding taxes, for the contract term of 2018. Executive Summary This report seeks Council approval to extend the contract with Dutchmaster Nurseries Ltd. for 2018, for supply and delivery of trees in Aurora with the Parks Division as the approved vendor, as selected through RFQ 2017-30-PRCS. • Extension of second year option renewal of contracts is a routine process with no additional financial impact on the annual or capital budgets • Funding approved in the 2018 Parks Operational and Capital budgets • Contract expenditure will exceed the $100,000 threshold in the Procurement By- law, therefore requiring Council approval. Background Staff prepared and released RFQ 2017-30-PRCS for the supply and delivery of trees for the street tree planting program in the Town of Aurora for the Parks Division. The contract was awarded for one (1) year for 2017, with the option to renew for an additional one (1) year period based on satisfactory performance of the Contractor. The contract includes rates up to the second option year. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C2 Page 1 of 4 March 20, 2018 Page 2 of 4 Report No. OPS18-003 Analysis Extension of second year option renewal of contracts is a routine process with no additional financial impact on the annual or capital budgets The extension of a PO is an annual procurement process and has no impact on Council approved budgets. The Contractors have fulfilled the requirements of the contracts in a satisfactorily manner within 2017, and staff recommend extending the contract for option year two (2) being 2018. PO No. 1096 was issued by the Town for the first year of the contract only. The PO was issued in the amount of $80,000, excluding taxes, for work performed by the Contractor in 2017. The extension of the contract to the second optional year will require the PO to be increased by $80,000 bringing the total expenditure to $160,000 which exceeds the $100,000 Procurement By-law limit. Council authorization to extend the PO No. 1096 is required. Funding approved in the 2018 Parks Operational and Capital budgets Within the annual Parks Operation budget, there is an allocation of $50,000 for the purchase of trees on residential streets and parks. Purchase of tree expenses incurred in previous years reflects that this amount will be sufficient to complete the necessary scope of work. As well, it will also be necessary to utilize $30,000 from the Capital Emerald Ash Borer account to replant ash trees that have not responded to treatment for the borer. Contract expenditure will exceed the $100,000 threshold in the Procurement By- law, therefore requiring Council approval The extension of the contract for the second optional year will require the PO to be increased by $80,000 bringing the total expenditure to $160,000 which exceeds the $100,000 Procurement By-law limit. Council authorization to extend the PO No. 1096 is required. Advisory Committee Review Not applicable. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C2 Page 2 of 4 March 20, 2018 Page 3 of 4 Report No. OPS18-003 Legal Considerations In accordance with the Procurement By-Law, Council approval is required since the contract expenditure will exceed the $100,000 threshold. Financial Implications The Town has an approved annual budget of $50,000 purchase of trees in the Town of Aurora for the Parks Division. Additionally, $30,000 is available out of the $235,000 approved Emerald Ash Borer Capital account to purchase trees for replanting. PO No. 1096 is required to be revised from $80,000 to $160,000. As this is a multi-year PO, the current PO value reflects costs already incurred for 2017 only. Communications Considerations There is no external communication required. Link to Strategic Plan The Purchase Order increase supports the Strategic Plan goal of Supporting Environmental Stewardship and Sustainability for all through its accomplishment in satisfying requirements in the following key objectives within this goal statement: Encouraging the stewardship of Aurora’s natural resources: Assess the merits of measuring the Town’s natural capital assets. Alternative(s) to the Recommendation 1. Planting of trees is outlined in our Urban Forestry Policy and is a level of service provided to achieve the maximum benefits of the urban forest. There are no other viable options. Conclusions Staff recommend extending the contract for purchase of trees with Dutchmaster Nurseries Ltd. for the final option year. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C2 Page 3 of 4 General Committee Meeting Agenda Tuesday, March 20, 2018Item C2 Page 4 of 4 Town of Aurora General Committee Report No. OPS18-004 Subject: Purchase Order Increase for Landscape Maintenance Prepared by: Sara Tienkamp, Manager, Parks & Fleet Department: Operational Services Date: March 20, 2018 Recommendation 1. That Report No. OPS18-004 be received; and 2. That the contract between the Town of Aurora and Municipal Maintenance Inc., as established through RFQ 2017-19-PRCS, be extended to include the 2018 option year; and 3. That Purchase Order No.1101 to Municipal Maintenance Ltd. be increased by $65,000 to 139,176, excluding taxes, for the contract term of 2018. Executive Summary This report seeks Council approval to extend the contract with Municipal Maintenance Inc. for 2018, for landscape maintenance services in Aurora with the Parks Division as the approved vendor, as selected through RFQ 2017-19-PRCS. • Funding approved in the 2018 Parks Operational budget • Extension of second year option renewal of contracts is a routine process with no additional financial impact on the annual budget • Contract expenditure will exceed the $100,000 threshold in the Procurement By- law, therefore requiring Council approval. Background Staff prepared and released RFQ 2017-19-PRCS for landscape services for turf and shrub bed maintenance in the Town of Aurora for the Parks Division. The contract was awarded for one (1) year for 2017, with the option to renew for an additional one (1) year period based on satisfactory performance of the Contractor. The contract includes rates up to the second option year. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C3 Page 1 of 4 March 20, 2018 Page 2 of 4 Report No. OPS18-004 Analysis Funding approved in the 2018 Parks Operational budget Within the annual Parks Operation budget, there is an allocation of $65,000 for shrub bed and turf maintenance for 2018. As a result of converting traffic circle shrub beds to turf in 2017, there has been a decrease in the number of shrub beds to be maintained in the contract. Therefore the 2018 budget allocation for shrub bed maintenance was decreased to $65,000 from $75,000 in 2017. Extension of second year option renewal of contracts is a routine process with no additional financial impact on the annual or capital budgets The extension of a PO is an annual procurement process and has no impact on Council approved budgets. The Contractor has fulfilled the requirements of the contracts in a satisfactorily manner within 2017, and staff recommend extending the contract for the only option year being 2018. PO No. 1101 was issued by the Town for the first year of the contract only. The PO was issued in the amount of $74,176, excluding taxes, for work performed by the Contractor in 2017. The extension of the contract for the only option year will require the PO to be increased by $65,000 bringing the total expenditure to $139,176 which exceeds the $100,000 Procurement By-law limit. Council authorization to extend the PO No. 1101 is required. Contract expenditure will exceed the $100,000 threshold in the Procurement By- law, therefore requiring Council approval The extension of the contract for the only optional year will require the PO to be increased by $65,000 bringing the total expenditure to $139,176 which exceeds the $100,000 Procurement By-law limit. Council authorization to extend the PO No. 1101 is required. Advisory Committee Review Not applicable. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C3 Page 2 of 4 March 20, 2018 Page 3 of 4 Report No. OPS18-004 Legal Considerations In accordance with the Procurement By-Law, Council approval is required since the contract expenditure will exceed the $100,000 threshold. Financial Implications The Town has an approved annual budget of $65,000 to preform shrub bed and turf maintenance in the Town of Aurora for the Parks Division. PO No. 1101 is required to be revised from $74,176 to $139,176. As this is a multi-year PO, the current PO value reflects costs already incurred for 2017 only. Communications Considerations There is no external communication required. Link to Strategic Plan The Purchase Order increase supports the Strategic Plan goal of Supporting Environmental Stewardship and Sustainability for all through its accomplishment in satisfying requirements in the following key objectives within this goal statement: Encouraging the stewardship of Aurora’s natural resources: Assess the merits of measuring the Town’s natural capital assets. Alternative(s) to the Recommendation 1. Shrub bed maintenance and turf mowing service levels are outlined in the Parks Maintenance Standards and provide for maintaining shrub beds and turf in a well- groomed appearance. There are no other viable options without sacrificing service level. Conclusions Staff recommend extending the contract for landscape services with Municipal Maintenance Inc. for the final option year. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C3 Page 3 of 4 General Committee Meeting Agenda Tuesday, March 20, 2018Item C3 Page 4 of 4 Town of Aurora General Committee Report No. OPS18-007 Subject: Purchase Order Increase for Priestly Demolition Inc. for Interior Works at 89 Mosley Street Prepared by: Allan D. Downey, Director of Operations Department: Operational Services Date: March 20, 2018 Recommendation 1. That Report No. OPS18-007 be received; and 2. That Purchase Order No.1203 to Priestly Demolition Inc. be increased by $36,169.75 to $245,309.75, excluding taxes, for the contract term of 2018. Executive Summary This report seeks Council approval to increase Purchase Order No. 1203 to Priestly Demolition Inc. (PDI): • PO Increase was approved for additional works at 56 Victoria and to the interior at the Armoury (89 Mosley) • Additional PO Increase required for the Armoury (89 Mosley) • Contract expenditure will exceed the 10% threshold in the Procurement By-law, therefore requiring Council approval. Background At its January 23, 2018 meeting, Council approved Report No. FS18-001 for a contract extension to PDI for additional works at 52 and 56 Victoria Street and for the interior demolition, including hazardous materials, of the Armoury building at 89 Mosley Street. Analysis PO Increase was approved for additional works at 56 Victoria and to the interior at the Armoury (89 Mosley) PO No. 1203 was issued by the Town for Tender 2017-117-PRCS to PDI in the amount of $111,300, excluding taxes, for the demolition of Two (2) Buildings located at 52 and 56 Victoria Street. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C4 Page 1 of 4 March 20, 2018 Page 2 of 4 Report No. OPS18-007 On January 23, 2018, through Report No. FS18-001, Council increased this PO to cover the costs of additional work asbestos removal and recovery of four wooden beams at 56 Victoria and the interior demolition of 89 Mosley in the amount of $97,840, bringing the total to $209,140. Additional PO Increase required for the Armoury (89 Mosley) Staff has since requested additional interior works and received two Quotations from PDI for the: • Complete removal and disposal of the asbestos containing pipe wrap, elbows and T-fittings on the main floor and attic space; and • Complete removal and disposal of non-structural ceiling joists In the amount of $36,169.75. Contract expenditure will exceed the 10% threshold in the Procurement By-law, therefore requiring Council approval These additional works increase the PO by a further $36,169.75 bringing the new total to $245,309.75, excluding taxes, which exceeds the 10% Procurement By-law limit. As such, Council authorization to increase PO No. 1203 is required. Advisory Committee Review Not applicable. Legal Considerations In accordance with the Procurement By-Law, Council approval is required since the contract expenditure will exceed the $100,000 threshold. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C4 Page 2 of 4 March 20, 2018 Page 3 of 4 Report No. OPS18-007 Financial Implications TOTAL BUDGET AVAILABLE $425,000 BASE CONTRACT $111,300 PO Increase (Report FS18-001) • Asbestos removal floor tiles • poly wrap, transport and delivery of four wooden beams $16,690 $7,500 $24,190 PO Increase (Report FS18-001) • Interior demolition and abatement for 89 Mosley $73,650 PO Increase (Report OPS18-007) • Complete removal and disposal of the asbestos containing pipe wrap, elbows and T-fittings on the main floor and attic space • Complete removal and disposal of non-structural ceiling joists $28,090 $8,079.75 $36,169.75 New Total $245,309.75 Budget remaining $179,690.25 These additional works increase the PO by a further $36,169.75 bringing the new total to $245,309.75, excluding taxes, which exceeds the 10% Procurement By-law limit. As such, Council authorization to increase PO No. 1203 is required. Sufficient funding is available in the project budget. Communications Considerations There is no external communication required. Link to Strategic Plan The Purchase Order increase supports the Strategic Plan in the redevelopment of Library Square. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C4 Page 3 of 4 General Committee Meeting Agenda Tuesday, March 20, 2018Item C4 Page 4 of 4 Town of Aurora General Committee Report No. FS18-012 Subject: Statement of Remuneration and Expenses for Members of Council, Committees and Local Boards Prepared by: Dan Elliott, Director of Financial Services - Treasurer Department: Financial Services Date: March 20, 2018 Recommendation 1. That Report No. FS18-012 be received. Executive Summary This report is to fulfil the statutory reporting and disclosure requirements of Section 284(1) of the Municipal Act, 2001, S.O. 2001, c. 25 as amended, (the Act) in respect of the 2017 compensation and expenses paid to members of Council and its Committees and Local Boards. • All remuneration and expenses paid were properly approved and budgeted. • One-third tax free status of Council compensation ended on December 31, 2017. • Current and prior year reports are available on the Town’s website. Background Under the Act, the Treasurer of every municipality must submit annually to the Council of the municipality an itemized statement of the remuneration and expenses paid to each member of Council in respect of his/her services as a member of Council. The report is also to include remuneration and expenses paid to any appointed member of a Committee of Council or a Local Board in respect of his/her services as a member of the Committee or Board. For Aurora, this would include all persons of appointed committees, and the Aurora Public Library Board. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C5 Page 1 of 7 March 20, 2018 Page 2 of 4 Report No. FS18-012 Analysis All remuneration and expenses paid were properly approved and budgeted. Attachments #1 through #3 make the statutory disclosures for compensation and expenses of 2017. The statutory disclosure requires only “a statement on remuneration and expenses paid to” the respective members. There is no prescribed or regulated format for such disclosure statement. These vary from municipality to municipality. The format used in this report is similar to those used in the last several years. Many times, the Town of Aurora pays some of the expenses directly by Town cheque or Town credit card on behalf of the member. Items such as airlines, hotels and conference registrations are often, although not always, paid this way. Some of these expenses are incurred directly by the members personally and then reimbursed. To ensure all similar expenses are disclosed for each member, Attachment #2 includes both payments made to reimburse members, separated from the payments made directly on their behalf. Only the amounts actually reimbursed to the members has been carried up to Attachment #1 for compliance with the Act. Remuneration, travel allowance, expense and conference/seminar expense reimbursements are paid to the Mayor and Councillors in accordance with By-law No. 5564-13 and Administrative Procedure No. 57. Additionally the budgets for such were included in the 2017 Operating Budget which was approved with the passing of confirmatory By-law #5937-16 on December 13, 2016. The Committee of Adjustment members are paid a stipend per meeting attended in accordance with their Terms of Reference approved by Council each term. One-third tax free status of Council compensation ended on December 31, 2017 The salary compensation paid to elected members of Aurora Council is one-third tax free for income tax purposes in accordance with provisions of Section 283(5) of the Act. This has since been changed by by-law passed by Council taking effect January 1, 2018. Since that time, all salary compensation paid to our elected officials is 100% subject to income taxes and other statutory deductions. Any remuneration paid to the Town of Aurora’s Regional Councillor (Mayor) on behalf the Regional Municipality of York under the terms of a Joint Service Agreement is not General Committee Meeting Agenda Tuesday, March 20, 2018 Item C5 Page 2 of 7 March 20, 2018 Page 3 of 4 Report No. FS18-012 included in the amounts of Attachment #1, as these will be reported on separately by the Regional Municipality of York as the statute applies. Advisory Committee Review Not applicable. Legal Considerations This is a statutory disclosure report for information purposes only. Financial Implications All 2017 Council, Committee and Board members’ remuneration and expenses have been incurred in accordance with Town bylaws and policies and have herein been reported as required under Section 284 (1) of the Act. Communications Considerations The whole of this report will be posted to the Members of Council page on the Town’s website. Prior year reports also remain available. Link to Strategic Plan Reporting on the compensation and expenses of members of Council, committees and local boards meets statutory reporting requirements aimed at ensuring and supporting the Town’s Strategic Plan principles of transparency and accountability of government. Alternative(s) to the Recommendation None. Information report only. Conclusions All 2017 Council, Committee and Board members’ remuneration and expenses have been incurred in accordance with Town bylaws and policies and have herein been reported as required under Section 284 (1) of the Municipal Act. This report will be posted to the Town’s website along with previous reports. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C5 Page 3 of 7 General Committee Meeting Agenda Tuesday, March 20, 2018Item C5 Page 4 of 7 Town of Aurora Attachment #1Paid to Elected Members in 2017 REMUNERATION BENEFITS VEHICLE/TRAVEL ALLOWANCE EXPENSES REIMBURSED TOTAL See Attachment #2 Members of Council Dawe, Geoffrey, Mayor **70,695$ 20,847$ 8,686$ 892$ 101,120$ John Abel, Deputy Mayor 29,366 1,822 1,443 32,631 Wendy Gaertner 29,366 1,822 - 31,188 Sandra Humfryes 29,366 1,822 886 32,074 Harold Kim 29,366 1,822 2,380 33,568 Tom Mrakas 29,366 1,822 1,138 32,326 Paul Pirri 29,366 1,822 759 31,947 Jeff Thom 29,366 1,822 1,309 32,497 Michael Thompson 29,366 1,822 1,344 32,532 305,623$ 20,847$ 23,262$ 10,152$ 359,884$ ___________________________ Dan Elliott, Treasurer March 20, 2018 Statement of Remuneration and Expenses ** Excludes any remuneration paid to the Regional Councillor (Mayor) by the Town of Aurora on behalf of York Region under the Terms of a Joint Services Agreement. Such amounts are reported separately by York Region. All remuneration and expenses were properly documented, approved and authorized by by-laws, and were within allocated budgets. Prepared for Council pursuant to Section 284(1) of the Municipal Act, 2001.General Committee Meeting Agenda Tuesday, March 20, 2018Item C5 Page 5 of 7 Town of Aurora Disclosure of Expenditures of Members of Council Attachment #2 For the period January 1 to December 31, 2017 Training/ Seminars/ Conferences ** Out of Town mileage/ tolls/ parking FCM Board Meetings (Member) Special Events Meals/ Hospitality (excl. alcohol) Alcoholic Beverages Other Expenses Total Unallocated Pooled Budget $8,000 $6,900 $36,900 Mayor Dawe 311 436 - - 145 - - 892 Deputy Mayor Abel 1,443 - - - - - - 1,443 Councillor Gaertner - - - - - - - - Councillor Humfryes 886 - - - - - - 886 Councillor Kim 2,380 - - - - - - 2,380 Councillor Mrakas 1,138 - - - - - - 1,138 Councillor Pirri - - 759 - - - - 759 Councillor Thom 1,309 - - - - - - 1,309 Councillor Thompson 1,344 - - - - - - 1,344 Mayor Dawe - 41 - 446 2,141 - - 2,628 Deputy Mayor Abel 748 - - 158 - - - 906 Councillor Gaertner - - - - - - - - Councillor Humfryes 1,118 - - 274 - - - 1,392 Councillor Kim 1,905 - - 113 - - - 2,018 Councillor Mrakas 1,873 - - 448 - - - 2,321 Councillor Pirri - - 4,711 - - - - 4,711 Councillor Thom 1,157 - - - - - - 1,157 Councillor Thompson 1,873 - - 273 - - - 2,146 Mayor Dawe 311 477 - 446 2,286 - - 3,520 Deputy Mayor Abel 2,191 - - 158 - - - 2,349 Councillor Gaertner - - - - - - - - Councillor Humfryes 2,004 - - 274 - - - 2,278 Councillor Kim 4,285 - - 113 - - - 4,398 Councillor Mrakas 3,011 - - 448 - - - 3,459 Councillor Pirri - - 5,470 - - - - 5,470 Councillor Thom 2,466 - - - - - - 2,466 Councillor Thompson 3,217 - - 273 - - - 3,490 17,486 477 5,470 1,712 2,286 - - 27,431 ** includes related travel, accommodation, and included meals Note: This report is not intended to reconcile to line account totals, as staff and administrative items have been excluded for purposes of this report. Mayor Dawe Deputy Mayor Abel Councillor Gaertner Councillor Humfryes Councillor Kim AMO Conference, FCM Conference Councillor Mrakas Councillor Pirri Councillor Thom Councillor Thompson Note: Mayor Dawe's conferences funded by Regional Municipality of York. AMO Conference, FCM Conference FCM Conference FCM Conference AMO Conference, FCM Conference Total All Training/ Seminars/ Conferences Attended Association of Municipalities of Ontario (AMO) Conference (Ottawa), Federation of Canadian Municipalities (FCM) Conference (Ottawa) AMO Conference - FCM Conference Expenditure Budgets: (full year) $2,000 Reimbursed to Member: Paid by Town on Behalf of Member: Total Expenses: $20,000 General Committee Meeting Agenda Tuesday, March 20, 2018 Item C5 Page 6 of 7 Attachment #3 RENUMERATION OTHER EXPENSES REIMBURSED TOTAL Appointed Members of Committees and Boards Tom Plamondon - Vice-Chair Committee of Adjustment/Property Standards Committee 1,159$ 1,159$ Roy J. Harrington Committee of Adjustment/Property Standards Committee 1,159 1,159 Grace L. Marsh - Chair Committee of Adjustment/Property Standards Committee 1,090 1,090 David Mhango Committee of Adjustment/Property Standards Committee 1,159 -$ 1,159 Hank Gosar (eff Sept./17) Committee of Adjustment/Property Standards Committee 421 421 Nick Racanelli (resigned May/17) Committee of Adjustment/Property Standards Committee 211 211 5,199$ -$ 5,199$ Members with no payments made: Heritage Advisory Committee Environmental Advisory Committee Aurora Public Library Board Staff Liaison – Jeff Healey Staff Liaison – Christina Nagy-Oh Staff Liaison – Jill Foster Councillor Jeff Thom – Vice Chair Councillor Tom Mrakas – Vice Chair Councillor Sandra Humfryes (eff Feb/17) Councillor Wendy Gaertner - Chair Councillor – Paul Pirri - Chair Councillor Harold Kim Neil Asselin (eff Sep/16)Irene Clement Councillor Paul Pirri Barry Bridgeford Larry Fedec Elaine Copsey Kathy Constable (resigned May/16)Danielle Howell (resigned Jun/16)Tom Connor Carol Gravelle (resigned June/17)Melville James Nancy E. Browne - Chair Martin Paivio Jennifer Sault (eff Sep/16)C. Jan Freedman Bob McRoberts (Honourary Member)Sara Varty Rino Roncadin John Kazilis Nancee Webb Greg Smith - Vice Chair James Hoyes Kristina Zeromskiene Ken Turriff (eff Sept./17) Economic Development Advisory Committee Parks, Recreation and Cultural Advisory Committee Community Recognition Review Advisory Committee Staff Liaison – Anthony Ierullo Staff Liaison – Al Downey Staff – Jennifer Norton, Anthony Ierullo (to Jun/16) Councillor Paul Pirri – Vice Chair Councillor Michael Thompson – Vice Chair Staff – Shelley Ware (eff Jun/16) Councillor John Abel - Chair Councillor Tom Mrakas - Chair Councillor Tom Mrakas - Chair Don Constable Juergen Daurer Councillor Sandra Humfryes - Vice Chair Rosalyn Gonsalves Richard Doust Diane Buchanan Marilee Harris Eric McCartney Steve Hinder Bruce Walkinshaw Brian Trussler Tim Jones Chamber Rep: Paul Smith (to Jan/16)Sport Aurora Rep: Stephen Kimmerer Brian North Chamber Rep: Javed Khan (eff Mar/16)Sport Aurora Rep: Reg Chappell (eff May/17) Jo-anne Spitzer Trails and Active Transportation Committee Accessibility Advisory Committee Canada 150 Ad Hoc Committee Staff Liaison – Jim Tree Staff Liaison – Chris Catania Staff Liaisons – Shelley Ware, Laura Sheardown Councillor Sandra Humfryes – Vice Chair Councillor John Abel Mayor Dawe - Chair Councillor Tom Mrakas - Chair Tyler Barker – Chair Ian Bryan (eff Sep/16) Alison Collins-Mrakas Gordon Barnes Damian D'Aguiar Bill Fraser James Hoyes Art Hagopian Laura Lueloff John Lenchak - Vice Chair Kelly Mathews EAC Rep: Nancee Webb Jo-anne Spitzer (eff Feb/16)Natalia Sidlar (resigned Aug/16) PRCSAC Rep: Richard Doust Ken Turriff Finance Advisory Committee Governance Review Ad Hoc Committee Staff Liaisons – Doug Nadorozny, Dan Elliott Anita Moore - Chair Councillor Michael Thompson - Chair Anna Lozyk Romeo - Vice Chair Councillor Harold Kim Steve Hinder Mayor Geoffrey Dawe Bill Hogg Terry Jones Dan Elliott, Treasurer March 20, 2018 Town of Aurora Summary of Remuneration and Expenses Paid in 2017 Appointed Members of Committees and Boards All remuneration and expenses were properly documented, approved and authorized by by-laws, and were within allocated budgets. Prepared for Council pursuant to Section 284(1) of the Municipal Act, 2001. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C5 Page 7 of 7 Town of Aurora General Committee Report No. CMS18-007 Subject: Dasher Board System in the Arena of the Aurora Family Leisure Complex Capital Project No. 72171 Prepared by: Phillip Galin, Manager, Facilities & Property Department: Community Services Date: March 20, 2018 Recommendation 1. That Report No. CMS18-007 be received; and 2. That Tender No. 2018-39-CMS for the supply and installation of the dasher board system in the arena of the Aurora Family Leisure Complex (AFLC) building be awarded to Welmar Recreational Products in the amount of $216,496.00 excluding taxes; and 3. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary This report seeks council approval to award Tender No. 2018-39-CMS for the supply and installation of the dasher board system in the arena of the Aurora Family Leisure Complex (AFLC) building. • The dasher board system in the arena of the AFLC is in need of replacement. • The scope of work is to remove the old wood system and replace it with a metal sub-structure. • The proposed work will include: disposal and removal of present structure, supply and installation of boards, players benches, glass and netting around rink. • The current dasher board system is the original dasher board system in the arena at the AFLC. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C6 Page 1 of 5 March 20, 2018 Page 2 of 5 Report No. CMS18-007 Background The dasher board system in the arena of the AFLC replacement was originally evaluated and submitted in the capital budget for 2018. Consultants estimated the work at approximately $300,000. The timing of work must be coordinated as the existing wood framed dasher board system is cast into the existing refrigerated surface. An active ice schedule in 2018 limits the opportunity to perform the required work. Over the past several seasons, the original system has been showing continued signs of significant deterioration. Although sections have been repaired as needed, the present dasher board system is in poor condition, and is not level around the entire rink. Failure of the dasher board system could cause an injury and expose the Town of Aurora to a liability or unscheduled cancellation of ice permits. In addition, the dasher board system continues to deteriorate, resulting in costly repairs and maintenance. • The goal is to improve player safety while reducing risk and liability for the Town. • Capital Project No. 72171 for $300,000 is approved in 2018. • The new system will minimize the long term maintenance costs. • Stantec Consulting has recommended replacement in this budget year per the building condition report. • There are similar systems at the Aurora Community Centre (ACC) and the Stronach Aurora Recreation Complex (SARC). Analysis The original wood dasher board system in the arena of the Aurora Family Leisure Complex (AFLC) is in need of replacement This project requires the arena to be closed; Business Support has budgeted for a $17,000 loss in revenue in 2018 to accommodate the rink board replacement. Manufacture of the boards will take approximately three (3) months after submission of the initial drawings. Installation may be an additional three to four (3 to 4) weeks. Presently, Community Services has scheduled work to be completed from June 1 to July 20, 2018. Last ice rental is scheduled for May 31. Ice will need to be reinstalled commencing July 21as ice must be available for a hockey school on July 30. This tender was issued on February 8, 2018 with a closing date of February 27, 2018. The Town received four (4) compliant bids. Table 1 is a summary of the bids received. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C6 Page 2 of 5 March 20, 2018 Page 3 of 5 Report No. CMS18-007 Table 1: Summary of Bids Bidder Name Bid Price (excluding taxes) 1 Welmar Recreational Products $141,414.00 2 Riley Manufacturing $141,500.00 3 Sound Barriers $146,000.00 4 Athletica Sport Systems Inc. $149,750.00 Verification of the tenders was undertaken by Town staff. The lowest compliant base bid was submitted by Welmar Recreational Products, in the amount of $141,414.00 excluding taxes, for the supply and installation of the dasher board system in the arena of the AFLC. A number of optional items, such as removal and disposal of existing board system, a new electric lift gate, additional doors, netting, backer plastic, header trench cover, etc. with a total $75,082 have been considered and should be included in the project for a total award of $216,496.00 excluding taxes. Advisory Committee Review Not applicable. Legal Considerations The award of this tender is in accordance with the Town’s procurement bylaw. Financial Implications Capital Project No. 72171 in the amount of $300,000 was approved in the 2018 budget. There is a short window of opportunity to complete this project, as ice schedules are full. If this project was not to proceed, it would have to be rescheduled for 2019, when a loss of revenue would have to be considered again. Additionally, the continued deterioration of the dasher board system will remain an issue with funds required to maintain it until the new system is in place. The tendered amount including optional items, is within the budgeted amount. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C6 Page 3 of 5 March 20, 2018 Page 4 of 5 Report No. CMS18-007 Table 2 is a financial summary for Capital Project No. 72171 as based on the tender submitted by Welmar Recreational Products : Table 2 – Financial Summary Communications Considerations No communication considerations at this time. Link to Strategic Plan Maintaining the Town’s facilities supports the Strategic Plan goal of Investing in Sustainable Infrastructure by maintaining infrastructure to support forecasted population growth through technology, waste management, roads, emergency services and accessibility. Alternative(s) to the Recommendation 1. Council may choose to not award this project. The tender evaluation process meets all requirements of the Procurement By-law and awarding this contract is the next step in fulfilling the requirements of the tendering process. If Council chooses to not award this contract, the facilities will continue to operate with the existing dasher board system. Conclusions Staff recommends that tender 2018-39-CMS for the supply and installation of the dasher board system in the arena of the Aurora Family Leisure Complex (AFLC) be awarded to Welmar Recreational Products in the amount of $216,496.00 excluding taxes. 2018 Capital Project No. 72171 $300,000 Total Approved Budget $300,000 Contract Award excluding HST $216,496 Non-refundable taxes (1.76%) $3,810 Total Funding Required $220,306 Budget Variance Surplus $79,694 General Committee Meeting Agenda Tuesday, March 20, 2018 Item C6 Page 4 of 5 General Committee Meeting Agenda Tuesday, March 20, 2018Item C6 Page 5 of 5 Town of Aurora Finance Advisory Committee Meeting Minutes Date: Thursday, January 24, 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, Jason Gaertner, Manager, Financial Planning, Karen Oreto, Financial Analyst, and Ishita Soneji, Council/Committee Secretary The Chair called the meeting to order at 5:30 p.m. 1. Approval of the Agenda Moved by Mayor Dawe Seconded by Councillor Kim That the agenda as circulated by Legislative Services be approved. Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C7 Page 1 of 4 Finance Advisory Committee Meeting Minutes Thursday, January 24, 2018 Page 2 of 4 3. Receipt of the Minutes Finance Advisory Committee Meeting Minutes of October 12, 2017 Moved by Councillor Kim Seconded by Mayor Dawe That the Finance Advisory Committee meeting minutes of October 12, 2017, be received for information. Carried 4. Delegations None 5. Consideration of Items 1. 2018 Work Plan for Finance Advisory Committee Staff provided an overview of the proposed 2018 Work Plan for the Committee. The Committee reviewed elements of the W ork Plan, and noted that a summary incorporating the discussions of the detailed departmental budget reviews should be included. Moved by Mayor Dawe Seconded by Councillor Kim 1. That the 2018 Work Plan for Finance Advisory Committee be received; and 2. That the 2018 Work Plan be approved; and 3. That a summary outlining the detailed departmental budget reviews be added to the Financial Advisory Committee meeting agenda of June 2, 2018. Carried as amended General Committee Meeting Agenda Tuesday, March 20, 2018 Item C7 Page 2 of 4 Finance Advisory Committee Meeting Minutes Thursday, January 24, 2018 Page 3 of 4 2. 2018 Work Plan for Financial Planning Division Staff provided detailed overview of the 2018/2019 Work Plan and highlighted various milestones and associated timelines throughout the year. Moved by Councillor Kim Seconded by Mayor Dawe 1. That the 2018 Work Plan for Financial Planning Division be received for information. Carried 3. Budget Committee Schedule – 2019 Budget Process Staff provided an overview of the proposed schedule. The Committee and staff discussed the possibility of alternate schedules with an earlier start to the 2019 budget deliberations. Moved by Mayor Dawe Seconded by Councillor Kim 1. That the Budget Committee Schedule – 2019 Budget Process be received; and 2. That the comments regarding the proposed Budget Committee schedule be referred to staff for consideration of an alternate schedule. Carried as amended 4. Distribution and Introduction of Detailed Financial Budget Information Re: Financial Services (FS) Department Staff provided a brief overview of the line-by-line analysis of the final approved 2018 budget for Financial Services department, and noted that further information and explanations will be provided for the highlighted items at the next meeting. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C7 Page 3 of 4 Finance Advisory Committee Meeting Minutes Thursday, January 24, 2018 Page 4 of 4 Moved by Councillor Kim Seconded by Mayor Dawe 1. That the detailed financial budget information for Financial Services department be received and deferred for discussion and detailed review at the February 28, 2018 meeting of the Finance Advisory Committee Carried 5. Extract from Council Meeting of November 14, 2017 Re: Finance Advisory Committee Meeting Minutes of September 27, 2017, and October 12, 2017 Moved by Mayor Dawe Seconded by Councillor Kim 1. That the Extract from Council Meeting of November 14, 2017, regarding Finance Advisory Committee meeting minutes of September 27, 2017, and October 12, 2017, be received for information. Carried 6. New Business Staff provided an update on a forthcoming Financial Services report regarding the LED Streetlight Conversion Project. The Committee inquired about the Community Energy Plan and associated grant from the Federation of Canadian Municipalities (FCM), and staff provided an update. 7. Adjournment Moved by Councillor Kim Seconded by Mayor Dawe That the meeting be adjourned at 6:20 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C7 Page 4 of 4 Town of Aurora Environmental Advisory Committee Meeting Minutes Date: Thursday, February 1, 2018 Time and Location: 7 p.m., Holland Room, Aurora Town Hall Committee Members: Councillor Paul Pirri (Chair), Councillor Tom Mrakas (Vice Chair), Jennifer Sault, Sara Varty, Nancee Webb, Kristina Zeromskiene Member(s) Absent: Irene Clement, Larry Fedec, and Melville James Other Attendees: Christina Nagy-Oh, Program Manager, Environmental Initiatives, and Linda Bottos, Council/Committee Secretary The Chair called the meeting to order at 7:05 p.m. 1. Approval of the Agenda Moved by Kristina Zeromskiene Seconded by Nancee Webb That the agenda as circulated by Legislative Services, with the following addition, be approved: • Delegation (a) Anu Bidani, STEM MINDs Corp., and Team STEMbotics Re: Smart Rainwater Harvesting Project Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C8 Page 1 of 4 Environmental Advisory Committee Meeting Minutes Thursday, February 1, 2018 Page 2 of 4 3. Receipt of the Minutes Environmental Advisory Committee Meeting Minutes of December 4, 2017 Moved by Councillor Mrakas Seconded by Kristina Zeromskiene That the Environmental Advisory Committee meeting minutes of December 4, 2017, be received for information. Carried 4. Delegations (a) Anu Bidani, STEM MINDs Corp., and Team STEMbotics Re: Smart Rainwater Harvesting Project Ms. Bidani introduced the nine members of Team STEMbotics, each of whom presented aspects of their Smart Rainwater Harvesting innovation, including their solution and approach, benefits, value proposition, key clients, use of technology, research and surveys completed, accomplishments and media presentations. Ms. Bidani and the Team responded to the questions and feedback from the Committee. Moved by Sara Varty Seconded by Nancee Webb That the comments and documentation of the delegation be received for information. Carried 5. Matters for Consideration None 6. Informational Items 1. Memorandum from Program Manager, Environmental Initiatives Re: Vegetation Management Background General Committee Meeting Agenda Tuesday, March 20, 2018 Item C8 Page 2 of 4 Environmental Advisory Committee Meeting Minutes Thursday, February 1, 2018 Page 3 of 4 Staff provided a brief overview of the memorandum. Moved by Nancee Webb Seconded by Jennifer Sault 1. That the memorandum regarding Vegetation Management Background be received for information. Carried 2. Memorandum from Program Manager, Environmental Initiatives Re: Wildlife Park Project Update Staff provided background to the memorandum. The Committee inquired about the next steps and how to move this project forward, and the Chair and staff provided a response. Moved by Jennifer Sault Seconded by Kristina Zeromskiene 1. That the memorandum regarding Wildlife Park Project Update be received; and 2. That the Environmental Advisory Committee recommend to Council: (a) That further work on the Wildlife Park be endorsed; and (b) That the Environmental Advisory Committee receive regular updates on the progress of the Wildlife Park Project. Carried 7. New Business The Chair noted that the issue of anti-idling was raised at Council, and the Mayor and Chair have committed to addressing this matter further. The Vice Chair noted that staff reports to Council currently include a section titled “Link to Strategic Plan” and staff have been asked to consider also including “Link to Corporate Environmental Action Plan” in the report template. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C8 Page 3 of 4 Environmental Advisory Committee Meeting Minutes Thursday, February 1, 2018 Page 4 of 4 Staff provided an overview of the Town’s draft communications plan for the promotion of the “Bring Your Own Bottle” initiative and campaign. The Committee suggested also using the Yonge Street digital notice board and requested extra copies of posters for Committee members to help spread the word. Staff reviewed the correspondence and invitation from a member of the Toronto & York Region Labour Council’s newly formed Environmental Action Committee, which will be holding an Ecofair and free screening of “Before the Flood” on Tuesday, February 20, 2018, from 6 p.m. to 9 p.m. at the Newmarket Theatre. The Committee suggested that it would be beneficial for the Environmental Advisory Committee to design a portable pop-up booth, in readiness for display at various events as any opportunity arises, to aid in the promotion and education of its environmental initiatives. 