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AGENDA - General Committee - 20180417
General Committee Meeting Agenda Tuesday, April 17, 2018 7 p.m. Council Chambers Aurora Town Hall Public Release April 5, 2018 Town of Aurora General Committee Meeting Agenda Tuesday, April 17, 2018 7 p.m., Council Chambers Councillor Kim in the Chair 1. Approval of the Agenda Recommended: That the agenda as circulated by Legislative Services be approved. 2. Declarations of Pecuniary Interest and General Nature Thereof 3. Presentations 4. Delegations (a) Nathalie Karvonen, Toronto Wildlife Centre Re: Wildlife Services 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. General Committee Meeting Agenda Tuesday, April 17, 2018 Page 2 of 6 Recommended: That the following Consent Agenda Items, C1 to C6 inclusive, be approved: C1. CS18-007 – Amendments to the Municipal Elections Act, 1996 (Information Report dated April 3, 2018, included on agenda per Member of Council request) Recommended: 1.That Report No. CS18-007 be received for information. C2. FS18-014 – Capital Close Report as of December 31, 2017 Recommended: 1.That Report No. FS18-014 be received; and 2.That the capital project closures and capital funding adjustments outlined in Attachments #1 and #2 be approved. C3. PDS18-039 – Application for Removal of Holding (H) Provision Zoning By-law Amendment Coppervalley Estates Inc. 1756 St. John’s Sideroad East File Number: ZBA-2015-09 (H) Related File Number: SUB-2015-05 Recommended: 1.That Report No. PDS18-039 be received; and 2.That the Application to remove the Holding (H) Provision (ZBA-2015-09(H)) from Lots 1 to 22 and 24 to 109 inclusive on the approved Draft Plan of Subdivision (SUB-2015-05) be approved; and 3.That the removal of the holding provision by-law be presented at a future Council meeting. General Committee Meeting Agenda Tuesday, April 17, 2018 Page 3 of 6 C4. PDS18-041 – Award of Tender 2018-41-PDS-ENG – For Restoration of Two (2) Culverts on Yonge Street where Tannery Creek Crosses Recommended: 1.That Report No. PDS18-041 be received; and 2.That Tender 2018-41-PDS-ENG for the restoration of two (2) culverts on Yonge Street where Tannery Creek crosses, be awarded to R&M Construction in the amount of $136,405.00 excluding taxes; and 3.That the favourable budget variance of $356,403.77 be returned to source; and 4.That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to same. C5. Accessibility Advisory Committee Meeting Minutes of March 7, 2018 Recommended: 1. That the Accessibility Advisory Committee meeting minutes of March 7, 2018, be received for information. C6. Audit Committee Meeting Minutes of March 27, 2018 Recommended: 1. That the Audit Committee meeting minutes of March 27, 2018, be received for information. 6.Consideration of Items Requiring Discussion (Regular Agenda) R1. OPS18-008 – 100 Vandorf Sideroad – Hallmark Lands Community Park Design Recommended: 1.That Report No. OPS18-008 be received; and General Committee Meeting Agenda Tuesday, April 17, 2018 Page 4 of 6 2.That this report satisfy Council’s conditional budget for Capital Project No. 73287 – Hallmark Lands – Baseball Diamonds in the amount of $3,000,000; and 3.That staff be authorized to commence the detailed design and tendering process for 100 Vandorf Sideroad, and proceed with the Capital Project as presented. R2. CS18-008 – Fence By-law Review Recommended: 1.That Report No. CS18-008 be received; and 2.That a by-law to amend the Town’s Fence By-law No. 4753-05.P be enacted at a future Council meeting. R3. PDS18-038 – Petch House – Potential Conversion to a Wedding Chapel Use Recommended: 1.That Report No. PDS18-038 be received; and 2.That the funding and improvements to the Petch House for either Option 1 or Option 2 as outlined in this report, be approved; and 3.That Capital Project No. 81020 for the Petch House Conversion be approved; and 4.That the appropriate budget for Capital Project No. 81020, to be funded from the Heritage Reserve Fund, be approved. R4. CMS18-006 – Special Events Corporate Resource Review Recommended: 1.That Report No. CMS18-006 be received; and General Committee Meeting Agenda Tuesday, April 17, 2018 Page 5 of 6 2.That the additional funding for a permanent part-time Special Events Assistant in the amount of $21,000 for the remainder of 2018, to be funded from the Council Contingency Operating Account, be approved. R5. FS18-007 – Procurement By-law Threshold Changes Recommended: 1.That Report No. FS18-007 be received; and 2.That the procurement process changes outlined in Report No. FS18-007 be approved; and 3.That the necessary updated Procurement By-law be enacted at a future Council meeting. R6. FS18-009 – 2018 In-Year Capital Budget Recommended: 1.That Report No. FS18-009 be received; and 2.That the ten capital projects outlined in Attachment #1 be approved having a total budget of $5,978,260, to be funded from the Reserve Funds as outlined in Attachment #1. R7. PDS18-043 – Award of Contract for Consulting Services – Design for the Reconstruction of Browning Court, Johnson Road, Holman Crescent, and Baldwin Road Recommended: 1.That Report No. PDS18-043 be received; and 2.That the total approved budget for Capital Project No. 31118 be increased to $276,411, representing an increase of $96,411, to be funded from the Storm Sewer Reserve; and 3.That the Request for Proposal No. 2018-43-PDS-ENG for the provision of consulting services for the design of the reconstruction of Browning Court, Johnson Road, Holman Crescent and Baldwin Road, be awarded General Committee Meeting Agenda Tuesday, April 17, 2018 Page 6 of 6 to Ainley & Associates Inc. in the amount of $246,934.25, excluding taxes; and 4.That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to same. R8. PDS18-044 – Award of Tender 2018-09-PDS-ENG – For Road Reconstruction on Kennedy Street West, Temperance Street, Ransom Street and Ransom Court Recommended: 1.That Report No. PDS18-044 be received; and 2.That the total approved budget for Capital Project Numbers 31109 and 31114 be increased to $2,988,257, representing an increase of $860,991, to be funded from the Water and Road Reserves; and 3.That Tender 2018-09-PDS-ENG for road reconstruction on Kennedy Street West (from George Street to Yonge Street), Temperance Street (from Ransom Street to Kennedy Street West), Ransom Street and Ransom Court, be awarded to Direct Underground Inc. in the amount of $2,656,837, excluding taxes; and 4.That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all ancillary agreements required to give effect to same. 7.Notices of Motion 8.New Business 9.Closed Session 10.Adjournment Delegation Request 7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date Council/Committee Meeting DQGDate: Subject: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆܆1R ܆ ,I\HVZLWKZKRP"'DWH ܆ ,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYH PLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- Tuesday, April 17 Wildlife Services Nathalie Karvonen Toronto Wildlife Centre Currently the Town of Aurora has limited ability to respond to requests and concerns from its residents regarding wildlife. Your domestic animal services provider does not provide this service. This delegation is to propose a solution for consideration. ✔ Councillor Wendy Gaertner March 19, 2018 General Committee Meeting Agenda Tuesday, April 17, 2018 Delegation (a) Page 1 of 1 Town of Aurora Information Report No. CS18-007 Subject: Amendments to the Municipal Elections Act, 1996 Prepared by: Michael de Rond, Town Clerk Department: Corporate Services Date: April 3, 2018 In accordance with the Procedure By-law, any Member of Council may request that this Information Report be placed on an upcoming General Committee or Council meeting agenda for discussion. Executive Summary This report provides Council with information regarding recent amendments to the Municipal Elections Act, 1996. The amendments touch on a wide variety of election provisions, and can be summarized as follows; • Both the nomination period and the election campaign period are shorter than in years past. • Nomination and eligibility procedures now require 25 signatures from eligible electors. • Campaign finance rules and enforcement have been amended significantly. • The Act now contains a framework for third party advertising. • There are other miscellaneous amendments of note. Background Bill 181 - Municipal Elections Modernization Act, 2017 as well as Bill 68 - Modernizing Ontario's Municipal Legislation Act, 2016 provided amendments to the Municipal Elections Act, 1996 (the “Act”) which were aimed at modernizing the Act to reflect more contemporary methods for administering municipal elections in Ontario. These amending bills have provided the most significant changes to the way elections are administered in Ontario in over 25 years. Analysis General Committee Meeting Agenda Tuesday, April 17, 2018 Item C1 Page 1 of 6 April 3, 2018 Page 2 of 6 Report No. CS18-007 Both Nomination Period and the Election Campaign Period are shorter than in years past Nomination period now begins on May 1 of a regular election year and ends on the fourth Tuesday of July at 2:00 p.m. This provision also limits the Election Campaign Period, as that can not begin for any candidate until they have officially filed their nomination with the Town Clerk. Nomination and Eligibility Procedures now require 25 signatures from eligible electors Candidates seeking office on Council must submit 25 endorsement signatures from eligible electors with their nomination. Candidates will be asked to sign a declaration that the signatures are from eligible voters. This is only a requirement for Municipal Council nominations and does not apply to School Board candidates. Campaign Finance rules and enforcement have been amended significantly The following provides a brief summary of the new provisions in place regarding campaign finance. All candidates are encouraged to consult their accountant, lawyer or a representative from the Ministry of Municipal Affairs should questions arise. The updated Candidates Guide, when available from the Ministry, will provide additional clarity on these matters. • Contributions by corporations and trade unions to candidates are banned, however, corporations and trade unions can contribute to third party advertisers. • A candidate may resubmit their financial statement to correct an error up until the filing deadline, which is the last Friday in March of the year following the regular election. • A candidate who misses the filing deadline may file within a 30 day grace period provided they pay a $500 late filing fee to the Clerk. • A new spending limit for post-election parties and expressions of appreciation after voting day will be established by regulation. Enforcement related updates; • Candidates will be entitled to a full refund of the nomination fee if they file their campaign financial statement and, if needed, the auditor's report by the deadline General Committee Meeting Agenda Tuesday, April 17, 2018 Item C1 Page 2 of 6 April 3, 2018 Page 3 of 6 Report No. CS18-007 • The Town Clerk is required to publicly identify the candidates and third parties who filed or did not file a financial statement in a timely manner. • There will be a new process regarding contribution limits. The Town Clerk who conducted the election is responsible for reviewing the contributions that are reported on the financial statements of council and trustee candidates as well as third party advertisers The Act now contains a framework for Third Party Advertising A third party advertisement is a message in any medium (billboard, newspaper, radio, etc.) where a cost is incurred, that supports or opposes a candidate or a “yes” or “no” vote on a question on the ballot. Individuals, corporations and unions can register as third party advertisers and can also make contributions to third party advertisers. Third party advertisers will need to register with the municipality where they want to advertise. If they want to advertise in more than one municipality, they have to register in each municipality. Regulations for spending limit amounts and forms have not yet been made. The “restricted period” begins on the day that nominations for the election can be filed, and ends at the close of voting on voting day. Essentially this means that if an individual, corporation or trade union is going to publish advertisements that are in support of or opposed to a candidate or a question on a ballot after May 1st in a regular election year, they must first be registered with the Town Clerk before spending any money on the advertisements. Once registered, a third-party advertiser is subject to similar campaign finance rules as candidates, such as spending limits, rules on contributions, and the requirement to file a financial statement with the Town Clerk. This also means that the third-party advertisers will be permitted to place campaign signs, which will also be subject to the provisions of the governing sign by-laws for individual Municipalities. To help combat third party advertisers who are not registered with the Clerk, Candidates and third party advertisers are required to identify themselves on campaign advertisements and signs, so that it is clear who is responsible for each sign and advertisement that appears or is broadcast. There are other miscellaneous amendments of note General Committee Meeting Agenda Tuesday, April 17, 2018 Item C1 Page 3 of 6 April 3, 2018 Page 4 of 6 Report No. CS18-007 • Campaign provisions have also been clarified to allow candidates to access apartment buildings, condominiums, non-profit housing co-ops or gated communities from 9 a.m. until 9 p.m. in order to campaign. Landlords and condominium corporations will not be allowed to prohibit tenants or owners from displaying campaign signs in their windows. • Voters are prohibited from taking photographs or videos of their marked ballots. In addition, members of the public are able to inspect documents and materials related to the election for 120 days after the results of the election have been declared. • The Town Clerk is now required to not only declare who wins the election but also provide the public with information regarding the number of votes received by each candidate, the number of votes for “yes” and “no” for a question on the ballot, and the number of declined and rejected ballots. • The Town Clerk has greater flexibility in determining how certain election documents may be submitted and how notices are sent out. Further, the Clerk now has sole discretion in determining Advanced Voting Days, and if voting locations will have reduced hours. • The Town Clerk has discretion with additions and deletions to the Voters’ List • The Town Clerk is now required to prepare an Accessibility Plan for the identification, removal and prevention of barriers that affect voters and candidates with disabilities, and make the plan available to the public before voting day in a regular election. Advisory Committee Review None Legal Considerations The 2018 Municipal Election will be conducted in accordance with the Municipal Elections Act, 1996. Financial Implications None Communications Considerations General Committee Meeting Agenda Tuesday, April 17, 2018 Item C1 Page 4 of 6 April 3, 2018 Page 5 of 6 Report No. CS18-007 Legislative Services continue to work with Communications staff to ensure that new timelines and procedures are communicated to the general public. Link to Strategic Plan This report supports the strategic goal of a fairness for everyone in the community. Alternative(s) to the Recommendation None Conclusions The recent amendments to the Municipal Elections Act, 1996, were designed to enhance the administration of Municipal Elections, and modernize the election process for Ontario residents. Candidates requiring legal clarification should seek their own legal advice. It is the responsibility of all candidates to ensure that their campaign is compliant with the Municipal Elections Act, 1996 Attachments None Previous Reports None Pre-submission Review Agenda Management Team review on March 15, 2018 General Committee Meeting Agenda Tuesday, April 17, 2018 Item C1 Page 5 of 6 General Committee Meeting Agenda Tuesday, April 17, 2018Item C1 Page 6 of 6 Town of Aurora General Committee Report No. FS18-014 Subject: Capital Close Report as of December 31, 2017 Prepared by: Karen Oreto, Financial Analyst Department: Financial Services Date: April 17, 2018 Recommendation 1. That Report No. FS18-014 be received; and 2. That the capital project closures and capital funding adjustments outlined in Attachments #1 and #2 be approved. Executive Summary To present Council with the information necessary to monitor the Town’s active capital project status as of December 31, 2017 and to seek authorization for staff to close completed projects and make any necessary funding adjustments. • Thirty projects to be closed • One hundred and twenty one projects to remain open Background Twice a year, staff bring forward to Council a report that outlines the financial position of the Town’s active capital projects. The Capital Projects Status & Closures as of December 31, 2017 report provides an overview of the Town’s active capital projects and has been prepared in consultation with the various Town staff who are responsible for managing their department’s capital projects. All capital projects have been reviewed and recommendations provided for any budget adjustments and potential closures of projects. Any funding surpluses arising at project completion will be returned to their original funding sources. This report does not include any projects brought forward by the Aurora Library Board. General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 1 of 14 April 17, 2018 Page 2 of 4 Report No. FS18-014 Analysis Thirty Projects to be Closed As of December 31, 2017, the Town had a total of 151 active projects. Staff is recommending the closure of 30 of these projects. Twenty-five of the projects recommended for closure are outlined in Attachment #1, which collectively have a surplus of $1,290,851 to be returned to their original source of funding. In addition to the closures identified in Attachment #1, staff also recommends funding adjustments to five projects which can then be closed as outlined in Attachment #2. The funding adjustments total $45,305 with notes of explanation included in the Attachment. One Hundred and Twenty One Open Capital Projects – Attachment #3 This schedule provides an inventory and progress status update for the 121 active projects which will remain open as of December 31, 2017. These projects represent a total approved budget value of $79,147,192 with an unspent balance available as of December 31, 2017 of $17,078,670. Projects closed in Attachment #1 and #2 have been removed from Attachment #3. Advisory Committee Review None Legal Considerations None Financial Implications This report recommends the closure of 30 projects in total, with a net funding adjustment of $1,290,851 (as noted in Attachment #1) to be returned to their original funding sources, and $45,305 of funding adjustments as noted in Attachment #2 and closure of five projects. The Town’s portfolio of remaining active capital projects contains 121 projects (outlined in Attachment #3), with a total budgeted/funded value of $79,147,192. To date General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 2 of 14 April 17, 2018 Page 3 of 4 Report No. FS18-014 $62,068,522 has been spent on these projects, with a remaining approved unspent and funded value of $17,078,670. Staff are not authorized to increase the total project budget, or to increase the scope of a capital project without Council’s approval. Communications Considerations The list of open capital projects will be posted to the Town’s Budget and Financial Information web page for openness and accountability. Link to Strategic Plan Reporting to Council and the public on the status of approved capital projects and associated funding, and regularly managing and closing these projects demonstrates the Strategic Plan principles of Leadership in Corporate Management, and demonstrates accountability and transparency to the community of the local government. Alternative(s) to the Recommendation 1. Amend the recommended projects for closure and/or funding adjustments 2. Direct further alternative options as required. Conclusions Staff from all departments, continue to work on completing all outstanding active capital projects for which Council has approved and committed funding, and that the community anticipates their completion. This report is intended to update Council on the status of each active approved project: bring closure to some, funding adjustments to others, and provide a status report on all remaining projects. Attachments Attachment #1 Capital Projects to be Closed with Funds Returned to Source Attachment #2 Capital Projects Funding Adjustments and Closure of 5 Projects Attachment #3 Active Capital Project Listing General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 3 of 14 General Committee Meeting Agenda Tuesday, April 17, 2018Item C2 Page 4 of 14 Town of AuroraAttachment #1Capital Projects to be Closed with Funds Returned to SourceAs of December 31, 2017COMMUNITY SERVICES1.0122 Church St/Library - Exterior Repairs (72219)120,000 75,489 44,511 2015Project complete and can be closed. Return $44,511 to the Facilities R & R Reserve. 1.02Building Condition Report (72202)174,830 148,678 26,152 2015Project complete and can be closed. Original budget of $150,000 increased to allow for award of tender plus contingency, but was not needed. Return $26,152 to Studies and Other Reserve. 1.03Library - LED Light Study (72237)15,000 - 15,000 2015Project can be closed as it is being completed as part of the project #72275 - Library Improvements - Canada 150 Intake II. Return $15,000 to Studies and Other Reserve.1.04Library - Brick Works (72248)30,000 26,966 3,034 2016Project complete and can be closed. Return $3,034 to Facilities R & R Reserve. 1.05AFLC - Roof Top Unit (72250)35,000 32,156 2,844 2016Project complete and can be closed. Return $2,560 to Indoor Recreaction DC and $284 Growth and New Reserve. 1.06SARC - Cooling Evaporator Tower (72263)75,000 75,000 2017Project not proceeding at this time. Return $75,000 to FleetR & R Reserve. 1.07AED Replacement - Various Locations (72269)35,000 20,683 14,317 2017Project complete and can be closed. Return $14,317 to FacilitiesR & R Reserve. 1.08SARC - Retrofit Shower Fixtures (72270)35,000 31,766 3,234 2017Project complete and can be closed. Return $3,234 to FacilitiesR & R Reserve. 1.09SARC - Replace Inverter Systems for Fire Panel (72271)15,000 5,653 9,347 2017Project complete and can be closed. Under budget due to the fact that the successful proponent under bid the sector. Return $9,347 to FacilitiesR & R Reserve. 1.1Victoria Hall - Accessibility Ramp Installation (72259)20,000 20,000 2017Project not proceeding at this time. Return $20,000 to FacilitiesR & R Reserve.CORPORATE SERVICES1.11 Fibre Optic Infrastructure (14053)160,000 155,785 4,215 2011/2012Project complete and can be closed. Return $4,215 to Growth and New Reserve.1.12 Eclipse Project Portfolio Management (14058)25,000 25,000 2012Project cancelled. Return $25,000 to Growth and New Reserve.FINANCIAL SERVICESOPERATIONAL SERVICES1.13 Bulk Water Station (43058) 60,000 57,842 2,158 2017Project complete and can be closed. Return $2,158 to Water & Sewer Reserve.1.14 JD Zero Turn Mower (#257) (71105)112,100 112,096 42017 Project complete and can be closed. Return $4 to Fleet R & R Reserve.1.15 Forklift (34408)31,088 31,088 02017 Project complete and can be closed.1.16 Back up Cameras for Existing Vehicles (34407)50,00050,0002017 Project not proceeding. Return $50,000 to Fleet R & R Reserve. Report Line RefClose Project Account / Disposition of BalanceYear of Original ApprovalProject Total Approved Funding Total Expendituresto December 31, 2017 Current Balance Surplus/ (Deficit)Attachment # 1 - Page 1 of 2General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 5 of 14 Town of AuroraAttachment #1Capital Projects to be Closed with Funds Returned to SourceAs of December 31, 2017Report Line RefClose Project Account / Disposition of BalanceYear of Original ApprovalProject Total Approved Funding Total Expendituresto December 31, 2017 Current Balance Surplus/ (Deficit)1.17 Ford F 150 (#2) (34197)45,000 39,143 5,8572017Project complete and can be closed. Return $5,857 to Fleet R & R Reserve. 1.18 Queens Jubilee Park Accessible Park (73252) 567,000 457,689 109,311 2014Project complete and can be closed. Project came in under budget due to the competitive bid process. Return $10,931 to CIL Parkland, $98,380 to Parks Development DC.1.19 Tennis Court Resurface - N Weller Park (73227) 20,000 17,684 2,316 2017Project complete and can be closed. Return $2,316 to Parks R & R Reserve. 1.20 Convert Pathway Lighting to LED (73289) 30,000 29,910 90 2017Project complete and can be closed. Return $90 to Parks R & R Reserve. 1.21 Natural Ice Rink Cells (73233) 54,000 54,000 2014Project not proceeding. Return $54,000 to Growth and New Reserve.PLANNING & DEVELOPMENT SERVICES1.22 Building Division Website Portal (24013)75,000 75,000 2017Project not proceeding at this time. Return $75,000 to Building Reserve.1.23 Design - Elderberry Trail, Springmaple Chase, Houdini Way (31079) 2,008,900 1,109,294 899,606 2013Project complete and can be closed. Project included design and construction under budget due to very competitive bid pricing. Return $300,524 to Roads & Related R & R Reserve, $176, 588 to Storm Sewer Reserve and $422,494 to Federal Gas Tax Reserve. 1.24 Speed Cushion Pilot Project (31154)142,000 128,706 13,294 2016Project complete and can be closed. Return $13,294 to Roads & Related R & R Reserve. 