8. Adjournment Moved by Nancee Webb Seconded by Jennifer Sault That the meeting be adjourned at 8:10 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C8 Page 4 of 4 Town of Aurora Accessibility Advisory Committee Meeting Minutes Date: Wednesday, February 7, 2018 Time and Location: 4 p.m., Holland Room, Aurora Town Hall Committee Members: Tyler Barker (Chair), John Lenchak (Vice Chair), Gordon Barnes, James Hoyes, and Jo-anne Spitzer Member(s) Absent: Councillor John Abel Other Attendees: Ivy Henriksen, Acting Accessibility Advisor, and Nicole Trudeau, Council/Committee Secretary The Chair called the meeting to order at 4:10 p.m. 1. Approval of the Agenda Moved by James Hoyes Seconded by Gordon Barnes 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, March 20, 2018 Item C9 Page 1 of 5 Accessibility Advisory Committee Meeting Minutes Wednesday, February 7, 2018 Page 2 of 5 Accessibility Advisory Committee Meeting Minutes of January 10, 2018 Moved by John Lenchak Seconded by Gordon Barnes That the Accessibility Advisory Committee meeting minutes of January 10, 2018, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. Round Table Discussion Re: Leash-Free Dog Park (Canine Commons) Due to Councillor Abel’s absence, the Committee agreed to defer the Round Table Discussion on the Leash-Free Dog Park (Canine Commons) to the next Accessibility Advisory Committee meeting. Motion to defer Moved by Jo-anne Spitzer Seconded by Gordon Barnes 1. That the Round Table Discussion regarding Leash-Free Dog Park (Canine Commons) be deferred to the Accessibility Advisory Committee meeting of March 7, 2018. Motion to defer Carried 2. Round Table Discussion Re: National Access Awareness Week (NAAW) 2018 The Committee and staff discussed the draft project plan for National Access Awareness Week 2018 including activities and the resources required to General Committee Meeting Agenda Tuesday, March 20, 2018 Item C9 Page 2 of 5 Accessibility Advisory Committee Meeting Minutes Wednesday, February 7, 2018 Page 3 of 5 highlight and celebrate the following four (4) pillars: education, celebration, participation, and accomplishments. The Committee supported the following activities for National Access Awareness Week 2018: Information Fair, Accessibility Advisory Committee Public Open House, historical display at Town Hall with the Aurora Museum & Archives, and a lunch and learn session with Town staff and Accessibility Advisory Committee members. The Committee requested that National Access Awareness Week 2018 be a standing item on each meeting agenda for the Accessibility Advisory Committee leading up to the Week, to include updates on the draft project plan. Moved by Gordon Barnes Seconded by John Lenchak 1. That the discussion and comments regarding National Access Awareness Week (NAAW) 2018 be received and referred to staff for consideration and action as appropriate. Carried 6. Informational Items 3. Verbal Update from Acting Accessibility Advisor Re: Community Transportation Grant Program – Municipal Stream Staff provided an update on the Community Transportation Grant Program – Municipal Stream including the eligibility requirements, program guidelines and application deadline. Staff noted that, to meet the eligibility requirements of the application, the Town will partner with Community & Home Assistance to Seniors (CHATS) and the Alzheimer Society of York Region for local community transportation projects, and the application will be submitted on or before the February 28, 2018 deadline. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C9 Page 3 of 5 Accessibility Advisory Committee Meeting Minutes Wednesday, February 7, 2018 Page 4 of 5 Moved by John Lenchak Seconded by Jo-anne Spitzer 1. That the verbal update regarding Community Transportation Grant Program – Municipal Stream be received for information. Carried 4. Memorandum from Acting Accessibility Advisor Re: Transit Assistance Program (TAP) Pilot from York Region Staff provided an overview of the Transit Assistance Program (TAP) Pilot from York Region and encouraged interested applicants to contact Access York (1-877-464-9675) or visit www.yrt.ca/tap for more information. Moved by Gordon Barnes Seconded by James Hoyes 1. That the memorandum regarding Transit Assistance Program (TAP) Pilot from York Region be received for information. Carried 5. Correspondence from Penelope Wood, Program Coordinator, Housing Programs, York Region, dated December 14, 2017 Re: York Region Home Repair Program Staff provided an overview of the York Region Home Repair Program and encouraged interest applicants to contact Access York (1-877-464-9675) or visit www.york.ca/homerepair for more information including the eligibility criteria, program guide and application form. Moved by John Lenchak Seconded by Gordon Barnes 1. That the correspondence regarding York Region Home Repair Program be received for information. Carried General Committee Meeting Agenda Tuesday, March 20, 2018 Item C9 Page 4 of 5 Accessibility Advisory Committee Meeting Minutes Wednesday, February 7, 2018 Page 5 of 5 6. Extract from Council Meeting of December 12, 2017 Re: Accessibility Advisory Committee Meeting Minutes of November 8, 2017 Moved by John Lenchak Seconded by Jo-anne Spitzer 1. That the Extract from Council Meeting of December 12, 2017, regarding the Accessibility Advisory Committee meeting minutes of November 8, 2017, be received for information. Carried 7. New Business In addition to reviewing site plans and drawings, the Committee requested to be circulated on conceptual drawings for buildings that the Town purchases, constructs, or significantly renovates, including the Aurora Armoury and Library Square, to address accessibility standards and to identify potential partnership opportunities. Staff provided an update on the status of the second floor washroom at the Aurora Public Library, noting that the physical barrier is listed on Appendix B – Recommended Accessibility Items 2018-2024 to the 2018 -2024 Accessibility Plan and will be completed in Q1 2018. The Chair indicated that he will provide an update at the Accessibility Advisory Committee meeting of March 7, 2018, on the status of an accessible washroom with a hoyer lift at Upper Canada Mall as part of its new renovations. 8. Adjournment Moved by Gordon Barnes Seconded by Jo-anne Spitzer That the meeting be adjourned at 5:28 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, March 20, 2018 Item C9 Page 5 of 5 Town of Aurora General Committee Report No. CS18-001 Subject: Pending List Prepared by: Michael de Rond, Town Clerk Department: Corporate Services Date: February 6, 2018 Recommendation 1. That Report No. CS18-001 be received for information. Executive Summary To provide Council with an update on staff responses to motions adopted by Council. Background This report is accompanied by two attachments; the first is the pending list with the items that staff now consider complete. The second is the pending list with all of the completed items removed. Further pending list updates will resemble the second attachment, with the completed items removed. Analysis None Advisory Committee Review None Legal Considerations None Financial Implications None General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 1 of 51 February 6, 2018 Page 2 of 3 Report No. CS18-001 Communications Considerations None Link to Strategic Plan None Alternative(s) to the Recommendation None Conclusions None Attachments Attachment #1 – Pending List with completed items Attachment #2 – Pending List with completed items removed Previous Reports LLS16-004 – Pending List Pre-submission Review Agenda Management Team review on January 4, 2018 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 2 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018Item R1 Page 3 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 4 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 5 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 6 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 7 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 8 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 9 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 10 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 11 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 12 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 13 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 14 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 15 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 16 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 17 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 18 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 19 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 20 of 51 xxGeneral Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 21 of 51 xxxxxGeneral Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 22 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 23 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 24 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 25 of 51 xGeneral Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 26 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 27 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 28 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 29 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 30 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 31 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 32 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 33 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 34 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 35 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 36 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 37 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 38 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 39 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 40 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 41 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 42 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 43 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 44 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 45 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 46 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 47 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 48 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 49 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 50 of 51 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R1 Page 51 of 51 Town of Aurora General Committee Report No. CMS18-005 Subject: Request for Proposal for Vending and Concession Operations Prepared by: John Firman, Manager of Business Support Department: Community Services Date: March 20, 2018 Recommendation 1. That Report No. CMS18-005 be received; and 2. That the Director of Community Services be authorized to issue a Request For Proposal for the operation of vending machines and concession stands in Town facilities; and 3. That the Request For Proposal include mandatory requirements for a minimum of 55% healthy food and beverage options, as described herein; and 4. That the Request For Proposal include specific requirements as selected by Council from the options listed herein. Executive Summary The purpose of this report is to approve the issuance of a Request For Proposal (RFP) for vending and concession operations in Town of Aurora (Town) facilities, with the inclusion of mandatory requirements for healthy food options and non-sugary drinks, and to seek Council’s direction regarding the inclusion of other specifications, including • Inclusion or removal of vending machines from recreation facilities • Appearance of concessions • Inclusion or removal of bottled water • Education and marketing At the General Committee meeting of February 20, 2018, several items were discussed and Report CMS18-003 was referred back to staff for further review. This report reviews the following items, provides options for Council’s consideration, and includes staff recommendations: General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 1 of 15 March 20, 2018 Page 2 of 14 Report No. CMS18-005 • Overview of the Town’s healthy options pilot program • Staff review of the Real Food First delegates submission • Southlake Regional Health Centre vending & concession program for comparison • Options and recommendations for minimum requirements for healthy food and beverage options • Healthy options product display and pricing • Inclusion or removal of vending machines • Appearance of concessions • Inclusion or removal of bottled water, including environmental considerations • Education and marketing related to making healthy eating choices Background Staff submitted Report CMS 18-003 Request for Proposals for Vending and Concession Operations to Council for consideration at the General Committee meeting on February 20, 2018. At its meeting on February 27, 2018, Council directed staff to increase the minimum healthy food and beverage options requirement in the RFP to a minimum of 55%, and further directed staff to report back on a number of items raised at the February 20 General Committee meeting. Staff has reviewed the information provided by delegates to the February 20 meeting, conducted additional research, and are now reporting back on these findings and seeking further direction from Council on specific requirements to be included in the RFP. The RFP includes the following locations: Concessions • Stronach Aurora Recreation Complex (SARC) = one (1) concession • Aurora Community Centre (ACC) = three (3) concessions As Council is aware, the concession at the Aurora Family Leisure Complex is closing effective end of day on April 30, 2018. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 2 of 15 March 20, 2018 Page 3 of 14 Report No. CMS18-005 Vending Machines • SARC = four (4) machines • AFLC = four (4) machines • ACC = four (4) machines • Town Hall* = two (2) machines • JOC* = two (2) machines *The vending machines at Town Hall and the JOC are for staff use and will be excluded from the Healthy Options provisions discussed herein. Analysis Town of Aurora pilot program As described in detail in the previous staff report, the following is a summary of the pilot program conducted in Aurora recreation facilities from August to October, 2017. • Initiated by the Town, supported by York Region Public Health • Three (3) month pilot program with Healthy Kids Community Challenge (HKCC) • HKCC funding offset cost of implementing healthy choices • Included concessions at three (3) facilities and vending machines in one (1) facility • Added healthy choices to overall product offerings, but did not remove any traditional items from concessions • Removed sugary drinks from vending machines • Conducted survey with 80% support for the program • Actual sales did not support survey results Real Food First delegates submission Staff reviewed the report provided by the Real Food First delegates at the February 20 General Committee meeting, in which the delegates identified four (4) success stories of municipalities that had successfully implemented healthy food programs in municipal recreation facilities. All four (4) programs were implemented by the respective regional Public Health Units. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 3 of 15 March 20, 2018 Page 4 of 14 Report No. CMS18-005 In an effort to learn from those programs and incorporate their findings and program successes into the Town’s RFP, staff contacted each of the Public Health Units identified. A summary of the information provided by them is as follows: Thunder Bay • Initiative of Public Health Unit • 3 month pilot program with HKCC • HKCC funding offset cost of healthy choices • Partnered with arena concessions run by the City • Healthy menu at one (1) arena only o 1/3 healthy products (ie: smoothies, whole fruit) o 1/3 modified products (ie: popcorn with reduced salt, smaller portion sizes of traditional items) o 1/3 traditional menu o Removed some traditional menu items (ie: hot dogs) • Overall revenues decreased • Conducted survey o 60% - 70% of survey respondents very positive o High percentage of negative comments from people upset about the removal of traditional items (ie: hot dogs) Conclusion: Pilot program has just finished, and program review is not yet completed. Based on preliminary review, Thunder Bay has discontinued the program and returned to a traditional menu. Chatham-Kent • Initiative of Public Health Unit • 3 month pilot program with HKCC • HKCC offset cost of healthy choices • Partnered with three (3) municipal arenas • Added healthy options to existing menu, but did not remove any traditional items • Concessions only • Could not find a vending contractor willing to carry healthy options in vending machines • Conducting survey of arena patrons Conclusion: Pilot still ongoing; no results as of yet. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 4 of 15 March 20, 2018 Page 5 of 14 Report No. CMS18-005 Oxford County • Initiative of Public Health Unit • Hired a consultant to look at affordable and accessible recreation, as well as healthy eating • Approached all eight (8) municipalities within region, asking them to run a healthy choices pilot project at arena concessions • Only two (2) municipalities agreed (Blandford-Blenheim and Zorra) • Both removed some unhealthy choices and added healthy choices to menu for the 2015/16 hockey season o Tracked all food purchases  Healthy vs unhealthy  Economic impact (revenues decreased) Conclusion: Both municipalities subsequently closed their concessions completely. Windsor-Essex Staff have been unable to contact the Windsor-Essex County Health Unit to discuss their program, but were able to contact one of the four municipalities that participated. LaSalle Township provided the following information: • Initiative of the Public Health Unit • Funded by Public Health Unit • Concessions only • Provided the municipal recreation centre with gift cards to purchase specified healthy options: o Whole fruit o Pre-packaged apple sauce cups o Pre-packaged fruit cups • Incentive program: make eight purchases, and receive a free water bottle • No reduction in traditional concession items • No formal monitoring or research was conducted; general observations only Conclusion: (LaSalle Township) continues to offer the same items in addition to the traditional concession items. Patrons seem generally pleased with having the options available, although fruit cup sales are very minimal. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 5 of 15 March 20, 2018 Page 6 of 14 Report No. CMS18-005 Southlake Regional Health Centre Staff also contacted Southlake Regional Health Centre to inquire about their vending and concession programs. While Southlake does place an emphasis on healthy options, they do not have any specific programs or requirements in place. Their vending machines, cafeteria and gift shops sell traditional snack items, and they also contract with franchises; Tim Horton’s, Druxy’s, and Subway, with no menu restrictions. Minimum requirements for healthy food and beverage options As directed by Council, staff will include a minimum requirement of 55% healthy options for all food and beverages in the vending machines and concessions. Staff has worked in consultation with a Nutritionist from York Region Public Health to prepare a sample list of foods and beverages deemed to be healthy choices (Attachment 1), and have confirmed that the Nutritionist will continue work with staff to review and approve other vendor offered choices. Product display and pricing In order to support the promotion and sale of healthy choices, the RFP will mandate that healthy options be placed in high visibility priority locations, and products not considered as healthy choices will be placed in less visible, lower priority locations. Although the option of including pricing controls in the RFP (i.e. mandating that healthy options be priced at or lower than unhealthy options) was discussed, legally the Town cannot do this. Inclusion or removal of vending machines As of May 1, 2018 the Town will have concessions in two (2) locations only, which currently maintain the following operating hours: SARC: September 1 – May 31 Monday – Friday: 4:00 p.m. to 9:00 p.m. Saturday & Sunday: 7:00 a.m. to 8:00 p.m. SARC: June 1 – June 30 Closed. May open at the discretion of the operator, subject to Town approval. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 6 of 15 March 20, 2018 Page 7 of 14 Report No. CMS18-005 SARC: July 1 – August 31 Monday – Friday: 7:00 a.m. to 6:00 p.m. Saturday & Sunday: At the discretion of the operator, subject to Town approval. SARC: Holidays At the discretion of the operator, subject to Town approval. ACC: September 1 – April 30 Monday – Friday: 5:00 p.m. to 9:00 p.m. Saturday & Sunday: 7:00 a.m. to 8:00 p.m. ACC: May 1 – August 31 Closed. May open at the discretion of the operator, subject to Town approval. ACC: Holidays At the discretion of the operator, subject to Town approval. Typically the recreation centres are open from as early as 5:45a.m. to as late as 12:00a.m., Monday to Friday; and 6:00a.m. to 10:00p.m., Saturday and Sunday, depending upon programming and rentals. During operating hours when the concessions are closed and at all locations without concessions, vending machines provide the only option for patrons to purchase a snack or beverage, other than water. Water is available at water bottle refilling stations at all locations. Staff is requesting direction from Council on whether or not to continue to provide vending machines to supplement service at times and locations where concessions are not available. Appearance of concessions Currently, concessions are made available for lease through RFP in accordance with the Town’s Procurement By-law, and no staff resources are committed to the ongoing operation of vending machines or concessions. These spaces are available on an as-is basis and the operator is responsible for all equipment, materials and promotion/ advertising of the concession. Should it be determined to enhance the appearance of the concessions, it will fall upon either the Town or the operator to incur the costs associated with the enhancements. While more time and information is required in order to provide accurate costing, it is estimated that these enhancements could cost anywhere from $5,000 to $30,000 per General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 7 of 15 March 20, 2018 Page 8 of 14 Report No. CMS18-005 location, or more, depending on the specific nature of the work to be completed. There are currently four (4) concessions that would require enhancements. Staff is requesting direction from Council on whether or not to enhance the appearance of the concessions in order to better promote healthy options, and whether the Town will incur this cost or have it included in the RFP as a responsibility of the operator. Inclusion or removal of bottled water Currently, all Town locations included in the RFP have water bottle refilling stations, as well as bottled water for sale in the vending machines. Some of the offerings of a healthy options menu in the concessions and vending machines would include products such as: • Plain bottled water (no flavouring or carbonation) • Flavoured bottled water • Carbonated/flavoured bottled water Staff can include requirements in the RFP to eliminate plain bottled water, eliminate all bottled water, or allow for the full inclusion of bottled water. Staff can also include a requirement for vending machines to include for sale refillable bottles that people can then use at the existing water bottle refilling stations. Additional consideration should be given to the environmental impact of selling bottled water. While alternate options for flavoured and/or carbonated water products do not currently exist in the Town’s facilities, all Town facilities have been equipped with water fountains and water bottle refilling stations, which would enable the removal of plain bottled water from the vending machines and concessions. The option for water would still be available for patrons, while the reduction of plastic bottles would have a positive environmental impact. Staff is requesting direction from Council on whether or not to include, eliminate or limit the bottled water content in vending machines. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 8 of 15 March 20, 2018 Page 9 of 14 Report No. CMS18-005 Education and marketing Currently, it is the sole responsibility of the vending and concession operator to provide all marketing and promotion of the vending and concession operations. The Community Services department does not have the resources to conduct ongoing marketing for private businesses operating within our facilities. Currently, the Town does not undertake any health promotion education, as this is generally the responsibility of York Region Public Health. At this time, staff does not have enough information to report back on the costs and resources that would be required for the Town to assume these responsibilities. Should Council direct, staff can conduct further research and report back on the staffing resources and other costs associated with taking on these responsibilities. Staff can work, within its existing capacity, with the operator and facility user groups to help promote any changes to the product options available through vending and concession operations. Advisory Committee Review Not applicable. Legal Considerations An agreement will be prepared by Legal Services in accordance with the terms of the RFP, following approval of the selected vendor. Financial Implications In 2017 the vending machines and concessions generated the following gross sales, before operating costs: Concessions = $118,000 (SARC and ACC) Concessions = $ 29,700 (AFLC – closing April 30, 2018) Vending Machines = $ 80,000 $227,700 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 9 of 15 March 20, 2018 Page 10 of 14 Report No. CMS18-005 Total annual revenue paid to the Town by the operator in accordance with the current contract is $48,000 (as reduced to offset AFLC snack bar construction). Total annual value of existing contract prior to construction offset is $73,200. Staff already included a projected revenue reduction in the 2018 operating budget; however, several variables resulting from this report may impact the overall revenue the Town may obtain from entering into this agreement. Given the variety of options presented in this report, staff is unable to predict the financial impact. Communications Considerations No communication considerations at this time. Link to Strategic Plan The inclusion of healthy food and beverage options in the vending and concession RFP supports the Strategic Plan goal Supporting an Exceptional Quality of Life for All through its accomplishment in satisfying requirements in the following key objective within this goal statement: Encouraging an Active and Healthy Lifestyle: through the offering of healthy food and beverage choices. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 10 of 15 March 20, 2018 Page 11 of 14 Report No. CMS18-005 Alternative(s) to the Recommendation Staff is requesting direction from Council with regard to the following options for inclusion in the RFP: Inclusion or removal of vending machines: Option Description Staff Recommendation 1 Vending machines to be included at all locations currently identified for the RFP.  2 Vending machines to be included at selected locations only, as identified by Council. 3 Vending machines to be eliminated from Town Recreation Centres (SARC, ACC, AFLC). 4 Other options as directed. Appearance of concessions: Option Description Staff Recommendation 1 Include in the RFP the vendor’s requirement to enhance the appearance of the concessions. 2 Staff to include concession enhancements in the 2019 Capital Budget for Council consideration. 3 No change to current practice of requiring the concession operator to provide all marketing and promotion in a neat and professional manner.  4 Other options as directed. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 11 of 15 March 20, 2018 Page 12 of 14 Report No. CMS18-005 Inclusion or removal of bottled water: Option Description Staff Recommendation 1 Allow bottled water in vending machines and concessions without restriction. 2 Eliminate plain bottled water, but continue to allow the sale of flavoured and/or carbonated water. (Empty refillable bottles can be made available for sale.)  3 Eliminate all bottled water sales. (Empty refillable bottles can be made available for sale.) 4 Other options as directed. Education and marketing Option Description Staff Recommendation 1 Staff to work within existing resources to promote the inclusion of healthy choices by working with facility user groups and York Region Public Health.  2 Staff can report back to Council on the staffing resources and other costs associated with undertaking the responsibilities of conducting and educational and/or marketing campaign. 3 Other options as directed. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 12 of 15 March 20, 2018 Page 13 of 14 Report No. CMS18-005 In addition to the items noted above, staff have identified the following alternative options for Council’s consideration regarding the healthy options content requirements: Option Description Staff Recommendation 1 Issue the RFP without a healthy food and/or beverage requirement. 2 Issue the RFP with a 25% healthy food and/or beverage requirement, or other percentage as determined by Council.  3 Issue the RFP with a requirement for only healthy food and/or beverage products. 4 Not proceed with the issuance of an RFP and discontinue offering vending and concession services. 5 Take other steps as directed. Conclusions Staff will prepare an RFP for vending and concession operations in accordance with Council’s direction regarding the options presented in this report, and include a minimum requirement of 55% healthy options for all food and beverages in facility concessions and vending machines. Attachments Attachment 1 – RFP Appendix “F” – Sample list of healthy options Previous Reports PRCS17-023 Healthy Kids Community Challenge: Healthy Food Options in Community Recreation Centres CMS18-003 Request for Proposals for Vending and Concession Operations General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 13 of 15 General Committee Meeting Agenda Tuesday, March 20, 2018Item R2 Page 14 of 15 Appendix “F” – Healthy Options The vending and concession operator shall include a variety of ready-to-eat breakfast, lunch and snack options that are low-fat, low-sodium, low-sugar, and high-fibre, and ensure that the healthy choices are placed at a more prominent location, easily visible to patrons, and marketed prominently. Operator shall include a variety of healthy beverages, such as 100% fruit juice without added sugar, flavoured water, milk and milk alternatives, and other sugar-free or low-sugar beverages. Caffeine-based energy drinks are prohibited. Healthy food and beverage options must be competitively priced with the majority of the healthy items costing the same or less than items deemed less healthy. Examples of Approved Healthy Food Options: Concessions Fruit smoothies Whole fruit (e.g. apples, bananas, grapes, etc.) Prepared fruit cup with no sugar added Broth-based soups Chili Sandwiches and wraps made on whole grain bread Salads (e.g. greens, grain-based like pasta, couscous or quinoa) Sushi Trail mix (e.g. seeds, pretzel, dried fruit) Hummus with whole grain crackers or pita Vegetables with low-fat dip Unsweetened apple sauce Canned/packaged fruit, unsweetened Instant oatmeal (non-flavoured) Yogurt (single-serve) Yogurt/granola/fruit parfait Individually packaged cheese Baked goods (e.g. muffins, scones) Vending Machines Dried fruit Pretzels Baked pita chips Nuts and seeds Air-popped corn Low sugar, grain based cereal/granola bars Vegetable and fruit chips Additional options may be accepted, subject to Town approval. Nutrition standards will be used to determine healthier food and beverage options. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R2 Page 15 of 15 Town of Aurora General Committee Report No. FS18-013 Subject: 2018 Water, Wastewater, Stormwater Budgets and Rates Prepared by: Dan Elliott, Director Financial Services - Treasurer Date: March 20, 2018 Recommendation 1. That Report No. FS18-013 be received; and 2. That the 2018 combined Water, Wastewater and Stormwater budget of $23,637,600 be approved; and 3. That the 2018 retail water rate of $2.01 per cubic metre and the retail wastewater rate of $2.72 per cubic metre of water be approved; and 4. That the 2018 flat rate stormwater charges of $5.28 per unit per month for residential and condominium properties and $67.07 per unit per month for metered non-residential commercial/industrial and multi-residential properties be approved; and 5. That the new approved retail water, retail wastewater and stormwater charge rates become effective for all billings issued by the Town on or after May 1, 2018, and be retroactive for all consumption newly billed on such billings; and 6. That the 2018 bulk water purchase rate of $4.73 per cubic metre dispensed effective May 1, 2018 be approved; and 7. That the Town’s full time staff complement for all work areas except Library and Central York Fire be increased by 2 to 223 to reflect the operational requirements of the water, wastewater and stormwater areas; and 8. That the necessary by-law be enacted to implement the 2018 retail water rate, retail wastewater rate, stormwater charge and bulk water purchase rate. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 1 of 17 March 20, 2018 Page 2 of 11 Report No. FS18-013 Executive Summary The purpose of this report is to present the budget for rate supported utility programs and to set the 2018 rates for the water, wastewater and stormwater services for billings issued on or after May 1, 2018. • Budgets for water operations, wastewater operations and stormwater operations should be viewed as separate cost recovery budgets • Water, Wastewater and Stormwater Rates Require Rebalancing • 2017 Water and Wastewater budgets had errors in forecasting flows, and allocating retail revenues and wholesale costs. • Corporate overhead charge was increased, and now allocated • Additional staffing required to support the growing community demands for services • Region wholesale rate increases add pressure to underlying costs • Demand per household continues to decline • Community growth continues, but rate increases are required • Core operational budgets reduced for 2018 • Stormwater rate structure will be revisited in 2018 • Staff are developing a proposed 2018 capital project for future consideration • 2018 budget summaries are attached • Overall 2018 Water, Wastewater & Stormwater rate increases are moderate • Upward retail rate pressure is expected to continue into the future Background Annually, the water, wastewater and stormwater utility budgets must be prepared on a balanced, cost recovery basis. In setting the water, wastewater and stormwater utility budgets, the following steps are required: • Using the ten year capital plan, establish reserve contributions required for infrastructure • Determine overhead charges for costs incurred within the tax budget, to be recovered from the utility budgets. • Determine the operating costs directly related to operating the growing systems of infrastructure, maintaining water quality and testing requirements, and administration costs. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 2 of 17 March 20, 2018 Page 3 of 11 Report No. FS18-013 • Estimate total water volume to be purchased from the Region of York, and the related wholesale costs for water and wastewater services. • Using an iterative process, set retail rates, to be applied to the wholesale volumes, which result in balanced budgets. This year, the utilities budgets have been developed collaboratively with Operations staff, Billing Administration staff, and Financial Planning staff. The ten year capital requirements were known last year. Operating costs have been reduced, however new staff have been requested adding new costs. During the tax budget work, the allocation of corporate overhead to the utilities budgets was adjusted to reflect actual costs and time allocations of staff directly and indirectly involved in the utility operations. The largest challenge in developing the utilities budgets is in estimating the expected water volumes to be purchased from the Region of York. It is the water volume purchased together with rates that determine wholesale water costs, wholesale wastewater costs, and the required retail water revenue and retail wastewater revenues. To do this, staff met with the Region and developed strong confidence in an estimate developed by them. This expected water flow to Aurora was used for the basis of setting wholesale cost estimates, and balancing the budgets by setting retail rates. Analysis Water, Wastewater and Stormwater Utility Budgets should be viewed as separate budgets for cost recovery As provincial regulations require the water budget specifically to be full cost recovery, likewise the wastewater and stormwater utility budgets should also be viewed as distinct operating budgets, each balanced for full cost recovery. Except for corporate overhead allocation and administration and billing costs, the Town has been able to separate out the stormwater costs and revenues into a separate balanced budget. Water, Wastewater and Stormwater Rates Require Rebalancing The 2018 budget has been reviewed interdepartmentally. Due to two key drivers, the 2018 utilities budget will reallocate costs as between the three components; water, wastewater and stormwater budgets. After correcting cost allocations between the components, all rates will be rebalanced for full cost recovery for each component. The two key drivers are: General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 3 of 17 March 20, 2018 Page 4 of 11 Report No. FS18-013 • Errors in cost allocation and budgets between water and wastewater occurred during 2017 budget process and prior. Too much wholesale cost was allocated to water, requiring a shift to wastewater. • In the past, all corporate overhead, and the Billing & Administration costs of the budget were allocated only to the water component, with minimal allocation to wastewater and stormwater components. The 2018 budget will correct the cost allocation issues above, and will result in significant shifts in the separate rates for water and wastewater in particular, but with some added pressure to the stormwater rates. Overall, the rate increase and impact to the average homeowner is within the expected range. During 2018, staff are working to confirm the operational cost allocations as between the three components. No significant variations are expected at this time. 2017 Water and Wastewater budgets had errors in forecasting flows, and allocating retail revenues and wholesale costs. The 2017 budget had errors in forecasting the wholesale flows, and resultant retail revenues. The wholesale costs for water appear to have been overstated by more than $1million, while wholesale costs for wastewater were understated by more than $1million. These issues contributed directly to the $1.4million surplus in water operations for 2017 preliminary results, with $890,000 deficit in wastewater results. Without significant curtailment of operating costs, the combined results would have been a deficit due to the above noted budget errors. The 2018 budgets will correct these budget errors. However, this will result in significant reduction in costs in water, with significant budget cost increases in wastewater. The retail rates will require rebalancing, as these adjustments will reduce retail rate pressures in water, with significant rate pressures in wastewater. Corporate overhead charge was increased, and now allocated During the preparation of the Town’s main 2018 Operating Budget, the cost recovery charge to the three utility budgets for corporate overhead allocations was reviewed. The methodology was made consistent with the approach used for allocating corporate overhead charges to the Building Services budget. For 2018, the corporate charge made to the utilities budget was nearly doubled. This amount cannot be amended at this time, as the Operating Budget has been approved. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 4 of 17 March 20, 2018 Page 5 of 11 Report No. FS18-013 In addition to a corporate charge for overhead, the utilities budgets also are budgeted direct costs for Billing & Administration functions performed by Financial Services staff. Both the overhead and the billing administration costs have all been charged only to the water component, with very little directed to the wastewater or stormwater budgets. Administrative costs such as these should be appropriately shared between the three utility budget components for more accurate cost recovery pricing of the services. For 2018, the corporate overhead, and the billing and administration charges which are budgeted directly have been allocated between the three components. The allocation was a proration of these charges in the same allocation as the direct operational costs charged to each area by the Operational Services Department. The result of this new allocation is a reduction in costs attributed to water operations, with an increase in costs attributed to wastewater and stormwater. Additional staffing required to support the growing community demands for services During 2017, a contract position was added to the Financial Services Department specifically to support the growth demands of the water billing administration. The water billing administration to that point was substantially run by a single staff position, with the support of the divisional manager. With the increase in growth, a booming real estate market causing additional sales and ownership changes, together with addition of a meter change out program, additional support was added. Despite the additional staff, two positions are still unable to keep up to all administrative functions necessary, including efforts for the collection of arrears accounts. Staff are requesting the permanent status conversion of the current contract position. An additional resource will be hired on a one year contract basis. This new position will assure sufficient resources are in place to maintain all necessary functions for the water administration section, including meter changes, meter reading, move-in/move-outs final billings, ownership/tenant changes, collections and monitoring for low or high consumption patterns. This position will also support the activities of the pending new capital project to bring radio reading to all meters in the Town. In addition, the fleet group within Operational Services, has been struggling to maintain the demands of a larger and growing fleet, both of licensed and unlicensed vehicles, and other powered equipment. They are requesting an additional mechanic to keep the fleet of vehicles and equipment operational for the growing activities. While some fleet charge is currently allocated to the three utility budgets, it is minimal and does not General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 5 of 17 March 20, 2018 Page 6 of 11 Report No. FS18-013 reflect the work or costs required to maintain the fleet which supports the utility operations. The budget business documents for the contract conversion and the new mechanic are included as Attachments # 5 and #6. Region wholesale rate increases add pressure to underlying costs For 2018, as part of their long range financial plan, the Region of York imposed an 11.3% rate increase for water, and 7.5% rate increase for wastewater services. Similar increases are expected to continue for the next several years as the Region increases its contributions to reserves for infrastructure sustainability for the related utility assets. Demand per household continues to decline There are three key contributors to households using less water each year on average: • New construction and renovation has seen reductions in family water use through the implementation of better water saving and water efficient devices and fixtures in the home. Businesses seek water saving processes in their operations as well. • With water rates increasing and the resultant increases in the household water billings, families are becoming even more wise and sensitive in how they use and conserve water use within their homes. Water demand is seemingly fairly elastic to price increases. • The restriction on outdoor pesticide and herbicide use has resulted in significant infestation of dandelions and other weeds. With the increasingly difficult fight against these weeds, together with price sensitivity to increasing rates, many families have simply stopped watering or significantly reduced watering their lawns, further reducing demand per household. Community growth continues, but rate increases are required The increasing demand for water from new residents is being substantially offset by falling average demand as noted above. With increases in the overhead allocations, and the Region’s wholesale cost rate increase, the retail rate for combined water and sewer must increase. With the rebalancing discussed above, the 2018 water rate is being reduced, while the sewer rate is bearing all of the upward pressure. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 6 of 17 March 20, 2018 Page 7 of 11 Report No. FS18-013 Stormwater revenue is charged per property, and accordingly community growth results in higher revenues initially. With the planned increase in reserve contributions for stormwater infrastructure, and the first introduction of an allocation of Administration & Billing and Corporate Overhead charges, the stormwater rates require a 5.4% rate increase for 2018 to balance this budget. Stormwater rates have not increased May 1, 2016. Core operational budgets reduced for 2018 During staff review of the budgets, every line item was closely examined and reset to reflect planned activities to maintain and service the growing utility systems, and meet legislative requirements for delivery of safe, clean drinking water. Several line items saw reductions, with overall base operating costs charged directly to the utility budgets reduced. Stormwater rate structure will be revisited in 2018 During 2018, a report from our Engineering group will be proposing alternative approaches to allocating stormwater revenues amongst various properties. Any approved changes in billing approaches for stormwater rates will be implemented for 2019. Staff are developing a proposed 2018 capital project for future consideration The Town’s water meters all have a remote reading device on the outside of the property. Traditionally the contracted meter reader touches the outside device with a reading device to capture the meter reading. With the meter change out program, all changed meters are also having a smart-point device attached to the outside device, allowing the meter reads to be read remotely by radio signal. Staff are currently researching the feasibility of converting all existing meters to the radio reading device and installing collection antennae into the community to improve client service, billing accuracy and completeness. The new device has the ability to track recent water consumption history between regular billings. For homes with the newer style water meter, it will also report any alerts or alarms from that meter for tampering, or high or low flows. A separate report will be presented to Council to outline the planned program and seek approval of capital funding for the conversion project. 2018 budget summaries are attached General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 7 of 17 March 20, 2018 Page 8 of 11 Report No. FS18-013 Attachments #1 through #4 outline the budget details for each of water operations, wastewater operations, and stormwater operations, together with a similar format showing all three combined into one schedule. Overall 2018 Water, Wastewater & Stormwater rate increases are moderate The following rates have been calculated to recover the estimated required revenues based on the estimated volumes of water flow. Rate 2017 Rate Per cu.m 2018 Proposed Per cu.m. Change (%) Retail Water Rate $2.29 $2.01 -12.2% Retail Wastewater Rate $2.04 $2.72 33.3% Combined Water & Wastewater Rate/Bulk Water $4.33 $4.73 9.2% Stormwater Flat Rate Residential/year Residential/month $60.14 $5.01 $63.36 $5.28 5.4% Non-Residential/year Non-Residential/month $763.57 $63.63 $804.84 $67.07 5.4% The average residential household uses approximately 62 cubic metres of water per quarter. The impact of these rate changes on their quarterly bill are summarized below: Current rates billing Proposed rates billing* Dollar Increase (Decrease) % Increase (Decrease) Water services $141.98 $124.62 ($17.36) (12.2%) Wastewater 126.48 168.64 42.16 33.3% Stormwater 15.03 15.84 0.81 5.4% Total Billing $283.49 $309.10 $25.61 9.0% • Effective for billings issued after May 1, including all newly billed consumption thereon. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 8 of 17 March 20, 2018 Page 9 of 11 Report No. FS18-013 Based on the above, the impact of the proposed rate increase for a residential property is approximately $102.44 per year ($25.61 times four billings) Upward rate pressure expected to continue The Region of York is forecasting continuing significant annual wholesale rate increases as they continue to ramp up their reserve fund contributions for infrastructure sustainability. In past years, the Town of Aurora was able to ramp up its contributions related to water and wastewater infrastructure, and they are currently not under further pressure to increase. This will result in the Town needing to continue water and wastewater rate increases to offset the Region’s rate increases. The Town’s stormwater infrastructure contributions require continued annual increases as the cost of rehabilitation of ponds and underground infrastructure continues to escalate. The stormwater rate will experience upward pressures in the coming years as the Town continues to ramp up its contributions for these assets and their sustainability. Due to its relatively small budget size, the calculated rates are very sensitive to relatively small budgetary increases. Advisory Committee Review Not applicable Legal Considerations The budgets and rates for water, wastewater and stormwater utilities operations must be approved by Council. The proposed budgets provide sufficient resources for the Town staff to meet all statutory responsibilities of the Town as an owner and operator of systems for water distribution, wastewater collection and stormwater collection and management. Financial Implications The water, wastewater and stormwater budgets are all full cost recovery driven. In developing the budgets, water flow estimates are made, wholesale costs then determined, operating and administrative costs developed, internal charges confirmed, and contribution requirements for reserves established. Ultimately, the full costs of these services are then recovered by establishing rates required to do so for the forecast volumes. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 9 of 17 March 20, 2018 Page 10 of 11 Report No. FS18-013 This year’s budget sees the internal charge for corporate overhead allocation increased, as was detailed during the tax budget discussions. In addition, costs have been redistributed among the water, wastewater and stormwater budgets, resulting in required rate rebalancing. Also, this budget seeks conversion of a contract position to full time, and the addition of two other full time positions to support the operational demands of the growing community. Communications Considerations Staff will work with Communications in preparing a press release regarding the adoption of the utilities budgets and the impacts to be expected. Link to Strategic Plan Strategic Plan Goal of Supporting an Exceptional Quality of Life for All Objective 2: Invest in Sustainable Infrastructure Both legislation and fiscal management lead to creating sustainable water, wastewater and stormwater infrastructure. Providing the appropriate rates ensures that sufficient revenues are generated to create financial sustainability and maintain the assets accordingly. Alternative(s) to the Recommendation The rates for the various services are established each year based on coming into effect May 1st of the current year and are applied to all consumption, regardless of reading interval, on all billings prepared and issued on or after May 1st. Approval of the recommendations in advance of May 1st will allow the revised rates to be charged at the appropriate time to meet budget projections. Conclusions The water, wastewater and stormwater programs are all funded through a rate structure based on consumption and full cost recovery. This year’s budget rebalances retail rates between water, wastewater and stormwater charges, as costs have been reallocated across them. Overall, the proposed rate changes result in an increase of $102.44 annually for the average residential household. On a combined basis, the rates outlined General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 10 of 17 General Committee Meeting Agenda Tuesday, March 20, 2018Item R3 Page 11 of 17 Attachment #1 Water 2017 Actuals 2017 Budget 2017 Budget/Actual variance fav(unfav) 2018 Budget % Change Budget (10,898,159) (11,139,829) (241,670) (9,764,000) -12.4% 5,712,217 6,795,950 1,083,733 5,865,500 -13.7% (5,185,942) (4,343,879) 842,063 (3,898,500) -10.3% 1,557,886 1,753,086 195,200 1,571,435 -10.4% additional mechanic - 42,500 647,247 740,468 93,221 365,465 -50.6%contract conversion and additional FTE - 36,000 578,840 560,325 (18,515) 668,100 19.2% 1,700,000 1,700,000 - 1,700,000 0.0% (698,474) (410,000) 288,474 (485,000) 18.3% 3,785,499 4,343,879 558,380 3,898,500 -10.3% (1,400,443) - 1,400,443 - 9,497,716 11,139,829 1,642,113 9,764,000 -12.4%Infrastructure Sustainability Reserve ContributionsLess: Misc Revenue and direct cost recoveriesTotal Fixed Town CostsNet Budget - (surplus)deficitTotal Expenditures: Region Wholesale Charges plus Town CostsCorporate Overhead AllocationRequired rate revenuesLess: Region Wholesale ChargesGross Contribution to Fixed CostsTown Operational, Administrative and Fiscal CostsTown Operations and MaintenanceAdministration and BillingGeneral Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 12 of 17 additional mechaniccontract conversion and additional FTEInfrastructure Sustainability Reserve ContributionsLess: Misc Revenue and direct cost recoveriesTotal Fixed Town CostsNet Budget - (surplus)deficitTotal Expenditures: Region Wholesale Charges plus Town CostsCorporate Overhead AllocationRequired rate revenuesLess: Region Wholesale ChargesGross Contribution to Fixed CostsTown Operational, Administrative and Fiscal CostsTown Operations and MaintenanceAdministration and BillingAttachment #2 2017 Actuals 2017 Budget 2017 Budget/Actual variance fav(unfav) 2018 Budget % Change Budget (9,560,191) (9,929,503) (369,312) (12,121,200) 22.1% 8,900,202 7,699,412 (1,200,790) 9,039,000 17.4% (659,989) (2,230,091) (1,570,102) (3,082,200) 38.2% 380,194 1,146,191 765,997 1,125,800 -1.8% - 30,300 - 261,400 - 25,800 10,725 42,900 32,175 477,900 1,250,000 1,250,000 - 1,250,000 0.0% (88,476) (209,000) (120,524) (89,000) 1,552,443 2,230,091 677,648 3,082,200 38.2% 892,454 - (892,454) - - 10,452,645 9,929,503 (523,142) 12,121,200 22.1% WastewaterGeneral Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 13 of 17 additional mechaniccontract conversion and additional FTEInfrastructure Sustainability Reserve ContributionsLess: Misc Revenue and direct cost recoveriesTotal Fixed Town CostsNet Budget - (surplus)deficitTotal Expenditures: Region Wholesale Charges plus Town CostsCorporate Overhead AllocationRequired rate revenuesLess: Region Wholesale ChargesGross Contribution to Fixed CostsTown Operational, Administrative and Fiscal CostsTown Operations and MaintenanceAdministration and BillingAttachment #3 2017 Actuals 2017 Budget 2017 Budget/Actual variance fav(unfav) 2018 Budget % Change Budget (1,470,415) (1,351,637) 118,778 (1,752,400) 29.7% - (1,470,415) (1,351,637) 118,778 (1,752,400) 29.7% 381,889 451,637 69,748 453,400 0.4% - 12,300 - 105,400 - 10,400 - 20,900 1,000,000 1,000,000 - 1,150,000 15.0% (100,000) (100,000) - 1,381,889 1,351,637 (30,252) 1,752,400 29.7% (88,526) - 88,526 - - 1,381,889 1,351,637 (30,252) 1,752,400 29.7% StormwaterGeneral Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 14 of 17 additional mechaniccontract conversion and additional FTEInfrastructure Sustainability Reserve ContributionsLess: Misc Revenue and direct cost recoveriesTotal Fixed Town CostsNet Budget - (surplus)deficitTotal Expenditures: Region Wholesale Charges plus Town CostsCorporate Overhead AllocationRequired rate revenuesLess: Region Wholesale ChargesGross Contribution to Fixed CostsTown Operational, Administrative and Fiscal CostsTown Operations and MaintenanceAdministration and BillingAttachment #4 2017 Actuals 2017 Budget 2017 Budget/Actual variance fav(unfav) 2018 Budget % Change Budget (21,928,765) (22,420,969) (492,204) (23,637,600) 5.4% 14,612,419 14,495,362 (117,057) 14,904,500 2.8% (7,316,346) (7,925,607) (609,261) (8,733,100) 10.2% 2,319,969 3,350,914 1,030,945 3,150,635 -6.0% - - - 85,100 647,247 740,468 93,221 732,265 -1.1% - - - 72,200 589,565 603,225 13,660 1,166,900 93.4% 3,950,000 3,950,000 - 4,100,000 3.8% (786,950) (719,000) 67,950 (574,000) 6,719,831 7,925,607 1,205,776 8,733,100 10.2% (596,515) - 596,515 - - - - - 21,332,250 22,420,969 1,088,719 23,637,600 5.4% TotalGeneral Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 15 of 17 Attachment #5 Notes: Summary: Value CommunicationsPark Service LevelsRoad Service LevelsBy-law & Building ProcessEconomic DevelopmentCultural ServicesSuccession PlanningCapital Project DeliveryAnimal Control on Town's TrailsOther Strategic Plan DrivenExisting FundingNon Levy FundingLevy Impact14,000 √- 2018 14,000 Annualization 2019 - +1 Category: Full-time Department: Financial Services Division: Accounting and Revenue Request: Conversion from contract - Clerical Assistance Description/Impact: The level of activity for water/wastewater continues to grow for the Accounting and Revenues Division. During 2017, a contract position was added to the Financial Services Department specifically to support the growth demands of the water billing administration. The contract position assisted the one full time position in administrative responsibilities such as: final billing management and its issuance (approximately 200 final bills a month), the creation of new accounts in water/wastewater (1,800 accounts to date), the administration of the pre-authorized payment plan (administered 3,128 accounts per cycle), meter change-out tracking (1,500 a year), issuance of water certificates and assisting in the mail-out of the water wastewater bills on a quarterly basis. In 2017, the one full time position managed the quarterly billing, administration of the 17,310 accounts, this represents approximately a 75% increase since 2007. The contract position assisted in repurposing the efforts of the one full time position that required additional resources such as timely meter reads before the issuance of the water wastewater bills, administration and update of the water wastewater accounts, time spent on escalated calls regarding water wastewater disputes and finally negotiating on payment plans for those severely past due. The presence of the contract position has alleviated pressures on the one full time position. It is recommended that the contract position be converted to a full time position to continue to support the on going demands and growth. Budget Impact April 2, 2018 start date. Year:2018 Decision Unit: #1 Staffing conversion from contract to Full-time Council Priority FTE +/- General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 16 of 17 Attachment #6 Summary: Value CommunicationsPark Service LevelsRoad Service LevelsBy-law & Building ProcessEconomic DevelopmentCultural ServicesSuccession PlanningCapital Project DeliveryAnimal Control on Town's TrailsOther Strategic Plan DrivenExisting FundingNon Levy FundingLevy Impact85,100 √- √- 2018 - Annualization 2019 - 2018 FTE +/- +1 Council Priority Decision Unit: #2 New Staffing Budget Impact Category: Full-time Department: Operational Services Division: Fleet Division Request: Additional funding for one Class A Mechanic in Fleet Services complement Description/Impact: Currently there are 3 fulltime mechanics in the fleet division who are responsible for the entire corporate fleet consisting of over 300 vehicles and equipment. More than 30 pieces of equipment and vehicles are dedicated to the Water and Sewer division, with many others shared with the other functions. With the restructuring of the Parks and Roads Operations, the Fleet Division now falls under the responsibility of Operational Services. Parks and Roads staff have had a close relationship with the Fleet Division over the years and they have always strived to meet the needs of both Roads and Parks. Over the past few years, both Roads and Parks have seen an incremental yet progressive decline in the ability of fleet staff to keep up with the demands of the operation on a number of fronts. There are a number of improvements that have been identified that will greatly improve how fleet functions. Among the current issues, staff are finding that equipment is taking longer to repair, down time periods are more lengthy and highly sensitive seasonal time frames for fleet preparedness for example plows, sanders and turf equipment are not being met in a timely manner. This is a troubling situation in that key operational equipment is often unavailable to the operators during peak seasonal periods in both Roads and Parks. Management has sufficient familiarity of the operation and the employees charged with the responsibility of maintaining the fleet and can confidently state that the fleet mechanics are well organized and extremely diligent in their day to day efforts to keep up with demand. Due to the nature of the Town's operational business needs, there is little that can be done to stream line or reduce the work load given the growth that has occurred and the need to maintain municipal service level standards in both Roads and Parks. Based on the current situation and the pressures we are facing, we must supplement the work force or risk falling further behind and compromising the Towns operations. The proportionate salary expenses must be recovered from the rate based revenue generating accounts in order to properly address and reflect the true cost and overhead of maintaining the Water and Sewer fleet to reduce the financial burden on the tax based fleet funding. Based on the current division of fleet responsibilities, staff recommend that the costs associated with 1.0 FTE be funded through the Water and Sewer budget. As a result, there will be no impact to the tax base fleet funding in any future year. Year: General Committee Meeting Agenda Tuesday, March 20, 2018 Item R3 Page 17 of 17 Town of Aurora General Committee Report No. CS18-005 Subject: Amendments to the Use of Corporate Resources for Election Campaign Purposes Policy Prepared by: Michael de Rond, Town Clerk Department: Corporate Services Date: March 20, 2018 Recommendation 1. That Report No. CS18-005 be received; and 2. That amendments to the Use of Corporate Resources for Election Campaign Purposes Policy regarding Third Party Advertisers and Nomination Day be approved. Executive Summary This report seeks approval for minor amendments to the Use of Corporate Resources for Election Campaign Purposes Policy to ensure that Third Party Advertisers are subject to the same rules as Council, Candidates for Council, and Municipal Staff; • The Use of Corporate Resources for Election Campaign Purposes Policy does not address Third Party Advertisers • An amendment to the Nomination Day definition is also required Background The Municipal Elections Act has been amended to regulate, for the first time, third-party advertisers. Third-party advertisers are those that support, promote or oppose a candidate, or support, promote or oppose a “yes” or “no” question on the ballot. Individuals, corporations or trade unions that incur expenses by advertising in any broadcast, print, electronic or other medium during the “restricted period” will be required to register with the Town Clerk before incurring expenses. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R4 Page 1 of 7 March 20, 2018 Page 2 of 3 Report No. CS18-005 Analysis The Use of Corporate Resources for Election Campaign Purposes Policy does not address Third Party Advertisers The policy refers to Candidates, Council Members and Town Staff, but does not include Third Party Advertisers. This amendment, adding a definition Third Party Advertisers, would ensure that Third Party Advertisers are subject the provisions of this policy. An amendment to the Nomination Day definition is also required A further amendment to the policy to reflect the new Nomination Day, as per amendments to the Municipal Elections Act in 2017, is required. The last day to submit nominations is the fourth Friday in July at 2:00 p.m. For the 2018 Municipal Election, Nomination Day is Friday, July 27, 2018 at 2:00 p.m. Advisory Committee Review None Legal Considerations None Financial Implications None Communications Considerations The Policy will be made available with other Election material on the Town’s website and will be provided in Candidate Information packages. Link to Strategic Plan This report supports the strategic goal of a fairness for everyone in the community. Alternative(s) to the Recommendation General Committee Meeting Agenda Tuesday, March 20, 2018 Item R4 Page 2 of 7 General Committee Meeting Agenda Tuesday, March 20, 2018Item R4 Page 3 of 7 Topic: Elections Affects: Members of Council, Municipal Election Candidates, and all Town Staff Section: Use of Corporate Resources Replaces: Administration Procedure No. 33 – Political Issues Original Policy Date: April 8, 2014 Revision Date: Effective Date: April 8, 2014 Next Revision Date: Prepared By: Legal & Legislative Services Approval Authority: Council 1.0 PURPOSE The purpose of this Policy is to clarify that all municipal election Candidates, Third Party Advertisers, Members of Council, and Town Staff are required to follow the provisions of the Act with regard to the use of corporate resources for election purposes. This Policy also ensures that the Town’s operations, events, and facilities are used for non-partisan purposes and are not used for election campaign related purposes/activities. 2.0 SCOPE This Policy applies to all Town Staff, all municipal election Candidates (whether for Council or for school trustee), Third Party Advertisers, any Acclaimed Candidate, and Members of Council (including a Member not seeking re-election). 3.0 DEFINITIONS “Acclaimed” means a Candidate elected by acclimation pursuant to section 37 of the Act. “Act ” means the Municipal Elections Act, 1996, S.O. 1996, c. 32, as amended. “Campaigning” means a municipal election-related activity for the purpose of supporting or opposing the election of a Candidate or a question on the ballot, and includes, without limiting the generality of the foregoing, the distribution of materials, advertising, display of signage, etc. “Candidate” means a person who has filed a nomination for an office pursuant to section 33 of the Act, and includes a person who has filed a nomination for election to a school board pursuant to the Education Act, R.S.O. 1990, c. E.2, as amended. “Clerk” means the Clerk of the Town or his/her designate. “Council” means the Council of the Town. “Member” means a member of the Council of the Town, and includes the Mayor of the Town. “Nomination Day” means, in the case of a regular election, the fourth Friday in July in the year of the election -or- in the case of a by-election, the 45th day prior to the voting day, as noted in section 31 and subsection 65(4) of the Act. “Policy” means this Use of Corporate Resources for Election Campaign Purposes – Policy No. 76. TOWN OF AURORA Legal & Legislative Services Department Corporate Policies, Programs and Procedures Use of Corporate Resources for Election Campaign Purposes – Policy No. 76 Attachment 1 General Committee Meeting Agenda Tuesday, March 20, 2018 Item R4 Page 4 of 7 “Staff” means all full-time and part-time persons hired by the Town, including but not limited to the Chief Administrative Officer, Directors, Managers, Supervisors, Coordinators, salaried employees, union employees, administrative staff, and contract, temporary, student, secondment, and co-operative placement staff. “Third Party Advertisers” means those that incur a cost to support, promote or oppose a candidate, or support, promote or oppose a “yes” or “no” question on the ballot. “Town” means The Corporation of the Town of Aurora. “Town resources” means real property, goods and/or services owned, controlled, leased, acquired, or operated by the Town including but not limited to: facilities, parks, materials, equipment, monetary funds, technology, Town IT systems and resources, databases, intellectual property, and supplies. “Voting Day” means, in the case of a regular election, the fourth Monday in October in the year of the election -or- in the case of a by-election, the 45th day after Nomination Day, as noted in section 5 and subsection 65(4) of the Act. 4.0 POLICY 4.1 Campaigning – General (a) No person shall use Town resources for Campaigning. (b) Notwithstanding subsection 4.1(a), “All-Candidates” meetings may be held in a Town facility at the discretion of the Clerk, subject to the usual rental charges and permit procedures for such use and provided that subsection 4.1(d) is adhered to. (c) Notwithstanding subsection 4.1(a), Campaigning on public walkways, thoroughfares, and rights-of- way are permitted, provided that all Campaigning is in compliance with Town by-laws. (d) No Campaigning signs or material may be displayed in any Town owned or operated facilities. (e) Campaigning shall not be permitted at any Town-operated events, e.g., Concerts in the Park, Ribfest, Canada Day celebrations, etc. (f) No person shall use the services of Staff for Campaigning during normal working hours of such Staff, unless such Staff are on a leave of absence without pay, lieu time, float day, maternity/parental leave, or vacation leave. (g) In any material printed, distributed, or paid for by the Town, a Candidate is not permitted to: i. illustrate that an individual is a Candidate; ii. identify where they or any other individual will be running for office; or iii. profile or make reference to a Candidate. (h) Websites or domain names that are funded, owned, or operated by the Town shall not include any Campaigning, other than non-partisan election information material that is required for the proper administration of the election under the Act and basic contact information for Candidates. (i) The Town’s voicemail system shall not be used to record Campaigning messages, and the Town resources comprising the computer network, e-mail, and related IT systems shall not be used for Campaigning. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R4 Page 5 of 7 (j) The Town’s logo, crest, coat of arms, slogan, brand, other marks, chain of office, etc. shall not be used in any Campaigning or included on any Campaigning related website, social media, or electronic publication. (k) Photographs and videos produced for and owned by the Town may not be used for Campaigning. (l) As provided for in section 11 of the Act, the Clerk is responsible for conducting elections within the Town. Accordingly, any decision regarding the conduct of an election, including the interpretation and application of this Policy, shall fall under the authority of the Clerk. 4.2 Town Staff (a) Staff shall not use any Town resources for Campaigning. (b) Staff shall neither canvass nor actively work in support of a Candidate during normal working hours, unless such Staff is on a leave of absence without pay, lieu time, float day, maternity/parental leave, or vacation leave. (c) Staff shall neither canvass nor actively work in support of a Candidate while wearing a Town uniform, badge, crest or other item identifying them as a member of Town Staff, or while using a Town owned or leased vehicle. (d) Staff working directly for a Member of Council (i.e., Executive and Administrative Assistants), shall not be assigned to work as Voting Clerks, Returning Officers, Deputy Returning Officers, or in any part of the voting process. (e) Staff who are also relatives of any Member of Council or Candidate shall not be assigned to work as Voting Clerks, Returning Officers, Deputy Returning Officers, or in any part of the voting process. (f) Staff shall not use their official authority or influence for the purpose of interfering with or affecting the result of a municipal election or a question on the ballot, nor use their official title while participating in otherwise permissible political activities. (g) Staff are advised to be especially mindful of public perception during municipal elections, and to ensure that their activities neither conflict with nor adversely affect their duties as members of Town Staff. Moreover, Staff have a responsibility to ensure that public resources are not used for Campaigning by any person. (h) Any member of Staff who considers being a Candidate in a municipal election should familiarize themselves with the rules set out in the Act and the Education Act, R.S.O. 1990, c. E.2, as amended. 4.3 Members of Council (a) A Member of Council is responsible for ensuring that the content of any communication material that is printed, sponsored, hosted, or distributed by the Town at the request of such Member of Council is not for Campaigning. (b) A Member of Council shall not print or distribute Campaigning material using Town resources and/or paid for by Town funds. (c) Office furnishings, office/desk locations, stationary, and other supplies normally provided for Members of Council will remain status quo from Nomination Day until the end of the Council term. However, none of these Town resources may be used for Campaigning. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R4 Page 6 of 7 5.0 LIMITATIONS (a)Nothing in this Policy shall prohibit a Member of Council from performing his/her job as a Member of Council, nor impede them from representing the interests of his/her constituents. (b)Nothing in this Policy shall preclude a Staff member from exercising his/her civic right and duty to participate in the municipal election process as a private citizen. (c)Nothing in this Policy shall prevent Staff from conducting an election in accordance with the Act, or providing non-partisan election information material on behalf of the Town so as to inform the public about the election and the election process. *** General Committee Meeting Agenda Tuesday, March 20, 2018 Item R4 Page 7 of 7 Town of Aurora General Committee Report No. FS18-004 Subject: 2019 Budget Development Direction Prepared by: Dan Elliott, Director of Financial Services - Treasurer Department: Financial Services Date: March 20, 2018 Recommendation 1. That Report No. FS18-004 be received; and 2. That the key principals for the 2019 operating budget development be endorsed. Executive Summary This report provides budget development directions and guidance to staff as they prepare the draft 2019 Operating Budget for presentation to the Budget Committee during the first quarter of 2019. • Council’s Budget Principles and Budget Process are set out in the foundational documents approved by Council in 2016, which are publicly available on the Town’s website, and will serve as guidance to staff in budget preparations. • Finance Advisory Committee continues its detailed reviews of department operations which allows for more strategic reviews of the 2019 draft budget by the Budget Committee. • Key directives include: o The budget consultation meeting that was introduced as a component of the 2018 budget process will continue in 2019. o Fire Services budget continues to grow beyond inflation due to the phased plan to hire four new firefighters per year, leading to the opening of the new fire hall, and as set out in the updated Fire Master Plan. The Town of Aurora previously adopted a budget strategy to phase the whole increase equally over a five-year period. This budget strategy will continue into 2019. o The Town’s fiscal strategy to add special levy increases in addition to CPI to meet needed increases for contributions to the infrastructure sustainability reserve funds and other purposes continues for 2019. These General Committee Meeting Agenda Tuesday, March 20, 2018 Item R5 Page 1 of 8 March 20, 2018 Page 2 of 8 Report No. FS18-004 strategies are confirmed each year as part of the regular updates to the Town’s 10 Year Capital Investment Plan. Background In preparation for staff’s creation of the town’s draft 2019 operating budget, it is important for Council to set out its expectations with respect to tax impacts to the residents and businesses of the planned budget. Such direction has allowed the town to recognize considerable efficiency gains in its past three budget processes. When the provided targets were achieved by staff and presented, only minor changes to the presented draft operating were required by Council through the addition of new priority special projects or initiatives. These additions have consistently been accommodated within the draft operating budget target provided by Council. As 2019’s budget must be approved by the newly elected Council, this report is simply seeking endorsement rather than formal approval of the budget preparation directions. The direction proposed is consistent with that of the last three years. Analysis Key principles for the 2019 budget development. (Numbering corresponds to the numbered principles in the Council Budget Principles document.) 2) The budget process will include the use of budget consultation approaches to allow residents the opportunity to provide input into budget priorities. 8) Council will not rely on budget surplus from one year to support or mitigate budget pressures in the following budget year. 10) Council and staff will continually look to implement changes in technique, tools, or approaches in delivering all services and functions which would reduce cost, or improve efficiency or effectiveness of our work. 12) Council is committed to adequately fund infrastructure renewal through annual increases to infrastructure reserve contributions. These additional increases will be part of the fiscal strategy budget, and may require overall budget increases beyond inflation for the residents of the Town. 13) The operating budget shall include outlooks for the next three years, for a total of four years, to allow the current budget to be considered within the context of the Town’s short term future funding requirements. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R5 Page 2 of 8 March 20, 2018 Page 3 of 8 Report No. FS18-004 14) A special phasing budget will be used to continue to phase in the expected sharp increase in Fire Services costs with the anticipated addition of a new crew currently being added to Central York Fire Services. This special phasing budget will be funded from a portion of the growth revenue. 16) Inflation is recognized as having a direct impact on the Town’s costs of delivering its existing services. Residents and Council should expect their base taxes to increase by inflation each year, with the fiscal strategy budget pushing this tax increase beyond inflation in efforts to reposition the Town’s long-range financial situation. 18) While the Town is intent on advancing strategic priorities, it is likely not possible to advance all issues in every year, and Council will need to make these key priority decisions in a scarce resource environment. 19) Innovation, efficiencies, maintaining service excellence and service improvements come through the continuous learning and development of our staff. Training and development funding will be provided in the budget. 21) The Province is providing the opportunity for additional revenue to municipalities through deliberately holding the line on school tax rate increases. To accept this additional funding, the municipalities must increase their local portions by a rate higher than inflation, failing which, the opportunity to accept this additional funding is lost. The Finance Advisory Committee has reviewed some budget areas in detail Since its inception in 2015, the Finance Advisory Committee (FAC) has reviewed the Parks, Recreation & Culture department (now Community & Cultural Services, plus Parks Division of Operations), Corporate Accounts, and Planning and Building Services (now Planning and Development Services) department budgets in detail. During the course of these reviews, certain budget concern areas were explored and addressed as part of future town budgets; such as the necessary budget right-sizing of certain budget lines that was undertaken as part of the 2017 and 2018 budget processes. No further right sizing is expected for 2019 as no further concern areas have been identified. The Advisory Committee has scheduled their detailed review of the Financial Services, Corporate Services, Operational Services and Waste/Wastewater/Storm utility departmental operating budgets over the course of 2018. At the conclusion of these noted reviews, the Finance Advisory Committee will have completed a detailed review of all of the town’s departments within its desired four year review cycle. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R5 Page 3 of 8 March 20, 2018 Page 4 of 8 Report No. FS18-004 Recommended budget preparation directions for 2019 Based on the highlighted budget principles, it is recommended that the following budget directions be endorsed for the preparation of the 2019 Operating Budget: Public Consultation 1) A public consultation meeting will be held to provide opportunity for individuals and groups to provide suggestions, advice or requests and proposals to Budget Committee with regards to the 2019 Operating or Capital budget. Base Operating Budget 1) The overall Aurora net residential tax bill increase for the Base Operating be limited to the reported July 2017 to June 2018 Consumer Price Index (CPI) for the Toronto Area. 2) All fees, rates and charges are to be indexed by the same CPI reported value, and new revenue sources identified. 