1.25 Town of Aurora Strategic Plan (12015)50,000 50,000 2015Project complete and can be closed. Project funded from operating. Return $50,000 to Studies and Other Reserve.TOTAL3,430,088$ 2,139,237$ 1,290,851$ Attachment # 1 - Page 2 of 2General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 6 of 14 Town of AuroraAttachment #2Capital Projects Funding Adjustmentsand Closure of 5 ProjectsAs of December 31, 2017CAO1.01 Cultural Precinct Plan (73261) 80,000 84,340 (4,340) 4,340 $0Project complete. Fund deficit of $4,340 from Tax Rate Stabilization Reserve. COMMUNITY SERVICES1.02 JOC - Fuel Management System (72195) 67,000 99,613 (32,613) 32,613 $0Project complete. Fund deficit of $32,613 from Fleet R & R Reserve. Originally project was part of a grant application and grant funding in the amount of $33,000 was not approved.1.03 22 Church St - Exterior Painting (72267) 25,000 27,984 (2,984) 2,984 $0Project complete. Fund deficit of $2,984 from Facilities R & R Reserve.CORPORATE SERVICESFINANCIAL SERVICESOPERATIONAL SERVICES1.04 Playground Replacement - Lundy Park (73209) 75,000 75,001 (1) 1 $0 Project complete. Fund deficit of $1 from Parks R & R Reserve.1.05 Canine Commons Leash Free Park Improvement (73301) 72,000 77,367 (5,367) 5,367 $0Project complete. Fund deficit of $5,367 from Parks R & R Reserve.PLANNING & DEVELOPMENT SERVICESTotal45,305$ *5 Projects that are complete and can be closed (high-lighted above) (45,305) Projects that require funding adjustments but will remain open- (45,305) Report Item RefExplanationRevised Remaining Available BudgetProposed Budget AdjustmentProject (Project Ref. #) Total Approved Funding Total Expendituresas of December 31, 2017 Remaining Available Budget Surplus/ (Deficit)Attachment # 2 - Page 1 of 1General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 7 of 14 Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 20173.01 Organization Structural Review (12026)100,000 41,547 58,453 20152018 Project ongoing.3.02 Music Strategy (12036) 50,000 50,000 20162018 Project ongoing.3.03 89 Mosley St (12041)200,000 200,000 20172018 Design to be completed Q2 2018.3.04 Accessibility Committee (12002)475,000 262,801 212,199 20162018Project ongoing. Annual allocation for implementation of multi-year Accessibility Plan. Additional dollars approved for 2018.3.05 Customer Care Implementation Plan (12016)453,100 261,450 191,650 2010/20122018Funds committed for wayfinding and signage at Town Hall, project delayed due to re-organization. Other funds earmarked for knowledge managemenet system, survey tools. Etc. based on customer experience plan. Additional money to be spent in 2018.3.06 Customer Relationship Management (CRM) (12025)186,000 101,999 84,001 20132019Project ongoing. Continue to deploy CRM requiring configuration, training and possibly integration with other systems. 3.07 Bylaw Permit Parking Program (24012)25,000 - 25,000 20162019In progress. Currently working with procurement on the requiremens list for the RFP.3.08 Radios for By-Law Officers (24015)25,000 25,000 20172018Evaluation of pilot project to be done once new manager is in place.3.09 Computer & Related Infrastructure Evergreening (14047)151,900 116,831 35,069 2017Q1 2018Project ongoing. Additional dollars approved for 2018.3.10 TH - Council Chambers A/V System (72238)657,922 606,124 51,798 2015Q2 2018Final invoice being held until final project documentation is received. 3.11 IT Strategic Plan (14063)80,000 80,000 2014Q3 2018Other project priorities halted this project. RFP specifications for project finalized. Going out to market for consultant in Q2 2018.Access AuroraHuman ResourcesInformation TechnologyBy Law ServicesReport Item RefCAOCORPORATE SERVICES Year of Approval / # of Projects Expenditures to December 31, 2017 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project StatusAs of December 31, 2017Attachment # 3 - Page 1 of 7General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 8 of 14 Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2017Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2017 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project StatusAs of December 31, 20173.12 Business Continuity/IT Disaster Recovery (14062)25,000 16,535 8,465 2015Q2 2018Additional equipment to be procured in Q2 2018.3.13 Wireless Upgrades and Enhancements (14068)18,000 19,489 (1,489) 20172,019Project ongoing. Additional dollars approved for 2018.3.14 Mobility Solutions (14065)45,000 30,357 14,643 2015Q4 2018Project ongoing. Opportunity to grow customer self serve options.3.15 Joint Ops LAN Room & DR site (14037)75,000 70,056 4,944 2017Q4 2018Project ongong. Additional dollars approved for 2018.3.16 Meeting Management Software (13008)105,000 47,848 57,152 2013Q2 2019 Phase 1 complete. Phase 2 in progress.3.17 Records and Information Management (14035)700,000 659,787 40,213 2009/2012Q3 2018Ongoing. Will be completed by end of 2018. Testing is almost complete3.18 Emergency Response Plan Update & Continuation of Operations Plan (13011)35,000 35,000 2017 2019Partnership agreement signed with York. Phase 1 update of plan completion , Q2- 2018. Phase 2 - Continuation of Operations Plan - commence Q4 2018.3.19 Financial System Upgrade (14012)100,000 98,285 1,715 20162019Additional funding requested in 2018 for RFP specification.3.20 Financial System Optimization (14060)110,000 96,912 13,088 20132018Additional work to be completed with respect to Financial Information Return preparation.3.21 Truck Replacement (#6) (34302)32,00032,0002017 2018 To be delivered in 20183.22 Sign Truck (34411)160,000160,0002017 2018 To be delivered in 20183.23 Snow Equipment Attachments (34413)80,00080,0002017 2018 To be delivered in 20183.24 Parks/Trails Signage Strategy Study & Implementation (73134) 599,350 274,665 324,685 2011/20122018 Project to be completed by Q4 2018.3.25 Arboretum Development (73085) 740,000 606,056 133,944 2008-2013ongoing Entered into a new agreement in 20183.26 Former Kwik Kopy Trail Connection (73107) 185,000 110,163 74,837 2009Delayed due to property ownership.OPERATIONAL SERVICESParksFleet ManagementLegal ServicesLegislative ServicesPLANNING & DEVELOPMENT SERVICESFINANCIAL SERVICES Strategic InitiativesAttachment # 3 - Page 2 of 7General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 9 of 14 Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2017Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2017 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project StatusAs of December 31, 20173.27 Parks Pathway System (73117) 285,000 278,439 6,561 2011/2012Q3 2018 Project to be completed by end of 2018.3.28 Street Tree Planting Contract (73119) 739,892 435,869 304,023 20102018 Project ongoing.3.29 Rotary Park Upgrade (73159) 15,893 12,440 3,453 20122018Project to remain open pending further conversation with Rotary Club and TATC.3.30 Emerald Ash Borer Management Program (73160) 1,094,850 877,311 217,539 2013ongoing Multi-year project. 3.31 Site Servicing - Stewart Burnett (73161) 2,040,500 2,096,035 (55,535) 20122018In conjunction with Stewart Burnett Park Playground and Parking Facility3.32 Stewart Burnett Park Playground and Parking Facility (73286) 400,000 5,835 394,165 20172018 Construction to take place in 2018.3.33 Pedestrian Underpasses (73177) 1,036,218 163,958 872,260 20122019 Construction scheduled for 20183.34 2C West Ecologoical Integrity Monitoring (73260) 212,400 71,074 141,326 20142023Project commitment for a 10 year period. Year 4 of 10. 3.35 Playground Surface Restoration (73154) 30,900 3,602 27,298 2015ongoing Project ongoing. 3.36 Bridge Assessment (73193) 65,000 509 64,491 20152018LSRCA out for RFQ for design. Staff will need to report back to council pending cost estimates and additional funding if required.3.37 Wildlife Park - North Dam Rehabilitation (73268) 700,000 123,522 576,478 20152018MNRF approvals pending, works to be completed in 2018.3.38 Trail Construction as per Trail Master Plan (73147) 150,000 150,000 20152018Waiting on developers to complete access routes.3.39 Wildlife Park - Phase 1/2/3 (73169) 1,200,000 100,032 1,099,968 2015Project is currently in design and approval stages involving MNR and LSRCA final approvals date unknown at this time.3.40 Improvements to Fleury Park Washroom Facility (73242)100,000 1,506 98,494 20162018Staff are awaiting comments from LSRCA on alternative washroom designs based on prefabricated building. Project may be deferred pending LSRCA comments. Staff to report back to Council on this project.3.41 Mavrinac Park (73285) 1,723,076 1,621,435 101,641 2016Q3 2019Construction complete. Two year holdback to be released in 20193.42 Traffic Circle Improvements in 2B (73291) 25,000 2,674 22,326 20172018 Additional work to take place in 2018.3.43 Bandshell/Washroom Roof & Paint (73190) 30,000 17,382 12,618 2017Q4 2018Additional work to be done in 2018. Work to be completed by end of 2018.Attachment # 3 - Page 3 of 7General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 10 of 14 Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2017Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2017 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project StatusAs of December 31, 20173.44 Replace Artificial Turf - Sheppard's Bush (73223) 1,386,800 30,698 1,356,102 20172018Tender has been awarded. Work to be completed in 2018.3.45 Grade Separated Crossing Wellington E of John West Way (73243) 60,000 14,794 45,206 20172018 RFP awarded and with consultant3.46 Picnic Tables/Garbage Receptacles (73292) 15,000 3,803 11,197 20172018Work being completed in house. Additional funds requested as part of the 2018 budget process.3.47 Canada 150 Celebrations (74012) 77,100 58,070 19,030 20172018Project ongoing. Money to be used to mount Canada 150 mosaic once location has been decided.3.48 Cultural Services Master Plan (74015) 60,000 60,000 20172018 Project to be started in 2018.3.49 Aurora Sports Hall of Fame (74017) 50,500 50,500 - Project ongoing. Additional funding requested for 2018.3.50 Sport Aurora Sustainability (74018) 93,700 107,727 (14,027) 2017Project ongoing. Additional funding requested for 2018.3.51 Museum Collection Infrastructure (74013) 15,000 12,627 2,373 20172018Project ongoing. Additional dollars approved for 2018.3.52 215 Industrial Pkwy. Exterior Works (72146)145,000 6,666 138,334 20122017Condition assessment report identifies exterior work that needs to be completed.3.53 ACC Lot Repave (72133)1,839,499 1,854,101 (14,602) 20142017Construction complete, still some maintenance3.54 Work Station Refresh, Carpet, etc (72201)270,000 113,466 156,534 20152020Project ongoing. Additional funding requested in 2018.3.55 Cameras - HDIP (72204)50,000 27,735 22,265 20152018Project ongoing. Additional funding requested in 2018.3.56 AFLC - Arena Dehumidifiers (72226)135,000 8,573 126,427 20152018 Work to be completed in 2018. 3.57 89 Mosley - Condition Assessment Report (72241)*425,000 10,715 414,285 20152018Project to be completed by end of Q1 2018.3.58 Community Radio Station and Sound Studio (74010)10,000 10,000 20153.59 ACC - Improvement of Aurora Community Centre (72175)*329,611 346,797 (17,186) 20162018Project complete. Waiting for final invoice and grant money.3.60 SARC - Improvement to Stronach Aurora Recreation Complex (72221)*284,700 458,811 (174,111) 20162018Project complete. Waiting for final invoice and grant money.3.61 AFLC - Whirpool and Pool Heaters (72247)50,000 7,675 42,325 20162018 Tender awarded. 3.62 ACC - Replace Rooftop HVAC (72132)250,000 4,701 245,299 20172018Project ongoing. Should be completed by end of Q1 2018.COMMUNITY SERVICESFacilities CultureAttachment # 3 - Page 4 of 7General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 11 of 14 Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2017Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2017 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project StatusAs of December 31, 20173.63 AFLC - Signs (72139) 50,000 50,000 2017Project ongoing. PO has been issued.3.64 ACC - Auditorium (72155)70,000 70,000 2017Design phase.3.65 3 Stream - Recycling Containers (72182)40,000 40,000 20172018Project ongoing. Should be completed by end of 2018.3.66 Library - Accessible Door Installation - Yonge St (72258)20,000 20,000 2017Project ongoing. PO has been issued.3.67 Library - Improvements - Canada 150 Intake II* (72275) 201,000 5,900 195,100 20172018Project ongoing. Work to be completed by end of March 2018.3.68 SARC - Improvements Canada 150 Intake II* (72276) 375,000 375,000 20172018Project ongoing. Project must be complete by March 2018.3.69 ACC - Improvements - Canada 150 Intake II* (72277) 268,000 380,982 (112,982) 20172018Project ongoing. Project must be complete by March 2018.3.70 ACC - Rubber Flooring Repairs (72280)12,000 12,000 20172018 Project ongoing. 3.71 Mobile Two Way Handheld Radios (72273)40,000 40,000 2017on holdProject on hold. Tied to capital project 24015 in By-Law Services.3.72 JOC - Salt Dome (72311)25,000 25,000 20172018Project ongoing. To be tendered early in 2018. 3.73 SARC - Refresh Program Room (72272)20,000 20,000 20172018 Design phase.3.74 Fitness Equipment Replacement (74007) 178,600 171,448 7,152 2012ongoing Additional dollars requested in 2018.3.75 Mobile Devices for BBS (24011)100,000 32,933 67,067 20162018Finishing project and expect to close by end of 2018.3.76 Update of Zoning Bylaw (81004) 140,000 94,530 45,470 2007-20112018 Waiting for final invoice.3.77 Official Plan Review/Conformity to Places to Grow (81001) 300,000 - 300,000 20162021Official Plan review to begin in 2019. Completion date changes due to the timing of the Regional and Provincial Plans.3.78 Library Square Conceptual Plans (81019) 500,000 103,753 396,247 20172018 Project ongoing.3.79 Bloomington, Yonge to Bayview Sidewalk/Bike Illumination (31056)883,569 608,876 274,693 2010/20112018Waiting for final invoice from York Region.3.80 Reconstruction - Centre St. (Yonge to Walton Dr.) (31103)884,900 542,522 342,378 2012Q2 2018Construction complete, maintenance holdback to be released Q2 2018. 3.81 Recon - Bluegrass, Steeplechase, Woodsend & Skyview (31096)1,937,700 1,065,142 872,558 2014Q2 2018Project complete. Final invoice pending Q1 2018.Development Planning DivisionBuilding DivisionPLANNING & BUILDING SERVICESRecreationEngineering and Capital DeliveryAttachment # 3 - Page 5 of 7General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 12 of 14 Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2017Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2017 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project StatusAs of December 31, 20173.82 S/W, Multi-Use Trail & Illumination - Leslie St from Wellington St to Don Hillock (34610)192,810 9,974 182,836 20142018Design complete, construction in progress. Part of a Regional road reconstruction.3.83 S/W, Multi-Use Trail & Illumination - St John's Sdrd - Bayview Ave to Leslie St. (34635)1,444,000 602,372 841,628 20142017Design complete, construction in progress. Part of a Regional road reconstruction.3.84 Recon - Haida Dr & Trillium Dr (31105)960,700 607,478 353,222 2015Q4 2018Construction complete. 1 year maintenance until Q4 2018.3.85 Recon - Brookland - Yonge to Banbury (31107)1,864,600 1,429,168 435,432 20152017At base course asphalt, under one year maintenance with top works to be complete Q3 2018.3.86 Recon - Algonquin Cres & Haida Dr (31108)1,771,600 1,458,364 313,236 2015Q4 2018 Top course in 2018. 3.87 Recon - Catherine Ave (31111)974,300 775,027 199,273 2015Q2 2018 Holdback to be released Q2 2018. 3.88 Recon - Industrial Pkwy S - Wellington to Industy St (31112)2,672,031 2,423,632 248,399 2014Q3 2018Top course completed Q3 2017. One year maintenance. 3.89 Recon - Kennedy St W & Temperance St (31109)113,959 18,931 95,028 20162018 Construction to be undertaken Q2 2018. 3.90 Recon - Murray Dr (section) and Pinehurst Crt (31113) 120,000 120,000 20162020Construction postposed due to potential conflict with Highland Gate Development. Design may still proceed in 2018 or 2019.3.91 S/W Repair - Henderson/Tamarac/Poplar (34611)435,000 5,953 429,047 20162019Design to be done in 2018. Construction to take place in 2019.3.92 S/W - Industrial Pkwy N - E Side, AFLC - St John's, W Side, Montesorri School to St John's (34627)515,600 315,841 199,759 20162018Construction completed. Landscape maintenance holdback until Q3 2018. 3.93 S/W - Mary St - Industrial Pkwy S - Wellington St W (34629)661,000 67,257 593,743 20162018 Construction to commence Q2 2018.3.94 S/W Repair - St John's Sdrd - Gateway to Industrial Pkwy N (34613)25,000 2,748 22,252 20172019Design to be done in 2018. Construction to take place in late 2018 or 2019.3.95 Yonge/Wellington Intersection Improvement (34527)75,000 75,000 20172019 Ongoing project. Right turn lane design.3.96 Street Light Conversion to L.E.D. (34709) 3,354,200 3,032,301 321,899 20142018Project completed. Energy consumption reconciliation in progress. Waiting for final invoice.3.97 Street Lights (31151) 50,000 9,079 40,921 20162018Waiting for Alectra to make poles hydro ready, after which the Town can install the streetlights.3.98 Temperance St Parking Lot Retaining Wall and Stairs (31173)60,000 6,383 53,617 2017 2018Design and tender process complete. Waiting on confirmation to proceed.3.99 Maximo Upgrade to 7.6 (31153) 75,000 75,000 20172018Agreement signed Q4 2017. IT completing server and database upgrades late 2017 and early 2018. Project work to begin with consultants Q1 2018. 4.00 15059 Leslie Street (12019)7,459,536 7,389,118 70,419 2011/20122018 Pending sale of final lot.Policy Planning and Economic DevelopmentAttachment # 3 - Page 6 of 7General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 13 of 14 Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2017Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2017 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project StatusAs of December 31, 20174.01 Sanitary Sewer on Leslie St to Service 2C Lands (41006)1,543,300 35,149 1,508,151 20142018 Final payment to developer Q1 2018.4.02 Wastewater Hydraulic Model (41004)100,000 101,375 (1,375) 20152018Model complete. Staff to get training Q2 2018.4.03 Decommission Sewer - Wells St PS (41007)300,000 156,646 143,354 20152018Construction complete. 1 year maintenance until Q2 2018.4.04 3 Phase Electrical Power (41009)120,000 - 120,000 20152018RFP complete, decision to move forward to be made in 2018.4.05 Maintenance of Culverts - Yonge/Batson (42054)100,000 72,095 27,905 20152018 Construction to begin Q2 2018.4.06 Town Wide Stream Erosion Master Plan (42057)117,790 69,849 47,941 20152018 Design work ongoing. 4.07 Water Meter Replacement Program (43038)1,583,896 1,441,872 142,024 2012ongoingOngoing project. Looking into installing MXU's fo entire town in 2018, pending a report to Council.4.08 Backflow Prevention Program (43039)50,000 - 50,000 20122019 Work in progress.4.09 St John's Sdrd - Leslie to 2C (43048)1,661,000 1,078,956 582,044 20152018Project ongoing, part of Regional project.4.10 Reconnection - Bathurst/Orchard Hts (43053)70,000 - 70,000 2015Region to put tender out in 2018.4.11 Water Hydraulic Model (43040)100,000 70,190 29,810 20152018Model complete. Staff to get training Q2 2018.4.12 Decommission Well House Behind Ransom Crt (43047) 40,000 - 40,000 20162018Old roof removed by Town staff. New roof to be installed in 2018.4.13 SCADA Monitoring System (41010)200,000 16,556 183,444 20162018RFP complete, decision to move forward to be made in 2018.4.14 Storm Sewer Reserve Fund and Rates Study (42059)50,000 44,741 5,259 20162018Report to Council in May 2018, after which time project can be closed. 4.15 Sanitary Sewer CCTV Inspection (41011) 150,000 130,320 19,680 2017ongoing Multi year project.4.16 Structural Watermain Relining Program (43054) 779,395 670,312 109,083 20172018Construction complete. Maintenance holdback to be released Q3 2018. 4.17 Flood Study for Tannery Creek (42062) 75,000 75,000 20172019 Study to begin Q2 2018.4.18 Catch Basin Cleaning (42063) 95,000 95,000 20172017 Work complete. Waiting for final invoicing.4.19 Storm Sewer Outlet Cleanup (42064) 50,000 50,000 20172019Design to be completed in 2018 and construction in 2019.4.20 Oversized Storm Pipe Assessment and Clean Up (42065) 500,000 43,764 456,236 20172018Work complete. Maintenance holdback to be released Q3 2018.4.21 Damaged Storm Pipe off Henderson Dr (42066) 150,000 150,000 20172018/2019Project in partnership with York Region. Additional money for construction.Total79,147,192 62,068,522 17,078,670 Water, Wastewater and Sewer SystemAttachment # 3 - Page 7 of 7General Committee Meeting Agenda Tuesday, April 17, 2018 Item C2 Page 14 of 14 Town of Aurora General Committee Report No. PDS18-039 Subject: Application for Removal of Holding (H) Provision, Zoning By-law Amendment Coppervalley Estates Inc. 1756 St. John’s Sideroad East File Number: ZBA-2015-09 (H) Related File Number: SUB-2015-05 Prepared by: Lawrence Kuk, Senior Planner, Development Department: Planning and Development Services Date: April 17, 2018 Recommendations 1. That Report No. PDS18-039 be received; 2. That the Application to Remove the Holding (H) Provision (ZBA-2015-09(H) from Lots 1 to 22 and 24 to 109 inclusive on the approved Draft Plan of Subdivision (SUB-2015-05) be approved; and, 3. That the removal of the holding provision by-law be presented at a future Council Meeting. Executive Summary This report seeks Council approval to remove the Holding (H) provision from the Detached Third Density Residential (R3-470) Exception Zone and Detached Third Density Residential (R3-471) Exception Zone from lots 1 to 22 and 24 to 109 inclusive on the approved Draft Plan of Subdivision (SUB-2015-05). The owner proposes to construct a total of 108 single detached dwelling within the approved Draft Plan of Subdivision. • Planning Staff is satisfied that all the provisions for removal of the “H” holding have been satisfied; • On January 4th, 2018, the inter-municipal agreement was executed by the Town of Aurora and the Town of Newmarket; • The proposed application follows a logical and orderly progression of development; • The “H” holding provision will not be lifted for Lot 23 and will be conveyed to the Region for the purpose of providing a buffer to the future Hwy 404 interchange. General Committee Meeting Agenda Tuesday, April 17, 2018 Item C3 Page 1 of 13 April 17, 2018 Page 2 of 8 Report No. PDS18-039 Background Application History On January 31, 2017, Council approved a Draft Plan of Subdivision (SUB-2015-05) and the related Zoning By-law application (ZBA-2015-09) to allow the development of 109 single detached dwelling on the subject lands subject to conditions. The approved zoning by-law #5952-17 included holding provisions to restrict development until the provisions have been satisfied. In general, the provisions are as follows: • Town of Aurora has approved a transfer of servicing allocation; • An inter-municipal agreement has been executed; • The removal of “H” represents a logical and orderly progression of development; • Specific to Lot 23, York Region to confirm that Lot 23 is not required for an interchange and associated buffer to Highway 404. Location / Land Use The subject lands are located north of St. John’s Sideroad and West of Highway 404, municipally known as 1756 St. John’s Sideroad (Figure 1). The total area of land holding is 18.5 hectares, however the approved Draft Plan of Subdivision (Figure 5) and the subject application is only applicable to the northerly 12.51 hectares of the total area. Surrounding Land Uses The surrounding land uses are as follows: North: Single Detached Residential uses (Cedar Manor Homes in the Town of Newmarket); South: Vacant employment lands and St. John’s Sideroad; East: Highway 404 and the Town of Whitchurch-Stouville and; West: Environmental protection area (woodlot) and vacant employment lands. Policy Context Planning Act Pursuant to s. 36 of the Planning Act, lands subject to a holding provision cannot be used for the permitted use(s) indicated by the underlying zone until specified requirements have been met. Council must approve a By-law authorizing the removal of the "H" holding provision in order for the lands to be developed General Committee Meeting Agenda Tuesday, April 17, 2018 Item C3 Page 2 of 13 April 17, 2018 Page 3 of 8 Report No. PDS18-039 York Region Official Plan (YROP) The subject lands are designated as “Urban Area” and “Regional Greenlands System” 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. The policies of the Regional Greenlands System are designed to identify, protect and enhance a linked Greenlands System as a permanent legacy for York Region. Town of Aurora Official Plan – Aurora 2C Secondary Plan – OPA 73 The portion of the subject lands proposing to be developed is designated as “Urban Residential 1 (UR1) and Environmental Protection Area” by the Aurora 2C Secondary Plan (Official Plan Amendment No. 73) (Figure 2). The UR1 designation permits a lower density form of development including single-detached and semi-detached dwellings. The maximum height of any building in UR1 designation shall be 3.5 storeys. The existing UR1 designation permits density levels ranging from 17 and 40 units per net residential hectare. Zoning By-law 6000-17, as amended The subject lands are currently zoned “Holding - Detached Third Density Residential (H)(R3-470) Exception Zone”, “Holding - Detached Third Density Residential (H)(R3- 471) Exception Zone” and “Environmental Protection” by the Town of Aurora Zoning By- law 6000-17, as amended. (Figure 3) The existing zoning provisions reflect the approved residential Draft Plan of Subdivision (SUB-2015-05) (figure 5). Section 11.117.4 and 11.118.4 of the approved By-law #5952-17 states that before the ‘H’ prefix is removed on the subject lands, the following shall have been complied with: “ i) the Town of Aurora has approved a transfer of servicing allocation to this development that is not dependent upon the completion of infrastructure; or York Region has advised in writing that the required infrastructure to support the capacity assignment associated with this development will be completed within a time period acceptable to the Region to permit the plan registration, or the Regional Commissioner of Environmental Services has confirmed servicing allocation for this development by a suitable alternative method and the Town of Aurora has allocated the capacity to this development; ii) An inter-municipal agreement have been approved by the Region of York and a subdivision agreement or any other agreement(s) as required, have been executed between the Owner of the lands and the Corporation of the Town of Aurora; General Committee Meeting Agenda Tuesday, April 17, 2018 Item C3 Page 3 of 13 April 17, 2018 Page 4 of 8 Report No. PDS18-039 iii) the removal of the “H” represents a logical and orderly progression of development in accordance with the relevant policies of the 2C Secondary Plan (OPA No. 73); iv) Pursuant to section 11.117.4, “Specific to Lot 23 on the approved Draft Plan of Subdivision (Sub-2015-05), the “H” shall not be lifted until the Region of York confirms in writing that Lot 23 is not required for an interchange and associated buffers at King’s Highway 404 and St. John’s sideroad. All other lots within the approved subdivision do not require confirmation from the Region with regards to the potential interchange and associated buffers.” Proposed Application Proposed Zoning By-law Amendment to remove the (H) holding provision The owner of the subject lands is requesting the Town to remove the holding provisions over the subject lands, except for Lot 23 on the approved Draft Plan of Subdivision (Figure 4 and 5). As a condition of approval, York Region required the Owner to provide a functional design plan to show the potential future design of the southbound Highway 404 off-ramp and westbound to southbound loop ramp on the west side of Highway 404, north of St. John’s Sideroad. As a result, Lot 23 has been identified as lands that will be required to be conveyed to the Region for the purposes of a buffer to the future highway 404 interchange. Therefore, the (H) holding provision will remain on Lot 23 on the approved Draft Plan of Subdivision until the Owner conveys the land to York Region through the subdivision agreement process. Analysis Planning Considerations Removal of “H” Holding Provision Planning Staff is satisfied that all the provisions for removal of the “H” holding have been satisfied. Planning Staff has reviewed the subject application and the following is a discussion on how each provision has been satisfied. Servicing allocation On January 31, 2017, Council approve a Draft Plan of Subdivision and the related Zoning By-law Amendment with a resolution to allocate a total of 109 units of sewage capacity. Furthermore, the Owner has entered into a servicing incentive program (SIP) General Committee Meeting Agenda Tuesday, April 17, 2018 Item C3 Page 4 of 13 April 17, 2018 Page 5 of 8 Report No. PDS18-039 and executed a tri-party servicing agreement with the Town of Aurora and York Region. Section 4 of the SIP tri-party agreement confirms that upon execution of the SIP agreement, the Owner shall receive the Servicing Capacity Assignment Credit. Inter-municipal Agreement and other agreements On January 4th, 2018 the inter-municipal agreement was executed by the Town of Aurora and the Town of Newmarket to facilitate the approved Plan of Subdivision Given that the proposed Draft Plan of Subdivision is located in the Town of Aurora with vehicular access through the Town of Newmarket, an inter-municipal agreement is required to secure arrangements such as the on-going maintenance on the road, waste management, by-law enforcement, parks, trails and Development Charges. Given that the inter-municipal agreement does not include provisions on servicing. Planning Staff received confirmation from York Region that the inter-municipal agreement does not required Regional approval. Area 2C Secondary Plan (OPA No. 73) The proposed development follows a logical and orderly progression of development. Planning Staff has reviewed the policies of the Area 2C Secondary Plan and have no concerns with the Owner lifting of the “H” holding provisions. The proposed development is consistent with the policies of the “Urban Residential 1” designation and other policies related to urban design and amenities. Lot 23 on the approved Draft Plan of Subdivision The “H” holding will not be lifted on Lot 23 and will be conveyed to the Region for the purpose of providing a buffer to the future highway 404 interchange York Region has confirmed that Lot 23 will be required to be conveyed to the Region for the purposes of a buffer to the future highway 404 interchange. As a result, prior to the registration of the subdivision agreement, the Owner will convey Lot 23 on the approved Draft Plan of Subdivision to the Region through the subdivision process. General Committee Meeting Agenda Tuesday, April 17, 2018 Item C3 Page 5 of 13 April 17, 2018 Page 6 of 8 Report No. PDS18-039 Department / Agency Comments The proposed removal of “H” holding provision application was circulated to internal and external agencies for review and comment. No departments or agencies have concerns with the application. Planning staff are satisfied that the provisions have been met and recommend a By-law be enacted at a future Council meeting to remove the ‘H’ holding. Public Comments Planning Staff have not received any comments from the public as of the preparation of this report. Advisory Committee Review No communication required. Legal Considerations Pursuant to section 36(3) of the Planning Act, the application to Removal of “H” Holding Provision can only be appealed by the applicant if council refuses the application or refuses to make a decision within 120 days after the receipt of the application. Should Council approve this application Legal Services will also review any By-laws required implementing the final approval of this application. Financial Implications A surcharge fee will be collected before the passing of the implementing Zoning By-law. The future development of the site would be subject to a subdivision agreement; as such fees & securities will be required with the implementing Subdivision Agreement. The future development of this site will also generate Development Charges and collected at the time of the Building Permit application. Communications Considerations Pursuant to section 8(2) in O.reg 545/06 of the Planning Act, municipality must “give the public reasonable notice” of Council’s intention to pass an amending by-law. General Committee Meeting Agenda Tuesday, April 17, 2018 Item C3 Page 6 of 13 April 17, 2018 Page 7 of 8 Report No. PDS18-039 As such, on March 29, 2018, a Notice of Council’s Intention to Remove a Holding ‘H’ Provision was published in the Aurora Banner and Auroran newspapers. Public notification has been provided in accordance with the Planning Act. All interested parties were notified that the proposed Removal of “H” Application would be heard at the April 17, 2018 General Committee Meeting. Link to Strategic Plan The proposed Removal of “H” 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 proposed removal of “H” holding provision on the subject lands, the application will assist in ensuring future growth includes housing opportunities for everyone. Alternative(s) 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 Removal of “H” Holding Provision 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 criteria for removal of the ‘H’ provision on the subject lands have been satisfied. Therefore, Staff recommends approval to application ZBA-2015-09(H), to remove the holding (H) provisions on the subject lands except for lot 23, thereby allowing the development of the lands to proceed. Attachments Figure 1 – Location Map Figure 2 – Existing Official Plan Figure 3 – Existing Zoning By-Law Figure 4 – Proposed Zoning By-Law Figure 5 – Approved Draft Plan of Subdivision General Committee Meeting Agenda Tuesday, April 17, 2018 Item C3 Page 7 of 13 General Committee Meeting Agenda Tuesday, April 17, 2018Item C3 Page 8 of 13 St John's Sideroad East Chouinard Way Leslie StreetS t Jo h n 's S i d e r o a d Ea st Forest Grove Court Leslie StreetHighway404LOCATION MAP Map created by the Town of Aurora Planning and Building Services Department, March 21, 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 50 100 150 200 MetresAPPLICANT: Coppervalley Estates IncFILES: ZBA-2015-09(H)SUBJECT LANDS Whitchurch-StouffvilleGeneral Committee Meeting Agenda Tuesday, April 17, 2018Item C3 Page 9 of 13 Chouinard Way Forest Grove Court Highway 404¬«P ¬«SWM ¬«SWM ST JOHN'S SIDEROAD EASTLESLIE STREETST JOHN'S SIDEROAD EAST LESLIE STREETEXISTING OFFICIAL PLAN DESIGNATION Map created by the Town of Aurora Planning and Building Services Department, March 21, 2018. Base data provided by York Region & the Town of Aurora. ¯0 50 100 150 200 Metres APPLICANT: Coppervalley Estates IncFILES: ZBA-2015-09(H)FIGURE 2 Whitchurch-StouffvilleNewmarket SUBJECT LANDS Schedule A OPA 73 Business Park 1 Environmental Protection Area Park Stormwater Management Facility Urban Residential 1 Urban Residential 2 General Committee Meeting Agenda Tuesday, April 17, 2018Item C3 Page 10 of 13 Highway404St John's Sideroad East RU(15) RU EP O1 (H)R3(471) O2(472) (H)R3(471)(H)R3(470) EXISTING ZONING BY-LAW Map created by the Town of Aurora Planning and Building Services Department, March 22, 2018. Base data provided by York Region & the Town of Aurora. ¯0 25 50 75 100 MetresAPPLICANT: Coppervalley Estates IncFILES: ZBA-2015-09(H) FIGURE 3 SUBJECT LANDS Zoning Legend RESIDENTIAL ZONES Private Open Space OPEN SPACES ZONES O2 Environmental ProtectionEP Detached ThirdDensity ResidentialR3 RuralRU RURAL ZONES Public Open SpaceO1 General Committee Meeting Agenda Tuesday, April 17, 2018Item C3 Page 11 of 13 Highway404St John's Sideroad East RU(15) RU EP O1 R3(471) O2(472) R3(471)R3(470) PROPOSED ZONING BY-LAW Map created by the Town of Aurora Planning and Building Services Department, March 22, 2018. Base data provided by York Region & the Town of Aurora. ¯0 25 50 75 100 MetresAPPLICANT: Coppervalley Estates IncFILES: ZBA-2015-09(H) FIGURE 4 SUBJECT LANDS Zoning Legend RESIDENTIAL ZONES Private Open Space OPEN SPACES ZONES O2 Environmental ProtectionEP Detached ThirdDensity ResidentialR3 RuralRU RURAL ZONES Public Open SpaceO1 (H)R3(470)General Committee Meeting Agenda Tuesday, April 17, 2018Item C3 Page 12 of 13 Map created by the Town of Aurora Planning and Building Services Department, December 8, 2016. Updated March 26, 2018. Drawing provided by KLM Planning Partners Inc. APPROVED DRAFT PLAN OF SUBDIVISION APPLICANT: Coppervalley Estates IncFILES: ZBA-2015-09(H) FIGURE 5 Lot 23 - Holding Provision to Remain General Committee Meeting Agenda Tuesday, April 17, 2018Item C3 Page 13 of 13 Town of Aurora General Committee Report No. PDS18-041 Subject: Award of Tender 2018-41-PDS-ENG - For Restoration of Two (2) Culverts on Yonge Street where Tannery Creek Crosses Prepared by: Glen McArthur, Municipal Engineer Department: Planning and Development Services Date: April 17, 2018 Recommendations 1. That Report No. PDS18-041 be received; and 2. That Tender 2018-41-PDS-ENG For the restoration of two (2) culverts on Yonge Street where Tannery Creek crosses be awarded to R&M Construction in the amount of $136,405.00 excluding taxes; and 3. That the favourable budget variance of $356,403.77 be returned to source; and 4. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary To receive Council’s authorization to award Tender 2018-41-PDS-ENG to R&M Construction. Background The restoration of 2 culverts located on Yonge Street approximately 80m south of Batson Drive to 120m north of Batson Drive is included in the Town of Aurora 10-Year Capital Reconstruction program. The design was completed in 2017. Analysis A total of 18 plan takers picked up the tender documents and on March 15, 2018 the Tender Opening Committee received 6 compliant bids. The lowest compliant bidder for this tender was R&M Construction as summarized in Table 1. General Committee Meeting Agenda Tuesday, April 17, 2018 Item C4 Page 1 of 6 April 17, 2018 Page 2 of 5 Report No. PDS18-041 Table 1 FIRM NAME TOTAL BID (excluding taxes) 1 R&M Construction $136,405.00 2 Todd Brothers Contracting Ltd. $167,640.00 3 Barcon Construction Inc. $268,880.00 4 JARLIAN CONSTRUCTION INC. $283,170.00 5 Dig-Con international Ltd. $343,150.00 6 614128 Ontario Ltd. o/a Trisan Construction $393,345.50 Verification of the Tenders was undertaken by Town staff. R&M Construction has successfully completed similar projects for the Town and other Municipalities. Project Schedule The Contract is expected to commence July 3, 2018 Advisory Committee Review Not applicable Legal Considerations The awarding of this tender is in accordance with the Town’s Procurement By-law. The Town has obtained an executed permission to enter form between the Town and the property owner at 2-24 Orchard Heights Boulevard, which gives the Town permission to temporarily enter onto the private property in order to remove sediment from the Town’s culvert and sediment just downstream of it. General Committee Meeting Agenda Tuesday, April 17, 2018 Item C4 Page 2 of 6 April 17, 2018 Page 3 of 5 Report No. PDS18-041 Financial Implications Table 2 is a financial summary for Capital Project Number 42054 as based on the Tender submitted by R&M Construction. Table 2 Approved Budget Capital Project 42054 $520,000.00 Total Approved Budget $520,000.00 Less previous commitments $1,150.00 Funding available for Subject Contract $518,850.00 Contract Award excluding HST $136,405.00 Non-refundable taxes (1.76%) $2,400.73 Arborist (Under Separate P.O.) $5,000.00 Signs (Under Separate P.O.) $5,000.00 Sub-Total $148,805.73 Contingency amount (10%) $13,640.50 Total Funding Required $162,446.23 Favourable Budget Variance $356,403.77 Communications Considerations Staff have anticipated a low impact to local residents, schools, and facilities. However, staff have anticipated higher impacts to local businesses and will include extra signage and communication before and during construction. Two businesses along Yonge Street will have their driveways closed temporarily (the driveway closure is anticipated to be for 10 business days). However, these businesses have alternative entrances off of Orchard Heights Boulevard that their patrons may use. One bus stop on the west side of Yonge Street just south of the intersection of Yonge and Orchard Heights Boulevard will be closed for an anticipated duration of 10 business days. All other entrances to local business and bus stops on Yonge Street will remain open. Construction is anticipated to commence in July 3, 2018 and be completed within fifty (50) working days, weather permitting. General Committee Meeting Agenda Tuesday, April 17, 2018 Item C4 Page 3 of 6 April 17, 2018 Page 4 of 5 Report No. PDS18-041 Link to Strategic Plan This project supports the Strategic Plan goal of Supporting and Exceptional Quality of Life for All by Investing in Sustainable Infrastructure. By ensuring the culverts beneath Yonge Street operate at their full capacity the potential for flooding of property and of the road is reduced meeting needs and expectations of our community for providing adequate road safety and property protection. Alternative(s) to the Recommendation 1. Council may choose to not award this project. The Tender evaluation process meets all requirements for the Procurement By-law and awarding this contract is the next step in fulfilling the requirements of the tendering process. If council chooses to not award this contract, there is the possibility of flooding to occur due to the restricted flow of water through the culverts. Conclusions The Tender review has complied with the procurement By-law requirements and it is recommended that Tender 2018-41 PDS-ENG for the Restoration of Two (2) Culverts on Yonge Street where Tannery Creek Crosses be awarded to R&M Construction and in the amount of $136,405.00, excluding taxes. Attachments Appendix ‘A’ – Key Plan showing the location of proposed works Previous Reports None Pre-submission Review Agenda Management Team Meeting review on March 29, 2018 General Committee Meeting Agenda Tuesday, April 17, 2018 Item C4 Page 4 of 6 General Committee Meeting Agenda Tuesday, April 17, 2018Item C4 Page 5 of 6 YONGE STREETYONGE STREETOrchard Heights Blvd Batson Dr Burgon PlSpr u c e S t YONGE STREETOld Yonge S t 15800St. Andrew's College 5CraddockPark Culvert on Yonge Street -80m south of Batson Dr/Orchard Heights Blvd Culvert on Yonge Street -120m north of Batson Dr/Orchard Heights Blvd 55 ParklandCrtCypress CrtValhalla Crt 2-24 4CraddockPark 15 15570 15612 15695 -15699 15543 1 15565 66 62 60 29 68 45 34 64 185 2 186 12 188 32 14 86 47 66 42 174 58 92 1828 32 34 8 46 184 178 176 180182 38 40 38 52 44 62 40 58 60 5654 42 20 88 2426 90 826872807874 Map created by the Town of Aurora Planning and Development Services Department, March 20th, 2018. Base data provided by York Region and Aurora - GIS. This is not a legal survey. 0 25 50 Metres Hwy 404Bathurst StYonge StYonge StBayview AveLeslie StLeslie StHwy 404St John's Sdrd Wellington St EWellingtonSt W Henderson Vandorf Sdrd Bloomington Rd SUBJECTLANDS Dr PDS18-041 Appendix 'A' RESTORATION OF TWO CULVERTS ON YONGE STREET KEY PLAN General Committee Meeting Agenda Tuesday, April 17, 2018 Item C4 Page 6 of 6 Town of Aurora Accessibility Advisory Committee Meeting Minutes Date: Wednesday, March 7, 2018 Time and Location: 4 p.m., Holland Room, Aurora Town Hall Committee Members: Tyler Barker (Chair), Gordon Barnes, James Hoyes, and Councillor John Abel Member(s) Absent: John Lenchak (Vice Chair) and Jo-anne Spitzer Other Attendees: Anthony Ierullo, Manager, Long Range and Strategic Planning, Ivy Henriksen, Acting Accessibility Advisor, Nicole Trudeau, Council/Committee Secretary The Chair called the meeting to order at 4:12 p.m. 1. Approval of the Agenda Moved by Councillor Abel Seconded by Gordon Barnes That the agenda as circulated by Legislative Services, with the following addition, be approved: • Item 3 – Memorandum from Planner, Re: Application for Site Plan, 2nd Submission, Metropolitan Square Inc., 180, 190 and 220 Wellington Street East, File Number: SP-2016-10 Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of General Committee Meeting Agenda Tuesday, April 17, 2018 Item C5 Page 1 of 6 Accessibility Advisory Committee Meeting Minutes Wednesday, March 7, 2018 Page 2 of 6 Interest Act. 3. Receipt of the Minutes Accessibility Advisory Committee Meeting Minutes of February 7, 2018 Moved by Gordon Barnes Seconded by James Hoyes That the Accessibility Advisory Committee meeting minutes of February 7, 2018, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. Memorandum from Planner Re: Site Plan Application, 5th Submission, Markangel Real Estate Assets Inc., 55 Eric T. Smith Way, Lot 6 and Part of Block 11, Registered Plan 65M-4324, File No. SP-2016-06 Staff provided an overview of the site plan application, including comments submitted by the applicant in response to previous comments made by the Committee. The Committee reviewed the site plan and drawings and discussed the comments submitted by the applicant together with accessibility standards to be considered as part of the site plan application. The Committee expressed gratitude and acknowledged the applicant for addressing and responding to previous comments made by Committee. Moved by Gordon Barnes Seconded by Councillor Abel General Committee Meeting Agenda Tuesday, April 17, 2018 Item C5 Page 2 of 6 Accessibility Advisory Committee Meeting Minutes Wednesday, March 7, 2018 Page 3 of 6 1. That the memorandum regarding Site Plan Application, 5th Submission, Markangel Real Estate Assets Inc., 55 Eric. T. Smith Way, Lot 6 and Part of Block 11, Registered Plan 65M-4324, File No. SP-2016-06, be received; and 2. That the following Accessibility Advisory Committee comments regarding the Site Plan Application, 5th Submission be considered by staff: (a) That the Committee has no further comments on this Site Plan Application. Carried 2. Memorandum from Planner Re: 89 Mosley Street, Aurora Armoury Renovation Mr. Jim Burkitt provided an overview of the restoration and renovation of the Aurora Armoury, including the architectural elements and specifications of the overall floor plan. The Committee reviewed the overall floor plan, entrance and washroom plan, and discussed accessibility standards to be considered as part of the renovation. Moved by Gordon Barnes Seconded by James Hoyes 1. That the memorandum and presentation of Jim Burkitt, Gow Hastings Architects, regarding the 89 Mosley Street, Aurora Armoury Renovation, be received; and 2. That the following Accessibility Advisory Committee comments regarding the Aurora Armoury Renovation be considered by staff: (a) Request to exceed the minimum number of accessible parking spaces; (b) Request for the regrading of the outdoor hard surface to allow for access and barrier-free entrances and connectivity to the common areas of the park; (c) Request for a barrier-free path of travel extending from the entrance vestibule to other common or public use areas, including accessible turning spaces, doorway and corridor widths, and power door operators; General Committee Meeting Agenda Tuesday, April 17, 2018 Item C5 Page 3 of 6 Accessibility Advisory Committee Meeting Minutes Wednesday, March 7, 2018 Page 4 of 6 (d) Request for an accessible reception area, including counter height and signage; (e) Request for power door operators to be provided at entrances to the men’s and women’s washrooms; (f) Request for automatic sliding doors with motion sensors, where possible; and (g) Request that digital infrastructure for current and future uses be considered, including projection drops. Carried as amended 3. Memorandum from Planner Re: Site Plan Application, 2nd Submission, Metropolitan Square Inc., 180, 190 and 220 Wellington Street East, File No. SP-2016-10 Staff provided an overview of the site plan application, including comments submitted by the applicant in response to previous comments made by the Committee. The Committee discussed the site plan application and comments submitted by the applicant, together with accessibility standards to be considered as part of the site plan application. However, due to the timing of the site plan application submission, the Committee did not have an opportunity to review the drawings. Moved by James Hoyes Seconded by Gordon Barnes 1. That the memorandum regarding Site Plan Application, 2nd Submission, Metropolitan Square Inc., 180, 190 and 220 Wellington Street East, Part of Lot 106, Registered Plan 246, Lot 81, Con. 1, EYS, File No. SP-2016-10, be received; and 2. That the following Accessibility Advisory Committee comments regarding the Site Plan Application, 2nd Submission, be considered by staff: General Committee Meeting Agenda Tuesday, April 17, 2018 Item C5 Page 4 of 6 Accessibility Advisory Committee Meeting Minutes Wednesday, March 7, 2018 Page 5 of 6 (a) That the Committee did not have an opportunity to review the nineteen (19) sets of drawings, due to the timing of the site plan application submission; and (b) That the Committee looks forward to receiving a third submission. Carried 4. Round Table Discussion Re: Leash-Free Dog Park (Canine Commons) The Committee and staff discussed the renovations made to the Leash-Free Dog Park (Canine Commons) including the parking lot, entrance gate and fence, along with the Machell Park field entrance for comparison. As the Committee was not given an opportunity to provide comments on the renovations, the Committee requested to be circulated on conceptual drawings for buildings and public spaces that the Town purchases, constructs, or significantly renovates, including the Leash-Free Dog Park (Canine Commons) to address accessibility standards. Moved by Councillor Abel Seconded by Gordon Barnes 1. That the discussion and comments regarding Leash-Free Dog Park (Canine Commons) be received and referred to staff for consideration and action as appropriate. Carried 6. Informational Items 5. Verbal Update from Acting Accessibility Advisor Re: National Access Awareness Week (NAAW) 2018 Staff provided an update on the activities for National Access Awareness Week 2018 including an Information Fair, Accessibility Advisory Committee Public Open House, and historical display at Town Hall with the Aurora Museum & Archives, along with piggyback options with The Regional Municipality of York. General Committee Meeting Agenda Tuesday, April 17, 2018 Item C5 Page 5 of 6 Accessibility Advisory Committee Meeting Minutes Wednesday, March 7, 2018 Page 6 of 6 Moved by Gordon Barnes Seconded by Councillor Abel 1. That the verbal update from Acting Accessibility Advisor regarding National Access Awareness Week (NAAW) 2018 be received for information. Carried 6. Extract from Council Meeting of January 30, 2018 Re: Accessibility Advisory Committee Meeting Minutes of December 6, 2017 Moved by Gordon Barnes Seconded by James Hoyes 1. That the Extract from Council Meeting of January 30, 2018, regarding the Accessibility Advisory Committee meeting minutes of December 6, 2017, be received for information. Carried 7. New Business The Chair provided an update on the status of a new, fully-accessible washroom at Upper Canada Mall, noting that the long-term solution is to have the washroom completed with a change table and ceiling lift. He advised that the short-term solution is to use a hoyer lift until the new, fully-accessible washroom is complete. The Committee discussed the Town’s contribution towards the purchase of the accessible washroom trailer, and expressed interest in learning more about its availability for future use. 8. Adjournment Moved by Councillor Abel Seconded by Gordon Barnes That the meeting be adjourned at 5:48 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, April 17, 2018 Item C5 Page 6 of 6 Town of Aurora Audit Committee Meeting Minutes Council Chambers, Aurora Town Hall Tuesday, March 27, 2018 Attendance Council Members Mayor Dawe in the Chair; Councillors Abel, Gaertner, Mrakas, Pirri, Thom, and Thompson Members Absent Councillors Humfryes and Kim Other Attendees Doug Nadorozny, Chief Administrative Officer, Dan Elliott, Director of Financial Services, Michael de Rond, Town Clerk, and Ishita Soneji, Council/Committee Secretary The Chair called the meeting to order at 6:17 p.m. 1. Approval of the Agenda Moved by Councillor Thom Seconded by Councillor Pirri That the agenda as circulated by Legislative Services be approved. 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 3. Delegations (a) Andrea Nauss, Manager, BDO Canada LLP Re: Item R1 – FS18-010 – 2017 Year End Audit Plan General Committee Meeting Agenda Tuesday, April 17, 2018 Item C6 Page 1 of 2 Audit Committee Meeting Minutes Tuesday, March 27, 2018 Page 2 of 2 Ms. Nauss presented a detailed overview of the 2017 fiscal year-end audit plan for the Town, including the materiality and status of the audit. Moved by Councillor Pirri Seconded by Councillor Abel That the comments of the delegation be received for information. Carried 4. Consideration of Items Requiring Discussion 1. FS18-010 – 2017 Year End Audit Plan Moved by Councillor Gaertner Seconded by Councillor Mrakas 1. That Report No. FS18-010 be received; and 2. That the 2017 Year-End Audit Plan as proposed by BDO Canada LLP, be endorsed. Carried 5. Adjournment Moved by Councillor Thompson Seconded by Councillor Abel That the meeting be adjourned at 6:28 p.m. Carried _________________________________ _________________________________ Geoffrey Dawe, Mayor Michael de Rond, Town Clerk General Committee Meeting Agenda Tuesday, April 17, 2018 Item C6 Page 2 of 2 Town of Aurora General Committee Report No.OPS18-008 Subject: 100 Vandorf Sideroad – Hallmark Lands Community Park Design Prepared by: Sara Tienkamp, Manager of Parks & Fleet Department: Operational Services Date: April 17, 2018 Recommendations 1. That Report No. OPS18-008 be received; and 2. That this report satisfy Council’s conditional budget for Capital Project No. 73287 – Hallmark Lands – Baseball Diamonds in the amount of $3,000,000; and 3. That Council authorize staff to commence detailed design and Tendering process for 100 Vandorf Sideroad and proceed with Capital Project as presented. Executive Summary This report provides Council with information associated with the preliminary design concepts of a new community park located at 100 Vandorf Sideroad: • Parks and Recreation Master Plan recommendations outline high priorities • Aurora King Baseball Association (AKBA) enrollment pressures require additional fields • Hallmark Lands can accommodate two senior sports facilities • Cost Estimates for two (2) facility fit options • Direction of Council required to proceed with detailed design and tender process Background The Town of Aurora acquired approximately 13 acres of land at 100 Vandorf Sideroad, formerly Hallmark Cards on March 5, 2015. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R1 Page 1 of 9 April 17, 2018 Page 2 of 6 Report No. OPS18-008 The 2010 and 2016 Parks and Recreation Master Plan identified a deficit in the provision of Community Parkland and the procurement of this parcel of land helped address this shortfall. Also identified in the 2016 plan were facility pressures in both soccer and baseball. On April 25, 2017, the following motion was carried following delegation from AKBA regarding finding relief to their diamond capacity needs: That staff report back to Council in time for the 2018 capital budget deliberations with options for at least two (2) baseball diamonds indicating costs, potential locations and ancillary needs. Staff included a project to design, tender and construct two (2) baseball diamonds in the 2018 budget for deliberations. Council requested information on costing for individual amenities and different layout options for the design, with the possible addition of a soccer field. Analysis Parks and Recreation Master Plan recommendations outline high priorities The purpose of the Parks and Recreation Master Plan is to help guide the provision of the Town’s parks and facilities over a five (5) year period. The objectives are to identify trends in sport and recreation, recognize parkland and facility needs and to outline priorities, timing and costs. Both the 2010 and 2016 Master Plans identified a large deficit in the provision of community parkland to address the growing needs of the community ensuring they have sufficient access to spaces that are capable of range of recreational pursuits. Both soccer and baseball facilities were also rated as a high priorities in the Master Plan. It was recommended that additional rectangular, full-sized lit fields were required to meet user needs. In addition, the Town was to continue to work with educational, industrial and other suitable partners to provide sports fields on non-municipal lands with adjustments to this supply be considered and reconciled utilizing existing or future lands. An additional baseball facility was also identified as high priority. The plan suggested consultation with local ball associations to construct a new ball diamond to accommodate use by minor ball, adult and/or hardball users. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R1 Page 2 of 9 April 17, 2018 Page 3 of 6 Report No. OPS18-008 The acquisition of the former Hallmark Lands provides an opportunity for the much needed facilities recommended in the Master Plan. Aurora King Baseball Association enrollment pressures require additional fields At the April 4, 2017 General Committee meeting, AKBA delegated emphasizing the need for two (2) additional softball diamonds due to increased enrollment pressures as the Town does not have the facilities to support the organization’s needs. Between 2014 and 2017 registration went from 553 to 1,062 players. The league tried to accommodate the demand by increasing team numbers, playing Sunday nights and practicing on fields not appropriate to age groups. Unfortunately, in 2016 AKBA had to turn away players. AKBA proposed two (2) softball fields similar with a footprint similar to Optimist Park, inclusive of lighting and fencing. The addition of sports field lighting would allow them to expand their programs with the added benefit of allowing adult leagues to play later into the evenings. In addition to the diamonds, they expressed a need for more parking and washroom facilities. These amenities would assist them in hosting double headers and tournaments, increasing sport tourism in Aurora. Hallmark Lands can accommodate two senior sports facilities Attached to this report are two (2) facility fit drawings. One of the concept designs incorporates two (2) fenced senior softball fields which illustrates how the fields would fit on the Hallmark lands along with the inclusion of an 80 vehicle parking lot with access off of Engelhard Drive and a centralized washroom facility between the playing fields. The second concept design illustrates a fenced senior softball field and a senior soccer field with the same sized parking lot and washroom facility. Both of these concepts maximize the available land at the Hallmark Lands. Cost Estimates for facility fit options The following chart summarizes each of the suggested amenities and associated preliminary cost estimates: General Committee Meeting Agenda Tuesday, April 17, 2018 Item R1 Page 3 of 9 April 17, 2018 Page 4 of 6 Report No. OPS18-008 Park Amenity Quantity Unit Price Unit Totals Senior Softball Diamond complete, including grading, infield, sod 1 Allowance $250,000 LED Sports Field Lighting Senior Softball Diamond 1 Per Diamond $288,000 Senior Softball Diamond Fencing (homerun and backstop) 1 Allowance $75,000 Senior Soccer Field complete sodded 1 Allowance $400,000 LED Sports Field Lighting Senior Soccer Field 1 Per Field $288,000 Washroom building 1 $300,000 $300,000 Parking Lot 1 $400,000 $400,000 Site Preparation Allowance $ 25,000 Site servicing (electrical, storms, sewer) Allowance $260,000 Earthworks Approximate Quantity subject to grading plan $275,000 Engineering/Geotechnical consulting services Allowance $70,000 Park Pathways Per Square Metre (M2) $55.00 Total M2 to be determined during detailed design. Terra seeding and Planting Allowance $110,000 Direction of Council required to progress with detailed design and tender process Following presentation and deliberations of the 2018 Capital budget, project No. 73287 Hallmark Lands – Baseball Diamonds was conditionally approved with Council requesting additional information on concept designs and a breakdown of costs for amenities. To proceed with detailed design and tendering of the park construction, staff requires approval from Council. Advisory Committee Review Not applicable. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R1 Page 4 of 9 April 17, 2018 Page 5 of 6 Report No. OPS18-008 Legal Considerations None. Financial Implications Following Council approval of the parkland design, staff will complete a more detailed design and final cost estimate, including a new grading plan that takes into account current site conditions. Communications Considerations Communications to update Town’s website with new information as necessary. Link to Strategic Plan The Award of Tender supports the Strategic Plan Goal of Supporting an Exceptional Quality of Life for All, by encouraging an active and healthy lifestyle. Develop a long-term needs assessment for recreation programs, services and operations to match the evolving needs of the growing and changing population. Alternative(s) to the Recommendation 1. Council could defer the construction of the Community Park at 100 Vandorf Sideroad. 2. Council could recommend that only one ball diamond be constructed at this time. 3. Council could reduce the scope of the Capital Project by eliminating amenities from the budget. Conclusions Staff recommends that the Capital Project proceed as presented during the budget deliberations. Attachments Attachment #1 – 2017-04-24 Preliminary Softball Field Concept Plans Attachment #2 – 2018 Capital Budget Project No. 73287 General Committee Meeting Agenda Tuesday, April 17, 2018 Item R1 Page 5 of 9 General Committee Meeting Agenda Tuesday, April 17, 2018Item R1 Page 6 of 9 Attachment #1 General Committee Meeting Agenda Tuesday, April 17, 2018Item R1 Page 7 of 9 Attachment #1 General Committee Meeting Agenda Tuesday, April 17, 2018Item R1 Page 8 of 9 Attachment #2General Committee Meeting Agenda Tuesday, April 17, 2018Item R1 Page 9 of 9 Town of Aurora General Committee Report No. CS18-008 Subject: Fence By-law Review Prepared by: Techa van Leeuwen, Director of Corporate Services Department: Corporate Services Date: April 17, 2018 Recommendation 1. That Report No. CS18-008 be received; and 2. That a by-law be enacted to amend the Town’s Fence By-law No. 4753-05.P at a future Council meeting. Executive Summary This reports responds to a Motion of Council to review the Town’s Fence By-law with an objective of establishing regulations that would avoid the erection of fences that impede maintenance access to adjacent homes. • The Town’s Fence By-law regulates the height and description of all fences within the Town including fences acting as pool enclosures • Introducing reasonable regulatory provisions to accommodate access to adjacent buildings for the purpose or maintenance and repair would balance property owner rights • With the exception of pool enclosures, fences do not require a permit to erect, therefore enforcement will be complaint driven Background At the Council of January 30, 2018 Council adopted the following motion; Now Therefore Be It Resolved That staff be directed to review the Town’s Fence By-law and report back with amending provisions that would restrict the erection of fences in situations where the fence would impede access to the home. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R2 Page 1 of 4 April 17, 2018 Page 2 of 4 Report No. CS18-008 Analysis The Town’s Fence By-law regulates the height and description of all fences within the Town including fences acting as pool enclosures Fence By-law No. 4753-05.P, being a by-law for prescribing the height and description of lawful fences in the Town of Aurora and for requiring the owners of privately owned outdoor pools to erect and maintain fences and gates around such pools, was enacted in 2005 under section 11 of the Municipal Act, 2001. It is common practice for municipalities to regulate fences through a by-law and to only require a permit for a fence acting as a pool enclosure. Staff have reviewed many other municipal fence by- laws and they all contain very similar regulations and language. Typically, fence by-laws regulate height depending on the location of the fence, front yard, side yard, rear yard and if the fence is a pool enclosure there are other requirements related to securing the pool area ensuring public health and safety. Introducing reasonable regulatory provisions to accommodate access to adjacent buildings for the purpose of maintenance and repair would balance property owner rights The Town’s Fence by-law does not currently contain provisions that would restrict the erection of fences where access to adjacent properties would be impeded. In the older parts of Town there are some properties where buildings were constructed prior to any Zoning By-law being in place and buildings may be located in close proximity to the property line. In these situations where a building is less than two feet to the property line and an adjacent property owner erects a fence on/or just inside his/her property line, maintenance and repair of the building will be difficult and/or impossible without removing sections of the fence. Staff are proposing that portions of any fence erected within two feet of a building on an adjoining property be constructed with either removable panels or hinged to provide reasonable and ease of access to adjacent property owners for the purpose of maintenance and repair. With the exception of pool enclosures, fences do not require a permit to erect, therefore enforcement will be compliant driven The erection of fences is very common and provides property owners with privacy and enjoyment of their lands. Fences, other than pool enclosures, may be erected without a General Committee Meeting Agenda Tuesday, April 17, 2018 Item R2 Page 2 of 4 April 17, 2018 Page 3 of 4 Report No. CS18-008 permit. Property owners and fence contractors for the most part are responsible and compliant. The Town receives very few complaints related to the erection of fences. Pool enclosures do require a permit ensuring public health and safety is not compromised. Permits are issued through the Building Division and inspected by our Bylaw Officers. Minor amendments to clarify when a permit is required will also be brought forward. Advisory Committee Review N/A Legal Considerations Section 11 of the Municipal Act, 2001 provides authority to municipalities to pass bylaws respecting structures including fences. If the proposed by-law amendments are enacted they will not apply to existing lawfully erected fences. Further, By-law No. 5754-15, being a by-law to regulate the access to adjoining land for the purpose of making repairs and alterations to property, would still apply in the situation whereby an owner requires access to his/her property being impeded by the fence of an adjoining landowner in that the owner would have to provide notification of entry, proper service and restoring the land to its original condition. Financial Implications There are no financial implications Communications Considerations Staff will work with Corporate Communications to develop educational material to be posted on the Town’s website and other social media channels. Link to Strategic Plan This reports supports the strategic goal of Supporting an Exceptional Quality of Life for All by ensuring the rights of property owners are balanced. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R2 Page 3 of 4 General Committee Meeting Agenda Tuesday, April 17, 2018Item R2 Page 4 of 4 Town of Aurora General Committee Report No. PDS18-038 Subject: Petch House – Potential Conversion to a Wedding Chapel Use Prepared by: Wm. Jean, Manager of Code Review & Inspections/CBO Department: Planning and Development Services Date: April 17, 2018 Recommendations 1.That Report No. PBS18-038 be received; 2.That Council approve the funding and improvements to the Petch House for either Option 1 or 2 as outlined in this report; and 3.That Capital Project No. 81020 for the Petch House Conversion be approved; and 4.That the appropriate budget be approved for Capital Project No. 81020, to be funded from the Heritage Reserve Fund. Executive Summary This report is to provide information to Council on the feasibility and costs to convert the Petch House for the use as a wedding chapel. Background At the February 27, 2018 meeting of Town Council, Council passed the following resolution: Whereas the future use of the Petch House has been discussed for many years with no resolution to date; and Whereas the building as a result remains empty and under-utilized; and Whereas the Town has begun to provide chapel services for marriages, which have been very successful; General Committee Meeting Agenda Tuesday, April 17, 2018 Item R3 Page 1 of 9 April 17, 2018 Page 2 of 9 Report No. PDS18-038 1. Now Therefore Be It Hereby Resolved That staff investigate the feasibility and costs for the Petch House to be used for marriage services and/or as a wedding chapel; and 2. Be It Further Resolved That staff bring a report to the May 2018 meeting cycle for Council to make a decision on the future use of the Petch House. Analysis On October 23, 2012, the Building Division issued a building permit for the relocation and framing of the Petch House at 86 John West Way. The permit was issued as a shell building with no defined proposed use. At the February 27, 2018 meeting of Town Council, Council requested staff investigate the feasibility and costs for the Petch House to be used as a wedding chapel. Ontario Building Code issues The conversion of this building to the wedding chapel use would be required to comply with the Ontario Building Code (OBC), Part 11, Renovations to existing buildings. The building would be deemed a “change of use” from a former residential occupancy to an assembly occupancy for the purpose of performing wedding ceremonies. The following are the Building Code regulations that would be required to be evaluated. 1. Building Code Classification A wedding chapel use would be deemed to be an assembly occupancy as per the Ontario Building Code. When evaluating buildings for a change of change such as, in this case, from a residential use to an assembly use, the hazard indexes (as defined in the Ontario Building Code) of the new and former use must be compared. In this case, the hazard index is increased for the new use and, therefore, the following building systems would need to be evaluated. 2. Plumbing Currently, there are no plumbing or drainage systems in the building. The Ontario Building Code (OBC) requires every building to be provided with or have accessible to its occupants a plumbing system including a potable water supply, a sanitary drainage system and plumbing fixtures. Further, the OBC states that plumbing fixtures need not be provided in a building that is not normally occupied by persons where such installations are impractical and other fixtures are available in nearby buildings when the subject building is in use. It is the opinion of the Chief Building Official that as long as the wedding chapel is used concurrently and with the same hours of operation as the General Committee Meeting Agenda Tuesday, April 17, 2018 Item R3 Page 2 of 9 April 17, 2018 Page 3 of 9 Report No. PDS18-038 Seniors Centre or Town Hall, the subject building would not be required to provide any sanitary facilities such as washrooms. 3. Barrier Free Accessibility for the Building Any change of use to buildings that are over 5 years in age and less than 300 square meters in area are not subject to any upgrading for barrier free access to the building or for the provision of any barrier free washroom facilities. The Acting Accessibility Advisor has reviewed the proposal and she states that the proposed use would need to be identified as inaccessible seasonal space if no upgrades were to be performed. This is due to the lack of lighting, heating and cooling for the building and its location. Access to the building can be obtained either from the pathway from John West Way or through the Senior’s Centre. While the pathway from the Senior’s Centre does not meet the current Ontario Building Code or the Accessibility for Ontarians with Disabilities Act (AODA) regulations, there is an acceptable path of travel from John West Way. 4. Heating and Cooling Systems The building currently does not have a heating or cooling system. Buildings intended for occupancy in the winter months are required to be equipped with heating facilities to maintain a minimum indoor temperature of 18 degrees Celsius (64.4 degrees Fahrenheit). Cooling systems are not required under the OBC. However, an air conditioning system could be installed concurrently with the heating system. This system could be either gas fueled or electric. The necessary utility taps would be required. This minimum temperature requirement would allow the current building to be occupied only during the summer months and parts of spring and autumn for any use of the building except for storage purposes. The building would need to be evaluated for ventilation air, as, this is a mandatory requirement in the Ontario Building Code for any change of use. Outdoor air is required to be supplied either by mechanical or natural means. For this building, as the windows are openable and the doors may be kept in an open position, natural means of ventilation can be obtained. Mechanical ventilation would not be necessary. The amount of ventilation in terms of cubic feet per second required is regulated by the Ontario Building Code through ASRAE 62.2. Based on the number of existing openable windows and doors, a maximum occupant load of 10 persons would be permitted. A limit on the occupant load of the building would need to be posted. However, this occupant load would be allowed to increase if a HVAC system was installed General Committee Meeting Agenda Tuesday, April 17, 2018 Item R3 Page 3 of 9 April 17, 2018 Page 4 of 9 Report No. PDS18-038 5. Electrical Facilities Currently, the building is not equipped with any electrical fixtures or lighting. Lighting fixtures controlled by a wall switch will be required to illuminate the public area with a minimum illumination level of 100 lx (9.3 foot-candles). There is an existing electric panel box located in the building. This panel box will be required to be isolated from any public areas. An emergency lighting fixture providing an average level of illumination of not less than 10 lx (0.93 foot-candles) in the public space would be optional. A permit would be required through the Electrical Safety Authority. 6. Floor System The building has been placed on a concrete slab that is approximately 8 inches lower than the entrance doors. As the building is not required to be upgraded to provide barrier free accessibility, the existing floor may remain. However, it is possible to provide a wood flooring system on top of the existing slab with wood sleepers, a plywood subfloor and a chosen finished flooring. 7. Energy Efficiency Requirements As the building has been deemed to fall under Part 11 of the OBC, there is no need to upgrade the building to energy efficiency requirements such as providing insulation to the walls and roof space. 8. Evacuation Systems There is presently two (2) egress doors for the building. Exiting for persons would not be an issue. However, based on the limitations for ventilation, a maximum occupant load of 10 persons would be permitted. 9. Other Issues The Aurora Seniors Association were notified that a report will be heard by Town Council on April 17, 2018 regarding the implications of converting the Petch house into a wedding chapel use. They have expressed concerns regarding the building being used as a wedding chapel. The Seniors Association has also requested Council consider relocating the Petch House to a location where there is adequate parking and washroom facilities. Advisory Committee Review None General Committee Meeting Agenda Tuesday, April 17, 2018 Item R3 Page 4 of 9 April 17, 2018 Page 5 of 9 Report No. PDS18-038 Legal Considerations None Link to Strategic Plan None Alternative(s) to the Recommendation 1. Provide upgrades to the building by installing an electrical facilities and a HVAC system to allow for the use as a wedding chapel year round as outlined in this report at a cost estimated at $35,000. 2. Provide full upgrades to allow use of the building as a wedding chapel, including general office use on a year round basis as outlined in this report at a cost estimated at $97,500. Financial Implications The following would be the estimated costs to upgrade the building as per the comments in this report: 1. Electric outlets, lighting and service - $15,000 2. New wood floor system - $7,000 3. HVAC system - $20,000 4. Sewer and water tap to municipal services – $25,000 5. Two (2) washrooms $15,000 6. Architect and Engineering fees - $15,000 7. Building Permit/ESA Permit - $500 Total – $97,500 It should be noted that these are rough estimates only. The implementation of lighting and a heating/ventilation system could bring the building for use on an everyday basis as a wedding chapel. The new floor system, building servicing and washrooms would enhance the building but would not be a requirement for occupancy If Council were to choose to use the building as it presently exists on a conditional seasonal basis, there would be no or little cost implications. If this building were to be used for wedding ceremonies on a year round basis, the building would need to be upgraded by the installation of electrical facilities including General Committee Meeting Agenda Tuesday, April 17, 2018 Item R3 Page 5 of 9 April 17, 2018 Page 6 of 9 Report No. PDS18-038 lighting and a heating system. Sanitary facilities could be utilized at either the Seniors Centre or Town Hall. If this building were to be converted to any other use such general offices where there is a daily occupancy, the building would need to be fully upgraded to provide sanitary facilities within the building. The use of sanitary facilities in other nearby buildings would not meet the Ontario Building Code regulations for the use of general offices. This would include the need for a HVAC system and an electrical system. Communications Considerations Should Council decide to move ahead with turning the Petch House into a wedding chapel, Corporate Communications will work closely with Access Aurora to promote the facility as a venue. This will be done by utilizing the Town website, social media, brochures and other promotional materials that are used to promote our wedding services at bridal shows and other community engagement events. Conclusions It would be possible to use the existing building as it presently exists as a wedding chapel with at a minimum cost of upgrading. The use of the building would not be capable of the use on a year round day by day basis if the upgrading in this report is not performed. The use of the building as it presently exists for a wedding chapel would be possible with the following conditions: • Wedding ceremonies would not be allowed during the winter when temperatures are less than 18 degrees Celsius (64.4 degrees Fahrenheit); • Sanitary facilities are available at the Senior Building or Town Hall provided permission is obtained; • Natural air ventilation to be provided by use of openable windows and doors. Insect screens could be installed at a minimal cost. • A maximum occupant load of ten (10) persons would be allowed A building permit will be required for any upgrading of the building for use as a wedding chapel as outlined in this report. It will be required to obtain the services of an Architect and a Professional Engineer registered in the Province of Ontario to perform the design and site supervision during construction. If Council chooses to do the minimum, a change of use permit would be required. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R3 Page 6 of 9 General Committee Meeting Agenda Tuesday, April 17, 2018Item R3 Page 7 of 9 April 17, 2018 Page 8 of 9 Report No. PDS18-038 APPENDIX A East wall South wall West wall North wall General Committee Meeting Agenda Tuesday, April 17, 2018 Item R3 Page 8 of 9 April 17, 2018 Page 9 of 9 Report No. PDS18-038 Electrical box Roof Structure East Wall West wal General Committee Meeting Agenda Tuesday, April 17, 2018 Item R3 Page 9 of 9 Town of Aurora General Committee Report No. CMS18-006 Subject: Special Events Corporate Resource review Prepared by: Lisa Warth, Manager, Recreation Department: Community Services Date: April 17, 2018 Recommendation 1. That Report No. CMS18-006 be received; and 2. That Council approve additional funding for a permanent part-time Special Events Assistant in the amount of $21,000 for the remainder of 2018 to be funded from the Council Contingency Operating Account. Executive Summary The ongoing desire to increase the number of special events the Town of Aurora directly produces and delivers has had an impact on the capacity of staff in several areas of the Corporation but particularly the Special Events division. This report will outline the growth in the number of special events being delivered, the time required by staff to properly manage these events and the resources required. • Event production is complex • Estimated time required to produce each event (Annual events only) • Additional one-time events • Corporate Communications special event responsibilities • Other responsibilities of special event staff • Current special event staff resources • Gap between available special event staff resources and required responsibilities Background The Town of Aurora prides itself on delivering high quality special events in the community. Since 2015, the Special Events division has assumed responsibility for 10 additional events, bringing the annual number of events produced to 23. In addition to this, each year there are typically two (2) to four (4) one-time events such as grand openings or significant milestones that the special events team must produce. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R4 Page 1 of 7 April 17, 2018 Page 2 of 7 Report No. CMS18-006 Staff are also responsible for attending committee meetings, programming the Skylight Gallery, sponsorships (for events specifically), the sale of advertising in the program guide, volunteer management, marketing and other responsibilities. Analysis Event production is complex The special events industry is experiencing increasing complexities with respect to planning, safety, emergency planning, legislation, sponsor recognition, volunteer training and management and more. This means more time is required in the planning, production, and execution of each event. Estimated time required to produce each event (Annual events only) Event Number of special event staff hours to produce and execute Number of Communicati ons staff hours to support event Number of Parks staff hours to support event Number of Roads staff hours to support event Number of Bylaw staff hours to support event Number of Facility staff hours to support event Arctic Adventure 192 30 56 36 12 Easter Egg Hunt 244 35 16 10 25 Aurora Art Show and Sale 193 5 104 Teen Idol 49 40 5 Canada Day 363 40 135 32 20 60 Canada Day Parade 75 8 118 Concerts in the Park 199 40 9 18 Movies in the Park 150 60 12 Aurora’s Ribfest 345 70 348 38 72 15 Colours of Fall Concert 32 20 12 4 Haunted Forest 257 30 134 40 8 35 Santa Claus Parade 99 30 42 189 16 4 General Committee Meeting Agenda Tuesday, April 17, 2018 Item R4 Page 2 of 7 April 17, 2018 Page 3 of 7 Report No. CMS18-006 Tree Lighting & *Christmas Market (2018) 256 70 170 57 16 82 Family First Night 79 30 20 *Movies in the SARC 49 20 10 *Multicultural Festival 255 35 16 12 *Community Recognition Awards 150 42 16 *Pow Wow 143 30 16 32 16 4 *Youth Innovation Fair 200 20 16 *Corporate Christmas Lunch 40 3 *Corporate Kids Christmas Party 55 5 8 *Mayor & Council New Year’s Levee 30 10 12 *Menorah Lighting Ceremony 40 10 10 Total # of hours 3,495 685 950 (389 hours O.T.) 542(112 hours O.T.) 204 426 *New or added responsibility to Special Events division since 2015 Additional one-time events Each year, the Special Events division is tasked to produce two (2) to four (4) additional events that are one-time in nature such as grand openings, ribbon cuttings, commemorative or celebratory events. These events can take anywhere from 25 to 100 hours each to produce. The Special Events team also assists other departments with department-specific events such as Aurora’s Eco-Festival, Paws in the SARC and others. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R4 Page 3 of 7 April 17, 2018 Page 4 of 7 Report No. CMS18-006 Corporate Communications special event responsibilities Each event, whether a one-time event or annual event, requires a significant investment in time, resources and budget from Corporate Communications. Events may require up to 80 hours of staff time. For each event, Corporate Communications typically produces pre and post event materials and support on the day of the event in the form of event photography, videography and social media support. The support required could include: • Print posters & postcards • Mobile signs • Digital signs • Event signage • Event photography • Event videography • Video promotions/commercials/web banner • Web content • Newspaper ad booking and design • Notice Board • Social media graphics (three different platforms) • Social media posts/events before, during and after event • Support material (passports, selfie frames etc.) • Media release • Media follow up and monitoring Other responsibilities of special event staff In addition to producing and executing each event, staff are responsible for a sponsorship program, volunteer program, advertising sales for the program guide, curating the Skylight Gallery with monthly art shows; and general administration such as processing payroll and invoices, budget preparation and monitoring. These responsibilities take approximately the following number of hours annually: Task Number of hours annually Sponsorship program & grant applications 450 Advertising sales for program guide 150 Volunteer program 400 Skylight Gallery art program 120 General Administration 600 Total 1,720 General Committee Meeting Agenda Tuesday, April 17, 2018 Item R4 Page 4 of 7 April 17, 2018 Page 5 of 7 Report No. CMS18-006 Current special event staff resources The Special Events division currently includes three (3) full time staff. Based on a 35 hour work week and accounting for vacations, sick time, statutory holidays and training, each staff person is available for work approximately 1,520 hours per year. Three (3) full time staff are available 4,560 hours annually (3 staff x 1,520 hours). Gap between available special events staff resources and required responsibilities The current staff available for work (4,560 hours) and the number of hours required to properly complete all responsibilities (5,415) results in a gap of 855 hours. Staff are currently working these hours as overtime, mainly on a volunteer basis (i.e.; no compensation). This practice needs to stop immediately. It is not sustainable and will lead to job dissatisfaction and staff burn-out. Advisory Committee Review Not applicable. Legal Considerations Not applicable. Financial Implications A part-time special events position, 24 hours per week position plus benefits will cost approximately $21,000 for the remainder of 2018 to be funded from the Council contingency operating fund. The position will then be included in the 2019 operating budget on a go forward basis. This request does not address other department impacts, therefore, future staff resources may be submitted to be considered as part of the 2019 operating budget from the other departments. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R4 Page 5 of 7 April 17, 2018 Page 6 of 7 Report No. CMS18-006 Communications Considerations Should Council endorse the recommendation to hire additional staff to support special events, the job posting will be shared on the Town website, relevant job boards and on social media. There are no external communications over and above advertising for a new position. Link to Strategic Plan Producing and executing special events supports the Strategic Plan goal of Supporting an exceptional quality of life for all. Alternative(s) to the Recommendation 1. Pay overtime to special events staff for 855 hours of work annually to maintain existing workload. These overtime hours will result in costs over budget. 2. Eliminate 855 hours of work by producing fewer events. Conclusion The resources available to produce and execute special events currently falls short of the actual time required to produce these events. In order to maintain service levels, ensure high quality events, minimize overtime, and ensure job satisfaction, additional resources are required. Attachments None. Previous Reports Report PRCS17-037 – Aurora Outdoor Christmas Market – November 7, 2017 General Committee Meeting Agenda Tuesday, April 17, 2018 Item R4 Page 6 of 7 General Committee Meeting Agenda Tuesday, April 17, 2018Item R4 Page 7 of 7 Town of Aurora General Committee Report No. FS18-007 Subject: Procurement By-law Threshold Changes Prepared by: Anna Ruberto, Procurement Manager Department: Financial Services Date: April 17, 2018 Recommendation 1. That Report No. FS18-007 be received; and 2. That the procurement process changes outlined in report FS18-007 be approved; and 3. That the necessary updated Procurement By-law be enacted at a future Council Meeting. Executive Summary Staff have been undertaking a review of the Town’s procurement processes, and the Town’s Procurement By-law, being By-law No. 5997-17. This report seeks approval to amend the Procurement By-law for thresholds for procurement processes, thresholds for authority to award purchases, and thresholds requiring a formal contract. Other changes include maximum length of contract provisions and contingency approval authority. • Raising thresholds will reduce administration and improve the lead time for delivering projects • Procurement process threshold changes introduces a mid value process • Threshold changes for the authority to award purchases proposes to remove Council from contract award stage • Thresholds for formal legal contracts proposed to increase slightly • Limiting the length of contract term to seven (7) years ensures best price for the Town and opportunities for vendors • Additional authority levels to the contingency provisions will streamline project delivery within budget • No changes to Single or Sole Source provisions of bylaw proposed • Compliance review processes will ensure accountability. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 1 of 13 April 17, 2018 Page 2 of 12 Report No. FS18-007 Background In 2017 the procurement processes were standardized for all departments which has resulted in greater consistency for all procurements. At that time, the Town’s Procurement By-law was amended on July 11th, 2017 which included changes to the following areas: • Emergency purchases • Black-out period • Exceptions and schedule of exceptions to procurement processes • Piggybacking contracts • Other minor grammatical/spelling or minor amendments Staff continue to review the Town’s procurement processes. The current review is focused on the existing thresholds, length of contract term, and contingency percentage amount. In preparing this report, staff made reference to the current procurement processes in place at York Region, Markham, Richmond Hill, Newmarket and Sudbury. Staff also consulted with client department staff involved in the procurement processes. As this report proposes multiple changes to the Town’s procurement processes, and the thresholds triggering different actions, it is very important to bear in mind that no purchase can be made without approved funding in place. If funding is not in place, a report to Council seeking additional funding continues to be required. The procurement process does not approve budgets or funding towards projects, rather only secures and contracts the goods and services for the Town through processes approved in the by- law. The draft by-law to be presented to Council for adoption will also reflect other minor administrative amendments to reduce ambiguity, and grammatical or spelling corrections. Analysis Raising thresholds will reduce administration and improve the lead time for delivering projects Current procurement thresholds apply progressively more administration to the purchasing processes. More administration increases the timelines to award and deliver projects. Thresholds are applicable to three (3) categories identified below. The General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 2 of 13 April 17, 2018 Page 3 of 12 Report No. FS18-007 tables identify the current Procurement By-law and the proposed Procurement By-law updates as follows: Procurement process threshold changes introduces a mid value process These thresholds determine the process to follow for acquiring goods, services or construction for the Town. The higher the value, the more competitive process is required. Currently the Town has only two processes; low value purchases, and high value purchases which require a full competitive procurement process, with the cut-off threshold at $5,000. Currently, no formal procurement process is required for low value purchases, set at $5,000, while a full competitive procurement process is required for purchases over $5,000. This has been found to add too much administrative effort to purchases just above this limit. Comparators show the use of a three (3) quotes process is well used by other agencies to cover these lower value items, while the full competitive procurement process is reserved for the higher value purchases. This report proposes to increase the low value purchase from “up to $5,000” to “up to $10,000”, and to introduce a mid value threshold for purchases between $10,000 and $25,000. All purchases over $25,000 will require a full competitive procurement process handled by Procurement Services. The mid value process will be conducted by client departments, and requires mandatory three (3) written quotations to be obtained before proceeding with the purchase. A standard form must be used to ensure each bidder is provided the same information upon which to base their quotation. It was interesting to note that several comparators have exempted consulting services from the mandatory three (3) quotations for these mid value purchases. In consultation with our client departments, this was suggested as helpful, as smaller consulting engagements are often assigned to firms already familiar with the Town from past assignments, and can leverage this familiarity in their pricing and total time to complete the assignment. When looking for these consultants, staff refer to past consultants, as well as check with colleagues in surrounding municipalities for references to suitable consultants for the type of assignment at hand. Accordingly, the proposed amendments includes an exemption from the three (3) mandatory quotes for consulting services, up to $25,000. The Town has always applied thresholds based on the anticipated annual spend for same or similar goods or services. For clarity and practical reasons, the amendments include clarifying that this is to be determined at the departmental level rather than the corporate level. Where more than one department requires the goods or services, General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 3 of 13 April 17, 2018 Page 4 of 12 Report No. FS18-007 departments will be encouraged to combine their anticipated quantity requirements prior to their procurement process for better outcomes. The client department will remain fully responsible for all purchases up to $25,000 in accordance with the Procurement By-law. A process will be in place to assist client departments in identifying potential bidders for the three quote price. Their three (3) required quotations will be submitted with the selected vendor’s invoice at time of payment. TABLE 1: PROCUREMENT PROCESS THRESHOLDS Item Current Proposed Annual Spend Overview Annual Spend Overview 1 Up to $5,000 • Client department responsible • 3 quotes encouraged • PO not required • Payment via PCard or Invoice (quotes to be attached) Up to $10,000 Up to $25,000 (Consulting Services) Note: Same as Current Overview with change in Annual Spend • Client department responsible • 3 quotes encouraged • PO not required • Payment via PCard or Invoice (quotes to be attached) 2 $10,001 to $25,000 • Client department responsible • Mandatory 3 competitive written quotes required using IRFQ form • PO not required • Payment via Invoice (quotes to be attached) 3 Over $5,001 • Competitive procurement process through Procurement Services Over $25,001 Note: Same as Current Overview with change in Annual Spend • Competitive procurement process through Procurement Services A chart outlining the processes involved in each of the three (3) procurement processes noted above has been included as Attachment #1. Procurement Services is only General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 4 of 13 April 17, 2018 Page 5 of 12 Report No. FS18-007 involved in the full competitive procurement process proposed to be required for all high value purchases over $25,000. Threshold changes for the authority to award purchases proposes to remove Council from contract award stage Distinct from the process thresholds is the approval authority thresholds. Currently client departmental staff with assigned approval authority approve purchases up to $100,000, beyond which Council approval is required. A number of municipalities have eliminated the need for Council to participate in the final procurement award process for several reasons: • The current Aurora requirement for a Council report adds thirty or more days to the procurement process, delaying getting the work commenced in the field • Since all procurements have to have approved funding in place, Council has already approved the project including its general scope at budget approval stage. • If Council was unsure and wanted additional information about a project, the contract award stage is too late; Council should be reviewing final designs and pre-tender estimates if it wanted more involvement in the project. • Due to legal reasons, Council does not have flexibility to change the staff recommendation for contract award, except perhaps to not award the contract. The decision to proceed should be made at budget time or prior to contract tendering. For these reasons, the current proposal is to have the Department Heads approve contract awards up to $1 million, while the CAO must approve awards beyond $1 million. Again, approved funding must be in place, and the award is to the lowest compliant bidder or the highest scoring proposal. Similar to other municipalities who have removed Council from the award process, to ensure Council is kept informed of major procurement contract awards, a quarterly report to Council summarizing the approved contracts over $250,000 will be provided. Currently, all single source or sole source contracts over $100,000 require Council approval. This report is not proposing to change this. Additional information reports summarizing all single and sole source contracts over $10,000 approved by staff will be provided to Council on a quarterly basis. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 5 of 13 April 17, 2018 Page 6 of 12 Report No. FS18-007 TABLE 2: AUTHORITY TO AWARD THRESHOLDS Item Current Proposed Award Amount Overview Award Amount Overview 1 Up to $99,999 • Client department to approve award when within budget. Approvals for the award of purchases based on A/P invoice approval delegated authority. Up to $999,999 Note: Same as Current Overview with change in Award Amount • Client department to approve award when within budget. Approvals for the award of purchases based on A/P invoice approval delegated authority. 2 Over $100,000 • Council approves by staff report Over $1,000,000 • CAO to approve award when within budget to lowest compliant bidder or highest scoring proposal. Thresholds for formal legal contracts proposed to increase slightly Currently, all contracts over $30,000 require the preparation and execution of a separate town contract. The Town Solicitor has reviewed the risks to the corporation, and is comfortable with the recommendation that this threshold be increased to $50,000. As these agreements are for generally standard templates, the requirement does not add a lot of additional administration to the procurement process. However, it is believed the Town would be well served with the higher threshold for legal contract requirements. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 6 of 13 April 17, 2018 Page 7 of 12 Report No. FS18-007 TABLE 3: LEGAL FORMAL CONTRACT THRESHOLDS Item Current Proposed Contract Amount Overview Contract Amount Overview 1 Over $30,000 • When required, Legal will prepare a contract when requested for below threshold contract amounts for complex or high risk projects Over $50,000 Note: Same as Current Overview with change in Contract Amount • When required, Legal will prepare a contract when requested for below threshold contract amounts for complex or high risk projects Limiting the length of contract term to seven (7) years ensures best price for the Town and opportunities for vendors Currently the Town’s bylaw has no parameters regarding the length of contract term as a minimum or a maximum. Under this, the Town may be going out to market on an annual basis for the same service which causes unnecessary extra workload for staff, or avoids a competitive process otherwise required. Another scenario is that the Town could have a twelve year contract which may impact market fluctuations in pricing and our ability to have benefited from lower pricing from new or other vendors. Staff propose to introduce a seven year maximum contract length, following which a new competitive process must be used. Procurement Services has been working with our Client departments to go out to the competitive marketplace for a term of three (3) years as a minimum, with two (2), one (1) year extensions based on satisfactory vendor performance reports. This practice ensures that we are not conducting the same work to procure the same items or service on a yearly basis. With a seven (year) contract term maximum, there is reassurance to Council that the contract is forced out to a competitive process within a reasonable period of time to allow opportunity for bidders. In some circumstances, a limit of seven (7) years for contracts is not practical, such as the typical ten year contract for solid waste collection. Client departments would be able to have a longer than seven (7) General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 7 of 13 April 17, 2018 Page 8 of 12 Report No. FS18-007 year term by providing an explanation and seeking Council approval for the longer term prior to going to market or making the commitment. For procurements where the annual purchase is less than $10,000 per year for the same service or product, there is no proposed limit to the number of years before a competitive process is used for the procurement. TABLE 4: LENGTH OF CONTRACT TERM Item Current Proposed Contract Length Comment Contract Length Comment 1 No lengths of contract terms • No minimum or maximum contract length Establish set length of contract terms • Procurements led by Procurement Services to have a minimum contract term of 3 years where practical and appropriate. • Contract terms over 7 years require a Council report for approval by Council prior to going to competitive marketplace or making the commitment • Not applicable to low value purchases of less than $10,000 per year. Additional authority levels to the contingency provisions will streamline project delivery within budget The contingency percent amount is currently set at 10 percent (10%) in the Procurement By-law section 17.1 for additional work approval for unknown/unexpected conditions or circumstances affecting the Contract work. This additional work must be required to complete the specifications set out in the original Contract. Contingency should not be used to award additional work beyond the specifications and will be applied strictly. A more disciplined approach to this contingency authorization requires greater diligence in project scoping and specification details. Again, approved funding must be in place prior to making the additional commitment. This report proposes to increase the Department Head’s authority to approve up to a combined amount of 20% increase in base contract amount for contingency items. Further, the CAO is proposed to have authority to approve amounts more than 20% contingency for a project, as well as any increase to the specified scope of the contract General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 8 of 13 April 17, 2018 Page 9 of 12 Report No. FS18-007 deemed necessary to complete the project and bring it into effective service for the Town. Again, Council approved funding must be in place prior to any such commitment. TABLE 5: CONTINGENCY PERCENTAGE AMOUNT Item Current Proposed Contingency % Overview Contingency % Overview 1 10% • PO under $100,000 with increase is approved at Director level • PO over $100,000 with increase is approved by Council 20% • Approval by Department Head for contingency only, not scope changes 2 20% + • Approval by CAO for contingency or scope changes No changes to Single or Sole Source provisions of bylaw proposed Currently, Single and Sole Source purchases which meet the bylaw criteria may be approved by departmental staff and the Procurement Manager up to $50,000, and by the CAO and the Procurement Manager up to $100,000. Over $100,000 requires a report to Council. No changes are proposed in these thresholds, however, quarterly information reports to Council will include information regarding single and sole source contracts under $100,000 awarded by staff. For clarity of process within the bylaw, an clause to allow appeal by the Department Head to the CAO should the Procurement Manager not believe the bylaw criteria for single and sole source awards are met. The Procurement Manager’s reasons would be set out in writing for review by the CAO. Compliance review processes will ensure accountability Procedures will be developed internally for ensuring compliance, including internal audits, reviews, and progressive disciplinary and reporting for those who fail to follow General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 