3) New taxes from new community growth be incorporated into the base budget and be used to extend existing services to these new communities, residents and businesses. 4) For strategic priorities separately identified by Council, a further levy increase should be considered for such new funding. Council may consider a multi-year phased approach to increasing service levels. 5) After the CPI factor is known, the Treasurer is to provide the Library Board, the Cultural Centre Board, and the Historical Society a clear budget funding allocation early in the budget development stage for their consideration when preparing their business plans. 6) A current plus three year forecast will be prepared, and will include a staffing needs analysis and forecast for the same period. Phase-In Budget 7) The phase-in budget strategy currently approved for Fire Services expansion will be funded from within the inflationary and growth components of the base operating budget, as applicable, with any excess planned increase being a separate component of the overall tax increase. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R5 Page 4 of 8 March 20, 2018 Page 5 of 8 Report No. FS18-004 Fiscal Strategy Budget 8) In addition to the base budget increase for inflation, a dedicated Fiscal Strategy tax levy increase will be imposed to fund additional contributions to Infrastructure Reserves in accordance with the long range fiscal strategies adopted in the recent Ten Year Capital and Asset Management Plan, and reduce budgetary reliance on unsustainable levels of supplementary tax revenues. Capital Budget The 2019 capital budget will be developed based upon the foundational principles as set out in the town’s approved asset management plan (AMP), as well as, its Ten Year Capital Investment Plan in an effort to maintain existing capital asset service standards and to accommodate our growing community needs. Both of these noted plans are scheduled for review and approval by Council as part of the 2019 budget process. Staff are currently preparing an in-year capital budget amendment for 2018 which will include a limited number of R&R type projects which are routine in nature, and will be ready for early tendering before the 2019 construction season. Expected Budget Timing for Council Staff are currently planning for the Budget Committee to commence its review of the 2019 capital budget during February following the election, with the operating budget to follow immediately thereafter. In the event that there is a minimal change to Council after the election, staff will be prepared to commence the capital and operating budgets during December, subject to approval of such schedule by that new Council. Similarly, the planned public consultation process currently anticipated for January could be advanced into December. Advisory Committee Review The Finance Advisory Committee reviewed a draft of this report at its February 28th meeting. Legal Considerations While this Council may influence the preparation of the 2019 operating budget development, it is not permitted to formally approve it. Accordingly, in support of this, General Committee Meeting Agenda Tuesday, March 20, 2018 Item R5 Page 5 of 8 March 20, 2018 Page 6 of 8 Report No. FS18-004 this report is setting out the planned budget development approach to be used by staff, and is seeking endorsement of that approach only. Financial Implications It is anticipated that strong assessment base growth from new structures (not reassessment increases) will occur for another year, following which growth is anticipated to begin to decline. New revenue from growth is necessary funding to extend existing services at their same levels to these new residents and businesses which results in additional costs, and in some cases, additional staffing requirements. Generally, growth revenue is not used to fund service enhancements to the whole community. Inflation is a reality that if not accommodated on the full revenue side (taxes and all other revenue sources), dilutes funding available for the maintenance of base services at their existing service levels, resulting in dilution of service. Operating cost increases exceed inflation for such things as insurance, benefits plans, minimum wage increments, petrochemicals, electricity and other fuels, among others. Accordingly, inflationary increases to taxes and service fees are necessary and should be expected by Council and taxpayers to maintain services year to year. In its Budget Principles document, Council has made very transparent that its reference inflationary indicator is the July to June annual CPI published by Statistics Canada for the Toronto area. This public declaration eliminates use of different CPI values by staff or others during the budget review process. The CPI value for the end of June is expected to be published by Statistics Canada in late July or August. In addition to inflation, residents and Council need to recognize that infrastructure sustainability funding is currently insufficient for maintaining the service levels from our aging infrastructure. This is a reality facing most municipalities across Canada. Accordingly, increased funding for infrastructure should be expected to be funded as an incremental beyond a base operating budget inflationary adjustment. As of the end of January, the CPI was projected to be 2.0%. On this information, using the principles set out above, the Base Budget would have a 2% tax increase, plus a 1% increase for Fiscal strategy. Any new services introduced by Council will add further increase pressure. Therefore the potential tax rate impact for 2019 could fall in the range of 3.0% to 3.4% depending on the extent of any new services and the final CPI when published in July. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R5 Page 6 of 8 March 20, 2018 Page 7 of 8 Report No. FS18-004 Communications Considerations The budget directions of Council are primarily aimed at staff as they prepare the draft 2019 budget. However, in forthcoming pieces, the Communications Division will include some information which will advise residents of Council’s budget expectations and the resultant increase to taxes and fees. A strong communications plan in regards to the development of the Town’s 2019 operating and capital budget is absolutely critical. Consequently, staff will develop a clear communication strategy for the entire 2019 budget cycle. This communication strategy will utilize all communication tools available to the Town including its social media channels. The public consultation process will be delayed due to the election, and will take place in mid-January, with advertising to being mid-December. Link to Strategic Plan Developing the annual budget supports all aspects of the Strategic Plan. Specifically, this report supports the Plan principles of Leadership in Corporate Management, Leveraging Partnerships, and Progressive Corporate Excellence and Continuous Improvement. By setting out the approach to be taken in developing the 2019 Operating Budget. Approval of the 2019 operating and capital budgets provides funding support and approval for all initiatives, services and operations of the Town, all of which support and advance the Strategic Plan’s objectives. Overall, these budgets lead to an improvement in the quality of life for the community that we serve. Alternative(s) to the Recommendation 1. Council may choose to endorse alternate budget preparation direction to staff. Conclusions Clear budget preparation directions have assisted immensely in ensuring a smooth and highly successful budget process for 2016, 2017 and 2018. The entire budget development cycle is now supported by Council approved foundational documents, being the Council Budget Principles and Council Budget Process. Members of the General Committee Meeting Agenda Tuesday, March 20, 2018 Item R5 Page 7 of 8 General Committee Meeting Agenda Tuesday, March 20, 2018Item R5 Page 8 of 8 Town of Aurora General Committee Report No. PDS18-023 Subject: Application for Draft Plan of Condominium Navelli Dwellings Inc. 15278 Yonge Street File Number: CDM-2017-04 Related File Numbers: SP-2015-08, OPA-2015-04 and ZBA-2015-10 Prepared by: Lawrence Kuk, Senior Planner, Development Department: Planning and Development Services Date: March 20, 2018 Recommendation 1.That Report No. PDS18-023 be received; and 2.That the Application for Draft Plan of Condominium (Standard Condominium) CDM-2017-04 (Navelli Dwellings Inc.) be approved, subject to the conditions outlined in Appendix “A” of this report; and 3.That the Mayor and Town Clerk be authorized to execute any Agreement(s) referenced in the Conditions of Approval, including any and all documents and ancillary agreements required to give effect to same. Executive Summary The report seeks Council’s approval to the application for Draft Plan of Condominium (standard condominium) on 15278 Yonge Street. •The proposed Draft Plan of Condominium consists of 126 stacked back-to-back townhouse units. •The proposed Draft Plan of Condominium application is consistent with the PPS Growth Plan and LSPP. •The proposed Draft Plan of Condominium is consistent with the approved Official Plan Amendment (OPA-2015-04), the approved Zoning By-law Amendment application (ZBA-2015-10) and approved Site Plan application (SP-2015-08). •Departments and agencies have no objections to the approval of the Draft Plan of Condominium subject to the conditions outlined in Appendix “A”. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R6 Page 1 of 18 March 20, 2018 Page 2 of 8 Report No. PDS18-023 Background On June 14, 2016, Council approved an Official Plan Amendment application (OPA- 2015-04) and Zoning By-law Amendment application (ZBA-2015-10) to permit residential uses (stacked, back-to-back townhouses) at grade and/or below grade with amendments to development standards. Subsequently, on July 12, 2016 Council approved the related Site Plan application (SP- 2015-08) to develop 126 stacked, back-to-back townhouse units with a total allocation of 126 units of water and sewage capacity. The Site Plan agreement was executed with all fees and securities paid on November 11, 2016. The subject Draft Plan of Condominium application (CDM-2017-04) was submitted to the Town to establish a standard condominium with common elements such as visitors parking areas and private roads. The future of this development will be required to pay a monthly condominium fee to the condominium corporation for maintenance of common element areas. The back-to-back common elements condominium townhouses are currently under construction. Location The subject lands are located at the northwest corner of Yonge Street and Wellington Street West, municipally known as 15278 Yonge Street (Figure 1). The eastern portion of the site has 82.0 m of frontage on Yonge Street and the western portion has 38.5 m of frontage on Machell Avenue. The site has a total lot area of 1.1 hectares. Surrounding Land Uses The surrounding land uses are: North: Automotive service shops and vacant lot; South: Dollarama store and Bank of Montreal; East: Yonge Street, TD Bank and one storey retail/ commercial uses; and West: Machell Avenue, single detached residential units and one six (6) storey apartment building. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R6 Page 2 of 18 March 20, 2018 Page 3 of 8 Report No. PDS18-023 Policy Context Pursuant to the Condominium Act, 1998, section 9(2) states that an application for a condominium are subject to section 51, 51.1 and 51.2 of the Planning Act. Accordingly, the Draft Plan of Condominium must have regards to the matters of provincial interest, consistent with the Provincial Policy Statement and other provincial plans, conformity with the upper and lower tier official plan and conformity to the local zoning by-law. Note: Application for Standard Condominium does not require notices or statutory public planning meeting. York Region Official Plan (2010) The subject lands are designated as “Urban Area” within the York Region Official Plan. York Region’s vision for the Urban Area is to strategically focus growth while conserving resources and to create sustainable lively communities. Under the York Region’s Official Plan, one regional urbanization goal is to enhance the Region’s urban structure through city building, intensification and compact, complete communities. Town of Aurora Official Plan – Site Specific Policy No. 41 The subject lands are designated as “Upper Downtown Special – Site Specific Policy No. 41” by Official Plan Amendment No.9 (Figure 2). The site specific policy allows for residential units at grade with amendments to the development standards. Details of the amendments were discussed in report number PDS16-037. Town of Aurora Zoning By-law 6000-17 The subject property is zoned “Promenade Downtown (PD1 - 462) Exception Zone” by the Town of Aurora Zoning By-law 6000-17, as amended (Figure 3). The PD1(462) exception zone permits stacked, back-to-back townhouse dwelling units with site specific development standards. Details of the amendments were discussed in report number PDS16-037. Reports and Studies The Owner submitted the following documents as part of a complete application to the proposed Draft Plan of Condominium application: Submission Requirement Author Draft Plan of Condominium Schaeffer Dzaldov Bennett Ltd. Plan of Survey Schaeffer Dzaldov Bennett Ltd. Approved Site Plan Guthrie Muscovitch Architects Covering Letter Malone Given Parsons Ltd. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R6 Page 3 of 18 March 20, 2018 Page 4 of 8 Report No. PDS18-023 Proposed Application Proposed Draft Plan of Condominium As illustrated on Figure 4, the subject Draft Plan of Condominium proposes a total of 126 stacked back-to-back townhouse condominium units. The proposed townhouse units are divided into six 4 storey buildings with a private common element road and visitors parking and landscaped areas. One level of underground parking will be provided for the residents.The common element road will have vehicular access from Machell Avenue. As illustrated in Figure 5 and 6, the approved site plan permits each unit to have outdoor amenity space in the form of patios and balconies for the ground floor units and balconies and roof top terraces for the aboveground units. The proposed amenity spaces will be exclusive use by the individual owners. Analysis Planning Considerations Provincial Policy Statement (2014) & Places to Grow: Growth Plan for the Greater Golden Horseshoe It is Planning Staff’s opinion that the proposed Draft Plan of Condominium application is consistent with the PPS and the Growth Plan. The Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. The Growth Plan for the Greater Golden Horseshoe (Growth Plan) manages growth in the region. According to policy 1.1.3.1 of the PPS, the proposed condominium is located within a Settlement Area which growth and development shall be promoted. In addition, policy 1.1.1 of the PPS promotes an appropriate mix of residential unit type to the Town. Similarly, section 2.2 of the Growth Plan emphasizes accommodating population growth through intensification of the existing “built-up areas” and providing a range and mix of housing types. Discussions on PPS and Growth Plan conformity were outlined within the Staff report PDS16-037 (approved Official Plan and Zoning By-law Amendment) and PDS16-057 (approved Site Plan application). Given that the proposed Draft Plan of Condominium is consistent with the previous approvals, the proposed Draft Plan of Condominium is consistent with the policies within the PPS and Growth Plan. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R6 Page 4 of 18 March 20, 2018 Page 5 of 8 Report No. PDS18-023 Lake Simcoe Protection Plan (LSPP) It is Planning Staff’s opinion that the proposed Draft Plan of Condominium application is consistent with the LSPP. The subject property is located within the East Holland Subwatershed, which is a regulated area of the Lake Simcoe Protection Plan. According to the LSSP, any major developments shall be accompanied by a Stormwater Management Plan and minimize and/or mitigate impacts associated with the quality and quantity of urban run-offs. The Lake Simcoe Region Conservation Authority (LSRCA) have reviewed technical documents related to stormwater management during the Official Plan, Zoning By-law Amendment and Site Plan process. Therefore, the LSRCA has no objection to the approval of the Draft Plan of Condominium subject of conditions of approval outlined in Appendix ‘A’. York Region Official Plan (YROP) York Region has no objection to the approval of the Draft Plan of Condominium subject to the conditions outlined in Appendix “A”. Prior to registration of the proposed condominium, the Owner shall execute all Regional agreements and obtain all of the necessary permits required as part of the site plan approval for the subject property issued under File No. SP-A-009-15 (SP-2015-08). In addition, the Owner shall obtain all necessary permits with the Region and provide confirmation that all transfers of obligation have been completed where Regional agreements require responsibility to change from the Owner to the Condominium Corporation. Town of Aurora Official Plan The proposed Draft Plan of Condominium conforms to the approved Official Plan Amendment application (OPA-2015-04). The proposed use of stacked back-to-back townhouses is permitted within the site specific land use designation. As indicated on figure 6, the building elevations, materials and architecture will be built in accordance with the approved site plan application. Overall, the proposed building is designed in a consistent manner and displays positive architectural and neighbourhood massing qualities. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R6 Page 5 of 18 March 20, 2018 Page 6 of 8 Report No. PDS18-023 Zoning By-law 6000-17, as amended The proposed Draft Plan of Condominium conforms to the approved Zoning By- law Amendment application (ZBA-2015-10). Staff has evaluated the proposed development and have determined the subject proposal is consistent with the approved site specific zoning provisions and performance standards of the Town’s Comprehensive By-law. Department/Agency Comments The proposed application was circulated to all internal and external agencies for review and comments. In general, all circulated agencies are satisfied with the revisions and have no further comments at this time, subject to conditions of approval outlined in Appendix ‘A’. All technical matters will be resolved prior to the registration of the Condominium or releasing any securities as described within the executed site plan agreement. Advisory Committee Review Not required. Legal Considerations The subject Draft Plan of Condominium has been submitted to the Town pursuant to the provisions of the Planning Act, and as such may be subject to future OMB (Land Tribunal) appeal and litigation, which may require Legal Services review and comments for Council consideration. Should Council approve this planning application Legal Services will attend the registration of the proposed condominium to implement final approval of this application. Financial Implications All financial implication was considered during the site plan application and implemented through the site plan agreement. The development of the subject lands will generate development charges and cash in lieu of parkland fees. The proposed development will generate yearly tax assessment to the Town. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R6 Page 6 of 18 March 20, 2018 Page 7 of 8 Report No. PDS18-023 Communications Considerations No Communication required. Link to Strategic Plan The Draft Plan of Condominium application supports the Strategic Plan goal of Supporting an exceptional quality of life for all through its accomplishment in satisfying requirements in the following key objectives within this goal statement: Strengthening the fabric of our community: Through the addition of 126 stacked, back- to-back townhouse dwelling units, housing is provided through collaborations with the development community to ensure future growth includes housing opportunities for everyone. Strengthening the fabric of our community: Through the approval of an infill residential development, the Work with the development community to meet intensification targets to 2031 as identified in the Town’s Official Plan action item is realized. Alternative(s) to the Recommendation 1. Direct staff to report back to another Council Meeting addressing any issues that may be raised at the Council Meeting. 2. Refusal of the application with an explanation for the refusal. Conclusions Planning and Development Services reviewed the proposed Draft Plan of Condominium application in accordance with the provisions of the Provincial, Regional, the Town’s Official Plan and Zoning By-law respecting the subject lands. The proposed Draft Plan of Condominium application for 126 stacked, back-to-back townhouse units is considered to be in keeping with the development standards of the Town. The lands will be developed in accordance with the executed site plan agreement that will address all site plan related issues. Staff recommends approval of the Draft Plan of Condominium application file: CDM-2017-04; subject to the conditions set out in ‘Appendix A’ to this report. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R6 Page 7 of 18 General Committee Meeting Agenda Tuesday, March 20, 2018Item R6 Page 8 of 18 Temperance StreetYonge StreetMillStreetVictoria StreetYonge StreetSpruceStreetWellington Street West Wellington Street East Irwin Avenue Catherine Avenue Centre StreetMachell AvenueLOCATION MAP Map created by the Town of Aurora Planning & Building Services Department, February 9, 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: Navelli Dwellings Inc.FILES: CDM-2017-04 SUBJECT LANDS General Committee Meeting Agenda Tuesday, March 20, 2018Item R6 Page 9 of 18 WELLINGTON STREET EASTYONGE STREETWELLINGTON STREET WEST Centre Street Irwin Avenue Mill StreetSpruce StreetVictoria StreetTemperanceStreetMachellAvenueCatherine Avenue Spruce StreetMachell AvenueEXISTING OFFICIAL PLAN Map created by the Town of Aurora Planning & Building Services Department, February 9, 2018. Base data provided by York Region & the Town of Aurora. ¯0 25 50 75 100 Metres APPLICANT: Navelli Dwellings Inc.FILES: CDM-2017-04 FIGURE 2 Subject Lands St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive ^Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd Downtown Shoulder Promenade General Secondary Plan Boundary Upper Downtown Schedule A OPA Schedule B1 Secondary Plan Area Environmental Protection Private Parkland Public Parkland Stable Neighbourhoods Site Specific Policy No. 41 General Committee Meeting Agenda Tuesday, March 20, 2018Item R6 Page 10 of 18 Yonge StreetWellington Street West Wellington Street West Catherine Avenue Yonge StreetCentre Street Wellington Street EastMachell AvenueEP(152) EP(20) PD1(387) PD1(4) PD1(432) PD1(462) PD1(59)PD1(92)PD2(473)PDS1(428)R7(244)R8(336)RA2(16)O1 PD1 PD1 PDS1 PDS3 PDS3R7 R7 EP EP EXISTING ZONING BY-LAW Map created by the Town of Aurora Planning and Building Services Department, February 9, 2018. Base data provided by York Region & the Town of Aurora. ¯0 10 20 30 40 Metres APPLICANT: Navelli Dwellings Inc.FILES: CDM-2017-04 FIGURE 3 SUBJECT LANDS St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive ^Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd Second DensityApartment ResidentialRA2 Promenade DowntownPD1 Special MixedDensity ResidentialR7 Zoning Legend Townhouse DwellingResidential RESIDENTIAL ZONES R8 Major Open Space OPEN SPACES ZONES O1 Environmental ProtectionEP PROMENADE ZONES Promenade Downtown- Special Mixed DensityPD2 Promenade Downtown Shoulder - Central CommercialPDS1 Promenade Downtown Shoulder - InstitutinalPDS3 General Committee Meeting Agenda Tuesday, March 20, 2018Item R6 Page 11 of 18 Map created by the Town of Aurora Planning & Building Services Department, February 9, 2018. Photo provided by Schaeffer Dzaldov Bennett Ltd. PROPOSED DRAFT PLAN OF CONDOMINIUM APPLICANT: Navelli Dwellings Inc.FILES: CDM-2017-04 FIGURE 4 General Committee Meeting Agenda Tuesday, March 20, 2018Item R6 Page 12 of 18 Map created by the Town of Aurora Planning & Building Services Department, September 9, 2016. Photo provided by Guthrie Muscovitch Arcitect. APPROVED SITE PLAN APPLICANT: Navelli Dwellings Inc.FILES: CDM-2017-04 FIGURE 5 General Committee Meeting Agenda Tuesday, March 20, 2018Item R6 Page 13 of 18 Map created by the Town of Aurora Planning & Building Services Department, February 9, 2018. Photo provided by Guthrie Muscovitch Arcitect. APPROVED ELEVATION APPLICANT: Navelli Dwellings Inc.FILES: CDM-2017-04 FIGURE 6 General Committee Meeting Agenda Tuesday, March 20, 2018Item R6 Page 14 of 18 Appendix “A” CONDITIONS OF APPROVAL Draft Plan of Standard Condominium CDM-2017-04 Navelli Dwellings Inc. (the “Owner”) 15278 Yonge Street legally described as Lot 7, Part Lot 6, Part Lots D, E and F, Plan 36; Lots 17, 18, 21, Part Lots 15, 16 and 19, Plan 246, Parts 1, 2 and 3 on Plan 65R-36470 save and except Parts 1, 2 and 3 on Plan 65R-36670 (the “Lands”) THE CONDITIONS OF AURORA COUNCIL THAT SHALL BE SATISFIED BY THE OWNER PRIOR TO THE RELEASE FOR REGISTRATION OF ANY CONDOMINIUM PLAN OF THE LANDS (the “Plan”), ARE AS FOLLOWS: 1) Approval of the final Plan shall relate to the Draft Plan of Standard Condominium CDM-2017-04 prepared by Schaeffer Dzaldov Bennett Ltd. dated July 20, 2017 (the “Draft Plan”). 2) The Draft Plan and associated conditions of Draft Plan approval may require revisions, to the satisfaction of the Town, to implement or integrate any recommendations resulting from studies required as a condition of draft approval. Minor redline revisions to the Draft Plan may also be required to ensure property alignment with existing or proposed units and/or facilities on lands adjacent to the Draft Plan, or as a result of the Land Registry Office’s pre-approval of the Draft Plan. 3) Prior to the Town’s release of the Plan for registration, the Owner shall provide to the Town for approval, the Condominium Declaration and Description for the Plan, containing all required provisions in accordance with the Condominium Act, 1998,and any other provision as may be requested as a condition of draft approval by the Town (the “Declaration). If requested by the Town, the Owner shall incorporate into the Declaration reference to any right(s)-of-way and easements for vehicular access, including access for fire and emergency services, to the satisfaction of the Town. Together with the final version of the Declaration, the Owner shall provide a solicitor’s undertaking indicating that: a. the Declaration is the final version to be submitted for registration, subject only to changes requested by the Land Registrar; b. the Town will be notified of any required changes prior to registration; and c. immediately following registration of the Declaration, a copy will be provided to the Town along with a copy of the registered Plan. 4) Prior to the Town’s release of the Plan for registration, the Owner shall provide to the satisfaction of the Town, a certificate from the Owner’s consultant stating that the buildings have been substantially completed in accordance with the Condominium Act, 1998, S.O. 1998, c. 19, as amended, and that they have been surveyed and built including all site works in accordance 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone:905-727-3123 ext. 4343 Email: Lkuk@aurora.ca www.aurora.ca TOWN OF AURORA Planning & Development Services DRAFT PLAN OF CONDOMINIUM Conditions of Draft Approval General Committee Meeting Agenda Tuesday, March 20, 2018 Item R6 Page 15 of 18 Navelli Dwellings Inc. CDM-2017-04 Conditions of Approval Page 2 with the plans forming part of the Site Plan Agreement dated November 11, 2016 between Carpino Construction Inc. and the Town registered on title to the Lands as Instrument No. YR2581828 on November 21, 2016. York Region 5) Prior to final approval, the Owner shall provide confirmation that all of the Conditions of the site plan approval issued for the subject property on October 20, 2016 under Regional File No. SP- A-009-15, have been satisfied. 6) Prior to final approval, the Owner shall execute all Regional Agreements and obtain all of the necessary permits required as part of the site plan approval for the subject property issued on October 20, 2016 under Regional File No. SP-A-009-15. 7) Prior to final approval, the Owner shall confirm that all of the works within the Regional ROW have been completed to the satisfaction of the Region or that the Region holds sufficient securities to cover the cost of any outstanding works. Should there be insufficient securities to cover the cost of the remaining works, the Owner shall arrange for the deposit of additional securities in the amount sufficient to cover the cost of all outstanding works. 8) Prior to final approval, the Owner shall provide confirmation that all transfer of obligation have been completed where Regional agreements require responsibility to change from the Owner to the Condominium Corporation. Lake Simcoe Region Conservation Authority 9) That prior to final plan approval and any major site alteration, the following shall be prepared tothe satisfaction of the LSRCA and the Town: a) a detailed Stormwater Management Report in accordance with Lake Simcoe Region Conservation Authority Technical Guidelines for Stormwater Management Submissions and in conformity with the Stormwater Management Master Plan approved under Strategic Action 4.5-SA of the Lake Simcoe Protection Plan; b) a detailed erosion and sediment control plan;c) a detailed grading and drainage plan;d) a detailed water balance and phosphorus budget in concert with 4.8-DP oftheLakeSimcoe Protection Plan and 6.40-DP of the Lake Simcoe Protection Plan if applicable;and e) a Detailed Low Impact Development (LID) Evaluation demonstrating the means tomaximize the use of LID measures consistent with Policy 1.6.6.7 of the ProvincialPolicy Statement (2014). 10) That the owner shall agree in the Condominium Agreement to carry out, or cause to be carried out, the recommendations and requirements contained within the plans and reports as approved by the LSRCA and the Town. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R6 Page 16 of 18 Navelli Dwellings Inc. CDM-2017-04 Conditions of Approval Page 3 11) That the owner shall agree in the Condominium Agreement to retain a qualified professional to certify in writing that the works were constructed in accordance with the plansand reports as approved by the LSRCA and the Town. 12) That the owner shall agree in the Condominium Agreement to ensure that proper erosion and sediment control measures will be in place in accordance with the approved Gradingand Drainage Plan, and Erosion and Sediment Control Plan prior to any site alteration orgrading. 13) That the owner shall agree in the Condominium Agreement to grant any easements requiredfor storm water management purposes to the Town. 14) That prior to final plan approval, the owner shall pay all development f ees to the LSRCAin accordance with the approved fees policy, under the Conservation Authorities Act. 15) That the owner shall agree in the Condominium Agreement to maintain all existing vegetation up until a minimum of 30 days prior to any grading or construction on-site inaccordance with 4.20b.-DP of the Lake Simcoe Protection Plan. 16) That the Owner shall agree in the Subdivision/Condominium Agreement to indemnify and save harmless the municipality and LSRCA from all costs, losses, damages, judgments, claims, demands, suits, actions, or complaints resulting from any increased flooding or erosion to property and people as a result of the approved storm water management scheme. The Owner shall obtain and maintain in full force and effect during the term of this Agreement general liability insurance with respect to the storm water management works and system. Canada Post 17) The owner/developer will consult with Canada Post to determine suitable permanent locations for the placement of Community Mailboxes and to indicate these locations on appropriate servicing plans. 18) The Builder/Owner/Developer will confirm to Canada Post that the final secured permanent locations for the Community Mailboxes will not be in conflict with any other utility; including hydro transformers, bell pedestals, cable pedestals, flush to grade communication vaults, landscaping enhancements (tree planting) and bus pads. 19) The owner/developer will install concrete pads at each of the Community Mailbox locations as well as any required walkways across the boulevard and any required curb depressions for wheelchair access as per Canada Post’s concrete pad specification drawings. 20) The owner/developer will agree to prepare and maintain an area of compacted gravel to Canada Post’s specifications to serve as a temporary Community Mailbox location. This location will be in a safe area away from construction activity in order that Community Mailboxes may be installed to service addresses that have occupied prior to the pouring of the permanent mailbox pads. This area will be required to be prepared a minimum of 30 days prior to the date of first occupancy. 21) The owner/developer will communicate to Canada Post the excavation date for the first foundation (or first phase) as well as the expected date of first occupancy. 22) The owner/developer agrees to include in all offers of purchase and sale a statement, which advises the prospective new home purchaser/tenants that mail delivery will be from a designated Community Mailbox, and to include the exact locations (list of lot #s) of each of these General Committee Meeting Agenda Tuesday, March 20, 2018 Item R6 Page 17 of 18 Navelli Dwellings Inc. CDM-2017-04 Conditions of Approval Page 4 Community Mailbox locations; and further, advise any affected homeowners/tenants of any established easements granted to Canada Post. 23) The owner/developer will be responsible for officially notifying the purchasers of the exactCommunity Mailbox locations prior to the closing of any home sales with specific clauses in thePurchase offer, on which the homeowners do a sign off. Clearances The Town’s Planning Division shall advise that Conditions 1 and 2 have been satisfied, stating briefly how each Condition has been met. The Town’s Legal Services Division shall advise that Condition 3 has been satisfied, stating briefly how this Condition has been met. The Town’s Engineering Division and Building Division shall advise that Condition 4 has been satisfied, stating briefly how this Condition has been met. York Region shall advise the Town of Aurora that Conditions 5 to 8 have been satisfied; the clearance letter shall include a brief statement detailing how each Condition has been met. Lake Simcoe Conservation Authority shall advise the Town of Aurora that Conditions 9 to 16 have been satisfied; the clearance letter shall include a brief statement detailing how each Condition has been met. Canada Post shall advise the Town of Aurora that Conditions 17 to 23 have been satisfied; the clearance letter shall include a brief statement detailing how each Condition has been met. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R6 Page 18 of 18 Town of Aurora Council Report No. PDS18-026 Subject: Implementation of Train Whistle Cessation for GO Train Crossings Design and Peer Review Budget Prepared by: Michael Bat, Traffic/Transportation Analyst Department: Planning and Development Services Date: March 20, 2018 Recommendation 1. That Report No. PDS18-026 be received; and 2. That this report satisfy Council’s conditional budget approval for capital project no. 34532 – Train Whistle Cessation in the amount of $235,000; and 3. That approval be given for staff to proceed with capital project No. 34532; and 4. That the Mayor and Town Clerk be authorized to execute agreements between the Town of Aurora, the Region and/or Metrolinx, including any and all documents and ancillary agreements required to give effect to same. Executive Summary This report seeks Council approval to include the Train Whistle Cessation Project within the 2018 Budget year. The design cost is estimated at $135,000 and an additional $100,000 is estimated for the peer review consultant as per Metrolinx requirements. $235,000 will be included in the 2018 budget and the construction cost estimate of $1,075,000 has be included in the 2019 budget. Council may choose to defer this project to the 2019 budget deliberations. Background On June 27, 2017, Council considered Report No. IES17-024 – Implementation of Train Whistle Cessation for GO Train Crossings and passed the following resolution: General Committee Meeting Agenda Tuesday, March 20, 2018 Item R7 Page 1 of 4 March 20, 2018 Page 2 of 4 Report No. PDS18-026 THAT Report No. IES17-024 – Implementation of Train Whistle Cessation for GO Train Crossings be referred back to staff for more information during the 2018 Budget deliberations. Budget In accordance to Report No. IES17-024 – Implementation of Train Whistle Cessation for GO Train Crossings, the total budget for construction and design is provided in Table 1. The budget has been updated to remove the cost of $800,000 for the four pedestrian gates at Wellington Street East, since this will be part of the future Mextrolinx improvements program with proposed grade separation at Wellington Street East. Table 1 – Budget for Construction and Design Crossing Maze Barrier Pedestrian Gates Road Authority Estimated Cost Engelhard Drive 2 Aurora $20,000 Centre Street 2 Aurora $20,000 St. John’s Sideroad 4 York Region $800,000 Detailed Design $135,000 Peer Review Consultant $100,000 Total 4 8 $1,075,000 The design cost estimated at $135,000 and the peer review estimated at $100,000 will be part of the 2018 budget and the construction cost estimated at $1,075,000 has be included in the 2019 budget. Advisory Committee Review Not applicable. Legal Considerations The following agreements must be entered and executed prior to implementing the train whistle cessation project: General Committee Meeting Agenda Tuesday, March 20, 2018 Item R7 Page 2 of 4 March 20, 2018 Page 3 of 4 Report No. PDS18-026 1. Cost Sharing Agreement: required to be signed by Metrolinx, the Region and the Town; 2. At-Grade Crossing Modification Agreement: required to be signed by Metrolinx and the Town; and, 3. Metrolinx Indemnity Agreement: required to be signed by Metrolinx, the Region and the Town. Financial Implications It is recommended that Council authorize funding of $235,000 (excluding taxes) for the design and peer review stage of the train whistle cessation project in the 2018 Capital Budget. Council may choose to defer the design and peer review component of the project to the 2019 budget deliberations. Communications Considerations Plans for the train whistle cessation for GO train crossings will be communicated to via the usual channels: Town website, social media, Council Highlights, media release, Notice Board in the Auroran and eNewsletter. Any construction-related impacts will also be communicated to any residents and affected businesses via mail and personal visits (where appropriate) as well as through the usual channels noted above. Link to Strategic Plan None. Alternative to the Recommendation Council could choose not to proceed with the project. Conclusions It is recommended Council approve lifting the conditional budget approval for capital project no. 34532 – Train Whistle Cessation in the amount of $235,000 and approval be given for staff to proceed with capital project No. 34532. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R7 Page 3 of 4 General Committee Meeting Agenda Tuesday, March 20, 2018Item R7 Page 4 of 4 Town of Aurora General Committee Report No. PDS18-028 Subject: Application for Zoning By-law Amendment Canadian Tire Real Estate Limited 14700 Yonge Street Part of Lots 76 and 77 Concession 1 File Number: ZBA-2016-05 Prepared by: Marty Rokos, Planner Department: Planning and Development Services Date: March 20, 2018 Recommendations 1.That Report No. PDS18-028 be received; 2.That the Application to Amend the Zoning By-law File Number ZBA-2016-05 (Canadian Tire Real Estate Limited), to amend the site specific C4-15 zoning provisions to allow additional commercial uses be approved; 3.That the implementing Zoning By-law Amendment be presented at a future Council Meeting. Executive Summary This report seeks Council’s approval for the application for Zoning By-law Amendment at 14700 Yonge Street. The owner proposes to amend the site specific C4-15 Zoning provisions to allow additional commercial uses on the subject lands. •The application has been circulated for comment. Comments have been provided to the owner; •One written public comment has been received in addition to the verbal comments received at the Public Planning Meeting. 