9 of 13 April 17, 2018 Page 10 of 12 Report No. FS18-007 the proper processes or obtain and retain the appropriate documentation required of the processes. Advisory Committee Review Financial Advisory Committee reviewed and provided comments on change proposals on March 28, 2018. During that discussion, concern was raised regarding the proposal to permit direct purchases for consultants up to $25,000. Staff advised that before doing so, staff often seek referrals from their colleagues in other municipalities when selecting consultants. Larger consultant assignments would be done through the competitive process or, when meeting the criteria of the bylaw, through the single source or sole source process, to which additional review and rigor is attached, including reporting to Council. Another concern raised was ensuring that checks and balances are in place before engaging vendors. Staff responded that additional training is planned, coupled with a project management initiative. The specifications for tenders and proposals can include clear mandated minimum experience requirements for similar work, and references to be provided. Post submission processes will be reviewed regarding the questions asked during references, and will include confirming the principle parties of the vendor during contract preparation stages. Further staff currently have a process for post contract vendor evaluations. These are to be provided to the vendor, and will be used as a reference in the Town’s reference check process, in addition to checking the vendor supplied references. Additional rigor will be applied to completing the vendor evaluations by project managers. Legal Considerations Section 270 of the Municipal Act requires municipalities to have documented policies regarding its procurement of goods and services. The periodic review and update of these policies is appropriate. The recommended amendments set out in this report and the draft proposed Procurement By-law have been reviewed by Legal Division, and do not conflict with any other legislation or international trade treaties to which the Town is required to comply from a procurement process perspective. Financial Implications None, all procurement activity and approvals must be made within existing Council approved budgets and funding allocations. Where insufficient funding exists, a separate General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 10 of 13 April 17, 2018 Page 11 of 12 Report No. FS18-007 funding report to Council must be brought forward to secure the necessary funding approval prior to committing to a vendor for the supply of goods or services. For practical reasons, purchases made under the Emergency Purchases provisions of the Procurement By-law are exempt from this requirement, however, a Council report outlining any such purchases must be made promptly following the emergency. This report seeks to improve the overall speed, efficiency and effectiveness of the procurement processes used by the Town while guarding the public accountability and openness of process, while also increasing the accountability to Council through increased informational reports. The recommendations of this report continue to support seeking best value for the corporation in all of its procurement activities, safeguarding of the integrity of the process, empowering staff with reasonable delegated authority, and providing reasonable and open opportunity to vendors to provide competitive quotations for the goods and services required by the town. Through various information reports, Council will stay informed of the procurement activities authorized by delegated staff. Communications Considerations The proposed changes to the Procurement By-law will be covered in detailed update training to all staff involved in the procurement processes of the Town. Vendors are not directly affected by the proposed changes. The amended Procurement By-law will continue to be available on the Town’s website for public review by any party. Link to Strategic Plan Updating and clarifying the Town’s procurement bylaw contributes to achieving the Strategic Plan guiding principle of “Leadership in Corporate Management” and improves transparency and accountability to the community. Alternative(s) to the Recommendation 1. Council may choose to not grant authority to update the Procurement By-law for any or all proposed updates detailed within this report. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 11 of 13 General Committee Meeting Agenda Tuesday, April 17, 2018Item R5 Page 12 of 13 Procurement Processes Overview Low Value Purchases (Best value) Mid Value Purchase (Three quick quotes) High Value Purchase (Full competitive procurement)DurationTypeProcess Flow Currently under $5k Proposed under $10k (consulting under $25k) Currently not used Proposed $10k to $25k Currently over $5k Proposed over $25k Identify need/ specifications Source, commit, purchase, manage, pay Prepare market-ready specifications and pricing sheet Prepare documents for release Bid period Evaluation period Source, commit, purchase, manage, pay Prepare market-ready specifications and pricing sheet (evaluation scheme for RFPs) Prepare documents for release (by Procurement Services Division (PSD)) Bid period 2-5 weeks depending on value, nature and int’l trade treaties Council report and approval – 30 days (eliminated) Prepare contract documents and transmit (PSD) Evaluation and references - tenders Evaluation period - RFPs Execution and return of documents by vendor Process and issue Purchase Order (PSD) Manage and pay Procurement Svcs 4-10 days Balance is bid-period and vendor/client-department controlled As short as same-day 100% client-department controlled As short as same-day 100% client-department controlled Attachment #1 General Committee Meeting Agenda Tuesday, April 17, 2018 Item R5 Page 13 of 13 Town of Aurora General Committee Report No. FS18-009 Subject: 2018 In-year Capital Budget Prepared by: Karen Oreto, Financial Analyst Department: Financial Services Date: April 17, 2018 Recommendation 1. That Report No. FS18-009 be received; and 2. That the ten capital projects outlined in Attachment #1 be approved having a total budget of $5,978,260, to be funded from the Reserve Funds as outlined in Attachment #1. Executive Summary The pending municipal election is anticipated to delay the approval of the annual operating and capital budget. Late approval of budget would delay the tendering and commencement of routine replacement and maintenance projects. Staff have identified a list of capital projects for which they require Council’s approval to avoid any delays in the completion of this necessary planned capital work. • Only select projects are proposed for approval • All proposed projects were in last year’s ten year capital plan and are routine in nature. Background A small number of the Town’s planned 2019 projects of a repair and replacement nature should be brought forward for Council’s approval as a 2018 in year capital budget. In an effort to ensure no delays in the completion of required capital work, staff undertook a review of the Town’s planned 2019 repair and replacement capital plans with this intent in mind. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 1 of 30 April 17, 2018 Page 2 of 4 Report No. FS18-009 Analysis Only select projects are proposed for approval When undertaking its review of the planned 2019 capital works, staff subjected each identified project to the following five criteria being: 1. Project must be a repair and replacement project that appeared as a 2019 item in the 10 year capital plan as published as part of the 2018 capital budget; 2. The current value of the project must be within +/- 15% of the value previously published; 3. The scope of work and specifications must be completed between November 1, 2018 and March 31, 2019; 4. The responsible department must have the capacity to commence the project no later than July 1, 2019; and 5. Project manager must have director sign-off. All proposed projects were in last year’s ten year capital plan and are routine in nature Attachment #1 presents a summary of ten routine repair and replacement projects with a total value of $5,978,260 that staff are recommending be part of the 2018 In-year Capital budget for Council’s consideration. In addition, behind this summary page are the detailed capital sheets outlining details of each recommended project as well as their sources of funding. Advisory Committee Review None Legal Considerations None Financial Implications All applicable funding is sourced from the existing reserve funds of the Town, and not directly from the tax rate budget or utility rate budgets. In making its recommendation staff have ensured that its proposed list of projects can be delivered in a financially General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 2 of 30 April 17, 2018 Page 3 of 4 Report No. FS18-009 feasible fashion, including an assurance that all impacted reserves remain healthy over the longer term. The noted reserve health is dependent upon Council’s ongoing support of a sustainable contribution of funding into a variety of reserve funds in support of the town’s ten year capital investment requirements. Communications Considerations The report along with all attachments will be posted to the Town’s website on the Budget and Financial Information page. Link to Strategic Plan Developing, reviewing and presenting capital investment in our infrastructure supports several aspects of the Strategic Plan. This report supports the Plan principles of Leadership in Corporate Management, Leveraging Partnerships, and Progressive Corporate Excellence and Continuous Improvement. Alternative(s) to the Recommendation 1. May provide alternative directions with respect to the projects being presented for approval. Conclusions In an effort to ensure that no delays are experienced in the delivery of the Town’s planned routine repair and replacement capital works, it is recommended that Council approve the proposed 2018 In-year Capital budget consisting of ten repair and replacement projects with a total estimated budget of $5,978,260. This plan will fully commence before the end of 2018. Attachments Attachment #1 2018 In-year Repair & Replacement Capital Projects Previous Reports FS17-048: 2018 Final Capital Budget Approval General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 3 of 30 General Committee Meeting Agenda Tuesday, April 17, 2018Item R6 Page 4 of 30 Attachment #1 Community Services 72225 AFLC - LED Lighting Arena, Pool Squash Courts and Ceiling Repair 350,000 Community Services Sub Total 350,000$ Operational Services 73154 Playground Surface Restoration - Various Parks 11,300 73160 Emerald Ash Borer Mgmt Program 235,000 73207 Playground Replacement - Wm Kennedy Park 125,000 73214 Playground Replacement - Tamarac Park 97,750 73241 Walkway/Basketball Repaving - Wm Kennedy Park 25,000 Operational Services Sub Total 494,050$ Planning and Development Services 31116 M&O - Dunning Ave, Edward St., Golf Links Dr., Ind. Pkwy S., McClellan Way, Orchard Hts. Blvd., Tamarac Tr.3,283,710 31155 Pavement Condition Assessment - 2019 50,500 Planning and Development Services Sub Total 3,334,210$ Rates 42064 Storm Sewer Outlet Cleanup 300,000 42066 Damaged Storm Pipe off Henderson Dr 1,500,000 Rate Sub Total 1,800,000$ TOTAL PROJECT FUNDING 5,978,260$ 2018 In Year Repair and Replacement Capital Projects Summarized by Results of Council Discussions Project ID Project New 2018 Requests General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 5 of 30 Town of Aurora Capital Projects Project Department Version Year 72225 AFLC - LED Lighting Arena, Pool, Squash Courts and Ceiling Repair Community Services ,Q<HDU 201 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 Q2 2019 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. If approved this project would replace the existing facility lighting with energy efficient LED's in the arena, pool, squash courts and repaint the ceiling in the pool. PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. Converting the lighting in the Aurora Family Leisure Complex would result in decreased energy consumption and operating costs. The painted ceiling in the pool is pealing and flakes continue to fall on the pool deck. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. The project will improve the lighting in the pool thus reducing staffing costs for the Community Services department and reduce our energy consumption from lighting. It will also allow up to paint the ceiling of the pool as the existing deck is slowly peeling and flaking.The ceiling flaking has been identified as a health and safety issue. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. This project will have major positive impact, not approving will continue to drive operational costs up and overall cost efficiencies cannot be reduced. Budget Future202420222021202020192023Total Expenditures Estimated Expenditures CONTRACTS 350,000350,000 350,000 350,000 350,000 350,000Expenditures Total Funding Infrastructure Sustainability Reserves BLDG, FURN & FIX R&R RESERVE 350,000350,000 350,000 350,000 350,000 350,000Funding Total Total Over (Under) Funded General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 6 of 30 Town of Aurora Capital Projects Project Department Version Year 73154 Playground Surface Restoration - Various Parks Operational Services ,Q<HDU 201 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. To maintain existing service levels and safety standards in our parks and playground areas through the restoration of various park playground surfaces by way of wood fibre mulch. PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. To maintain and improve public safety. To decrease risk of injury to children engaged in playground activity. To decrease liability for the Corporation by maintaining our parks and playgrounds in accordance with CSA standards. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. Operational Services maintain 32 children's playgrounds. Wood fibre mulch provides the maximum impact absorption when used as a fall protection surface in playground areas. Several years ago, the Parks division embarked on a program whereby all of our new and existing playground safety surfaces have been prepared with CSA certified wood fiber mulch. In addition, some of the earlier wood mulch protective surfaces require top dressing in order to maintain the required impact protection levels. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. The Corporation could be liable if the depth of the safe surfacing is not maintained as per CSA Standards. Budget Future202420222021202020192023Total Expenditures Estimated Expenditures CONTRACTS 11,300 11,600 11,900 20,000 20,000 20,000 64,000158,800 158,800 11,300 11,600 11,900 20,000 20,000 20,000 64,000 158,800 11,300 11,600 11,900 20,000 20,000 64,00020,000Expenditures Total Funding Infrastructure Sustainability Reserves PARKS R&R RESERVE CONT'N 11,300 11,600 11,900 20,000 20,000 20,000 64,000158,800 158,800 11,300 11,600 11,900 20,000 20,000 20,000 64,000 158,800 11,300 11,600 11,900 20,000 20,000 64,00020,000Funding Total Total Over (Under) Funded General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 7 of 30 Town of Aurora Capital Projects Project Department Version Year 73160 Emerald Ash Borer Management Program Operational Services ,Q<HDU 201 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. To manage the Emerald Ash Borer (EAB) infestation of the municipal street tree inventory, parks and wood lots, further funding is required in support of this program. This is year 7 of 10 for this program. PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. The implementation of year 7 of the EAB Management Plan will involve the continued treatment of approximately 900 ash trees. Not all ash street trees will qualify for treatment based on their declining condition as a result of EAB infestation. It was indicated that the number of EAB infested trees was on the incline in 2014. As such the situation is unfolding as predicted in terms of timing and effects of this insect. Staff are continuing to monitor the Ash tree inventory to gauge the effectiveness of the treatment program. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. To maintain public safety associated with the removal of dying and potentially dangerous trees, to maintain acceptable neighbourhood aesthetics and to re-establish the tree canopy by replacing trees that are removed. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. All ash trees on municipal lands would perish due to EAB. Perishing trees may result in safety concerns for home owners or pedestrians and a decline in neighborhood aesthetics. Budget Future202420222021202020192023Total Expenditures Estimated Expenditures CONTRACTS 235,000 235,000 240,000 235,000945,000 945,000 235,000 235,000 240,000 235,000 945,000 235,000 235,000 240,000 235,000Expenditures Total Funding Special Purpose Reserve Funds EMERALD ASH BORER RESERVE 235,000 235,000 240,000 235,000945,000 945,000 235,000 235,000 240,000 235,000 945,000 235,000 235,000 240,000 235,000Funding Total Total Over (Under) Funded General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 8 of 30 Town of Aurora Capital Projects Project Department Version Year 73207 Playground Replacement- Wm Kennedy Park Operational Services ,Q<HDU 201 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 Q2 2019-Q3 2019 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. To replace an aging playground structure in William Kennedy Park to increase safety and usability for residents. PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. William Kennedy Park has been in service since the 1990's. While the playground is functional, it is outdated and unattractive to the children in the neighborhood. There are some significant wear patterns to the decking/platforms that have been identified during monthly playground inspections in the past year. This playground will be replaced with a more functional, practical structure inclusive of some of the latest and desirable features on the market, so children can enjoy the amenity to its fullest. The fall protection surfacing will also be replaced and drainage improved as part of the project. This project is included in the 10 year Capital Plan. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. By replacing the aging structure, children in the surrounding area will have an inviting space to play that will keep them active and engaged with their peers. Risks will also be lowered as the structure will be built as per the latest CSA standards. By replacing the asset, the Town will mitigate the associated hazards and increased costs incurred by keeping the aging infrastructure up to standard. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. The Corporation could be liable as the asset ages and safety risks become greater. Budget Future202420222021202020192023Total Expenditures Estimated Expenditures CONTRACTS 125,000125,000 125,000 125,000 125,000 125,000Expenditures Total Funding Infrastructure Sustainability Reserves PARKS R&R RESERVE CONT'N 125,000125,000 125,000 125,000 125,000 125,000Funding Total Total Over (Under) Funded General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 9 of 30 Town of Aurora Capital Projects Project Department Version Year 73207 Playground Replacement- Wm Kennedy Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\IMG_20180305_134824.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 10 of 30 Town of Aurora Capital Projects Project Department Version Year 73207 Playground Replacement- Wm Kennedy Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\IMG_20180305_134905.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 11 of 30 Town of Aurora Capital Projects Project Department Version Year 73207 Playground Replacement- Wm Kennedy Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\IMG_20180307_142219.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 12 of 30 Town of Aurora Capital Projects Project Department Version Year 73207 Playground Replacement- Wm Kennedy Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\IMG_20180307_142227.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 13 of 30 Town of Aurora Capital Projects Project Department Version Year 73207 Playground Replacement- Wm Kennedy Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\IMG_20180307_142315.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 14 of 30 Town of Aurora Capital Projects Project Department Version Year 73214 Playground Replacement- Tamarac Park Operational Services ,Q<HDU 201 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. To replace an aging playground structure at Tamarac Park, increasing safety and usability for residents and neighborhood children. PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. Tamarac Park playground was installed originally in the 90's. The structure is showing its age through wear patterns on the decks/platforms and degradation of the plastics on slides/molded plastic features due to UV and cold temperatures. These deficiencies have been identified by our certified playground inspectors as part of the monthly inspections as well as an independent audit undertaken in 2016. In addition, the playground islocated in a catchment area of an active water retention area and is often prone to temporary flooding or heavy saturation. The engineering division was contacted by York Region and LSRCA with respect to a partnership to retrofit the storm water catchment area with an advanced, state of the art system to manage storm water. As the location for the project is within an active park, engineering would partner with the Region and they would pay for the stormwater upgrade. The Town would be responsible for the playground improvement. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. By replacing the aging structure, children in the surrounding area will have an inviting space to play that will keep them active and engaged with their peers. Risks will be significantly lowered as the structure will be built as per the latest CSA standards, therefore the Town will help mitigate the associated hazards and increased costs incurred to keep aging infrastructure in a safe state for the public. Relocation of the playground within the park will allow for increased use and safety as it will no longer be threatened by flooding during and after rain events. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. The Corporation could be liable as the asset ages and safety becomes further compromised. Budget Future202420222021202020192023Total Expenditures Estimated Expenditures CONTRACTS 97,75097,750 97,750 97,750 97,750 97,750Expenditures Total Funding Infrastructure Sustainability Reserves PARKS R&R RESERVE CONT'N 97,75097,750 97,750 97,750 97,750 97,750Funding Total Total Over (Under) Funded General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 15 of 30 Town of Aurora Capital Projects Project Department Version Year 73214 Playground Replacement- Tamarac Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\Tamarac 1.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 16 of 30 Town of Aurora Capital Projects Project Department Version Year 73214 Playground Replacement- Tamarac Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\Tamarac 2.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 17 of 30 Town of Aurora Capital Projects Project Department Version Year 73214 Playground Replacement- Tamarac Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\Tamarac 3.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 18 of 30 Town of Aurora Capital Projects Project Department Version Year 73214 Playground Replacement- Tamarac Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\Tamarac 4.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 19 of 30 Town of Aurora Capital Projects Project Department Version Year 73241 Walkway/Basketball Repaving- Wm Kennedy Park Operational Services ,Q<HDU 201 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 Q3 2019-Q4 2019 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. To replace/repavethe aging walkway and basketball court. PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. The walkway and basketball court are showing their age significantly through wear patterns such as a degrading pathway and basketball area. Presently, the site needs to be resurfaced as is and with the playground replacement occurring as well, the grounds will become even more degraded due to heavy machinery crossing over it. The walkway and court both have poor drainage, re-paving will alleviate some water retention thus lessening future damage. This project is included in the 10-year Capital Plan. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. By replacing the aging pathway and court, the space will become more attractive to the public, and it will become more inviting for the community to use. The associated hazards with a degrading pathway will be mitigated, along with the costs to repair an aging asset. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. The Corporation could be liable as the asset ages and safety becomes further compromised. Budget Future202420222021202020192023Total Expenditures Estimated Expenditures CONTRACTS 25,00025,000 25,000 25,000 25,000 25,000Expenditures Total Funding Infrastructure Sustainability Reserves PARKS R&R RESERVE CONT'N 25,00025,000 25,000 25,000 25,000 25,000Funding Total Total Over (Under) Funded General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 20 of 30 Town of Aurora Capital Projects Project Department Version Year 73241 Walkway/Basketball Repaving- Wm Kennedy Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\Basketball Court.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 21 of 30 Town of Aurora Capital Projects Project Department Version Year 73241 Walkway/Basketball Repaving- Wm Kennedy Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\Walkway 1.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 22 of 30 Town of Aurora Capital Projects Project Department Version Year 73241 Walkway/Basketball Repaving- Wm Kennedy Park Operational Services ,Q<HDU 201 Gallery C:\Users\elizabeth horton\Desktop\Walkway 2.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 23 of 30 Town of Aurora Capital Projects Project Department Version Year 31116 M & O - Dunning Ave, Edward St, Golf Links Dr, Ind Pkwy S, McClellan Way, Orchard Planning & Development Services ,Q<HDU 201 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 Q4 2018 - Q2 2019 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. To provide funding for preventive maintenance (mill and 50 mm overlay) for the following roads, approx. 18 km of road: - Dunning Avenue from Yonge Street to the end; Edward Street from Dunning Avenue to Yonge Street - Golf Links Drive from Yonge Street to Murray Drive; Industrial Parkway South from Industry Street to Engelhard Drive; McClellan Way from Bathurst Street to Spence Drive; Orchard Heights Blvd. from Hill Drive (W) to Yonge Street; Tamarac Trail from Henderson Dr (W) to Henderson Dr (E); Yonge Street from Golf Links Drive/Dunning Ave to 150m S of Henderson - installation of oil/grit separators where needed PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. LINK TO STRATEGIC PLAN: Supporting an exceptional quality of life for all, Objective 2: Invest in sustainable infrastructure - maintain and expand infrastructure These roads have been identified for the maintenance and rehabilitation in the Town's 10-year Road Rehabilitation Program. The 10-year Roads R&R is based on an approved standard service level of Pavement Quality Index (PQI) = 65 to ensure financial self-sufficiency and allow the Town to maintain its road assets in perpetuity. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. The rehabilitation of these streets should lessen maintenance activities. The Pavement Management Philosophy is to: "apply the right treatment to the right road at the right time", it is not recommended to miss the window for a specific rehabilitation technique. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. If the project is not approved the average PQI of 65 for the Town's road network, which was approved as the standard service level, will not be maintained causing the Town's road network to degrade. Budget Future202420222021202020192023Total Expenditures Estimated Expenditures CONTRACTS 3,283,7103,283,710 3,283,710 3,283,710 3,283,710 3,283,710Expenditures Total Funding Infrastructure Sustainability Reserves RDS/SDWLKS/ST LGTS R&R 2,776,7962,776,796 Storm Sewers Contribution 506,914506,914 3,283,710 3,283,710 3,283,710 3,283,710Funding Total Total Over (Under) Funded General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 24 of 30 Town of Aurora Capital Projects Project Department Version Year 31116 M & O - Dunning Ave, Edward St, Golf Links Dr, Ind Pkwy S, McClellan Way, Orchard Planning & Development Services ,Q<HDU 201 Gallery Q:\_Departments_space\Works\Capital Projects\CP 31116 - Reconstruction of Dunning Edward Golf Links Industrial Pkwy S McClellan Orchard Heights General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 25 of 30 Town of Aurora Capital Projects Project Department Version Year 31155 Pavement Condition Assessment - 2019 Planning & Development Services ,Q<HDU 201 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 Q4 2018- Q3 2019 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. To provide the necessary funding to conduct a pavement condition survey/assessment for the Town's entire road network. This survey is conducted for the road system every 3 to 5 years . The survey helps staff in the assessment of the overall health of the Town's road network and provides decision support information for the development of the 10-year capital Roads R&R Program and the annual road resurfacing and rehabilitation projects. Also, the pavement condition data assists in the planning of operational, tactical and strategic initiatives. The project involves hiring a contractor to conduct the pavement inspection on the Town's road system for identification, classification and measurement of individual pavement distresses and establishes a rating scale to describe the pavement condition on each road. PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. LINK TO STRATEGIC PLAN: Supporting an exceptional quality of life for all, Objective 2: Invest in sustainable infrastructure - maintain and expand infrastructure This survey is conducted for the entire road system every 3 to 5 year since roads are degrading differently with time based on network definition, traffic data, construction methodology etc. The project is included in the most recent capital plan. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. The Town-wide pavement condition assessment identifies and measures pavement imperfections and distresses and classifies roads based on a condition rating. This provides decision support information for the 10-year capital roads R&R. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. The survey needs to be conducted every 3 to 5 years since roads are depreciating differently. The survey helps to assess the road system. The 10-year capital roads R&R is based on the most recent survey and is revised accordingly. Budget Future202420222021202020192023Total Expenditures Estimated Expenditures CONSULTING 50,50050,500 50,500 50,500 50,500 50,500Expenditures Total Funding Infrastructure Sustainability Reserves RDS/SDWLKS/ST LGTS R&R 50,50050,500 50,500 50,500 50,500 50,500Funding Total Total Over (Under) Funded General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 26 of 30 Town of Aurora Capital Projects Project Department Version Year 31155 Pavement Condition Assessment - 2019 Planning & Development Services ,Q<HDU 201 Gallery Q:\_Departments_space\Works\Capital Projects\CP 42068 - Bridge Assessment\Bridge_Culvert_Location_Map.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 27 of 30 Town of Aurora Capital Projects Project Department Version Year 42064 Storm Sewer Outlet Cleanup Planning & Development Services ,Q<HDU 201 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 Q4 2018 to Q3 2019 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. To provide funding to address one of the recommendations of the Comprehensive Stormwater Management Master Plan (CSWM-MP) endorsed by Council in April 2016 which is continuous maintenance and improvement of the stormwater inventory, including repairs to broken and collapsed pipes, and removal of sediment and debris in outfall structures. The project will be delivered in 2 parts: Part 1 - design work and preparation of contract documents for storm sewer outfalls repairs, to be delivered in 2017 and 2018 and Part 2 - construction project, to be delivered in 2019. PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. Part 1 of the project involves: update previous study requirements related to storm sewer outfalls, verify accuracy of the storm sewer outfalls inventory and update it if necessary, prepare list of repairs and maintenance needed for each storm outfall - i.e. broken and collapsed pipes, remove sediment and debris in outfall structures, establish a sampling program to sample and analyze dry weather discharges and identify the presence of any contamination, prepare tender documents. Part 2, which involves the storm sewer outfalls clean-up on site, will be delivered in 2019. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. Environmental and community benefits through enhanced stormwater management practices. Act on conclusions and recommendations of the CSWM-MP under the requirements of the Lake Simcoe Protection Plan (LSPP) IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. LINK TO STRATEGIC PLAN: Supporting an exceptional quality of life for all, Objective 2: Invest in sustainable infrastructure Budget Future202420222021202020192023Total Expenditures Estimated Expenditures CONTRACTS 300,000300,000 300,000 300,000 300,000 300,000Expenditures Total Funding Infrastructure Sustainability Reserves Storm Sewers Contribution 300,000300,000 300,000 300,000 300,000 300,000Funding Total Total Over (Under) Funded General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 28 of 30 Town of Aurora Capital Projects Project Department Version Year 42066 Damaged Storm Pipe off Henderson Dr Planning & Development Services ,Q<HDU 201 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 The first phase of the project will be delivered in partnership with the Region of York in 2018. PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. To re-build approximately 370m of storm sewer from Yonge Street through the "Metro Plaza" at 1 Henderson Drive and onto Poplar Crescent including approx. 250m of road on Poplar Crescent). The project will be delivered in 2 parts: Part 1 - design work and contract documents preparation, to be delivered in 2018 in partnership with the Region and Part 2 - construction to be delivered in 2019 on Henderson by the Town LINK TO STRATEGIC PLAN: Supporting an exceptional quality of life for all, Objective 2: Invest in sustainable infrastructure PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. This project involves replacing approx 470m of 900mm storm sewer and reconstruction of 250m of road on Poplar Crescent due to the storm sewer replacement. Re-routing of approx. 120m of 900mm diameter concrete storm sewer and abandon the old sewer partially located under the plaza. The design and work on Yonge Street will be delivered in 2018 in partnership with the Region and construction will take place on Henderson in 2019. Work includes: replacement of storm sewer, relocate concrete storm sewer and connect it to the main sewer line, abandon existing sewer under the building, provide new manholes, connect existing catchbasins to the new sewer, restore the parking lot in the plaza, restore road on Poplar Cres, legal costs related to obtaining an easement in the Town's favour and easement registration costs. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. The Town has a storm main that flows from Yonge Street behind the "Metro Plaza" at 1 Henderson Drive and then onto Poplar Crescent. Staff video-inspected the storm sewer in the spring of 2016 and found that it to be in very poor condition, deformed, broken and in need of repairs. This existing storm sewer is partially located beneath the plaza structure making any infrastructure repairs impractical. A new sewer in a new alignment must be constructed. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. By undertaking this project, the Town will provide better maintenance and ensure the sewer infrastructure is in good condition. Budget Future202420222021202020192023Total Expenditures Estimated Expenditures CONTRACTS 1,500,0001,500,000 1,500,000 1,500,000 1,500,000 1,500,000Expenditures Total Funding Infrastructure Sustainability Reserves RDS/SDWLKS/ST LGTS R&R 500,000500,000 Storm Sewers Contribution 1,000,0001,000,000 1,500,000 1,500,000 1,500,000 1,500,000Funding Total Total Over (Under) Funded General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 29 of 30 Town of Aurora Capital Projects Project Department Version Year 42066 Damaged Storm Pipe off Henderson Dr Planning & Development Services ,Q<HDU 201 Gallery Q:\_Departments_space\Works\Capital Projects\CP 42066 - Damaged Storm Pipe off Henderson Drive\CP_42066.jpg General Committee Meeting Agenda Tuesday, April 17, 2018 Item R6 Page 30 of 30 Town of Aurora General Committee Report No. PDS18-043 Subject: Award of Contract for Consulting Services – Design for the Reconstruction of Browning Court, Johnson Road, Holman Crescent, Baldwin Rd Prepared by: Glen McArthur, Municipal Engineer Department: Planning and Development Services Date: April 17, 2018 Recommendation 1. That Report No. PDS18-043 be received; and 2. That the total approved budget for Capital Project No. 31118 be increased to $276,411, representing an increase of $96,411 to be funded from the storm sewer reserve; and 3. That the Request for Proposal No. 2018-43-PDS-ENG for the provision of consulting services for the design of the reconstruction of Browning Court, Johnson Road, Holman Crescent and Baldwin Road, be awarded to Ainley & Associates Inc. in the amount of $246,934.25, excluding taxes; and 4. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary To receive Council’s authorization to award the contract for consulting services for the reconstruction design of Browning Court, Johnson Road, Holman Crescent and Baldwin Road between Johnson Road and Child Drive to Ainley & Associates Inc. The reconstruction design for these streets will: • improve the road condition; • reduce road and water main maintenance costs; • provide safer driving and pedestrian access; General Committee Meeting Agenda Tuesday, April 17, 2018 Item R7 Page 1 of 7 April 17, 2018 Page 2 of 6 Report No. PDS18-043 • improve control of stormwater runoff; and • improve roadway and boulevard drainage. The RFP 2018-43-PDS-ENG was issued on February 20, 2018 and closed on March 13 2018. The evaluation determined that the highest ranked proposal was made by Ainley & Associates Inc. for $246,934.25 excluding taxes. Background This project is included in the Ten-year Capital Plan with a $180,000 design budget for the year 2018. The roadways to be reconstructed are all local residential with a semi-rural cross- section with gravel shoulders and ditches for drainage. The roadways currently have no sidewalks. This project will involve fully urbanizing these streets replacing the gravel shoulders and ditch with new curb and gutter and storm sewer system as well as new sidewalk on one side of each street. The new storm sewer system will utilize low impact development (LID) techniques as recommended in the Town’s Comprehensive Stormwater Management Master Plan to improve the control and treatment of storm water runoff. The streets have an existing 150mm diameter water main that requires replacement with a new 200mm diameter water main and a sanitary sewer system that will be assessed and replaced if required. Existing street lights are attached to hydro poles within the street boulevards. A photometric assessment and design for street lighting will be completed as part of this project. The existing roadway surfaces within the project limits are in fair to good condition, however to urbanize these roads they will need to be fully reconstructed with all road asphalt and granular being replaced. These semi-rural roadways with ditches are among only a few remaining within the Town to be fully urbanized. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R7 Page 2 of 7 April 17, 2018 Page 3 of 6 Report No. PDS18-043 Analysis Proposal evaluations The Request for Proposal (RFP 2018-43-PDS-ENG) for the design of the reconstruction of Browning Court, Johnson Road, Holman Crescent and Baldwin Road was issued on February 20, 2018 and closed on March 13, 2018. The Tendering Opening Committee received five (5) proposals from the following firms: • Ainley & Associates Inc. • Cole Engineering Group Ltd. • Exp Services Inc. • Morrison Hershfield • Noveen Engineering Inc. A review of the proposals was undertaken with each proposal evaluated based on pre- defined criteria as identified in the RFP. Proponents were required to achieve a minimum score of 70% to proceed to the pricing phase (52.5 out of 70 possible points). Four (4) of the firms that submitted proposals scored above the 70% threshold and their pricing was opened and evaluated. The evaluation team determined that the highest ranked proposal was made by Ainley & Associates Inc. with a cumulative score of 85.3 and total proposal price of $246,934.25. Project Schedule The project will commence in June with final design completed in late 2018. Construction is planned for the spring of 2019. Advisory Committee Review Not applicable. Legal Considerations The awarding of this contract is in accordance with the Town’s Procurement By-law. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R7 Page 3 of 7 April 17, 2018 Page 4 of 6 Report No. PDS18-043 Financial Implications Table 1 below is a financial summary based on the Proposal submitted by Ainley & Associates Inc. Table 1 The $180,000 budget amount submitted for the 2018 Capital Budget was based on preliminary cost estimates for the project. The unfavourable budget variance is a result of the addition of provisional items for potential extra works involving mostly additional soil, groundwater and infiltration investigations related to the LID design. The unfavorable budget variance for this project of $96,411 is recommended to be funded from the Storm Sewer Reserve. Communications Considerations Not applicable. Link to Strategic Plan This project supports the Strategic Plan Goal of Supporting an Exceptional Quality of Life for all by investing in sustainable infrastructure. This ensures vehicular and pedestrian safety is provided to meet the needs and expectations of our community Approved Budget for Design Capital Project # 31118 $180,000 Total Approved Budget for Design $180,000 Less previous commitments $0 Funding available for subject Project $180,000 Contract Award excluding HST $246,934.25 Non-refundable taxes (1.76%) $4,347 Sub-Total $251,282 Contingency amount (10%) $25,129 Total Funding Required $276,411 Budget Variance ($96,411) General Committee Meeting Agenda Tuesday, April 17, 2018 Item R7 Page 4 of 7 April 17, 2018 Page 5 of 6 Report No. PDS18-043 Alternative(s) to the Recommendation Council may choose to not award this project. The RFP evaluation process meets all of the 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 reconstruction of Browning Court, Johnson Road, Holman Crescent and Baldwin Road will not proceed. Conclusions The RFP review has complied with the Procurement By-law requirements and it is recommended that the Contract for the provision of consulting services for the design of the reconstruction of Browning Court, Johnson Road, Holman Crescent and Baldwin Road, RFP 2018-43-PDS-ENG, be awarded to Ainley & Associates Inc. for $246,934.25, excluding taxes. The total approved budget for Capital Project No. 31118 has to be increased to $276,411, representing an increase of $96,411 to be funded from the storm sewer reserve. Attachments Appendix ‘A’ – Key Plan showing the location of proposed road reconstruction design works Previous Reports None Pre-submission Review Agenda Management Meeting review on March 29, 2018 General Committee Meeting Agenda Tuesday, April 17, 2018 Item R7 Page 5 of 7 General Committee Meeting Agenda Tuesday, April 17, 2018Item R7 Page 6 of 7 Glass Dr Child DrRichardson Dr HENDERSON DRIVE Holman CresJohnso n R d ConfederationPark Child Dr Gl a s s D r HENDERSON DRIVEKnowles CresSeaton DrHolman CresJohnson RdBaldwin RdWebster DrBrowning CrtMcClellanWay Map created by the Town of Aurora Planning and Development Services Department, March 21st, 2018. Base data provided by York Region and Aurora - GIS. This is not a legal survey. 0 25 50 Metres Hwy 404Bathurst StYonge StYonge StBayview AveLeslie StLeslie StHwy 404St John's Sdrd Wellington St EWellingtonSt W Henderson Vandorf Sdrd Bloomington Rd SUBJECTLANDS Dr PDS18-043 Appendix 'A' LOCATION OF PROPOSED ROAD RECONSTRUCTION DESIGN FORBROWNING CRT, JOHNSON RD, HOLMAN CRES & BALDWIN RD KEY PLAN General Committee Meeting Agenda Tuesday, April 17, 2018 Item R7 Page 7 of 7 Town of Aurora General Committee Report No. PDS18-044 Subject: Award of Tender 2018-09-PDS-ENG - For Road Reconstruction on Kennedy Street West, Temperance Street, Ransom Street and Ransom Court Prepared by: Patrick Ngo, Municipal Engineer Department: Planning and Development Services Date: April 17, 2018 Recommendations 1. That Report No. PDS18-044 be received; and 2. That the total approved budget for Capital Project Numbers 31109 and 31114 be increased to $2,988,257, representing an increase of $860,991 to be funded from the Water and Road Reserves; and 3. That Tender 2018-09-PDS-ENG – For Road Reconstruction on Kennedy Street West (from George Street to Yonge Street), Temperance Street (from Ransom Street to Kennedy Street West), Ransom Street and Ransom Court be awarded to Direct Underground Inc. in the amount of $2,656,837 excluding taxes; and 4. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary To receive Council’s authorization to award Tender 2018-09-PDS-ENG to Direct Underground Inc. Background The full depth road reconstruction of Kennedy Street West (from George St. to Yonge St.), Temperance Street (from Ransom Street to Kennedy St. W.), Ransom Street and Ransom Court) is included in the Town of Aurora 10-Year Capital Reconstruction program. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R8 Page 1 of 7 April 17, 2018 Page 2 of 6 Report No. PDS18-044 The capital funding for this project has been approved by Council for delivery in 2018 in the amount of $2,127,266 and this report provides the details of the tendering results and recommendation to proceed to construction. This project has been presented to the community through a public open house to provide interested residents the opportunity to view the drawings, ask questions and provide comments prior to the completion of the design drawings. The capital funding for this project has been approved by Council for delivery in 2018 and this report provides the details of the tendering results and recommendation to proceed to construction. Analysis A total of 39 plan takers picked up the tender documents and on March 7, 2018, the Tender Opening Committee received Ten (10) compliant bids. The lowest compliant bidder for this tender was Direct Underground Inc. as summarized in Table 1. Table 1 FIRM NAME TOTAL BID (excluding taxes) 1 Direct Underground Inc. $2,656,837 2 Rabcon Contractors Ltd. $2,676,472 3 Mar-King Construction Company Ltd. $2,823,412 4 North Rock Group Ltd $2,916,181 5 Blackstone Paving & Construction Limited $3,052,524 6 614128 Ontario Ltd o/a Trisan Construction $3,083,582 7 GRASCAN CONSTRUCTION LTD. $3,355,000 8 Wyndale Paving Co. Ltd $3,943,322 9 Robert B. Somerville Co. Limited $4,064,937 10 Sanscon Construction Ltd $4,208,894 General Committee Meeting Agenda Tuesday, April 17, 2018 Item R8 Page 2 of 7 April 17, 2018 Page 3 of 6 Report No. PDS18-044 Verification of the Tenders was undertaken by Town staff. Direct Underground Inc. has successfully completed similar projects for the Town Aurora and other Municipalities. Project Schedule The Contract is expected to commence in May 2018. Advisory Committee Review Not applicable Legal Considerations The awarding of this tender is in accordance with the Town’s Procurement Bylaw. Financial Implications Kennedy Street, Temperance Street (project number 31109), Ransom Court and Ransom Street (project number 31114) are in very close proximity to each other, as such, it is more cost effective in combining these two projects in one tender. Table 2 is a financial summary for Capital Project Numbers 31109 and 31114 as based on the Tender submitted by Direct Underground Inc. Table 2 Approved Budget Funding Available for Capital Projects 31109 $1,534,109 Funding Available for Capital Projects 31114 $593,157 Total Construction Budget Available for Project #31109 & 31114 $2,127,266 Contract Award excluding HST Capital Projects 31109 $2,114,972 Capital Projects 31114 $541,865 Total Contract Price for Projects #31109 & 31114 excluding HST $2,656,837 Non-refundable taxes (1.76%) $46,760 General Committee Meeting Agenda Tuesday, April 17, 2018 Item R8 Page 3 of 7 April 17, 2018 Page 4 of 6 Report No. PDS18-044 Geotechnical Inspection (Under Separate P.O.) $5,000 Arborist Inspection (Under Separate P.O.) $3,000 Construction Signage (Under Separate P.O.) $5,000 Sub-Total $2,716,597 Contingency amount (10%) $271,660 Total Funding Required $2,988,257 Budget Variance Capital Projects 31109 (-$847,606) Capital Projects 31114 (-$13,385) Budget Variance (-$860,991) Additional funding is required to proceed with this road reconstruction project. It is recommended that this budget variance of $860,991 be provided from the Water and Roads Reserves. The difference between the estimated budget and the tender price is mostly due to the fact that a detailed cost estimate was not available from the engineering consultant at the time of the 2018 capital budget preparation. Communications Considerations Staff have anticipated a medium to high impact to local residents as the proposed full depth road reconstruction will include, replacement of the road including granular base and asphalt surface, new sidewalk and curb, new watermain and sanitary sewer, and improvements to the existing storm sewer system. This will restrict traffic to one lane on occasion, disrupt water service on occasion, and limit access to driveways for short periods of time. Nevertheless, there will be low impact to schools, facilities and businesses. Staff will include extra signage on the road and communication before and during construction. Construction is anticipated to commence in May 2018 and be completed within eighty (80) working days, weather permitting. General Committee Meeting Agenda Tuesday, April 17, 2018 Item R8 Page 4 of 7 April 17, 2018 Page 5 of 6 Report No. PDS18-044 Link to Strategic Plan This project supports the Strategic Plan goal of Supporting and Exceptional Quality of Life for All by Investing in Sustainable Infrastructure. This ensures road safety is provided to meet the needs and expectations of our community. Alternative(s) to the Recommendation Council may choose to not award this project. The Tender evaluation process meets all requirements for the Procurement By-law and awarding this contract is the next step in fulfilling the requirements of the tendering process. If council chooses to not award this contract, these road segments will not be rehabilitated and future road maintenance will be more extensive and costly. Conclusions The Tender review has complied with the procurement By-law requirements and it is recommended that Tender 2018-09-PDS-ENG for road reconstruction of Kennedy Street West (from George St. to Yonge St.), Temperance Street (from Ransom Street to Kennedy St. W.), Ransom Street and Ransom Court) be awarded to Direct Underground Inc. in the amount of $2,656,837 excluding taxes. Staff recommended that the total approved budget for Capital numbers 31109 and 31114 be increased to $2,988,257, representing a total increase of $860,991. That is, $210,000 to be funded from Water Reserve and $650,991 from Road Reserve. As mentioned before, the difference between the estimated budget and the tender price is mostly due to the fact that a detailed cost estimate was not available from the engineering consultant at the time of the 2018 capital budget preparation. Attachments Appendix ‘A’ – Key Plan showing the locations of proposed roadway reconstruction. Previous Reports None General Committee Meeting Agenda Tuesday, April 17, 2018 Item R8 Page 5 of 7 General Committee Meeting Agenda Tuesday, April 17, 2018Item R8 Page 6 of 7 YONGE STREETTemperance StYONGE STREETGolf Links Dr Kennedy Street West Temperance StGeorge StReuben St Ransom St Hawthorne Ln Royal RdGeorge StCousins Dr Ransom Crt Map created by the Town of Aurora Planning and Development Services Department, March 21st, 2018. Base data provided by York Region and Aurora - GIS. This is not a legal survey. 