12 people registered as interested parties; •The proposed Zoning By-law Amendment is consistent with Provincial, Regional, and the Town’s Official Plan policies; and •A Site Plan Exemption application will be required for the proposed site changes. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R8 Page 1 of 16 March 20, 2018 Page 2 of 12 Report No. PDS18-028 Background Application History The application for the Zoning By-law Amendment was heard at the Public Planning Planning Meeting on September 28, 2016. At that meeting, Council received the report and directed the applications to proceed to a future General Committee meeting for consideration. At that meeting, Council passed the following resolution: “That Report No. PBS16-070 be received; and That comments presented at the Public Planning meeting be addressed by Planning and Building Services in a comprehensive report outlining recommendations and options at a future General Committee meeting.” The application was then heard at the General Committee Meeting on February 7, 2017. At the following Council meeting on February 14, Council passed the following resolution: “That Report No. PBS17-004 – Application for Zoning By-law Amendment, Canadian Tire Real Estate Limited, 14700 Yonge Street, Part of Lots 76 and 77, Concession 1, File Number: ZBA-2016-05, be deferred to the last Council meeting of June 2017.” Canadian Tire had the property up for sale and were in discussions with potential buyers through most of 2017. The property has not sold and is no longer for sale. Canadian Tire now plans to rent the building on the subject lands to commercial tenants as originally proposed. Location / Land Use The subject lands, municipally known as 14700 Yonge Street, are located between Henderson Drive and Murray Street (Figure 1). The property has a lot area of 3.06 hectares and a frontage of 156.6 m on Yonge Street. The existing building is a 7,781 m2 GFA former Canadian Tire store that is now vacant. 350 parking spaces are currently provided. The subject lands have the following characteristics: •Former Canadian Tire store; •The driveway along the northerly property line is shared with the adjacent Winners Plaza and the driveway at the southerly property line is used by the adjacent townhouses on Mosaics Avenue. •The topography generally slopes down from Yonge Street to the west. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R8 Page 2 of 16 March 20, 2018 Page 3 of 12 Report No. PDS18-028 Surrounding Land Uses The surrounding land uses are as follows: North: Commercial South: Residential and commercial East: Yonge Street, Aurora War Memorial Peace Park and commercial West: Residential Policy Context Provincial Policies All Planning Act development applications are subject to provincial policies. The Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest. These policies support the development of strong communities through the promotion of efficient land use and development patterns. The Growth Plan for the Greater Golden Horseshoe is a guiding document for growth management within the Greater Golden Horseshoe (GGH) Area to 2041. The Growth Plan provides a framework which guide decisions on how land will be planned, designated, zoned and designed. The Lake Simcoe Protection Plan (LSPP) is a provincial document that provides policies which addresses aquatic life, water quality, water quantity, shorelines and natural heritage, other threats and activities (including invasive species, climate change and recreational activities) and implementation. York Region Official Plan (YROP) The subject lands are designated as “Urban Area” within the York Region Official Plan. York Region’s vision for the Urban Area is to strategically focus growth while conserving resources and to create sustainable, lively communities. Under the York Region’s Official Plan, one regional urbanization goal is to enhance the Region’s urban structure through city building, intensification and compact, complete communities. Town of Aurora Official Plan – “Promenade General” and “Promenade Focus Area”. The “Promenade General” designation is intended to promote transformation into a vibrant, pedestrian-oriented area through the introduction of higher densities and high quality mid-rise forms placed close to the street, while providing appropriate transitions to adjacent neighbourhood. Areas within the “Promenade Focus Area” designation share many characteristics with the “Promenade General” designation but present exceptional opportunities afforded by their entryway locations, existing or planned infrastructure, and major community amenities/services. This designation is intended to provide enhanced development potential. Permitted uses in both designations include multiple unit buildings, townhouses, apartment buildings, communal housing, live-work units, commercial uses including retail stores, restaurants and personal services, tourist accommodation, commercial and/or government offices, research and data processing facilities, child care facilities, institutional uses, General Committee Meeting Agenda Tuesday, March 20, 2018 Item R8 Page 3 of 16 March 20, 2018 Page 4 of 12 Report No. PDS18-028 cultural, recreational and entertainment uses, conference centres, parking facilities at grade and/or in structure, a variety of parks and urban squares, public uses, and utilities. Prohibited uses include single detached and semi-detached dwelling units and automotive-oriented uses of any kind including, but not limited to sales, service and gas stations. Zoning By-law 2213-78, as amended The subject lands are currently zoned “Shopping Centre Commercial (C4-15) Exception Zone” by the Town of Aurora Zoning By-law 2213-78, as amended (Figure 3). The C4-15 Zone permits a retail store selling home products, automotive supply and sports and leisure products within a single building, which may include ancillary uses such as automotive service and repair, garden and nursery sales including seasonal outside storage, food services which are ancillary and accessory to the main permitted uses, and associated warehousing and office space. Reports and Studies The Owner submitted documents as part of a complete application to the proposed Zoning By-law Amendment application as identified in staff report PBS16-070. Proposed Application Proposed Zoning By-law Amendment As shown in Figure 3, the owner proposes to amend the site specific C4-15 Exception Zone. The Owner proposes to expand the list of permitted commercial uses and exceptions to the parking provisions of the By-law. The Owner has submitted a draft Zoning By-law which is currently under review by staff. The following is a table to compare the difference between the current C4-15 zoning requirements with the proposed zoning requirements. Existing C4-15 Exception Zone Requirement Proposed C4-15 Exception Zone Requirement Permitted Uses Retail store selling home products, automotive supply and sports and leisure products Bake shops special, banks or financial establishments, bowling alleys, business and professional offices, clinics, drug stores, dry cleaning establishments, libraries, post offices and government administrative offices, laundries, medical and dental laboratories, places of entertainment, personal service shops, private and commercial clubs, restaurants, retail stores, supermarkets, 1 apartment suite for a caretaker* General Committee Meeting Agenda Tuesday, March 20, 2018 Item R8 Page 4 of 16 March 20, 2018 Page 5 of 12 Report No. PDS18-028 Existing C4-15 Exception Zone Requirement Proposed C4-15 Exception Zone Requirement Lot Area (minimum) 28,000.0 m2 28,000.0 m2 Lot Frontage (minimum) 130.0 m 130.0 m Front Yard (minimum) 110.0 m for main building 12.0 m for other buildings 110.0 m for main building 6.0 m for other buildings Rear Yard (minimum) 6.0 m 6.0 m Side Yard (minimum) South: North: 17.0 m 8.5 m 17.0 m 8.5 m Floor Area (maximum) 8,200.0 m2 8,200.0 m2 Lot Coverage (maximum) 35% 35% Height (maximum) 10.0 m 10.0 m Parking (minimum) •6 spaces/100 m2 of retail and/or accessory food storage •1 space/90 m2 of warehouse use •3.3 spaces/90 m2 of office use •6 spaces/100 m2 of service centre use 4.5 spaces/100 m2 of GFA* Stacking lane for drive-through facilities n/a Minimum 10 spaces* Permitted Encroachments (maximum) Fire access stairs and landings: 1.2 m into required westerly yard setback Fire access stairs and landings: 1.2 m into required westerly yard setback Patio: 2.0 m into required side yard setback* General Committee Meeting Agenda Tuesday, March 20, 2018 Item R8 Page 5 of 16 March 20, 2018 Page 6 of 12 Report No. PDS18-028 Existing C4-15 Exception Zone Requirement Proposed C4-15 Exception Zone Requirement Outside Storage Only as an accessory use to garden and nursery sales, maximum 1,700 m2 in accordance with approved site plan Temporary seasonal storage only as an accessory to retail use on site* Note: The proposed bylaw exceptions are highlighted and labelled with an asterisk “*”. Final zoning performance standards will be evaluated by Staff in detail prior to the implementing Zoning By-law Amendment being brought forward to Council for enactment. Conceptual Site Plan As illustrated on Figure 4, the conceptual site plan is mostly unchanged from the current site layout, the difference being the two the two (2) new loading docks proposed at the south end of the building and conceptual future drive-through restaurant at the northeast corner of the site. A site plan for the restaurant will be submitted at a later date. The existing building is proposed to be divided into three (3) commercial units. The following is a summary of the conceptual commercial development: Proposed Use GFA Existing Building Commercial units (former Canadian Tire) 7,781 m2 Proposed addition Loading docks 119 m2 Proposed new building Restaurant with drive- through 167 m2 Analysis Planning Considerations Provincial Policy Statement (PPS) It is Planning Staff’s opinion that the proposed Zoning By-law Amendment application is consistent with the PPS. The PPS encourages the development of strong communities through the promotion of efficient land use and development patterns. The proposed rezoning is on an existing commercial property, which minimizes land consumption and uses the existing servicing infrastructure to provide services to a wider range of residents in the area. The proposed development is located along a major transit route which promotes alternative modes of transportation. The proposed amendment will encourage and provide opportunities for economic development and community investment. As a result, it is Planning Staff’s opinion that the proposed Zoning By-law Amendment application is consistent with the PPS. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R8 Page 6 of 16 March 20, 2018 Page 7 of 12 Report No. PDS18-028 Places to Grow Plan for the Greater Golden Horseshoe The proposed Zoning By-law Amendment application is consistent with the Places to Grow Growth Plan. Places to Grow promotes and encourages new growth in built-up areas of a community through intensification. The application to amend the Zoning By-law is consistent with the Places to Grow Plan by directing new growth to the built up area along a major transit corridor. As such, it is Planning Staff’s opinion that the proposed Zoning By-law Amendment application is consistent with the Places to Growth Growth Plan. Lake Simcoe Protection Plan (LSPP) It is Planning Staff’s opinion that the proposed Zoning By-law Amendment application conforms to the LSPP. The subject lands are located within the Lake Simcoe watershed and are subject to the applicable policies of the Lake Simcoe Protection Plan. The Lake Simcoe Conservation Authority reviewed the proposed applications with no further comments. As such, it is Planning Staff’s opinion that the proposed Zoning By-law Amendment application will conform to the Lake Simcoe Protection Plan. York Region Official Plan It is Planning Staff’s opinion that the proposed Zoning By-law Amendment application conforms to the YROP. The lands are designated “Urban Area” in the YROP. It is York Region’s opinion that the proposed Zoning By-law Amendment is in keeping with the policies of the YROP. York Region has no objection to the application. Town of Aurora Official Plan It is Planning Staff’s opinion that the proposed Zoning By-law Amendment application conforms to the Official Plan. As noted earlier, the “Promenade General” and “Promenade Focus Area” designations permit a wide variety of commercial and institutional uses. The proposed permitted uses fall within the range of permitted uses in the Official Plan. The proposed additional loading bays will be evaluated by staff through a Site Plan Exemption. A restaurant with a drive- through has been shown conceptually on the site plan (see Figure 4), to be developed at a later date. A site plan application will be required at that time, which will be evaluated for conformity to the development policies of the “Promenade Focus Area” designation. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R8 Page 7 of 16 March 20, 2018 Page 8 of 12 Report No. PDS18-028 Planning Staff are of the opinion that the proposed Zoning By-law Amendment conforms to the land use and development policies of the Official Plan and is compatible with the surrounding land uses. Zoning By-law 2213-78, as amended Planning staff have evaluated the Zoning By-law amendment in the context of the Official Plan. The proposed uses comply with the policies of the “Promenade General” and “Promenade Focus Area” designations in the Official Plan. The proposed parking rate of 4.5 spaces/100 m2 GFA is consistent with the existing rate for shopping centres and the policies of the Official Plan. As a result, Planning staff are of the opinion that the proposed rezoning is appropriate and consistent with the development standards of the Town and compatible with adjacent and neighbouring development. Department / Agency Comments The proposed application was circulated to internal departments and external agencies for review and comments. In general, all circulated agencies are satisfied with the Zoning By- law Amendment application and have no further comments at this time. Any technical comments related to the revised site plan can be addressed through the Site Plan Exemption application. Public Comments Planning Staff have received comments from the public circulation. At the time of writing this report, residents from the surrounding neighbourhood of the subject site provided written and verbal comments expressing their concerns and questions regarding the proposed planning application, summarized as the following issues: •Hours of operation of businesses; •Noise; •Type of clientele attracted by potential bars, adult entertainment shops, tattoo parlours, and vehicle repair shops; •Litter; •Responsibility for maintenance of the site; •Snow removal and grounds keeping; •Traffic and parking; •Three party agreement between the owners of the three original parcels of the Sterling Drugs property; •Soil contamination; and •Potential for the development of high rise buildings. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R8 Page 8 of 16 March 20, 2018 Page 9 of 12 Report No. PDS18-028 Response to Public Comments Hours of operation The Official Plan and Zoning By-law do not regulate hours of operation for businesses. Noise Concerns about noise from a potential outdoor patio were raised as well as from traffic, nighttime deliveries, garbage pickup, and drive-throughs. The future drive-through is proposed near Yonge Street, away from nearby residences. Noise from patios, drive- throughs, deliveries, and garbage pickup is regulated by the Town of Aurora Noise By-law. Type of clientele attracted by potential bars, adult entertainment parlours, tattoo parlours, and vehicle repair shops The policies of the Official Plan prohibit vehicle related uses such as vehicle sales and vehicle repair shops. The owner proposes to remove the vehicle related uses from the existing zoning on the property. The owner has not proposed to permit adult entertainment parlours. A tattoo parlour is considered a personal service shop and would be permitted by the proposed by-law. Litter Litter is regulated by the Town of Aurora Property Standards By-law. Responsibility for maintenance of the site Maintenance of the site is the responsibility of the property owner. Snow removal and grounds keeping The Town of Aurora Property Standards By-law requires the site to be kept in good condition. Snow removal and grounds keeping are the responsibility of the property owner. Traffic and parking The original site plan for Canadian Tire, approved in 1996, was reviewed from the perspective of traffic and parking and subsequently approved. The current application was reviewed by the Town’s traffic analyst, who has no concerns with traffic or the layout of the proposed loading bays. The function of the intersection of Murray Drive and Mosaics Avenue will not be impacted by the subject Zoning By-law Amendment application. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R8 Page 9 of 16 March 20, 2018 Page 10 of 12 Report No. PDS18-028 Three party agreement between the owners of the three original parcels of the Sterling Drugs property The three party agreement that is registered on title is a private agreement that is not regulated by the Town. A rezoning application or a sale of the land to another owner would have no effect on an agreement registered on title. Soil contamination A Record of Site Condition is required in development applications where the land is being converted to a more sensitive use. The current application does not propose a more sensitive use. As such a Record of Site Condition is not required. Construction practices are regulated by the building permit process. Any soil removal from the site will be required to follow engineering and construction best practices. Potential for the development of high-rise buildings The “Promenade General” and “Promenade Focus Area” designations in the Official Plan envision the future development of mid-rise building forms placed close to the street while providing appropriate transitions to adjacent neighbourhoods. The owner is not proposing mid-rise or high-rise buildings at this time. Any potential future development application will be evaluated for conformity with Official Plan policies. Advisory Committee Review No Communication Required. Legal Considerations This planning application file has been submitted to the Town pursuant to the provisions of the Planning Act, and as such may be subject to future OMB (Land Tribunal) appeal and litigation, which may require Legal Services review and comments for Council consideration. Should Council approve this planning application Legal Services will also review the Zoning By-law Amendment and Site Plan Exemption application required to implement final approval of this application. Financial Implications There are no financial implications. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R8 Page 10 of 16 March 20, 2018 Page 11 of 12 Report No. PDS18-028 Communications Considerations On July 14, 2016, a Notice of Complete Application was published in the Aurora Banner and Auroran newspapers. On September 8, 2016, a Notice of Public Planning Meeting was published in both newspapers and given by mail to all addressed property owners within a minimum of 120 metres of the subject lands. A Notice of Public Planning Meeting sign was also posted on the subject lands fronting Yonge Street. Public notification has been provided in accordance with the Planning Act. All interested parties were notified that the Zoning By-law Amendment application would be heard at the February 7, 2017 General Committee Meeting. Link to Strategic Plan Promoting economic opportunities that facilitate the growth of Aurora as a desirable place to do business: By rezoning the subject lands to permit additional commercial uses, this will help Develop plans to attract businesses that provide employment opportunities for our residents. Alternatives to the Recommendation 1.Direct staff to report back to another General Committee Meeting addressing any issues that may be raised at the General Committee Meeting. 2.Refusal of the application with an explanation for the refusal. Conclusions Planning and Development Services have reviewed the proposed Zoning By-law Amendment application in accordance with the provisions of the Provincial and Regional policies, the Town’s Official Plan, Zoning By-law and municipal development standards respecting the subject lands. The proposed Zoning By-law Amendment application is considered to be in keeping with the development standards of the Town. Any technical revisions to the proposed plans will be reviewed by Town Staff prior to the passing of the by-law. Staff recommend approval of Zoning By-law Amendment application ZBA-2016- 05. General Committee Meeting Agenda Tuesday, March 20, 2018 Item R8 Page 11 of 16 General Committee Meeting Agenda Tuesday, March 20, 2018Item R8 Page 12 of 16 Yonge StreetWilesCourtMosaics AvenueNisbetDriveM u rrayD riveJ o n e s C ourt D a vis R oadH e n derson Drive Edward StreetMurray Drive Allaura Boulevard D a v i s R o a d Yonge StreetLOCATION MAP Map created by the Town of Aurora Planning and Building Services Department, December 9, 2016. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2016, © First Base Solutions Inc., 2016 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: 14700 Yonge StreetFILES: ZBA-2016-05 SUBJECT LANDS General Committee Meeting Agenda Tuesday, March 20, 2018Item R8 Page 13 of 16 WilesCourtMosaics AvenueNisbetDriveM u rrayD riveJ o n e s C ourt Edward StreetMurray Drive Allaura Boulevard Da v i s R o a d HENDERSON DRIVE YONGE STREETOFFICIAL PLAN MAP Map created by the Town of Aurora Planning and Building Services Department, December 9, 2016. Base data provided by York Region & the Town of Aurora. ¯0 25 50 75 100 Metres APPLICANT: 14700 Yonge StreetFILES: ZBA-2016-05FIGURE 2 St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive^ Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd THE AURORA PROMENADE SUBJECT LANDS Schedule A Stable Neighbourhoods Existing Employment - General Industrial The Aurora Promenade Public Parkland Promenade General Promenade Focus Area Schedule B1 Secondary Plan Area General Committee Meeting Agenda Tuesday, March 20, 2018Item R8 Page 14 of 16 Mosaics AvenueNisbetDriveJ o n e s Court Edward Street H e nderson Drive Allaura Boulevard Murray Drive Da vis R o a d Yonge Street(H)C3-5C3-5 O M3C3-7 C4-14 C4-17 R2 R2-1 R3 O R6 O R6 I C4 C4-15 R6-36 C4-16 C4-12R2R6-16 O R6-16 M2 ZONING BY-LAW Map created by the Town of Aurora Planning and Building Services Department, Deember 9, 2016. Base data provided by York Region & the Town of Aurora. ¯0 25 50 75 100 Metres APPLICANT: 14700 YONGE STREETFILES: ZBA-2016-05 FIGURE 3 SUBJECT LANDS General Service M2 M3 INDUSTRIAL ZONES ServiceC3 COMMERCIAL ZONES Institutional INSTITUTIONAL ZONES I Detached DwellingSecond DensityR2 Zoning Legend RESIDENTIAL ZONES Semi-Detached & DuplexDwelling Third DensityR3 Major Open Space OPEN SPACES ZONES O Row DwellingR6 Shopping CentreC4 General Committee Meeting Agenda Tuesday, March 20, 2018Item R8 Page 15 of 16 Map created by the Town of Aurora Planning and Building Services Department, December 9, 2016. Drawing provided by Turner Fleischer Architects Inc. CONCEPTUAL SITE PLANAPPLICANT: 14700 Yonge StreetFILES: ZBA-2016-05FIGURE 4 General Committee Meeting Agenda Tuesday, March 20, 2018Item R8 Page 16 of 16 Notice of Motion Councillor Tom Mrakas Date: March 20, 2018 To: Mayor and Members of Council From: Councillor Mrakas Re: Complete Streets Whereas municipalities are moving towards becoming complete communities; and Whereas the Town’s Official Plan establishes the vision, corresponding principles and supporting policies to guide the Town’s evolution and development, for all lands in the Town of Aurora; and Whereas the Official Plan is written to direct change in accordance with Provincial and York Region policy, with a new emphasis on the development of a complete community, environmental responsibility, support for transit and the efficient use of infrastructure; and Whereas residents and businesses, current and future, have a right to complete streets, streets that are “designed for all ages, abilities, and modes of travel, with safe and comfortable access for pedestrians, bicycles, transit users and the mobility-impaired as an integral planning feature; and Whereas a Complete Streets policy ensures that transportation planners and engineers consistently design and operate the entire street network for all road users, not only motorists; and Whereas Complete Streets offer wide-ranging benefits, are cost effective, sustainable, and safe; 1. Now Therefore Be It Hereby Resolved That staff add a Complete Streets policy as part of the Official Plan update, so that a “complete streets” philosophy be applied to the future development of the Town’s road network; and General Committee Meeting Agenda Tuesday, March 20, 2018 Notice of Motion (a) Page 1 of 2 Notice of Motion Re: Complete Streets March 20, 2018 Page 2 of 2 2. Be It Further Resolved That a focus on “Designing, constructing and integrating new streets and retrofitting existing streets, where appropriate, to focus on the needs of pedestrians, cyclists and persons with disabilities and ensuring safety, accessibility, convenience, and comfort of all street users be considered”. General Committee Meeting Agenda Tuesday, March 20, 2018 Notice of Motion (a) Page 2 of 2 Notice of Motion Councillor Tom Mrakas Date: March 20, 2018 To: Mayor and Members of Council From: Councillor Mrakas Re: Centre of Excellence Whereas the York Region District School Board has announced the relocation of Dr. G. W. Williams Secondary School from Dunning Avenue to Bayview Avenue; and Whereas the Dunning Avenue property is located in the middle of the downtown core; and Whereas the relocation of the school will have an impact on businesses in the downtown area; and Whereas one of the pillars of success identified in the Town Strategic Plan is to actively promote and support the plan to revitalize the downtown; and Whereas the Strategic Plan identifies that the Town continue to pursue partnerships/initiatives to drive efficiency and potential cost savings; and Whereas the relocation of Dr. G. W. Williams Secondary School provides an opportunity for the Town and Yok Region District School Board to collaborate and partner on community initiatives; and Whereas this site would be an ideal location of a new sport facility, that would be another anchor to the downtown core; 1. Now Therefore Be It Hereby Resolved That staff contact the York Region District School Board and begin conversations about a possible partnership in developing the Dunning Ave property into a Centre of Excellence (Sport Facility). General Committee Meeting Agenda Tuesday, March 20, 2018 Notice of Motion (b) Page 1 of 1 Notice of Motion Mayor Geoffrey Dawe Date: March 20, 2018 To: Members of Council From: Mayor Dawe Re: Future Vision with York Region District School Board Whereas the Ministry of Education and the York Region District School Board (YRDSB) recently announced a new high school will be built in east Aurora replacing Dr. G. W. Williams by 2023; and Whereas discussions have commenced between the Town of Aurora and the newly appointed York Region District School Board Director of Education with respect to the proposed new high school; and Whereas the YRDSB is open to receiving comments from the Town of Aurora on what is envisioned for the new high school to best serve our residents and school community at large; and Whereas the YRDSB is commencing their visioning process for the proposed new high school; and Whereas there may be an opportunity to develop a “shared space” agreement with YRDSB when planning the development of the new high school; 1. Now Therefore Be It Hereby Resolved That staff initiate discussions with YRDSB and prepare a report that outlines a vision for the new proposed high school in east Aurora that includes a “shared space” opportunity and meets the needs of students, parents, faculty and residents of Aurora. General Committee Meeting Agenda Tuesday, March 20, 2018 Notice of Motion (c) Page 1 of 1 Public Release March 20, 2018 Town of Aurora Additional Items No. 2 to General Committee Meeting Agenda Tuesday, March 20, 2018 7 p.m., Council Chambers • Item R10 – Memorandum from Mayor Re: Celebration of Spring Fashion Show – Southlake Regional Health Centre Foundation Memorandum Date: March 20, 2018 To: Members of Council From: Mayor Geoffrey Dawe Re: Celebration of Spring Fashion Show – Southlake Regional Health Centre Foundation Recommendations 1. That the memorandum regarding Celebration of Spring Fashion Show – Southlake Regional Health Centre Foundation be received; and 2. That the Celebration of Spring Fashion Show be declared as an “event of Town significance”. Attachments Attachment 1 – Letter from Southlake Regional Health Centre Foundation, dated March 16, 2018; Re: Celebration of Spring Fashion Show 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 ext. 4746 Email: mayor@aurora.ca www.aurora.ca Town of Aurora Office of the Mayor Additional Items No. 2 to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R10 Page 1 of 2 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R10 Page 2 of 2 Public Release March 16, 2018 Town of Aurora Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 7 p.m., Council Chambers •Revised General Committee Meeting Agenda Index •Delegation (a) Kasie Savage representing Real Food First Re: Item R2 – CMS18-005 – Request for Proposals for Vending and Concession Operations •Item C10 – Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes of February 15, 2018 •Item R9 – Summary of Committee Recommendation Report No. 2018-03 •Notice of Motion (d) Councillor Gaertner Re: Flood Preparation Public Release March 16, 2018 Town of Aurora General Committee Meeting Agenda (Revised) Tuesday, March 20, 2018 7 p.m., Council Chambers Councillor Gaertner 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)Kasie Savage representing Real Food First Re: Item R2 – CMS18-005 – Request for Proposals for Vending and Concession Operations (Added Item) 5.Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that General Committee Meeting Agenda (Revised) Tuesday, March 20, 2018 Page 2 of 9 a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. Recommended: That the following Consent Agenda Items, C1 to C10 inclusive, be approved: C1. OPS18-002 – Purchase Order Increase for Road Lining and Zone Painting Recommended: 1. That Report No. OPS18-002 be received; and 2. That the contract between the Town of Aurora and Guild Electric Ltd., as established through RFQ IES2016-66, be extended to include the 2018 option year; and 3. That Purchase Order No. 901 to Guild Electric Ltd. be increased by $45,000 to $128,101, excluding taxes, for the contract term of 2018. C2. OPS18-003 – Purchase Order Increase for Supply and Delivery of Trees Recommended: 1. That Report No. OPS18-003 be received; and 2. That the contract between the Town of Aurora and Dutchmaster Nurseries Ltd., as established through RFQ 2017-30-PRCS, be extended to include the 2018 option year; and 3. That Purchase Order No.1096 to Dutchmaster Nurseries Ltd. be increased by $80,000 to $160,000, excluding taxes, for the contract term of 2018. C3. OPS18-004 – Purchase Order Increase for Landscape Maintenance Recommended: 1. That Report No. OPS18-004 be received; and General Committee Meeting Agenda (Revised) Tuesday, March 20, 2018 Page 3 of 9 2. That the contract between the Town of Aurora and Municipal Maintenance Inc., as established through RFQ 2017-19-PRCS, be extended to include the 2018 option year; and 3. That Purchase Order No.1101 to Municipal Maintenance Ltd. be increased by $65,000 to $139,176, excluding taxes, for the contract term of 2018. C4. OPS18-007 – Purchase Order Increase to Priestly Demolition Inc. for Interior Works at 89 Mosley Street Recommended: 1. That Report No. OPS18-007 be received; and 2. That Purchase Order No.1203 to Priestly Demolition Inc. be increased by $36,169.75 to $245,309.75, excluding taxes, for the contract term of 2018. C5. FS18-012 – Statement of Remuneration and Expenses for Members of Council, Committees and Local Boards Recommended: 1. That Report No. FS18-012 be received for information. C6. CMS18-007 – Dasher Board System in the Arena of the Aurora Family Leisure Complex Capital Project No. 72171 Recommended: 1. That Report No. CMS18-007 be received; and 2. That Tender No. 2018-39-CMS for the supply and installation of the dasher board system in the arena of the Aurora Family Leisure Complex (AFLC) building be awarded to Welmar Recreational Products in the amount of $216,496.00, excluding taxes; and General Committee Meeting Agenda (Revised) Tuesday, March 20, 2018 Page 4 of 9 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. C7. Finance Advisory Committee Meeting Minutes of January 24, 2018 Recommended: 1. That the Finance Advisory Committee meeting minutes of January 24, 2018, be received for information. C8. Environmental Advisory Committee Meeting Minutes of February 1, 2018 Recommended: 1. That the Environmental Advisory Committee meeting minutes of February 1, 2018, be received for information. C9. Accessibility Advisory Committee Meeting Minutes of February 7, 2018 Recommended: 1. That the Accessibility Advisory Committee meeting minutes of February 7, 2018, be received for information. C10. Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes of February 15, 2018 (Added Item) Recommended: 1. That the Parks, Recreation and Cultural Services Advisory Committee meeting minutes of February 15, 2018, be received for information. 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. CS18-001 – Pending List (Deferred from General Committee meeting of February 20, 2018) General Committee Meeting Agenda (Revised) Tuesday, March 20, 2018 Page 5 of 9 Recommended: 1. That Report No. CS18-001 be received for information. R2. CMS18-005 – Requests for Proposals for Vending and Concession Operations Recommended: 1. That Report No. CMS18-005 be received; and 2. That the Director of Community Services be authorized to issue a Request for Proposal for the operation of vending machines and concession stands in Town facilities; and 3. That the Request for Proposal include mandatory requirements for a minimum of 55% healthy food and beverage options, as described herein; and 4. That the Request for Proposal include specific requirements as selected by Council from the options listed herein. R3. FS18-013 – 2018 Water, Wastewater, Stormwater Budgets and Rates Presentation to be provided by Dan Elliot, Director, Financial Services Recommended: 1. That Report No. FS18-013 be received; and 2. That the 2018 combined Water, Wastewater and Stormwater budget of $23,637,600, be approved; and 3. That the 2018 retail water rate of $2.01 per cubic metre and the retail wastewater rate of $2.72 per cubic metre of water, be approved; and 4. That the 2018 flat rate stormwater charges of $5.28 per unit per month for residential and condominium properties and $67.07 per unit per month for metered non-residential commercial/industrial and multi- residential properties, be approved; and General Committee Meeting Agenda (Revised) Tuesday, March 20, 2018 Page 6 of 9 5.That the new approved retail water, retail wastewater and stormwater charge rates become effective for all billings issued by the Town on or after May 1, 2018, and be retroactive for all consumption newly billed on such billings; and 6.That the 2018 bulk water purchase rate of $4.73 per cubic metre dispensed effective May 1, 2018, be approved; and 7.That the Town’s full time staff complement for all work areas except Library and Central York Fire be increased by 2 to 223 to reflect the operational requirements of the water, wastewater and stormwater areas; and 8.That the necessary By-law to implement the 2018 retail water rate, retail wastewater rate, stormwater charge and bulk water purchase rate, be enacted. R4. CS18-005 – Amendments to the Use of Corporate Resources for Election Campaign Purposes Policy Recommended: 1.That Report No. CS18-005 be received; and 2.That amendments to the Use of Corporate Resources for Election Campaign Purposes Policy regarding Third Party Advertisers and Nomination Day, be approved. R5. FS18-004 – 2019 Budget Development Direction Recommended: 1.That Report No. FS18-004 be received; and 2.That the key principals for the 2019 operating budget development, be endorsed. R6. PDS18-023 – Application for Draft Plan of Condominium Navelli Dwellings Inc. 15278 Yonge Street General Committee Meeting Agenda (Revised) Tuesday, March 20, 2018 Page 7 of 9 File Number: CDM-2017-04 Related File Numbers: SP-2015-08, OPA-2015-04 and ZBA-2015-10 Recommended: 1.That Report No. PDS18-023 be received; and 2.That the Application for Draft Plan of Condominium (Standard Condominium) CDM-2017-04 (Navelli Dwellings Inc.), be approved, subject to the conditions outlined in Appendix “A” of this report; and 3.That the Mayor and Town Clerk be authorized to execute any Agreement(s) referenced in the Conditions of Approval, including any and all documents and ancillary agreements required to give effect to same. R7. PDS18-026 – Implementation of Train Whistle Cessation for GO Train Crossings Design and Peer Review Budget Recommended: 1.That Report No. PDS18-026 be received; and 2.That this report satisfy Council’s conditional budget approval for capital project no. 34532 – Train Whistle Cessation in the amount of $235,000; and 3.That approval be given for staff to proceed with capital project No. 34532; and 4.That the Mayor and Town Clerk be authorized to execute agreements between the Town of Aurora, the Region and/or Metrolinx, including any and all documents and ancillary agreements required to give effect to same. R8. PDS18-028 – Application for Zoning By-law Amendment Canadian Tire Real Estate Limited 14700 Yonge Street General Committee Meeting Agenda (Revised) Tuesday, March 20, 2018 Page 8 of 9 Part of Lots 76 and 77, Concession 1 File Number: ZBA-2016-05 Recommended: 1. That Report No. PDS18-028 be received; and 2. That the Application to Amend the Zoning By-law File Number ZBA- 2016-05 (Canadian Tire Real Estate Limited), to amend the site specific C4-15 zoning provisions to allow additional commercial uses, be approved; and 3. That the implementing Zoning By-law Amendment be presented at a future Council Meeting. R9. Summary of Committee Recommendations Report No. 2018-03 (Added Item) Recommended: 1. That Summary of Committee Recommendations Report No. 2018-03 be received; and 2. That the Committee recommendations contained within this report be approved. 7. Notices of Motion (a) Councillor Mrakas Re: Complete Streets (b) Councillor Mrakas Re: Centre of Excellence (c) Mayor Dawe Re: Future Vision with York Region District School Board (d) Councillor Gaertner Re: Flood Preparation (Added Item) General Committee Meeting Agenda (Revised) Tuesday, March 20, 2018 Page 9 of 9 8. New Business 9. Closed Session 10. Adjournment      7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date     DQG   Subject:       Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆܆ 1R ܆ ,I\HVZLWKZKRP"'DWH ܆ ,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYH  PLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV  &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- March 20, 2018 revised RFP for Vending and Concessions Kasie Savage Real Food First To recognize and reinforce the importance of this revised RFP, to reiterate the positive impact this will have on all citizens who frequent community centres and to acknowledge our appreciation for those within staff and council who supported the efforts of Real Food First. ✔ All members March 13, 2018 ■ Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Delegation (a) Page 1 of 1 Town of Aurora Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes Date: Thursday, February 15, 2018 Time and Location: 7 p.m., Holland Room, Aurora Town Hall Committee Members: Councillor Tom Mrakas (Chair), Councillor Michael Thompson (Vice Chair), Reg Chappell, Juergen Daurer, Richard Doust, Stephen Kimmerer (arrived at 7:04 p.m.), Eric McCartney, and Brian Trussler (arrived at 7:10 p.m.) Member(s) Absent: None Other Attendees: Lisa Warth, Acting Director of Community Services, and Ishita Soneji, Council/Committee Secretary The Chair called the meeting to order at 7.02 p.m. 1. Approval of the Agenda Moved by Juergen Daurer Seconded by Eric McCartney 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. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item C10 Page 1 of 4 Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes Thursday, February 15, 2018 Page 2 of 4 3. Receipt of the Minutes Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes of November 30, 2017 Moved b y Richard Doust Seconded by Juergen Daurer That the Parks, Recreation and Cultural Services Advisory Committee meeting minutes of November 30, 2017, be received for information. Carried 4. Delegations None 5. Matters for Consideration None 6. Informational Items 1. Memorandum from Acting Director, Community Services Re: Pricing Policy for Recreation Services Ms. Lisa Warth, Acting Director of Community Services, provided a brief overview of the Pricing Policy for Recreation Services, and noted that a policy review was suggested during the most recent audit. The Committee and staff discussed about various aspects of the policy, including the different levels of cost recovery with respect to the programs offered, parameters of non-resident surcharge fees, and other determining factors such as operating budget pressures on setting the price. The Committee requested staff to provide more information regarding the discussed aspects of the policy, and noted that the information be brought back to the Committee for further review. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item C10 Page 2 of 4 Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes Thursday, February 15, 2018 Page 3 of 4 Moved by Juergen Daurer Seconded by Eric McCartney 1. That the memorandum regarding Pricing Policy for Recreation Services be received and the comments of the Committee be referred to staff for consideration and action as appropriate. Carried 2. Extract from Council Meeting of January 30, 2018 Re: Parks and Recreation and Cultural Services Advisory Committee Meeting Minutes of November 30, 2017 Moved by Reg Chappell Seconded by Stephen Kimmerer 2. That the Extract from Council Meeting of January 30, 2018, regarding the Parks, Recreation and Cultural Services Advisory Committee meeting minutes of November 30, 2017, be received for information. Carried 7. New Business Eric McCartney informed the Committee regarding the possibility of receiving recreation grants from the Provincial and Federal government for the proposed additional gymnasium. Reg Chappell inquired about the status on the design development for the new multi-purpose sport facility, and staff agreed to follow up. The Committee inquired about the Committee recommendation regarding the proposed additional gymnasium at the Stronach Aurora Recreation Complex (SARC). The Chair noted that a report to Council is forthcoming regarding the feasibility and cost of the gymnasium. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item C10 Page 3 of 4 Parks, Recreation and Cultural Services Advisory Committee Meeting Minutes Thursday, February 15, 2018 Page 4 of 4 8. Adjournment Moved by Councillor Thompson Seconded by Reg Chappell That the meeting be adjourned at 8:00 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item C10 Page 4 of 4 Town of Aurora General Committee Report Subject: Summary of Committee Recommendations Report No. 2018-03 Prepared by: Michael de Rond, Town Clerk Department: Corporate Services Date: March 20, 2018 Recommendation 1. That Summary of Committee Recommendations Report No. 2018-03 be received; and 2. That the Committee recommendations contained within this report be approved. Accessibility Advisory Committee Meeting Minutes of January 10, 2018 1. Memorandum from Accessibility Advisor Re: Town of Aurora 2018-2024 Accessibility Plan (a) That the 2018-2024 Accessibility Plan be approved; and (b) That the Accessibility Award be reinstated as a category of the Town’s Community Recognition Awards, in addition to the Inclusivity Award, and awarded to an individual, group or business that has contributed to the elimination of barriers for people with disabilities in Aurora; and (c) That the Terms of Reference for the Accessibility Advisory Committee be reviewed to increase the number of members; and (d) That staff develop a recruitment, public outreach and education strategy for the Accessibility Advisory Committee within three (3) months. Environmental Advisory Committee Meeting Minutes of February 1, 2018 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 1 of 78 Committee Recommendations Report No. 2018-03 March 20, 2018 Page 2 of 2 2.Memorandum from Program Manager, Environmental Initiatives Re: Wildlife Park Project Update (a)That further work on the Wildlife Park be endorsed; and (b)That the Environmental Advisory Committee receive regular updates on the progress of the Wildlife Park Project. Attachments Attachment 1 – Re: Accessibility Advisory Committee Meeting Minutes of January 10, 2018; Town of Aurora 2018-2024 Accessibility Plan Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 2 of 78 2018 TO 2024 Town of Aurora Accessibility Plan The Town of Aurora is dedicated to continuously improving accessibility within the Town and achieving the goals outlined in the Accessibility for Ontarians with Disabilities Act (AODA). This Accessibility Plan outlines new accessibility initiatives, profiles past achievements and reflects the Town’s commitment to the successful implementation of AODA standards. Attachment 1 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 3 of 78 2018 – 2024 Accessibility Plan Table of Contents Table of Contents ................................................................................................................. i Contact Information ......................................................................................................... ii Message from Staff ............................................................................................................. 1 Message from the Chair of the Accessibility Advisory Committee .................................... 2 Introduction .......................................................................................................................... 3 Statement of Commitment ............................................................................................... 3 Background ...................................................................................................................... 3 Guiding Principles ............................................................................................................ 4 Structure and Governance .............................................................................................. 4 Accessibility Advisory Committee ................................................................................ 5 Duties and Functions of the Accessibility Advisory Committee ................................. 5 General Accessibility and Accessibility for Ontarians with Disabilities Act Implementation Plan ...................................................................................................................................... 7 Legislated Goals .............................................................................................................. 7 Customer Ser vice ........................................................................................................ 7 General Requirements ................................................................................................. 7 Employment ................................................................................................................. 7 Information and Communication Supports .................................................................. 8 Accessible Taxi Services ............................................................................................. 8 Desi gn of Public Spaces (Built Environment) ............................................................. 9 Non-Legislated Goals ...................................................................................................... 9 Customer Service ........................................................................................................ 9 Employment ................................................................................................................. 9 Information and Communication ............................................................................... 10 Transportation ............................................................................................................ 10 Design of Public Spaces (Built Environment) ........................................................... 10 Compliance Monitoring .................................................................................................. 10 Overview of 2009-2017 Accessibility Items and Barriers Removed ................................ 11 Increased Awareness Across The Corporation ........................................................ 11 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 4 of 78 2018 – 2024 Accessibility Plan Removal of Physical Barriers .................................................................................... 12 Improved C ommunication with Visitors/Residents with Disabilities ......................... 13 Accessible Community Events & Community Engagement ..................................... 14 Community Recognition and Awards ........................................................................ 15 Legislated Requirements ............................................................................................... 16 General ....................................................................................................................... 16 Accessible Customer Service Standard .................................................................... 16 Employment Standard ............................................................................................... 16 Information & Communications Standard ................................................................. 16 Transportation Standard ............................................................................................ 17 Design of Public Spaces Standard ............................................................................ 17 Accessibility Features and Assistive Devices Available at Various Town of Aurora Facilities ......................................................................................................................... 18 Aurora Town Hall ....................................................................................................... 18 Aurora Family Leisure Complex ................................................................................ 18 Aurora Seniors Centre ............................................................................................... 19 Aurora Community Centre ......................................................................................... 20 Aurora Cultural Centre ............................................................................................... 20 Aurora Public Library ................................................................................................. 20 Joint Operations Centre ............................................................................................. 21 Stronach Aurora Recreation Complex ...................................................................... 21 Accessibility Plan Feedback Form .................................................................................... 23 Appendix A – C omplete Accessibility Items .................................................................... 24 Appendix B – Reco mmended Accessibility Items 2018 – 2024 ...................................... 42 Appendix C – IASR Implementation Plan 2018 – 2024 ................................................... 53 Contact Information Town of Aurora Corporate Services 100 John West Way, Box 1000 Aurora, Ontario L4G 6J1 Phone: 905 -727-3123 Toll free: 1-800-269-3753 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 5 of 78 2018 – 2024 Accessibility Plan E-mail: accessibility@aurora.ca Website: www.aurora.ca/accessibility This document is available in an Accessible Alternate Format by request. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 6 of 78 2018 – 2024 Accessibility Plan 1 Message from Staff The Town of Aurora is dedicated to the continuous improvement of accessibility within the community, and achieving the goals set by the Accessibility for Ontarians with Disabilities Act (AODA). The 2018-2024 Town of Aurora Accessibility Plan ou tlines new accessibility initiatives, profiles past achievements which have improved acces sibility, and reflects the Town’s commitment to the successful implementation of the AODA standards. By working closely with Aurora’s 2015-2018 Accessibility Advisory Committee, the Town of Aurora will acquire a better understanding of what residents and businesses have to say about the services we deliver. In addition to this important feedback, prioritization has been given to legislative and non -legislative initiatives helping further shape the 2018-2024 Accessibility Plan. Moving forward, the Town of Aurora has built a solid foundation that will allow the municipality to advance and strengthen its commitment to improving accessibility for all. The Town is committed on continuously meeting standards for Information & Communication, Employment, Transportation, Design of Public Spaces , and Customer Service. By developing initiatives in these key areas, Aurora continues to identify, remove and prevent barriers that create a more inclusive community to live, work, and play. If you have questions, comments, or concerns about accessibility within the Town of Aurora, please feel free to cont act me at 905-727-3123 ext. 4392 or at accessibility@aurora.ca Sincerely, Ivy Henriksen Manager of Access Aurora, Customer Service Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 7 of 78 2018 – 2024 Accessibility Plan 2 Message from the Chair of the Accessibility Advisory Committee It is my pleasure, on behalf of the Accessibility Advisor y Committee, to present the 2018-2024 Accessibility Plan for the Town of Aurora. This committee is dedicated to working with local members of Town Council, as well as members of the community, to further inclusion and barrier-free access in our town. In the words of former Lt. Governor David Onley, “accessibility is not a privilege, it is a right.” This report will review some of the Town of Aurora’s recent achievements in improving accessibility. These include such projects as: installation of automatic door open ers, increased accessibility in the Town Hall Council Chambers and the opening of the fully accessible Queen’s Diamond Jubilee Park . Looking to the future, our goals include: making the best use of the Internet to provide the community with information and the opportunity to provide feedback, and improving communication signage throughout Aurora relating to accessibility services in T own facilities. The Town of Aurora has an opportunity to move beyond simple compliance with legislation, and demonstrate leadership throughout all of York Region . This committee pledges itself to this goal of a truly open, accessible, and inclusive Aurora. Yours Sincerely, Tyler Barker , Chair Accessibility Advisory Committee Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 8 of 78 2018 – 2024 Accessibility Plan 3 Introduction Statement of Commitment The Town of Aurora is committed to providing equitable treatment to people with disabilities with respect to the use and benefit of Town programs, services and facilities. The Town seeks to identify and remove barriers to accessibility and prevent the creation of new barriers. The Town is working to provide services in a manner that respects the dignity and independence of all Aurora citizens, our employees and visitors. The Town of Aurora is equally dedicated to ensuring that all AODA legislated obligations are met in a timely manner and that compliance with these standards is maintained. Background The purpose of the Town of Aurora’s Accessibility Plan is to demonstrate how the Town will be implementing the legislative requirements of the Ontarians with D isabilities Act (ODA) (2001), the Accessibility for Ontarians with Disabilities Act (2005) and to manage compliance with emerging AODA regulations related to the Corporation of the Town of Aurora. In addition, the Town recognizes that there is also a need for innovation outside of the legislation, and that additional initiatives are required to either prep are for forthcoming legislation or (in some cases) to work beyond the legislation to meet resident’s accessibility needs. The Town also recognizes that achieving these objectives requires a corporate-wide approach in order to identify, remove, and prevent barriers for residents, employees, and visitors. Over the past several years, the Town of Aurora has undertaken a number of initiatives aimed at ensuring that the municipality remains as inclusive and barrier-free as possible. These include, but are not limited to: • Developing Town of Aurora Accessibility Plans annually as part of the requirements of the Ontarians with Disabilities Act 2001 (ODA); • Creation of a fully inclusive, accessible “Queen’s Diamond Jubilee Park” • Providing Accessible Formats; • Investing nearly $1,000,000 on accessibility retrofits in Town facilities, programs and services since 2002; • Creating an accessible taxi training program; • Training over 500 Town employees, volunteers, community partners and Town contractors on Accessibility, AODA and Human Rights ; • Providing Accessible Customer Service training to all staff beyond AODA parameters. • Installing Audible Pedestrian Signals at main Town intersections; Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 9 of 78 2018 – 2024 Accessibility Plan 4 • Creating annual Accessibility events to highlight achievements and bring awareness to the importance of accessibility to Town services; • Meeting and maintaining compliance with all accessibility related legislation. Guiding Principles The guiding principles of the Town’s Accessibility Plan include: • Working consultatively with the Accessibility Advisory Committee and other community members to ensure the actions identified in the accessibility plan is responsive to the needs of the community; • Proactive and timely to meet the provincial compliance deadlines; • Fiscally responsible by using provincial tools, templates and guides where applicable; • Proactive to spread the cost of implementation over multiple years; • Seeking efficiencies by training all existing staff only once; • Ensuring that areas of accountability are clearly defined by implementing clauses by department; and, • Developing support tools and templates to assist staff with implementation . Structure and Governance The responsibility for the implementation of the AODA falls within the Town’s Corporate Services Accessibility Office. Accountability for the Integrated Accessibility Regulation is a shared responsibility with various departments. The Accessibility Office has overarching res ponsibility for ensuring that respective clauses are executed according to legislative requirements pertaining to the service they deliver. For example: • Accessible Taxis are led by Corporate Services; • Website compliance is led by Corpor ate Communications; • Employment requirements are led by Human Resources; • Information and communication Supports is led by Corporate Communications; • Procurement and Kiosks requirements are led by Financial Services; and, • Design of Public Spaces are led by Operational Services General clauses are led by the Corporate Services Department through the work of the Accessibility Office. Responsibilities of the Accessibility Office include, but are not limited to: development of the C orporate A cces sibility Plan, implementing legislative consultation process es , working with all levels of government on accessibility-related issues, developing and reviewing policy, creating training modules and materials, and reporting on progress to the Executive Leadership Team, Accessibility Advisory Committee, and Council on all compliance reporting to the Province of Ontario. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 10 of 78 2018 – 2024 Accessibility Plan 5 Accessibility Advisory Committee The Accessibility Advisory Committee, established November 2002, is a municipal requirement of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). The Committee is comprised of a minimum of five (5) members, including: Three (3) members who are people with disabilities; One (1) Member of Council; and One (1) member who is a citizen volunteer, parent of a child with a disability, or professional from the stakeholder community. Accessibility Committee Members: • Tyler Barker – Chair • John Lenchak – Vice Chair • Councillor John Abel • Gordon Barnes • James Hoyes • Jo-anne Spitzer The purpose of the Accessibility Advisory Committee is to encourage and facilitate accessibility on behalf of all persons with disabilities by: promoting public awareness and sensitivity; encouraging co-operation among all service and interest groups to ensure an inclusive community for all persons; identifying and documenting relevant issues and concerns; improving access to housing, transportation, education, recreation, and employment which are all qualities of a five-star community; improving communication among all levels of government and service agencies to make recommendations regarding policy, procedure and legislation; to educate and champion needs that arise based on the Accessibility for Ontarians with Disabilities Act (2005); and recognizing that the needs of all persons, including persons with disabilities, are constantly changing. Duties and Functions of the Accessibility Advisory Committee The Committee assists Council by advising, reviewing, and making comments and recommendations of interest to/for people with disabilities, and dealing with community issues relevant to persons with disabilities. Some of the items reviewed by the Committee include: • Providing advice to Council each year regarding the preparation, implementation, and effectiveness of the municipal accessibility plan , and making recommendations on the outstanding accessible project list or items based on Council’s funding allocation for accessibility; • Providing advice to Council and Staff for compliance purposes as per the Accessibility for Ontarians with Disabilities Act (2005); Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 11 of 78 2018 – 2024 Accessibility Plan 6 • Establishing guidelines pertaining to accessibility, that staff may consider in the review of site plans and subdivision agreements (i.e., building accessibility, curb cuts on roadways, connectivity and barrier free path of travel); • Commenting on selected designated accessible parking, including: ensuring convenience to the entrance, properly identified and signed as designated accessible parking; reviewing the total number of designated accessible parking spots in relation to the total number of parking spaces in new development; reviewing ways to improve the placement of existing designated parking within the Municipality; and suggesting ways to increase, wherever possible, on both public and private lands, the number of designated accessible p arking spaces within the Municipality; • Commenting on the accessibility for persons with disabilities to a building, structure, or premises or part of a building, structure or premises that the Municipality purchases, contracts or significantly renovates or for which a new lease is entered into i.e. Aurora Town Hall, Joint Operations Centre & Aurora Family Leisure Complex; • Commenting on the proposed and existing by-laws, services, practices , programs and policies of the Municipality and how they relate to th e general public, including persons with disabilities; • Commenting on how the needs of persons with disabilities can be better served through the Municipality’s purchasing of goods and services. • Monitoring federal and provincial government directives and regulations and advising Council regarding same; • Conducting research on accessibility issues; and, • Liaising with other municipalities, Region of York, and local stakeholder groups on accessibility and disability issues/interests. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 12 of 78 2018 – 2024 Accessibility Plan 7 General Accessibility and Accessibility for Ontarians with Disabilities Act Implementation Plan In addition to the AODA requirements, the Town is continuously work ing to increase accessibility for residents and visitors by creating additional non-legislated initiatives that support the goals set by Council in accordance with the AODA. Examples of this work include: Audible Pedestrian Signals; Increased Way-finding signage, Hearing Assist in meeting rooms, and increased accessible retrofits relating to the Design of Public Spaces Standard (Built Environment). Legislated Goals Customer Service Maintain compliance with Accessible Customer Service Standard and continue to identify additional customer service enhancements as required: • Provide accessible Customer Service training to st af f, volunteers and third parties; • Receive and respond to feedback about the manner in which goods or services are provid ed to persons with disabilities; and, • Provide notice of service disruptions. General Requirements Meet and maintain compliance with the AODA IASR General requirement: • Complete a review of all relevant Town of Aurora by-laws, policies, procedures and guidelines to reflect the requirements of the AODA Integrated Accessibility Regulation; • Ensure the procurement of Town goods, services, facilities and kiosks include accessibility criteria and features; and, • Provide training on the AODA Integrated Accessibility Regulation and the Human Rights Act to all employees, volunteers; all persons who participate in developing the organization’s policies; and all other persons who provide goods, services or facilities on behalf of the Town of Aurora. Employment Ensure the Town of Aurora’s employment policies and practices are inclusive of people with disabilities: Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 13 of 78 2018 – 2024 Accessibility Plan 8 • Ensure all employees and successful applicants with disabilities are informed of available supports and accommodations; • Ensure applicants with disabilities are informed of available accommodations during the recruitment, assessment and the selection processes; • Consult with employees to provide and arrange for accessible for mats and communication supports; • Provide to employees, upon request, individualized workplace emergency response information; • Maintain a return to work process and provide individual documented accommodation plans for employees with disabilities when required; and, • Ensure the needs of the employees with disabilities are taken into account for the purposes of performance management, career development, advancement and redeployment. Information and Communication Supports Provide accessible information and communication to residents, visitors and employees: • Ensure Town processes for receiving and responding to feedback are accessible to people with disabilities by providing for, or arranging for, the provision of accessible formats and communication supports; • Upon request, provide accessible feedback and communication supports in consultation with the requestor, in a timely manner that takes into account the person’s accessibility needs and at no additional cost for all Town documents including emergency plans and public safety information; • Ensure Town of Aurora website(s) and web content conform to the World Wide Web Consortium Guideline (WCAG) 2.0 initially at level A and increasing to Level AA in accordance with the timelines set out by the AODA Integrated Regulation; and, • Inform the public of the availability and provide accessible materials where they exist and provide accessible formats and communication supports upon request. Accessible Taxi Services Ensure accessible taxi service is available to the public within the Town of Aurora: • Consult with the Accessibility Advisory Committee and the public to determine the proportion of on-demand accessible taxicabs required in Aurora and demonstrate progress toward meeting that need; • Ensure that no person with a disability is charged additional fees or is charged a fee for storage of mobility aids of mobility assistive devices; and, • Ensure vehicle registration and identification is visible in accordance with Provincial legislation and is available in accessible formats for passengers with disabilities. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 14 of 78 2018 – 2024 Accessibility Plan 9 Design of Public Spaces (Built Environment) The Town of Aurora will meet the requirements of (Ontario Regulation 191/11) under the Accessibility For Ontarians with Disabilities Act, 2005 (AODA) and, in particular, Part IV.1 Design of Public Spaces Standards (Accessibility Standards for the Built Environment) in relation to: • Recreational trails/beach access routes; • Outdoor public -use eating areas like rest stops or picnic areas; • Outdoor play spaces, like playgrounds in municipal parks; • Exterior paths of travel, such as sidewalks, ramps, stairs, curb ramps, rest areas and accessible pedestrian signals; • Accessible parking on and off street; • Service related elements such as service counters, fi xed queuing lines and waiting areas; and, • Scheduled preventative maintenance. Non-Legislated Goals In addition to the legislated goals under the AODA, the Town of Aurora is committed to additional initiatives that help ensure the Town is becoming increasingly barrier-free, including: Customer Service Hosting annual National Access Awareness Week events to inform the community about the accessibility of Town services and celebrate accessibility achievements. Employment • Conduct outreach with education institutions (elementary and high schools, colleges and universities), and Chamber of Commerce to promote employment opportunities to students with disabilities; • Partner with agencies to help facilitate workplace experiences and promote employment opportunities for persons with disabilities; • Track and monitor the percentage of accommodations provided to employees and applicants; • Deliver training to employees to foster a respectful workplace (includes training on better understanding learning disabilities equity and diversity); and, • Increase the completeness of the internal data base of persons with disabilities to reflect their representation in the workforce. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 15 of 78 2018 – 2024 Accessibility Plan 10 Information and Communication • Increase hearing assist such as closed captioning to viewers of Rogers Cable TV/Streaming for meetings ; (where possible for events) • Increase function of Council Chambers projector screen to include C.A.R.T. or electronic note taking for public meetings; and, • Increase accessibility in Town Hall with the addition of appropriate way-finding, tactile signage, assistive workstations and self -service kiosks. Transportation Training for staff and Taxi Owners/Operators licensed in Aurora consistent with the requirements of the AODA Integrated Accessibility Standards Regulation Design of Public Spaces (Built Environment) • Install Audible Pedestrian Program: Increase accessibility for pedestrians with retrofits and new development of Town intersections being equipped with Audible Pedestrian signals; • Increase and retrofit facilities to include automatic door openers; • Increase the number of accessible picnic tables throughout Town parks & facilities through regular life cycle management programs; • Increase accessibility of Town facilities and parks through the auditing and implementation of an asset management plan based on approved budgets; • Retrofit facilities with respect to: automatic door openers, washroom, passenger loading areas, parking, signs, ramps, reception desks, change rooms, kitchen, client counters, door widening, elevators, drinking fountains, telephones, stairs/railings/ramps, sidewalks/walkways, benches and picnic tables; and, • Assist residents where needed with removal of windrows through partnerships. Compliance Monitoring The Accessibility Advisor shall mon itor progress of this plan and shall coordinate and report on progress annually to the Accessibility Advisory Committee and Council through the Accessibility Plan. The Accessibility Advisor is responsible to report on Town compliance to the province, as per the provincial schedule. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 16 of 78 2018 – 2024 Accessibility Plan 11 Overview of 2009-2016 Accessibility Items and Barriers Removed Several legislated and non-legislated improvements and community initiatives have increased opportunities for persons with disabilities to enjoy our beautiful Town. Highlights of our Accomplishments include: Increased Awareness A cross The C orporation • C ontinued awareness of the Accessible Customer Service standard ensuring that all residents and visitors with disabilities are treated with respect, dignity, inclusi on and independence and are welcome at all of our facilities and municipal programs; • In addition to the Accessible Customer Service Policy, there are several improvements in day-to-day procedures incorporating accessibility at various department counters. Staff is better equipped to assist customers with disabilities with resources that are available to them; • Revised By-Law distinguishing pets from service animals allowing access into Town facilities , property, and programs; • New Town employees and Members of Council receive AODA-related training, including disability awareness and sensitivity, to gain resources and tools on how to better assis t a customer with a disability; • As a condition of licensing, Taxi owners/operators provided AODA Customer Service training including requirements under the Integrated Accessibility Standard in respect to tariffs, registration and identification information; • Municipal procurement process has incorporated AODA related requirements since 2009 and over the years, the Town has been more diligent and equipped to provide various supports to municipal vendors and contractors to assis t them in their AODA compliance; • Increased recruitment of diversity within Human Resource practices; • Increased sensitivity training for Operators removing winter snow, lessoning windrows near residential driveways; • Trained staff in conducting Built Environment accessibility audits that increase accessibility in facilities and open spaces (i.e. Victoria Hall ); • Keynote diversity/inclusion presentations including Canadian Paralympic Association “Changing Lives, Changing Minds” to Town staff working with children with disabilities; • Staff support on the Town intranet providin g “Accessible Resources” folder; • Accessible Considerations included on all Council reports; and, • “Got Access” corporate guide for an accessible Aurora booklet. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 17 of 78 2018 – 2024 Accessibility Plan 12 Removal of Physical Barriers • Additional seating and respite bench areas set up in Municipal buildings including Town Hall; • Final Completion of the Nokiidaa Trail connecting Aurora, Newmarket, and East Gwillimbury providing seamless access for all citizens; • Support provided to “Doors Open” locations to assist with Accessibility including the loan of wheelchairs and a temporary ramp set up at Hillary House, Aurora’s National landmark; • Addition of accessible ramps at the Cenotaph; • Support provided for Remembrance Day including use of assistive devices; • Creation of a fully inclusive and accessible Queen’s Diamond Jubilee Park • Self -checkout units designed at the Aurora Public Library for mobility aids including wheelchair accessibility; • Patient “Hoyer” lift for the Aquatics Department at the Stronach Aurora Recreation Complex and Aurora Family Leisure Complex. In addition, a permanent Aquatic hydraulic lift for acc ess into the Lap Pool for users; • Continued accessible wheelchair seating area offered in Council Chambers when needed for meetings (Interior Council ramp too cumbersome for so me residents with disabilities); • Paved trail pathway thr ough Aurora Community Arboretum; • Installation of accessible Water Fountains and Bottle Fill Stations at Facilities; • A partnership with the IES Roads Crew and By-law was arranged to increase Accessible Parking Spots within the Town Park quadrant to assist accessible parking needs within this active area of Town; • Bus Shelters re-designed to provide pr oper access and respite benches; • IES Roads Crew marked intersections and curb cuts, including YRT platforms requiring maintenance creating seamless transitions between sidewalks and roadways for mobility aids; • Installation of automatic door openers at main (south) Town Hall entrance and rear Council Chamber door; • Slight modifications to Town Hall Council Chamber Ramps increasing turning radius for greater accessibility; • Additional accessible picnic tables in p arks to assist mobility devices; • Installation of automatic door openers for washrooms, change rooms , and program areas at th e Aurora Family Leisure Complex; Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 18 of 78 2018 – 2024 Accessibility Plan 13 • Installation of automatic door openers for Change rooms at the Stronach Aurora Recreation Complex; • Increased safe access from York Region Transit Bus stop across road from 1400 Wellington Street East entrance. Bus stop relocated for safer access to Stronach Aurora Recreation Complex; • Cable Tray Protectors purchased and provided for all major events to provide easier gate access and pr evention of safety trip hazards; • Installation of accessible traffic circle at Riverridge/Conover Blvd built to Design of Public Space Standards; • Acquisition of accessible ramp for portable staging at Aurora Seniors Centre; and, • Accessible pathways for accessing Machel Park to field events. Improved Communication with Visitors/Residents with Disabilities • The Town maintains an accessibility feedback form on the Town website encour aging residents and visitors with disabilities to communicate; • A service disruption notice system is maintained with the Facilities division of each Municipal occupied building. This provides patrons extra notic e when services are interrupted; • Increased exposure within local media and newspapers highlighting disability tips and resources available within the Town; • Accessible Customer Service information provided on Interim Property Tax Bills; • All municipal Boards and Committee members received disability awareness training and booklets depicting Accessible Customer Service with patrons with disabilities; • Emergency procedures, plans &/or public safety information is provided in an accessible format or with communication supports upon request; • The Town has upgraded the corporate website to be accessible to WCAG Level A and includes BrowseAloud website software, the ability to enhance accessibility for people with mild vision impairments, learning difficulties and dyslexia; • Corporate documents reformatted and structured for easy web content access on the Town’s website; • Installation of Audible Pedestrian Signals (APS) with accessible sidewalk/curbing at the Intersections of Yonge/St. John Side road, Yonge/Orchard Heights, Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 19 of 78 2018 – 2024 Accessibility Plan 14 Yonge/Aurora Heights, Yonge/Wellington, John West Way/Civic Square Gate, and Yonge/Golf Links Drive; • Hearing Induction Loop System installed in the Aurora Seniors Centre (West Mackenzie Room), Aurora Public Library (Magna and Lebovic Rooms) and Aur ora Town Hall (Council Chambers, Holland, Leksand, and Tannery Rooms) that provides amplification to those with hearing disabilities; • Inclusions of an Ubi-Duo device at Access Aurora counter for easier 2-way communication; • Installation of public TTY machines for Aurora Town Hall and Aurora Public Librar y; • Increased “Way-finding contrasting” signage at Stronach Aurora Recreation Complex, Aurora Family Leisure Complex, Aurora Cultural Centre and Joint Operations Centre; • Sign holders installed for Town Hall to increase accessibility of resources; and, • Use of Tablet devices for residents/visitors/employees accessing documentation in a preferred accessible format. Accessible Community Events & Community Engagement • Mayor, Council, Town Staff and members of the community joined in celebrating International Day for Persons with Disabilities on December 3rd; • Regular patrons with Disabilities continue to work on their health and wellness and engage the assistance of Fitness staff when needed at Club Aurora Fitness Centre and Indoor Track; • Workplace experience program at the Club Aurora Fitness Centre and Parks Department for persons with intellectual disabilities; • Children with disabilities able to access Town of Aurora Summer Camps and provided necessary 1 to 1 support. Guest speakers, training, integration toys and resources provided to staff for exceptional camper experience; • The Town of Aurora partnered with the Region of York and the N6 Municipalities to hold an Accessibility Advisory Committee (AAC) Forum as part of National Access Awareness Week; • Increas e awareness of availability of accessibility support for all Town Events and/or functions (upon request). Advertise and incorporate as part of event material where people can direct inquiries or ask f or assistance for accessibility; • Several Town events inc luded on-site accessibility support & accessibility parking for customers in attendance; Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 20 of 78 2018 – 2024 Accessibility Plan 15 • Lunch & Learn sessions organized for staff and members of the community becoming more educated with various disabilities along with support mechanisms; • Aurora Town Notice Board in the local paper provided monthly disability highlights encouraging accessibility and tolerance within our Town; • Town of Aurora Staff regularly participated in meetings held by the Ontario Network of Accessibility Professionals and the Municipal Reference Group within the Northern 6 to stay informed of best practices when increasing accessibility within a Municipal environment; • Parks & Recreation Aquatics provides integrated 1 to 1 learn-to-swim instruction with the inclusion of adapted life jac kets; • Mediator Cards have been introduced for individuals in need of support to participate in recreational swimming and aqua fit programs. The mediator is able to attend at no charge in support of a customer with a disability; • Therapeutic aquatic programming available for pre & post rehabilitation; • Partner with Aurora Chamber of Commerce educating local businesses about AODA and inclusion of customers with disabilities; • Acquisition of “Mobilift” to service community for staged events (i.e. Pan Am/Para Pan Am Torch Relay); and, • Support for a mobile, universal washroom for those attending community events. Community Recognition and Awards • The Town of Aurora continues to be recognized as a leader in Accessibility within the York Region and GTA area. Several of our procedural documents have been recognized and adopted by other municipalities including our corporate Accessible Feedback form, A ccess logos, Corporate Accessibility Policies, Business Accessibility Checklist and Election Inspection Accessibility Audit sheet; • Town of Aurora Annual Community Recognition Awards previously included an “Accessibility Award”. This was awarded to an individual or organization that makes a significant contribution to the elimination of barriers for people with disabilities. Now referred to as the Inclusion community award; • Awarded Association of Municipal Clerks and Treasurers of Ontario, AODA Accessibility Champion 10th Anniversary Award; • The Town of Aurora obtained Level 1 of the Excellence Canada Progressive Excellence Pro gram. Achievement of this award required reviewing and red rafting Human Resources and Accessibility policies. This communication plan demonstrates to Excellence Canada that the Town is committed to continuous improvement; • The Town of Aurora, where possible, provides a community experience program for people with disabilities; and, Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 21 of 78 2018 – 2024 Accessibility Plan 16 • The Town of Aurora is 1 of 9 recipients in the Province of Ontario that received the Excellence Canada Ontario Accessibility Award for going above and beyond basic AODA compliance and for providing excellent accommodation for people with disabilities. Legislated Requirements General • Accessibility Policies have been established to reflect the Town’s commitment in achieving the Accessible Customer Service Standard and Integrat ed Standards Regulation; • An established a multi-year accessibility plan to identify, remove and prevent existing barriers for people with disabilities and indicate progress being made in accomplishing future legislative requirements; • Accessibility features, services , and facilities are more inclusive to people with disabilities; and, • Provide training on the Integrated Accessibility Standards Regulation (191/11) and Human Rights Code duty to accommodate people with disabilities . Accessible Customer Service Standard • New Town employees and Members of Council receive AODA-related training (including disability awareness and sensitivity) to gain resources and tools on how to better assist a customer with a disability; and, • Establish processes for feedback and Notice of Service Disruptions. Employment Standard • Provide individualized workplace emergency response information to employees who have a disability and protocol in place for need of assistance; and, • Make employment practices more accessible through recruitment, employees returning to work, employee accommodation, communication supports, performance management, career development and redeployment. Information & Communications Standard • The Town of Aurora website platform launched to World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0, Level A; • Corporate Templates reformatted to meet WCAG 2.0 Level A web c ontent accessibility guidelines; • Established procedures to provide/arrange for accessible materials where they exist in the Aurora Public Library and any supports where/when necessary; and, Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 22 of 78 2018 – 2024 Accessibility Plan 17 • Notification to the public regarding accessible feedback processes, alternative formats and communication supports that the Town will provide. Transportation Standard • All licensed taxicabs issued from the Municipality prohibited owners and operators of taxicabs from charging a higher fare or an additional fee for persons with disabilities than for persons without disabilities for the same trip; and from charging a fee for the storage of mobility aids or mobility assistive devices; • All licensed taxicabs issu ed from the Municipality ensure that owners and operators of taxicabs place vehicle registration and identification information on the rear bumper of the taxicab and further make available in an accessible format; and, • Consultation lead to effective determination of the proportionate number of “On- Demand” accessible taxi cabs Licensed in Aurora. Design of Public Spaces Standard • Updated municipal guidelines in consultation with Parks & Recreation Ontario to allow for technical requirements under r ecreational trails/beach access routes. Consultation exists with the Accessibility Advisory Committee and Active Trails and Transportation Committee. • Municipal guidelines updated in consultation with Annex H guidelines for Outdoor public-use eating areas, picnic areas, outdoor play spaces and playgrounds in municipal properties. Continued consultation exists with the Accessibility Advisory Committee for any new or redeveloped park. • Technical requirements for exterior paths of travel, such as sidewalks, ramps, stairs, curb ramps, rest areas and accessible pedestrian signals are included with IES designs. They are additionally included in the Town of Aurora Site Plan Manual for developments. • Accessible parking requirements updated to align with the Town of Aurora Zoning By-law • Accessible elements including trails, signage, playgrounds, bridges, furniture, etc. inspected monthly as per CSA guidelines. Accessible elements are addressed immediately or closure with service disruption is posted until it is in working order. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 23 of 78 2018 – 2024 Accessibility Plan 18 Accessibility Features and Assistive Devices Available at Various Town of Aurora Facilities Aurora Town Hall • Ramped access and automatic door openers at north entrance, south-east entrance and Building Department entrance (3rd floor); • Automatic d oor openers at 1st Floor entrances; • Automatic d oor openers at rear area of Council Chamber; • Designated Accessible Parking ; • Personal listening devices/amplification system available in Council Chambers for public meetings connected to microphone system; • Hearing Induction Loop System in Leksand, Holland & Tannery Rooms ; • FM Assistive Device System, with lapel mic and teleconference table mic to assist with deaf and hard of hearing attendees for meetings held outside of Council Chambers where PA or audio systems may not be available; • Town TTY telephone lines for the deaf (available on 1st & 2nd floor); • Manual Wheelchairs and Transfer chairs available for use at Town Hall ; • Respite benches at both front and back entrances ; • Access Aurora Customer Service available to help with way-finding; • On-site Accessibility Advisor to assist with disability accommodations when attending Town events/meetings (by request for other departments); • Documents available in alternate formats (by request); • Electronic Note taking provided to assist residents with hearing loss attend public meetings (by r equest); • Audible and visual fire alarm indicators ; • Electronic LED Screens installed on 1st & 3rd floor entrances to assist with wayfinding; • Sign Holders installed to increase accessibility of resources ; and, • Ubi-Duo device for easier 2-way communication at Access Aurora. Aurora Family Leisure Complex • Ramped access/curb cuts and automatic door opener; • Ramped ac cess to both rink and pool areas; • Patient “Hoyer” lift available for those with physical or mobility issues requiring assistance in/out of change room or pool deck area; • PVC wheelchairs in varying sizes that accommodate lateral transfers; • Water Walking Assistant that helps improve strength in balance and gait; • Aquatic Training Raft helping maintain horizontal body position to strengthen extremities; Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 24 of 78 2018 – 2024 Accessibility Plan 19 • Pool ramp available for transfers in/out of pool ; • Adaptive Personal Flotation Devices for Swimmers with Disabilities ; • Sensory Toys added to Aquatic & Community Programs ; • Special Needs swimming and camp programs available; • Larger family change room to accommodate individuals with support persons attending with them; • Accessible washroom and shower area with bench seat and moveable shower head available (within Aquatics Area); • Automatic door openers for the washrooms, fitness change-rooms, and program areas; • On-site reception staff to assist in way-finding; • Respite benches and seating throughout building; • Designated Accessible Parking close to Main Entrance; • Audible and visual fire alarm indicators; and, • Independent Elevator access. Aurora Seniors Centre • Ramped access from parking lot with designated accessible parking; • Automatic door openers throughout the building; • On-site reception area for assistance in way-finding; • Accessible washrooms and change rooms ; • PA/microphone system available throughout entire building; • Ramped accessible entrance/exit for back outdoor patio and BBQ area; • Audible and visual fire alarm indicators; • On-site wheelchair and walker available for incidental transfers to/from vehicles or accessible transportation ; • On-site Accessibility a ssistance at large s enior community events when needed (by r equest); • Adaptable tables and various chair or stool heights available in the Seniors C entre woodshop for ASC members/visitors with disabilities; • Page magnifiers available from staff as required f or ASC members; • Community integration; • Incorporation of accessibility needs and requirements for community bus trips ; • Hearing Induction Loop System installed in West Mackenzie Room providing amplification to those with hearing difficulties ; and, • Ramp acces s to event staging in West Mackenzie Room . Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 25 of 78 2018 – 2024 Accessibility Plan 20 Aurora Community Centre • Barrier-free sensor sliding glass door front entrances; • Automatic door openers throughout interior corridors; • Designated Accessible Parking ; • Large accessible change rooms to accommodate in dividuals with support persons attending with them; • Larger washroom available; • Elevator to access upper level spectator areas; and, • Respite benches and seating throughout building. • Electronic LED Screens installed to assist with wayfinding; Aurora Cultural Centre • Designated Accessible Parking close to accessible entrance; • Ramped access/curb cuts and Power door openers at rear entrance; • Respite benches and seating; • Contrasting way-finding signage; • Automatic door openers for washrooms; and, • Independent Elevator access to lower and upper levels. Aurora Public Library • Ramped access from east parking lot and from street level sidewalk; • Increased ramp and accessible grading and landscaped area at the South lower basement area (*Entrance to Pine Tree Potters); • Automatic door openers front & back entrances ; • Designated Accessible Parking ; • Wheelchair Accessible Elevator service to 1st & 2nd floors; • Accessible 1st floor washroom facilities with barrier free entrances; • Single wheelchair accessible washrooms on 2nd floor; • Two lower self -checkout units customized for wheelchair accessibility; • On-site refreshment area with moveable tables and chairs ; Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 26 of 78 2018 – 2024 Accessibility Plan 21 • Adaptive technology workstation featuring JAWS (screen reading software), ZoomText (Magnifying software), Kurzweil 1000 and Kurzweil 3000 (Scanning, writing and reading software) and the Duxbury Braille Translator; • On-site reception at Customer Service Desk within library to assist with way- finding or special requests ; • Access with “Mosio” text messaging software; • Selection of large-print books and talking books, “e” books and “e” audio books; • Subscribe to Centre for Equitable Library Access (CELA); • Visiting library services at home, for people with disabilities, seniors, or those unable to travel to the library due to injury/wellness; • Access to the CNIB Partners Program; • Hearing Induction Loop System installed in Magna & Lebovic Rooms ; and, • Installation of TTY telephone for hard of hearing at front entrance payphone. Joint Operations Centre • Designated Accessible Parking close to Main Entrance; • Ramped access/curb cuts and p ower door openers at front entrance; • Respite benches and seating in main lobby; • Contrasting way-finding signage; • Automatic door openers for washrooms; • Accessible washrooms including hands free dryers and soap dispensers; • Independent Elevator access to lower and upper levels; • On-site reception area for assistance in way-finding; and, • Audible and visual fire alarm indicators. Stronach Aurora Recreation Complex • Designated Accessible Parking ; • Ramped access/curb cuts and automatic door openers; • Mechanical lift available for transfers in therapeutic and l eisure pools; • Patient “Hoyer” lift available for those with physical or mobility issues requiring assistance in/out of change room or pool deck area; • PVC wheelchairs in varying sizes that accommodate lateral transfers; Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 27 of 78 2018 – 2024 Accessibility Plan 22 • Water Walking Assistant that helps improve strength in balance and gait ; • Aquatic Training Raft helping maintain horizontal body position to strengthen extremities; • Adapted Personal Flotation Devices for Swimmers with Disabilities; • Sensory Toys added to Aquatic & Community Programs ; • Accessible washrooms and change locations including hands free dryers and soap dispensers; • Respite benches and seating throughout building; • Audible and visual fire alarm indicators; • Accessible Shower Nozzles and Sensors for ease of access in Change rooms increasing accessibility with patrons that have a disability; • Shower curtain installed in Ladies accessible stal l for privacy; • Ramped access to shallow pool & play area; • Increased c ontrasting way-finding signage; • Addition of digital display boards; and, • Automatic door openers for f amily change-room washrooms. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 28 of 78 Accessibility Plan Feedback Form The Town of Aurora is committed to providing accessible customer service to all of our citizens. We welcome your comments and feedback regarding the Accessibility Plan. Assistance may be provided in an alternate format or necessary communications support. Please detach this form and submit to any of the following: Mail or Deliver to: Accessibility Advisor c/o Access Aurora Customer Service Town of Aurora I00 John West Way, Box 1000 Aurora, ON L4G 6J1 E-mail to: accessibility@aurora.ca Fax to: 905-726-4732 Please write or type your comments in the space provided below. Thank you. Was the Accessibility Plan helpful in understanding accessibility available within Town services, facilities and/or programs? What further information/suggestions would you like to see included in the Accessibility Plan? Any other comments or suggestions: Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 29 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 01-2010 Physical Lack of accessibility ramps for Town Events Purchased portable wheelchair r amps to be used at Town Events/Functions as needed $100 One (1) ramp purchased from Aurora Seniors Centre wood shop for low -cost solution Corporate Services, Infrastructure & Environmental Services 2010 02-2010 Communication Lack of signage to advise availability of listening devices in Council Chambers Purchased proper signage to advertise devices available in Council Chambers N/A Corporate Services, Infrastructure & Environmental Services 2010 03-2010 Communication Lack of signage for TTY availability at Town Hall location Purchased of proper signage to advertise devices available N/A Corporate Services, Infrastructure & Environmental Services 2010 04-2010 Physical Lack of accessible exterior entrance at Pine Tree Potters Guild at Library location (basement level) Accessible ground (basement) level access to exterior door on south entrance (requires no- step entrance) Completed via Facilities/Parks Budgets Re-graded area and added asphalt path of travel Infrastructure & Environmental Services 2010 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 30 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 05-2010 Attitudinal Lack of accessibility knowledge and available information for local businesses Built relationship with Chamber of Commerce to educate local business es about AODA and inclusion of Customers with Disabilities N/A PowerPoint presentation on file with Accessib le Customer Service booklet Corporate Services, Accessibility Advisory Committee 2011 06-2010 Physical Poor access to Parks Office - large steep staircase for public to use to reach Parks staff on 2nd level at Scanlon location Installed door buzzer at bottom of stairs for patrons to ring for staff, and convex mirror to be placed at the top of stairs to enhance security for staff and to better determine if patrons need assistance $200 Doorbell and convex mirror installed Improved signage installed Corporate Services, Infrastructure & Environmental Services, Parks & Recreation Services 2011 07-2010 Physical Lack of automatic door opener at main (south) entrance of Town Hall Installed automatic door opener at main (south) entrance $2,500 Parts and labour Infrastructure & Environmental Services 2011 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 31 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 08-2010 Attitudinal Lack of awareness of disability sensitivity among Town user groups who rent Town facilities Developed “Got Access” A Guide for an Accessible Aurora, providing customer service awareness material geared towards user groups $5,000 Design & Print Corporate Services, Administration 2014 10-2010 Communication Lack of accessible formats available for observing election debates Provided electronic note- taker service for accessibility to deaf or hard of hearing residents attending debates (upon request) $160/two-hour meeting Mileage Corporate Services 2010 12-2010 Communication Lack of closed captioning for Movie Nights presented at Aurora Town Library Town Youth program staff offer closed captioned movies on specific nights (upon request) N/A Closed captioning available with movie; would need to be programmed or activated on play system at location Corporate Services, Parks & Recreation Services 2011 13-2010 Communication Poor acoustics/ sound system in Council Chambers Retrofitted current acoustics and PA/microphone system Facilities rectified situation as of April 2011. Costs associated with Infrastructure & Environmental Services Corporate Services, Infrastructure & Environmental Services, Administration 2011 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 32 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 14-2010 Physical Wheelchair ramp in Council Chambers is too narrow and not big enough for power wheelchairs or scooters; does not have hand rails on both sides; does not meet current building code Reconfigured public seating area by removing small section of moveable chairs at back row (by bi - fold doors) and designated a section for patrons with wheelchairs or scooters $500 Minimal cost for stencil/marking of carpet tiles to designate area Clearly marked carpeted ar ea with universal accessibility symbol to designate wheelchair section along back row Corporate Services, Infrastructure & Environmental Services 2011 15-2010 Physical Lack of appropriate elevator at AFLC Some patrons refuse to use current lift because of its old technology and confined space (lift technology, very confined space, with moving walls, operated by a key/button system, is a lift not an elevator) Retrofit for replacement of lift with a regular elevator that does not require a “key” operator Capital project $125,000 approved by Council; item transferred to Infrastructure and Environmental Services (IES) as Facilities Capital Project item c ompletion of the Community Use for Youth space at the AFLC AAC, Corporate Services, Infrastructure & Environmental Services, Parks & Recreation Services 2015 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 33 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 16-2010 Physical Lack of direct path of travel from fitness centre to pool at AFLC Redesign corridors/change rooms in conjunction with renovation of AFLC Parks & Recreation funded item as part of Community Space for Youth AFLC renovation AAC, Corporate Services, Infrastructure & Environmental Services, Parks & Recreation Services 2015 17-2010 Communication & Physical Lack of signage at 3rd floor Town Hall washrooms directing patrons to location of accessible washrooms (on 1 st and 2nd floors) Purchased and installed appropriate signage $250 Temporary signs & sign holders Infrastructure & Environmental Services 2011 19-2010 Attitudinal & Communication Lack of knowledge among Corporate Town employees regarding location of available accessibility resources within municipal buildings and Town -operated programs Developed “Got Access” Accessibility Resource Guide for Town staff and patrons $5,000 Design & Print Corporate Services, Administration 2014 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 34 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 20-2010 Communication Lack of awareness of availability of accessibility support for all Town Events and/or functions (upon request) Advertised and incorporated as part of event material where people can direct inquiries or ask for assistance for accessibility Costs vary depending on type of request received i.e. services in kind or operating supplies Corporate Services, Administration 2012 21-2010 Communication Lack of community outreach to increase accessibility awareness Outreach plan created by AAC and Accessibility Advisor Held annual events, information fairs, etc. N/A Corporate Services, Accessibility Advisory Committee, Administration 2011 22-2010 Attitudinal Lack of accessibility awareness among Taxicab operators Awareness training for Taxicab operators $600/Training Corporate Services, A ccessibility Advisory Committee 2012 23-2010 Communication & Physical Lack of adequate signage at AFLC indicating accessible entrance location Improved signage $50/sign Signage installed Infrastructure & Environmental Services 2011 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 35 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 24-2010 Communication Visual difficulties of Town-written material from Finance Improved font size and set -up of tax and water bills N/A Costs associated with set - up and mail out Financial Services, Corporate Services 2012 26-2010 Physical No clear accessible viewing area at AFLC rink for patrons to view skating events Space redesigned, barrier free access Chairs removed if applicable Parks & Recreation funded item as part of Community Space for Youth AFLC renovation AAC, Corporate Services, Infrastructure & Environmental Services, Parks & Recreation Services 2015 27-2010 Communication No formal Affordable and Accessible Housing Policy in Official Plan Included Affordable and Accessible Housing Policy in Official Plan N/A Corporate Services 2010 01-2011 Physical & Communication Lack of Audible Pedestrian Signal (APS) for busy intersection at Orchard Heights and Yonge St Installed APS at recommended intersection in collaboration with York Region $50,000 Retrofit cost due to condition of intersection and current poles Corporate Services, Infrastructure & Environmental Services, Region of York Transportation Department 2012 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 36 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 02-2011 Physical & Attitudinal Snowplows dumping snow within resident driveways – creating barriers for residents with disabilities to enter/exit their paths of travel Windrow removal program for residents with disabilities that identify removal is an issue Driver sensitivity training provided. Included training for IES staff and sub-contractors used for plowing. Corporate Accessibility Training removing & preventing barriers Driver sensitivity training conducted in-house with minimal cost for materials Corporate Services, Infrastructure & Environmental Services 2011 03-2011 Physical & Systemic Lack of disability support at Town Special Events as required Additional staff made available when Accessibility Advisor is unable to attend (unrealistic to have one/same person attend all Events) Staff submitted accessibility request when support required for Town Events Cost – N/A Staff allowed to ‘flex’ time and adjust 8:30-4:30 work week when Events are pre-planned All Departments 2011 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 37 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 04-2011 Attitudinal & Communication Lack of accessibility knowledge among user groups Established accessible information on policies, permits, conditions & regulations N/A Corporate Services, Parks & Recreation Services 2016 06-2011 Physical Lack of safe access from bus stop across road from SARC drive- way entrance Location of bus stop moved to facilitate safe crossing at traffic intersection Wellington/Leslie Streets N/A Corporate Services, Infrastructure & Environmental Services, Region of York Transportation Department 2012 07-2011 Physical Lack of access to the Cenotaph for people with mobility issues Included ramp access to Cenotaph along path/stairway. Design features include Design of Public Space standards $20,000 Corporate Services, Parks & Recreation Services 2014 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 38 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 01-2012 Physical & Communication Lack of Amplification System in the Town Hall Committee Rooms (i.e. Leksand/Holland Rooms Hearing Induction Loop System installed in Holland/Leksand Rooms for Public Meetings $5,000 Corporate Services, Infrastructure & Environmental Services 2012 02-2012 Physical Lack of Access into the Lap Pool of SARC Installed permanent hydraulic lift onto the Lap Pool $6,000 Corporate Services, Infrastructure & Environmental Services 2012 03-2012 Physical Lack of Access through the back door of the Council Chambers Installed automatic door and distress paddles $2,500 Corporate Services, Infrastructure & Environmental Services 2012 04-2012 Physical Lack of Access into the Accessible Washrooms of the Family Change room in the SARC Installed automatic door and distress paddles $12,000 Corporate Services, Infrastructure & Environmental Services 2012 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 39 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 05-2012 Attitudinal & Communication Accessibility Considerations on Reports to Council Included subsection on all reports highlighting any accessible considerations that may identify, remove, and prevent barriers N/A Corporate Services 2016 06-2012 Physical & Communication Lack of Amplification System in the West Mackenzie Room of the Aurora Seniors Centre Hearing Induction Loop System installed in West Mackenzie Room for Public Meetings & Events $3,500 Corporate Services, Infrastructure & Environmental Services 2012 07-2012 Physical & Communication Lack of Audible Pedestrian Signal & Curb Cuts (APS) for Yonge & Wellington, and Yonge & St. John’s Side road Installed APS at recommended intersections in collaboration with York Region $50,000 Retrofit cost due to condition of intersection and current poles Corporate Services, Infrastructure & Environmental Services, Region of York Transportation Department 2012 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 40 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 08-2012 Communication & Physical Lack of appropriate accessible signage and way-finding system directing patrons to the appropriate located within SARC & AFLC Accessible way -finding signage required to meet accessible needs for patrons specifically using public areas of recreational facilities $5,000 Corporate Services, Infrastructure & Environmental Services, Parks & Recreation Services 2012 09-2012 Physical & Attitudinal Lack of seating in Bus Shelters Installed accessible seating in all Bus Shelters Region of York, and YRT funded project Corporate Services, Infrastructure & Environmental Services, Region of York Transportation Department 2012 10-2012 Physical Intersection of Conover & Riveridge Blvd traffic circle has sidewalk heaving causing lip between road and sidewalk Replacement and re- pouring of curbing/sidewalk around the traffic circle of the intersection $13,000 Corporate Services, Infrastructure & Environmental Services 2013 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 41 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 11-2012 Communication & Physical Council Chambers projector screen split use required for Electronic Notetaking Created a function where the two Council Chambers projector screens can operate independently $3,000 Corporate Services, Infrastructure & Environmental Services 2016 12-2012 Physical Lack of Picnic Tables in Parks accessible to various mobility aids Incorporated Capital replacement of tables with accessible picnic tables in strategic high traffic areas Parks Capital Replacement on a yearly basis, changing out tables coming out of service Corporate Services, Parks & Recreation Services 2013 13-2012 Physical Lack of accessible Park Paths and Accessible Playground equipment Any new parks/trails to meet the IAS Design of Public Spaces Standard for accessibility. Included Queens Diamond Jubilee Park and 2C development $50,000 Funds used in Capital for new /retrofit as per the Parks & Recreation Master Plan Corporate Services, Parks & Recreation Services 2016 14-2012 Physical Lack of Change tables in Aquatic Centre change rooms Investigated requirements of SARC & AFLC to determine space, placement , and quantity. Family change-room has accessible stalls/rooms with accessible benches for proper transfers N/A Corporate Services, Infrastructure & Environmental Services, Parks & Recreation Services 2013 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 42 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 15-2012 Communication Lack of TTY at municipal buildings Additional TTY installed on Town Hall first floor payphone and Aurora Public Library lobby payphone $300/phone Corporate Services 2012 16-2012 Physical Lack of Parking on the street with Accessibility Parking Permit (Overnight, No stopping zones, etc.) Reviewed existing By-law. Determined that it would provide inequalities and is winter liability for clearing of roads N/A Corporate Services 2013 17-2012 Communication Lack of accessibility on website for people with dyslexia, learning & visual impairments The Town is proceeding to launch a new website (WCAG Level A) platform with increasing accessible features. Interim solution installed “BrowseAloud” accessible website software. Website platform funded by Administration. Accessible software, $2,500/year Corporate Services, Financial Services, Administration 2012 18-2012 Physical Cable trip hazard for all patrons entering front gates of Special Event s i.e. Ribfest Purchased cable protector ramps allowing barrier free access $2,500 Corporate Services 2012 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 43 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 20-2012 Communication Lack of accessible formats available for observing election debates Provided electronic note- taker service upon request —interpreters for accessibility to deaf or hard of hearing residents attending debates Cost $250 per two-hour meeting/service, plus mileage cost to service provider Corporate Services 2014 21-2012 Physical Lack of access along sidewalks/walkways that display Election Signs Provided education to Candidates proper sign placement in accordance with sign By-Law. By-Law Staff enforced, removed, relocated that impeded physical access N/A Corporate Services 2014 01-2013 Physical Intersection of Yonge & Henderson Street YRT Bus Platform has sidewalk heaving causing lip between road and sidewalk Replacement and re- pouring of curbing/sidewalk around the bus stop of the intersection $20,000 Corporate Services, Infrastructure & Environmental Services, Region of York Transportation 2014 02-2013 Physical Lack of Access to rear of AFLC Arena and Aquatic Change rooms Replacement of rear entrances with censored automatic doors $25,000 Corporate Services, Infrastructure & Environmental Services, 2015 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 44 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 03-2013 Physical Lack of adapted weight training equipment in Club Aurora Fitness Centre Capital expenditure of adapted universal weight training station $15,000 Corporate Services, Parks & Recreation Services, 2015 04-2013 Communication & Physical Lack of Audible Pedestrian Signal (APS) for busy intersection at Aurora Heights and Yonge St Installation of APS at recommended intersection in collaboration with York Region $75,000 retrofit cost due to condition of intersection and current poles Corporate Services, Infrastructure & Environmental Services, Region of York Transportation 2016 05-2013 Communication Lack of fixed Audio/Visual Systems in Committee Boardrooms Installation of fixed Audio/Visual System in Leksand, Holland, and Tannery Rooms with capability for Hearing Assist, CART, etc. $200,000 Corporate Services, Infrastructure & Environmental Services, Financial Services 2017 06-2013 Physical Lack of Access throughout ACC Arenas and Corridors Installation of paddle/censored automatic doors & openers eliminated barriers to those with mobility disabilities $25,000 Corporate Services, Infrastructure & Environmental Services, 2015 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 45 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 07-2013 Physical Intersection of Conover & Borealis Ave traffic circle has sidewalk heaving causing lip between road and sidewalk Replacement and re- pouring of curbing/sidewalk around the traffic circle of the intersection $15,000 Corporate Services, Infrastructure & Environmental Services 2014 08-2013 Communication Lack of Visual/Audio Emergency System Detectors in Town Hall meeting rooms for the public Installation of horn/strobe alarms in Leksand, Holland, Tannery Rooms and Council Chambers $500/device plus installation Corporate Services, Infrastructure & Environmental Services 2014 09-2013 Physical Lack of accessible Paved Park Paths in Lambert Willson Park/Arboretum for connectivity with Nokiidaa Trail Any new remedial parks/trails to meet the IAS Design of Public Spaces Standard for accessibility $100,000 Corporate Services, Parks & Recreation Services, 2016 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 46 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 02-2015 Physical Lack of Access to ALFC Fitness Centre, Gym Change rooms, & 2nd Floor Washrooms Installation of paddle/censored automatic doors & openers eliminated barriers to those with mobility disabilities $45,000 Corporate Services, Infrastructure & Environmental Services, 2016 03-2015 Physical Lack of Evacuation Access to those in multi-level facilities Updated Fire Safety Plans and Emergency Safety Protocols for Staff and Patrons in Municipal Facilities N/A Corporate Services, Parks & Recreation Services, Infrastructure & Environmental Services 2017 04-2015 Physical Lack of Accessible Water Fountain and Bottle Fill stations in Municipal Faci lities Installation of “ADA”, cooled water bottle and drinking fountain stations at ACC, AFLC, SARC, Library & Town Hall $30,000 Capital from IES Corporate Services, Parks & Recreation Services, Infrastructure & Environmental Services 2016 06-2015 Physical Lack of accessible Change Tables in public washrooms 2nd Floor AFLC. Updated wayfinding signage for access provided in Family Changeroom. $5,000 Corporate Services, Infrastructure & Environmental Services 2017 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 47 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 07-2015 Communication & Physical Lack of awareness/knowledge of accessibility requirements/upgrade s to existing facilities Conducted Facility Audits to all Facilities to identify gaps, end of life cycle components that impact barrier free access. Identified elements will be used to help build the Accessibility Plan for accessible upgrades $30,000 in conjunction with IES Corporate Services, Infrastructure & Environmental Services 2017 01-2016 Physical Lack of Access to JOC Washrooms, Change rooms, and Work Bays Installation of paddle/censored automatic doors & openers eliminated barriers to those with mobility disabilities $35,000 Corporate Services, Infrastructure & Environmental Services, 2017 03-2016 Communication & Physical Lack of Accessible signage for Universal Washrooms, 2nd Floor Aurora Public Library Installation of appropriate way-finding signage at location in consultation with Aurora Public Library staff. $1,000 Operating Corporate Services, Infrastructure & Environmental Services 2017 07-2016 Physical Lack of Access to Pool Viewing Area at SARC Installation of censored automatic door to eliminate barriers to those with mobility disabilities $5,000 Corporate Services, Infrastructure & Environmental Services, 2017 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 48 of 78 Appendix A – Completed Accessibility Items November 2017 Item #-Year Added Type of Barrier to Accessibility Solution Associated Costs Department Responsible Year Completed 09-2016 Physical Lack of Access to entrance of ACC #1 & ACC #2 from parking lot Created paved surface to grade where designed curb cuts are located for appropriate safe, accessible routes of travel $200,000 (IES) Corporate Services, Infrastructure & Environmental Services, 2017 10-2016 Physical Lack of a Fully Inclusive and Accessible Municipal Park Development and Creation of Queens Diamond Jubillee Park $325,000 (Parks) Corporate Services, Parks & Recreation Services, 2017 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 49 of 78 Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017 Item #-Year Added Type of Barrier to Accessibility Proposed Solution Associated Costs Department Responsible Status of Project Item Target Year Completion 11-2010 Communication Lack of captioning option for Council meetings Broadcasted Captioning to be included for streaming of Council & Committee meetings with Council A/V upgrade $15,000/year Corporate Services, Administration No enforcement under CRTC that captioning is req uired for community programming. Streaming will require WCAG accessibility guidelines 2019 18-2010 Communication & Physical Lack of appropriate signage and way- finding system directing patrons to the appropriate Departments and/or areas located within Town Hall Hire consultant to investigate potential solutions for a visual way-finding system for Town Hall $50,000 Corporate Services, Infrastructure & Environmental Services, Visual way-finding system should be delayed until org. review and space analysis complete Possible interim solution would be to have GIS staff develop Town Hall map with legend to be available at all entrances and Dept. counters 2018/2019 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 50 of 78 Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017 Item #-Year Added Type of Barrier to Accessibility Proposed Solution Associated Costs Department Responsible Status of Project Item Target Year Completion 25-2010 Physical Counters at Town Hall do not include lower counter cuts for people using mobility devices Install accessible Reception counters at all Town Hall Department s 42,000 $7,000/each AAC, Infrastructure & Environmental Services, Corporate Services As of January 1, 2016 all service counters, queuing lines, and waiting areas must be accessible as per IASR Design of Public Space Standards 2019 05-2011 Physical Increase accessibility in Council Chambers Re-design and construct barrier-free Council Chambers Cost estimated at $250/square foot Corporate Services, Infrastructure & Environmental Services Retain architect to determine design and feasibility relating to the Ontario Building Code (OBC) in conjunction with Town Hall refresh 2023 19-2012 Physical & Vision Lack of accessible lighting in Town parks that host/run events Determine high traffic areas and conduct needs assessment of accessible lighting or lack thereof $50,000/Machel Park in association with Parks Department Corporate Services, Parks & Recreation Services Safety issue for patrons entering/exiting park facilities & events due to lack of lighting 2018 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 51 of 78 Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017 Item #-Year Added Type of Barrier to Accessibility Proposed Solution Associated Costs Department Responsible Status of Project Item Target Year Completion 01-2015 Communication & Physical Lack of Audible Pedestrian Signal (APS) for busy intersection at Kennedy and Yonge St Installation of APS at recommend ed intersection in collaboration with York Region $75,000 retrofit cost due to condition of intersecti on and current traffic poles Corporate Services, Infrastructure & Environmental Services, Region of York Transportation Capital replacement costs $75,000 per intersection per year prioritizing need of traffic intersection 2018 05-2015 Physical & Vision Lack of accessible lighting in Town parks that host/run events Determine high traffic areas and conduct needs assessment of accessible lighting or lack thereof $100,000/ Lambert Willson Park/Arboretum in association with Parks Department Corporate Services, Parks & Recreation Services Safety issue for patrons entering/exiting/traveling park facilities due to lack of lighting 2018 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 52 of 78 Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017 Item #-Year Added Type of Barrier to Accessibility Proposed Solution Associated Costs Department Responsible Status of Project Item Target Year Completion 02-2016 Communication & Physical Lack of Audible Pedestrian Signal (APS) for busy intersection at Murray and Yonge St Installation of APS at recommend ed intersection in collaboration with York Region $75,000 retrofit cost due to condition of intersection and current traffic poles Corporate Services, Infrastructure & Environmental Services, Region of York Transportation Capital replacement costs $75,000 per intersection per year prioritizing need of traffic intersection 2018 04-2016 Physical Lack of Access to Universal Washrooms, 2nd Floor Aurora Public Library Installation of paddle/cens ored automatic doors & openers eliminated barriers to those with mobility disabilities $15,000 Corporate Services, Infrastructure & Environmental Services Tender awarded in 2017. Project anticipated completion date for *Q1 2018 2018 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 53 of 78 Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017 Item #-Year Added Type of Barrier to Accessibility Proposed Solution Associated Costs Department Responsible Status of Project Item Target Year Completion 05-2016 Physical Lack of Access to Yonge Street Vestibule Entrance, First Floor Aurora Public Library Installation of censored automatic door sliders eliminated barriers to those with mobility disabilities $30,000 Corporate Services, Infrastructure & Environmental Services Tender awarded in 2017. Project completion for *Q1 2018 2018 06-2016 Physical Lack of Access to Vestibule Entrance Aurora Seniors Centre Installation of censored automatic door sliders eliminated barriers to those with mobility disabilities $30,000 Corporate Services, Infrastructure & Environmental Services Tender awarded in 2017. Project completion for *Q1 2018 2018 08-2016 Physical Lack of Access to Victoria Hall entrance Installation of permanent ramp $20,000 Corporate Services, Infrastructure & Environmental Services, Further investigation required with redevelopment of Library Square 2020 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 54 of 78 Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017 Item #-Year Added Type of Barrier to Accessibility Proposed Solution Associated Costs Department Responsible Status of Project Item Target Year Completion 01-2017 Physical Lack of barrier free access to Town Park via East parking lot/pathway Regrade pathway and parking lot pavement. Shift pathway away from storm water drain $10,000 Corporate Services, Infrastructure & Environmental Services, Further investigation required with grade and storm water drain. May require shifting accessible park path away from storm water drain. 