0 25 50 Metres Hwy 404Bathurst StYonge StYonge StBayview AveLeslie StLeslie StHwy 404St John's Sdrd Wellington St EWellingtonSt W Henderson Vandorf Sdrd Bloomington Rd SUBJECTLANDS Dr PDS18-044 Appendix 'A' LOCATION OF PROPOSED ROAD RECONSTRUCTIONKENNEDY ST W, TEMPERANCE ST, RANSOM ST AND RANSOM CRT KEY PLAN General Committee Meeting Agenda Tuesday, April 17, 2018 Item R8 Page 7 of 7 Public Release April 13, 2018 Town of Aurora Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 7 p.m., Council Chambers •Revised General Committee Meeting Agenda Index •Item R9 – FS18-015 – Information Regarding Accessing Hydro Reserve Funds •Notice of Motion (a) Councillor Abel Re: Business and Community Operations – Niagara College – Canadian Food and Wine Institute Public Release April 13, 2018 Town of Aurora General Committee Meeting Agenda (Revised) Tuesday, April 17, 2018 7 p.m., Council Chambers Councillor Kim in the Chair 1.Approval of the Agenda Recommended: That the agenda as circulated by Legislative Services be approved. 2.Declarations of Pecuniary Interest and General Nature Thereof 3. Presentations 4.Delegations (a)Nathalie Karvonen, Toronto Wildlife Centre Re: Wildlife Services 5.Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that a Member may request for one or more items to be removed from the Consent Agenda for separate discussion and action. General Committee Meeting Agenda (Revised) Tuesday, April 17, 2018 Page 2 of 7 Recommended: That the following Consent Agenda Items, C1 to C6 inclusive, be approved: C1. CS18-007 – Amendments to the Municipal Elections Act, 1996 (Information Report dated April 3, 2018, included on agenda as per Member of Council request) Recommended: 1. That Report No. CS18-007 be received for information. C2. FS18-014 – Capital Close Report as of December 31, 2017 Recommended: 1. That Report No. FS18-014 be received; and, 2. That the capital project closures and capital funding adjustments outlined in Attachments #1 and #2 be approved. C3. PDS18-039 – Application for Removal of Holding (H) Provision Zoning By-law Amendment Coppervalley Estates Inc. 1756 St. John’s Sideroad East File Number: ZBA-2015-09 (H) Related File Number: SUB-2015-05 Recommended: 1. That Report No. PDS18-039 be received; and 2. That the Application to remove the Holding (H) Provision (ZBA-2015- 09(H)) from Lots 1 to 22 and 24 to 109 inclusive on the approved Draft Plan of Subdivision (SUB-2015-05) be approved; and 3. That the removal of the holding provision by-law, be presented at a future Council meeting. General Committee Meeting Agenda (Revised) Tuesday, April 17, 2018 Page 3 of 7 C4. PDS18-041 – Award of Tender 2018-41-PDS-ENG – For Restoration of Two (2) Culverts on Yonge Street where Tannery Creek Crosses Recommended: 1. That Report No. PDS18-041 be received; and 2. That Tender 2018-41-PDS-ENG for the restoration of two (2) culverts on Yonge Street where Tannery Creek crosses, be awarded to R&M Construction in the amount of $136,405.00 excluding taxes; and 3. That the favourable budget variance of $356,403.77 be returned to source; and 4. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to same. C5. Accessibility Advisory Committee Meeting Minutes of March 7, 2018 Recommended: 1. That the Accessibility Advisory Committee meeting minutes of March 7, 2018, be received for information. C6. Audit Committee Meeting Minutes of March 27, 2018 Recommended: 1. That the Audit Committee meeting minutes of March 27, 2018, be received for information. 6. Consideration of Items Requiring Discussion (Regular Agenda) R1. OPS18-008 – 100 Vandorf Sideroad – Hallmark Lands Community Park Design Recommended: 1. That Report No. OPS18-008 be received; and General Committee Meeting Agenda (Revised) Tuesday, April 17, 2018 Page 4 of 7 2. That this report satisfy Council’s conditional budget for Capital Project No. 73287 – Hallmark Lands – Baseball Diamonds in the amount of $3,000,000; and 3. That staff be authorized to commence the detailed design and tendering process for 100 Vandorf Sideroad, and proceed with the Capital Project as presented. R2. CS18-008 – Fence By-law Review Recommended: 1. That Report No. CS18-008 be received; and 2. That a by-law to amend the Town’s Fence By-law No. 4753-05.P be enacted at a future Council meeting. R3. PDS18-038 – Petch House – Potential Conversion to a Wedding Chapel Use Recommended: 1. That Report No. PDS18-038 be received; and 2. That the funding and improvements to the Petch House for either Option 1 or Option 2 as outlined in this report be approved; and 3. That Capital Project No. 81020 for the Petch House Conversion be approved; and 4. That the appropriate budget for Capital Project No. 81020, to be funded from the Heritage Reserve Fund be approved. R4. CMS18-006 – Special Events Corporate Resource Review Recommended: 1. That Report No. CMS18-006 be received; and General Committee Meeting Agenda (Revised) Tuesday, April 17, 2018 Page 5 of 7 2. That the additional funding for a permanent part-time Special Events Assistant in the amount of $21,000 for the remainder of 2018, to be funded from the Council Contingency Operating Account, be approved. R5. FS18-007 – Procurement By-law Threshold Changes Recommended: 1. That Report No. FS18-007 be received; and 2. That the procurement process changes outlined in Report No. FS18-007 be approved; and 3. That the necessary updated Procurement By-law be enacted at a future Council meeting. R6. FS18-009 – 2018 In-Year Capital Budget Recommended: 1. That Report No. FS18-009 be received; and 2. That the ten capital projects outlined in Attachment #1 be approved having a total budget of $5,978,260, to be funded from the Reserve Funds as outlined in Attachment #1. R7. PDS18-043 – Award of Contract for Consulting Services – Design for the Reconstruction of Browning Court, Johnson Road, Holman Crescent, and Baldwin Road Recommended: 1. That Report No. PDS18-043 be received; and 2. That the total approved budget for Capital Project No. 31118 be increased to $276,411, representing an increase of $96,411, to be funded from the Storm Sewer Reserve; and 3. That the Request for Proposal No. 2018-43-PDS-ENG for the provision of consulting services for the design of the reconstruction of Browning Court, Johnson Road, Holman Crescent and Baldwin Road, be awarded General Committee Meeting Agenda (Revised) Tuesday, April 17, 2018 Page 6 of 7 to Ainley & Associates Inc. in the amount of $246,934.25, excluding taxes; and 4. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to same. R8. PDS18-044 – Award of Tender 2018-09-PDS-ENG – For Road Reconstruction on Kennedy Street West, Temperance Street, Ransom Street and Ransom Court Recommended: 1. That Report No. PDS18-044 be received; and 2. That the total approved budget for Capital Project Numbers 31109 and 31114 be increased to $2,988,257, representing an increase of $860,991, to be funded from the Water and Road Reserves; and 3. That Tender 2018-09-PDS-ENG for road reconstruction on Kennedy Street West (from George Street to Yonge Street), Temperance Street (from Ransom Street to Kennedy Street West), Ransom Street and Ransom Court, be awarded to Direct Underground Inc. in the amount of $2,656,837, excluding taxes; and 4. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all ancillary agreements required to give effect to same. R9. FS18-015 – Information Regarding Accessing Hydro Reserve Funds (Added Item) Recommended: 1. That Report No. FS18-015 be received; and 2. That Council provide direction regarding alternative by-law amendments presented in this report; and 3. That, as applicable, staff be directed to bring forward the necessary draft by-law for adoption to the Council meeting of April 25, 2018. General Committee Meeting Agenda (Revised) Tuesday, April 17, 2018 Page 7 of 7 7. Notices of Motion (a) Councillor Abel Re: Business and Community Operations – Niagara College – Canadian Food and Wine Institute (Added Item) 8. New Business 9. Closed Session 10. Adjournment Town of Aurora General Committee Report No. FS18-015 Subject: Information regarding accessing Hydro Reserve funds Prepared by: Dan Elliott, Director of Financial Services - Treasurer Department: Financial Services Date: April 17, 2018 Recommendation 1. That Report No. FS18-015 be received; and 2. That Council provide direction regarding alternative by-law amendments presented in this report; and 3. That, as applicable, staff be directed to bring forward the necessary draft bylaw for adoption to the Council meeting of April 25, 2018. Executive Summary Final design and cost estimate reports seeking funding are shortly expected for the Armoury project and the Library Square project. A report was recently presented outlining funding strategies for these projects, which indicated use of Aurora Hydro Sale Investment Reserve Funds. These funds have restrictive rules attached to them. Staff were asked to present a report for information regarding the funds, their conditions and rules, and copies of the bylaws. • Proceeds of sale of Aurora Hydro placed into two reserve funds • The smaller Council Discretionary Reserve Fund has fewer constraints • The larger Hydro Sale Investment Reserve Fund has complex constraints • The restrictive voting rule could result in project delays • Restrictive rules of the bylaw can be changed at any time by simple majority • Change options are provided Background It has been noted in other reports that in the coming weeks, final pretender design and funding requirements are expected to be brought to Council for both the Armoury update, and the Library Square which will include a new community use building. Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Item R9 Page 1 of 11 April 17, 2018 Page 2 of 7 Report No. FS18-015 Report No. FS18-011 was presented at April 3, 2018 General Committee outlining funding strategies for these projects. At its meeting of April 3, 2018, Council asked staff to prepare an information report regarding the funds, their conditions and rules, and copies of the bylaws. For clarity, much of the text of this report has been lifted directly from the reserve fund bylaws. Proceeds of sale of Aurora Hydro placed into two reserve funds The Town of Aurora sold its interest in Aurora Hydro Connections Limited to Powerstream Inc. in June 2005. Ultimately, 90% of the proceeds were placed into the Aurora Hydro Sale Investment Reserve Fund, with the remaining 10% placed into the Council Discretionary Reserve Fund. In July, 2012, Staff Report CFS12-022 was presented to Council which reviewed all history of the evolution, purposes and intents of these reserves, and any restrictions imposed by Council. At the time, there were mixed recollections of what had actually been approved by Council. Report CFS12-022 resulted in the formal adoption of two reserve fund bylaws which outlined the purposes, restrictions and rules governing the use of each of the two reserve funds. The passage of these bylaws put to an end the uncertainty of the past Councils actions in this regard, and actually rescinded all prior bylaws and resolutions of Council related to the conditions and purposes of the proceeds of the sale of the hydro. Both reserve funds earn and retain interest. Both reserve funds distinguish between the principal portion and the earned interest portions in their rules. The smaller Council Discretionary Reserve Fund has fewer constraints The Council Discretionary Reserve Fund was formalized in 2012 by By-law 5440-12, included here as Attachment #1. It has a current balance of $877,400. Use of Interest Portion: The earned interest portion of the balance may be allocated or expended for any purpose as determined, at the sole discretion of Council, to be in the best interest of the Town. Use of Principal Portion: The principal portion of the fund may be allocated or expended for any purpose as determined, at the sole discretion of Council, to be in the best interest of the Town, and should Council wish to allocate or expend any of the principal from the Fund for any Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Item R9 Page 2 of 11 April 17, 2018 Page 3 of 7 Report No. FS18-015 purpose, public notice published in a local newspaper having general circulation throughout the community shall be provide at least thirty (30) days in advance before the allocation or expense is approved at an open Council meeting. Other conditions: Any donations, expenditures, or allocations from the Fund must recognize in program or project advertising that the contribution was made from the proceeds of the sale of Aurora Hydro Connections Limited. The larger Hydro Sale Investment Reserve Fund has complex constraints. The Hydro Sale Investment Reserve Fund was formalized in 2012 by By-law 5439-12, included here as Attachment #2. It has a current balance of $36,013,800. Use of Interest Portion: The unspent interest (from prior years) portion of the balance may be allocated or expended at the sole discretion of Council for new initiatives identified in the prevailing Strategic Plan. Such approval is by simple majority vote of Council. The interest portion from prior years may also be used for any other purpose determined by Council to be in the best interest of the Town, subject to adoption in accordance with the restrictive voting rule described below. Use of Principal Portion: The principal of the fund may be allocated or expended for any purpose as determined, at the sole discretion of Council, to be in the best interest of the Town, subject to adoption in accordance with the restrictive voting rule described below. Further, public notice must be published in a local newspaper having general circulation throughout the community shall be provided at least thirty (30) days in advance before the allocation or expense is approved at an open Council meeting. Restrictive Voting Rule Any allocation or expenditure of the principal portion, or ‘non-Strategic Plan” uses of the interest portions shall be made by resolution of Council, as adopted by a vote of not less than two-thirds (2/3) of the entire Council, and further that, Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Item R9 Page 3 of 11 April 17, 2018 Page 4 of 7 Report No. FS18-015 a) “entire Council” shall mean all members of Council being present in Council Chambers at the time of the vote; b) Should the entire Council not be present in Council Chambers at the time of the vote, the vote shall be deferred until the entire Council is so present; and c) In the event the entire Council is not present for three (3) consecutive Council meetings, the requirement for all Council members to attend such meeting shall be reduced by one (1) member of Council. There is no recognition condition regarding investments, donations or allocations from this reserve. Analysis The restrictive voting rule could result in project delays The restrictive voting rule clearly requires that any vote requires a two-thirds (2/3) majority of Council. This would put ‘veto power’ in the hands of any four members of Council of the nine seat Council. The intent of the voting rule appears to want all members of Council to be present for the vote. If any member simply excuses themselves or wanders from the table just prior to the vote, the vote cannot happen. This technically grants veto power to the proposed funding allocation to any one member in this manner. If this happens three meetings in a row, the ‘veto through absence’ power goes to any two members, which lasts indefinitely. This clearly is in conflict to the intent of the two-thirds majority part of the rule and has the potential to stall the initiative of Council where support exists from two-thirds or more of the members. It would appear the intent of the rule was that all members of Council should be given the opportunity to attend the meeting at which the vote is expected to take place, and that two-thirds of the members of Council support the allocation proposal. Consideration should be given to changing the text of the rule as set out in the by-law. Restrictive rules of the bylaw can be changed at any time by simple majority Changes to the current by-law and the subject restrictive rules may be made by a simple majority of Council at any time and adoption of the amending bylaw. At least three options exist at this point for Council to consider: Option 1: Make no changes to the restrictive voting rule. Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Item R9 Page 4 of 11 April 17, 2018 Page 5 of 7 Report No. FS18-015 Option 2: Require affirmative votes from two thirds of the total membership of Council, without the requirement for all members be in attendance at the time of the vote. If time permitted, it is likely that Council would extend courtesy to a member, if they were unable to attend the meeting due to a personal emergency, by delaying the vote to the next meeting. It may be less likely such courtesy would be extended for several meetings. Option 3: Require only a two-thirds vote of the members present, with the caveat that the vote must take place at a regularly scheduled Council meeting, or one which was specifically called, but scheduled at least some determined period in advance, such as 15 days. This approach keeps the two-thirds vote concept, yet prevents the vote to be scheduled on short notice, allowing all members a fair opportunity to attend, participate in the discussion and vote. Legal Considerations The rules governing the use and access of the hydro reserve funds were established by Council through the adoption of the two Town of Aurora approved by-laws noted in this report. There are no other specific provincial or federal regulations or legislation which restrict the use or allocation of these funds. Council has full autonomy in this regard; the rules are entirely established by local Council, and can be changed or eliminated by Council. The current by-laws do not include any conditions or restrictions in making changes to them. Accordingly, they may be amended at any time in accordance with the Town’s Procedure By-law. Financial Implications There are no direct financial implications arising from this report. Allowing the current restrictive voting rule to remain in effect may expose the municipality to delays in moving desirable projects forward. Such project delays may have direct or indirect financial impacts to the Town. Communications Considerations Members of the community who have registered for notifications regarding use of hydro funding have received notification of the availability of this report at the time of its public release through the agenda process. Information regarding funding allocations for both the Armoury and Library Square will be posted to the Town website. Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Item R9 Page 5 of 11 April 17, 2018 Page 6 of 7 Report No. FS18-015 Link to Strategic Plan Outlining and understanding the Town’s two hydro reserves and their rules and conditions contributes to achieving the Strategic Plan guiding principle of “Leadership in Corporate Management” and improves transparency and accountability to the community. Alternative(s) to the Recommendation 1. To effect Option 1, this report should be received only, with Recommendations #2 and #3 of this report deleted 2. To effect Option 2, Recommendation #2 of this report should be replaced with the following text: That Section 7 of By-law No. 5439-12 be removed and replaced with the following: That any expenditure or allocation of monies from the principal, or earned interest portions of the Fund as specified in paragraph 5 of this By-law, shall be made by resolution of Council, as adopted by a vote consisting of affirmative votes cast equal to two-thirds (2/3) or more of the membership of Council. 3. To effect Option 3, Recommendation #2 of this report should be replaced with the following text: That Section 7. Of By-law No. 5439-12 be removed and replaced with the following: That any expenditure or allocation of monies from the principal, or earned interest portions of the Fund as specified in paragraph 5 of this By-law, shall be made by resolution of Council, as adopted by a vote of two-thirds (2/3) or more majority of those in attendance at the time of the vote. Such vote may only take place at a regularly scheduled meeting, or one which was duly called with at least fifteen calendar days prior notice to all members of Council. 4. Council may propose any other amendments to the two hydro reserve fund by-laws as deemed appropriate. Changes only require a simple majority vote. Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Item R9 Page 6 of 11 Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018Item R9 Page 7 of 11 Attachment #1 Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Item R9 Page 8 of 11 Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Item R9 Page 9 of 11 Attachment #2 Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Item R9 Page 10 of 11 Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Item R9 Page 11 of 11 Notice of Motion Councillor John Abel Date: April 17, 2018 To: Mayor and Members of Council From: Councillor Abel Re: Business and Community Opportunities – Niagara College Canadian Food and Wine Institute Whereas Report No. PBS17-099 was received for information at the December 12, 2017 Council meeting; and Whereas within the executive summary of the report, the purpose was to announce a recently approved partnership with Niagara College to deliver training programs in the soon-to-be renovated Aurora Armoury; and Whereas the Town had been working with Niagara College on a potential business incubator, and post-secondary facility at the Aurora Armoury; and Whereas this type of business incubator space is a strategic priority for the Town as outlined in the Strategic Plan and Economic Development Action Plan; and Whereas this type of training offers significant opportunities for business and community development; and Whereas the planned activities will also create a significant tourism driver for the Town and surrounding areas; and Whereas staff believe that the proposal aligns well with the Town’s revitalization activities in the Aurora Promenade as well as the feedback received to date through the Cultural Precinct Plan consultation; and Whereas, in addition, staff believe that the establishment of the proposed training facility is a necessary first step towards the potential creation of a larger scale facility in Aurora; and Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Notice of Motion (a) Page 1 of 2 Notice of Motion Re: Business and Community Opportunities – Niagara College Canadian Food and Wine Institute April 17, 2018 Page 2 of 2 Whereas the public identified a microbrewery, winery and community space as potential uses for the Aurora Armoury; 1.Now Therefore Be It Hereby Resolved That staff be directed to report back with the details on how the Canadian Food and Wine Institute (CFWI) training facility will provide an incubator, attract tourism, business/economic development, and investment in the Downtown revitalization; and 2.Be It Further Resolved That the report present the business plan for the CFWI, including the hours of operation, number of students, job placement, and the location(s) of the potential expansion of Niagara College; and 3.Be It Further Resolved That, with regard to the community area within the Armoury that the public will be able to access, the report present the size of the area that will be available, the hours of access, permitting, planned activities, and programs the Town will be offering; and 4.Be It Further Resolved That the financial implications of the four-year lease be calculated to demonstrate the return in revenues to the Town for their Capital investment; and 5.Be It Further Resolved That the report provide benchmarks from which we can measure the milestones and achievements as outlined in Report No. PBS17-099. Additional Items to General Committee Meeting Agenda Tuesday, April 17, 2018 Notice of Motion (a) Page 2 of 2 Public Release April 17, 2018 Town of Aurora Additional Items No. 2 to General Committee Meeting Agenda Tuesday, April 17, 2018 7 p.m., Council Chambers • Delegation (b) Martin Ambrose representing Aurora Soccer Club Re: Item R1 – OPS18-008 – 100 Vandorf Sideroad – Hallmark Lands Community Park Design • Delegation (c) Roy Cohen, Aurora Youth Soccer Club (Aurora FC) Re: Item R1 – OPS18-008 – 100 Vandorf Sideroad – Hallmark Lands Community Park Design • Delegation (d) Joanne Russo Re: Aurora Business Improvement Association Additional Items No. 2 to General Committee Meeting Agenda Tuesday, April 17, 2018Delegation (b) Page 1 of 1 Delegation Request 7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date Council/Committee Meeting DQGDate: Subject: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆܆1R ܆ ,I\HVZLWKZKRP"'DWH ܆ ,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYH PLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- General Committee April 17, 2018 Design of Hallmark Lands for sport (soccer) fields. Roy Cohen Aurora Youth Soccer Club (Aurora FC) Support of design of 2 soccer fields in the Hallmark Lands Community Park at 100 Vandorf Sideroad. The inevitable loss of the 2 Sr Fields, 2 9v9 Fields, 2 7v7 Fields, 3 Micro Fields and 10 5v5 Fields at Magna (19 fields in total) will necessitate the building of replacement fields in Aurora for an Aurora based Community Sports Organization. ✔ Additional Items No. 2 to General Committee Meeting Agenda Tuesday, April 17, 2018 Delegation (c) Page 1 of 1 7KLV'HOHJDWLRQ5HTXHVWIRUPDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQ IRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU&RPPLWWHHVRI&RXQFLOPXVWEHVXEPLWWHGWRWKH &OHUN¶VRIILFHE\WKHIROORZLQJGHDGOLQH 4:30 p.m. Two (2) Days Prior to the Requested Meeting Date DQG Subject: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU &RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW"<HV ܆܆ 1R ܆ ,I\HVZLWKZKRP"'DWH ܆ ,DFNQRZOHGJHWKDWWKH3URFHGXUH%\ODZSHUPLWVILYH PLQXWHVIRU'HOHJDWLRQV /HJLVODWLYH6HUYLFHV &OHUNV#DXURUDFD 7RZQRI$XURUD -RKQ:HVW:D\%R[ $XURUD21/*- Tuesday, April 17, 2018 Aurora Business Improvement Association Joanne Russo Aurora Business Improvement Association To begin the process to form a Business Improvement Association for the Town of Auro ra that includes the historical downtown area. ✔ Anthony Ierullo March 2018 ■ Additional Items No. 2 to General Committee Meeting Agenda Tuesday, April 17, 2018 Delegation (d) Page 1 of 1