2018 02-2017 Physical Lack of Access to Rear Entrance, AFLC Installation of censored automatic door sliders eliminated barriers to those with mobility disabilities $15,000 Corporate Services, Infrastructure & Environmental Services Tender awarded in 2017. Project completion for *Q1 2018 2018 03-2017 Physical Lack of permanent transfer stations for people with disabilities in SARC/AFLC change rooms Installation of permanent gentry system, ceiling track lifts. $20,000 Corporate Services, Infrastructure & Environmental Services Currently, portable hoyer lifts used for transfers. Investigation needed to determine feasibility for a permanent solution. 2020 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 55 of 78 Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017 Item #-Year Added Type of Barrier to Accessibility Proposed Solution Associated Costs Department Responsible Status of Project Item Target Year Completion 01-2018 Attitudinal Barrier Lack of specific Accessibility Award in Community Recognition Awards Request Community Services to consider re- instating the Accessibility Award instead of the new Inclusion Award Zero Cost – change in practice only Community Services – c/o Special Events TBD 2019 to be considered 02-2018 Attitudinal Barrier Better representation of persons with disabilities to be on the Accessibility Advisory Committee, more diverse involvement from the community Review terms of reference of this committee Zero Cost – staff to review as part of 2018 election framework for required statute committees for 2018 to 2021 Corporate Services via Accessibility Advisor and Town Clerk In progress 2018 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 56 of 78 Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017 Item #-Year Added Type of Barrier to Accessibility Proposed Solution Associated Costs Department Responsible Status of Project Item Target Year Completion 03-2018 Communication and Attitudinal Barrier For staff to develop a recruitment, public outreach and education strategy for the Accessibility Advisory Committee (to recruit potential members) Formal plan to be developed by staff Costs associated with print materials for advertising via newspaper ads Costs – TBD, could be included in Town Notice Board Corporate Services via Accessibility Advisor with input from Elections team and corporate communications Pending 2018 – Q2 04-2018 Physical Barrier For staff to review the status of the repairs completed at Canine Commons dog park in 2017 and determine if additional accessibility features could be added to the park footprint and parking lot area TBD – needs review and analysis Not known Via Accessibility Advisor in partnership with Community Service (Parks Operations) Pending – review and analysis to occur in 2018 2018/2019 Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 57 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR Topic and Implementation Date Detail of What is Required Action General ss 1 - 2 Purpose, application and definitions Establishment of Accessibility Policies January 1, 2013 COMPLIANT 3 (1) Develop policies in regards to how we plan on working towards an accessible municipality as per the AODA (2) Write a statement of organizational commitment to meet the needs of people with disabilities, in a timely manner (3) (a) Write one or more written documents describing it's policies (b) Make the written documents available to the public, and provide them in an accessible format when requested Staff Report summarizes plan and amends current Accessible Customer Service Policy made by way of the following Council adoption on September 15, 2009: • Additional IASR Policy The Town of Aurora des cribes that as an organization “it is committed and guided by the four core principles of Dignity, Independence, Integration, and Equal Opportunity and supports the full inclusion of persons as set out in the Canadian Charter of Rights and Freedoms, and the Accessibility for Ontarians with Disabilities Act, 2005.” All Council reports are publically available and posted on the Town of Aurora website. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 58 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR Accessibility Plans January 1, 2013 COMPLIANT 4 (1) (a) Develop a multi -year accessibility plan which shows how the municipality will prevent and remove barriers as per the AODA (b) Post plan on the Town of Aurora's website, provide in an accessible format when requested (c) Review/update plan at least once every five years (2) Review/update the accessibility plans in consultation with people with disabilities and the AAC (3) (a) Prepare a status report (annually) discussing the progress the municipality has taken in regards to clause (1) (b) Post the status rep ort on the Town of Aurora's website, and provide in an accessible format when requested 4 (1) Assigned to the Accessibility Advisor, a draft of the multi- year accessibility plan will be reviewed with the AAC. 4(2) Town of Aurora holds an annual public input Forum. 4(3) Town of Aurora AAC & Council reviews accessibility plans Status reports are publically available and posted on the Town of Aurora website. Procuring or Acquiring goods, services or facilities January 1, 2013 COMPLIANT 5 (1) Incorporate accessibility criteria and features when acquiring or purchasing goods, services or facilities (2) An explanation must be provided, upon request if it is not practicable to the above clause 5 (1) An amendment to the Purchasing By-law. By-Law 5500-13, 25.1-25.2 has a section specifically referencing the AODA as follows: 25. ACCESSIBILITY CONSIDERATIONS 25.1 The Town is committed to giving people with disabilities the same opportunity to access Town Goods and Services and allowing them to benefit from the same Services, in the same place and in a similar way as other customers. Pursu ant to the Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 59 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR provisions of the AODA and s. 5(1) of O. Reg. 191/11, as amended, the Town shall incorporate accessibility design, criteria, and features when procuring or acquiring Goods, Services, or facilities, except where it is not practicable to do so. Pr ograms, Goods, Services, facilities, etc. should be accessible to persons with disabilities (visible and invisible), including (without limitation): hearing loss, vision loss, physical or mobility related impairments, temporary disabilities, learning, speech, language, cognitive, psychological, psychiatric, intellectual and developmental disabilities, allergies, and multiple chemical sensitivities. 25.2 If it is determined not to be practicable to incorporate accessibility design, criteria, and features when Purchasing Goods, Services, or facilities, the Department Head responsible for any such Procurement shall, upon request, provide an explanation. s 6 Self Service Kiosks Training January 1, 2014 COMPLIANT 7(1) Training must be provided on the requirements of the accessibility standards in regards to the AODA and the Human Rights Code as it pertains to people with disabilities to, (a) All employees and volunteers (b) All people who participate in developing the Communication sent out to all current employees using Town of Aurora traditional communications channels. All existing employees received AODA Integrated Accessibility Standards Regulation and Human Rights Code “duty t o accommodate” training. Information regarding the Accessibility for Ontarians with Disabilities Act included in Town orientation which is Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 60 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR organization's policies (c) All people who provide goods, services or facilities on behalf of the Town of Aurora (2) The training will be appropriate to the duties of the employees, volunteers and other people (3) Every person will be trained as soon as practicable (4) Training will be provided if there are any changes to the policies, on an ongoing basis (5) The municipality must keep a record of the training provided, including the training dates and th e number of people who participated provided to every Town of Aurora employee. Additional training on specific elements of the Integrated Standard that are applicable to specific employees provided to those employees, as for example all Supervisors will receive training on the Employment Standards and all applicable staff requiring procurement will receive training on the General Requirement. The Town of Aurora has a protocol in place for managing employee training records. ss 8 - 10 Exemptions, definitions, exceptions and application Information and Communications Standards Feedback January 1, 2014 COMPLIANT 11(1) All processes for receiving and responding to feedback must be accessible to people with disabilities, (2) Accessible formats and communication supports must be provided in an accessible format when requested (3) Notify the public about the availability of accessible formats and communication supports Information about how to make information accessible included in staff training. Communications (Hard Copy or Electronically via website) with the public include information regarding available accessible formats. Accessible Formats and 12 (1) Provision of accessible formats and communication supports for persons with Currently, the “Accessible Customer Service Policy” includes provisions that the Town of Aurora provides equal treatment to Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 61 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR Communicatio n Supports January 1, 2015 COMPLIANT disabilities must be provided or arranged upon request, (a) in a timely manner (b) at a cost that is no more than the regular cost charged to other persons (2) The municipality must consult with the person making the request in determining the suitability of an accessible format or communication support. (3) Notify the public about the availability of accessible formats and communication supports people with disabilities with respect to the use and benefit of Town services, programs, goods, information and facilities and that no additional fees are charged because of or related to the disability. Notification provided on Home page of the Town’s website Emergency Procedure, Plans or Public Safety Information January 1, 2012 COMPLIANT 13(1) Emergency procedures, plan or public safety information are provided to the public, the information must be provided in an accessible format or with appropriate communication supports, as soon as practicable, upon request. (2) Emergency procedures, plans or public safety information must be available to the public 13(1) The Town of Aurora has an extensive Emergency Response Plan with community partners who are able to assist in the event of an emergency. Information is provided to the public by way of the Town of Aurora website and Town of Aurora publications. This plan is available in an accessible format and/or with appropriate communication supports upon request. Accessible Websites and Web Content WCAG 2.0 Level A 14(1) Internet and intranet websites and web content conform with the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0, at Level AA, and shall do so in accordance with the schedule set out in this section New Town of Aurora website platform launched in early 2014 and is WCAG Level A as required by Accessibility Advisor to Communications Manager (Documented in: Web Platform Strategy – RFP Fall, 2012). Corporate Templates formatted to WCAG guidelines. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 62 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR January 1, 2014 ONGOING WCAG 2.0 Level AA January 1, 2021 PENDING 14(2) Internet websites and web content must conform with the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0 , initially at Level A and increasing to Level AA. Exceptions Apply Accessible Communications Guidelines drafted to train all applicable staff in appropriate content for documents and websites meeting accessibility needs. ss 15 - 18 Specific to Education and Training Bodies Public Libraries January 1, 2013 COMPLIANT 19(1) Access to or arrange for accessible materials where they exist (2) Information about the availability of accessible materials publicly available and shall provide the information in accessible format or with appropriate communication supports, upon request (3) Library boards may provide accessible formats for archival materials, special collections, rare books and donations Aurora Public Library have accessible materials and services that include: - Kurzweil 1000 & 3000 (scanning, writing, reading software) - ZoomText (Magnifying software) - JAWS (Screen reading software) - Duxbury Braille Translator - Large print, A udio books , Electronic books Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 63 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR - Mosio text messaging software Employment Standards ss 20 – 21 Scope, interpretation and schedules Recruitment January 1, 2014 COMPLIANT 22 Notify employees and the public about the availability of accommodation for applicants with disabilities during recruitment process An accessibility tagline added to all job advertisements effective January 2014, advising applicants of the availability of accommodations during the recruitment process. Recruitment, Assessment or Selection Process January 1, 2014 COMPLIANT 23(1) During the recruitment process, notify job applicants that accommodations are available upon request in relation to the materials or processes to be used. (2) The employer will consult with the applicant and provide suitable accommodation in a manner that takes into account the applicant's accessibility needs due to their disability. Town of Aurora Recruitment policies and process are compliant with all applicable legislation, including but not limited to the Accessibility for Ontarians with Disabilities Act, the Employment Standards Act, the Ontario Labour Relations Act, the Human Rights Code, the Municipal Freedom of Information and Protection of Privacy Act. Applicants who are selected to proceed to the interview stage will be advised of the availability of accommodations during the recruitment process. Applicants must meet the occupational requirements of the position available to proceed to the interview stage. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 64 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR Notice to Successful Applicants January 1, 2014 COMPLIANT 24 When making offers of employment, notify the successful applicant of its policies for accommodating employees with disabilities The standard offer letter has been amended to notify the successful applicant of Town of Aurora policies for accommodating employees with disabilities. Informing Employees of Supports January 1, 2014 COMPLIANT 25(1) Inform employees of its policies used to supports employees with disabilities, including, but not limited to, policies on the provision of job accommodations that take int o account an employee's accessibility needs due to disability. (2) Provide the information required to new employees as soon as practicable after they begin employment (3) Provide updated information to its employees whenever there is a change to existing policies on the provision of job accommodations that take into account an employee's accessibility needs due to a disability Town of Aurora has a Return to Work Policy and an established practice for the application of that policy. An update on the AODA Integrated Standard provided to all current employees using our traditional communications channels. All new employees receive the information as part of their offer and onboarding process. In 2013, AODA Training has included an education component on the Integrated Accessibility Standard for Employment. Accessible Formats and Communicatio n Supports for Employees 26(1) Where an employee with a disability so requests it, every employer shall consult with the employee to provide or arrange for the provision of accessible formats and communication supports for, (a) information that is needed in order to Current practice is to respond to the unique requests for information from individual employees in a way that meets all of their needs, including those for accessible formats. The Town of Aurora has procedures, including “Modified Work Duties” in the Return to Work policy and its implementation is inherently Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 65 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR January 1, 2014 COMPLIANT perform the employee's job; and (b) information that is generally available to employees in the workplace (2) Consult with the employee making the request in determining the suitability of an accessible format or communication support individualized and customized to each employee’s particular circumstances. Workplace Emergency Response Information January 1, 2012 COMPLIANT 27(1) Provide individualized workplace emergency response information to employees who have a disability, if the disability is such that the individualized information is necessary and the employer is aware of the need for accommodation due to the employee's disability. (2) Provide the workplace emergency response information to the person designated by the employer to provide assistance (3) Provide the information required as soon as practicable after the employer becomes aware of the need for accommodation due to the employee's disability. (4) Review the individualized workplace emergency response information, (a) when the employee moves to a different location in the organization (b) when the employee's overall accommodations needs or plans are reviewed; and Communication sent out to all current employees using Town of Aurora traditional communications channels. Employees who have self - identified as requiring emergency response assistance or information are asked to complete a brief information/request support form and then meet with an HR representative, chosen “designee” to develop an appropriate individualized evacuation and emergency response plan. Any new employees moving forward will have this introduced upon their initial HR orientation. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 66 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR (c) when the employer reviews its general emergency response policies Documented Individual Accommodatio n Plans January 1, 2014 COMPLIANT 28(1) Develop a written process for the development of documented individual accommodation plans for employees with disabilities. (2) The process for the development of documented individual accommodation plans shall include eight prescribed elements. (3) Individual accommodation plans shall, (a) if requested, include any information regarding accessible formats and communications supports provided (b) include individualized workplace emergency response information (c) identify any other accommodation that is to be provided. Town of Aurora procedures on “Modified Work Duties” and its established processes include detailed documentation for all individual accommodation plans. A Return to Work policy also includes written details and descriptions of the individual accommodation. Where applicable, CUPE is involved in the development of individual accommodation or return to work plans. All information gathered and used in this process is protected in accordance with MFIPPA and other applicable legislation. Return to Work Process January 1, 2014 COMPLIANT 29(1)(a) Develop and have in place a return to work process for its employees who have been absent from work due to a disability and require disability-related accommodations in order to return to work; (b) document the process (2) The return to work process will, (a) outline the steps the employer will take to facilitate the return to work of employees who Town of Aurora procedures on “Modified Work Duties” and its established processes include detailed documentation for all individual accommodation plans. A Return to Work policy also includes written details and descriptions of the individual accommodation. Where applicable, CUPE is involved in the development of individual accommodation or return to work plans. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 67 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR were absent because their disability required them to be away from work; (b) use documented individual accommodation plans (3) The return to work process ref erenced in this section does not replace or override any other return to work process created by or under any other statute. All information gather ed and used in this process is protected in accordance with MFIPPA and other applicable legislation. Performance Management January 1, 2014 COMPLIANT 30(1) An employer that uses performance management in respect of its employees shall take into account the accessibility needs of employees with disabilities, as well as the individual accommodation plans, when using its performance management process in respect of employees with disabilities Employees whose performance may be impacted by a possible disabil ity are referred to Human Resources who assists in assessment and development of an action plan if appropriate to do so. Information included in Supervisory Training and noted when this standard is discussed between the Human Resources Manager and Accessibility Advisor. Performance Review policy has been updated to reflect accommodations given to those with disabilities Career Development and Advancement January 1, 2014 COMPLIANT 31 An employer that provides career development and advancement to its employees shall take into account the accessibility needs of its employees with disabilities as well as any individual accommodation plans, when providing career development and advancement to its employees with disabilities Unless a vacant position is identified through the modified work duties as being a suitable accommodation for an individual employee, all Town of Aurora positions are posted and filled through a job competition. Competition includes the provision of suitable accommodations to candidates with a disability. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 68 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR Redeployment January 1, 2014 COMPLIANT 32 An employer that uses redeployment shall take into account the accessibility needs of its employees with disabilities, as well as individual accommodation plans, when redeploying employees with disabilities The Town of Aurora has procedures for Modified Work Duties and a Return to Work Policy. ss 33 – 73 Conventional and Specialized Transportation Service Providers ss 74 – 77 School Transportation and Ferries Transportation Standards – Duties of Municipalities and Taxi Cabs Accessible Taxicabs January 1, 2013 COMPLIANT 79(1) Consult with its municipal accessibility advisory committee, the public and persons with disabilities to determine the proportion of on- demand accessible taxicabs required in the community. (2) Identify progress made toward meeting the need for on-demand accessible taxicabs, including any steps that will be taken to meet the need, in its accessibility plan. 79(1) Agenda Item for information & recommendation at AAC February 2012. Public Input received at Accessibility Forum June 2012. 79(2) Accessible Taxi Driver Training in effect for all licensed Brokers/Operators in the Town of Aurora. Training includes taxi drivers who transport persons with disabilities. Staff Report to AAC November 2012 detailed proportionate number of “on- demand” accessible cabs. Accessible Taxicabs July 1, 2012 80(1) Any municipality that licenses taxi cabs shall ensure that owners and operators of taxicabs are prohibited, (a) from charging a higher fare or an additional fee for persons with disabilities than for persons 80(1) Town of Aurora Licensing By-Law 4258-01.P, schedule 13 is revised to reflect these changes. 80(2) (3) The Manager of By-Law Enforcement has been notified of these requirements and has implemented the Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 69 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR s. 80(1) COMPLIANT s. 80(2) COMPLIANT without disabilities for the same trip; (b) from charging a fee for the storage of mobility aids or mobility assistive devices (2) Ensure that owners and operators of taxicabs place vehicle registration and identification information on the rear bumper of the taxicab. (3) Ensure that owners and operators of taxicabs make available vehicle registration and identification information in an accessible format to persons with disabilities who are passengers requirements. Revisions to By-Law 4258-01.P, schedule 13 have been made. Design of Public Space Standards ss 80.1 – 80.5 Definition, Application and Schedules Recreational Trails & Beach Access Routes January 1, 2016 ONGOING 80.6 – 80.15 This applies to new constructed and redeveloped recreational trails that an obligated organization intends to maintain. Obligated organizations must consult with the public and persons with disabilities. Municipalities must also consult with their municipal accessibility advisory committees. The Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff inform ed about the public spaces requirements. The Town will consult with the public, persons with disabilities and Accessibility Advisory Committee Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 70 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR Outdoor Public Use Eating Areas January 1, 2016 ONGOING 80.16 – 80.17 Obligated organizations, shall ensure that where they construct or redevelop outdoor public use eating areas that they intend to maintain, the outdoor public use eating areas meet the following requirements: 1. A minimum of 20 per cent of the tables that are provided must be accessible to persons using mobility aids by having knee and toe clearance underneath the table and in no case shall there be fewer than one table in an outdoor public use eating area that meets this requirement. 2. The ground surface leading to and under tabl es that are accessible to persons using mobility aids must be level, firm and stable. 3. Tables that are accessible to persons using mobility aids must have clear ground space around them that allows for a forward approach to the tables The Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements. Outdoor Play Spaces January 1, 2016 ONGOING 80.18 – 80.20 When constructing new or redeveloping existing outdoor play spaces, obligated organizations, shall consult on the needs of children and caregivers with various disabilities and shall do so in the following manner: The Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed about the Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 71 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR 1. Large organizations must consult with the public and persons with disabilities. 2. Municipalities must also consult with their municipal accessibility advisory committees When constructing new or redeveloping existing play spaces that they intend to maintain, obligated organizations, other than small organizations, shall, (a) incorporate accessibility features, such as sensor y and active play components, for children and caregivers with various disabilities into the design of outdoor play spaces; and (b) ensure that outdoor play spaces have a ground surface that is firm, stable and has impact attenuating properties for injury prevention and sufficient clearance to provide children and caregivers with various disabilities the ability to move through, in and around the outdoor play space public spaces requirements and is applying “Annex H” Accessibility Playground Guidelines. The Town will consult with the public, persons with disabilities and Accessibility Advisory Committee Exterior Paths of Travel 80.21 – 80.31 This applies to newly constructed and redeveloped exterior paths of travel that are outdoor sidewalks or walkways designed and constructed for pedestrian travel and are The Town of Aurora updated current processes (i.e. Sit e Plan Manual) to make sure accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or red eveloped projects. The Town updated procurement Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 72 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR January 1, 2016 COMPLIANT intended to serve a functional purpose and not to provide a recreational experience procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements. Accessible Parking January 1, 2016 COMPLIANT 80.32 – 80.39 Obligated organizations shall ensure that when constructing new or redeveloping off-street parking facilities that they intend to maintain, the off -street parking facilities meet the requirements set out in this Part The Town of Aurora will review and update current processes (i.e. Site Plan Manual) to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update Zoning By-law #2213-78 and designated disabled parking By-law 4574-04.T where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements. Obtaining Services January 1, 2016 ONGOING 80.40 – 80.43 Obligated organizations shall meet the requirements set out in this Part in respect of the following: 1. All newly constructed service counters and fixed queuing guides. 2. All newly constructed or redeveloped waiting areas. The Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements. Maintenance January 1, 2016 ONGOING 80.44 obligated organizations, shall ensure that their multi-year accessibility plans include the following: The Town of Aurora highlights procedures in the multi-year accessibility plan detailing preventive and emergency maintenance (inspection checklist sheets) of accessible elements for the design of public spaces. This includes procedures for dealing with temporary disruptions. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 73 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR 1. Procedures for preventative and emergency maintenance of the accessible elements in public spaces as required under this Part. 2. Procedures for dealing with temporary disruptions when accessible elements required under this Part are not in working order Customer Service Standards ss 80.45 Scope and interpretation Establishment of Policies January 1, 2010 COMPLIANT 80.46 Every provider shall develop, implement and maintain policies governing its provision of goods, services or facilities, as the case may be, to persons with disabilities The Town of Aurora has documented Policy #63 Accessible Customer Service that governs provisions of goods, services or facilities to persons with disabilities. Use of Service Animals and Support Persons January 1, 2010 COMPLIANT 80.47 (2) If a person with a disability is accompanied by a guide dog or other service animal, the provider shall ensure that the person is permitted to enter the premises with the animal and to keep the animal with him or her, unless the animal is otherwise excluded by law from the premises . The Town of Aurora ensures access of all patrons to any municipal facility with use of assistive devices, service animals and support persons. Any support person, use of service animal and/or assistive devices are not charged a fee for the assistance for the person with a disability. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 74 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR (4) If a person with a disability is accompanied by a support person, the provider shall ensure that both persons are permitted to enter the premises together and that the person with a disability is not prevented from having access to the support person while on the premises Notice of Temporary Disruptions January 1, 2010 COMPLIANT 80.48 If, in order to obtain, use or benefit from a provider’s goods, services or facilities, persons with disabilities usually use other particular facilities or services of the provider and if there is a temporary disruption in those other facilities or services in whole or in part, the provider shall give notice of the disruption to the public The Town of Aurora provides Notice of Service disruptions for any good, service, and/or facility that is disrupted. This is accomplished through templates for hard copy, press release and on-line distribution. Training for Staff, etc. January 1, 2010 COMP LIANT 80.49 In addition to section 7, E very provider shall ensure that every employee, volunteer, third part contractor receive training about the provision of the provider’s goods, services or facilities, as the case may be, to persons with disabilities All employees, volunteers, and third party contractors receive Accessible Customer Service training. Information regarding the Accessibility for Ontarians with Disabilities Act included in Town orientation which is provided to every Town of Aurora employee. Additional training on specific elements of Accessible Customer Service include assistive devices, support animals, support persons, notice of service disruptions and processes for feedback. The Town of Aurora has a protocol in place for managing employee training records. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 75 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR Feedback Process Required January 1, 2010 COMPLIANT 80.50 Every provider shall establish a process for receiving and responding to, (a) feedback about the manner in which it provides goods, services or facilities to persons with disabilities; and (b) feedback about whether the feedback process established for purposes of clause (a) complies with subsection (3) The Town of Aurora provides avenues for processes of feedback. All customer service counters provide feedback forms. Co rporate Website provides electronic options for feedback among others. Feedback is processed with Accessibility Advisor and documented for follow-up and any action deemed necessary. Format of Documents January 1, 2010 COMPLIANT 80.51 If a provider is req uired to give a copy of a document to a person with a disability, the provider shall, on request, provide or arrange for the provision of the document, or the information contained in the document, to the person in an accessible format or with communication support, (a) in a timely manner that takes into account the person’s accessibility needs due to disability; and (b) at a cost that is no more than the regular cost charged to other persons The Town of Aurora provides alternative formats and communication supports to persons with disabilities at no additional charge and in a timely fashion taking in account with the person’s accessibility needs. Notice is provided on corporate documents and on the website. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 76 of 78 Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities Act Integrated Accessibility Standards, Ontario Regulation 191/11 IASR Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018Item R9 Page 77 of 78 The Town of Aurora respects the core principles of independence, dignity, integration and equal opportunity. We are committed to providing those with disabilities equal access to Town services and programs. Questions or comments regarding this Accessibility Plan or accessibility matters can be sent to: The Town of Aurora 100 John West Way, Aurora, ON L4G 6J1 accessibility@aurora.ca • aurora.ca/accessibility • 905-727-1375 THIS DOCUMENT IS AVAILABLE IN ALTERNATE FORMATS UPON REQUEST  Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Item R9 Page 78 of 78 Notice of Motion Councillor Wendy Gaertner Date: March 20, 2018 To: Mayor and Members of Council From: Councillor Gaertner Re: Flood Preparation Whereas the Insurance Bureau now expects a severe flood event somewhere in Canada every two to three weeks between April and November; and Whereas Aurora needs to be prepared for flood events by ensuring that our storm water drainage systems are functioning at an optimum level; and Whereas the Lake Simcoe Region Conservation Authority's Flood Plain Map shows many Aurora homes currently sitting within the flood plain; 1. Now Therefore Be It Hereby Resolved That staff ask the Lake Simcoe Region Conservation Authority to present to Council about whether they are revising any of their assumptions about flood plain boundaries based on the realities of climate change; and 2. Be It Further Resolved That staff be directed to prepare a report on the following: (a) The condition of the dams and flood control measures located in the old part of Aurora, including when they were last inspected and updated; (b) What challenges the new development in this area will present for our old infrastructure; (c) Identify infrastructure throughout the Town that is in need of remedial capital work to be ready to safely and efficiently cope with heavy rains; (d) The budget that will be required for these capital works and the maintenance of the system. Additional Items to General Committee Meeting Agenda Tuesday, March 20, 2018 Notice of Motion (d) Page 1 of 1