AGENDA - General Committee - 20181211
General Committee
Meeting Agenda
Tuesday, December 11, 2018
7 p.m.
Council Chambers
Aurora Town Hall
Public Release
December 4, 2018
Town of Aurora
General Committee
Meeting Agenda
Tuesday, December 11, 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. Community Presentations
4. Delegations
5. Consent Agenda
Items listed under the Consent Agenda are considered routine or no longer require
further discussion, and are enacted in one motion. The exception to this rule is that
a Member may request for one or more items to be removed from the Consent
Agenda for separate discussion and action.
Recommended:
That the following Consent Agenda Items, C1 to C2, be approved:
General Committee Meeting Agenda
Tuesday, December 11, 2018 Page 2 of 5
C1. CS18-025 – Access Aurora, Customer Service Quarterly Report
(Information Report dated September 11, 2018, included on agenda per
Member of Council request)
Recommended:
1.That Report No. CS18-025 be received for information.
C2. PDS18-098 – Planning Application Status List
(Information Report dated September 11, 2018, included on agenda per
Member of Council request)
Recommended:
1.That Report No. PDS18-098 be received for information.
6.Advisory Committee Meeting Minutes
7.Consideration of Items Requiring Discussion (Regular Agenda)
R1. CS18-028 – Policy for Ad Hoc/Advisory Committees and Local Boards
Recommended:
1.That Report No. CS18-028 be received; and
2.That Attachment 2, the policy for Ad Hoc/Advisory Committees and Local
Boards be approved; and
3.That the following Advisory Committees be established:
•Community Recognition Review Advisory Committee
•Community Services Advisory Committee
•Heritage Advisory Committee
•Finance Advisory Committee (Council members only)
General Committee Meeting Agenda
Tuesday, December 11, 2018 Page 3 of 5
•Governance Review Ad Hoc Committee; and
4.That staff be directed to advertise for members of the Committees listed
above with the exception of the Finance Advisory Committee; and
5.That the attached Terms of Reference for each Committee be approved.
R2. CS18-031 – Noise Exemption Request – 440 William Graham Drive
Recommended:
1.That Report No. CS18-031 be received; and
2.That an exemption to the Town’s Noise By-law No. 4787-06.P to allow for
the construction of cast-in-place concrete slabs at 440 William Graham
Drive be approved; and
3.That a by-law to amend the Noise By-law No. 4787-06.P be enacted at a
future Council meeting to provide delegated authority to staff to approve
noise exemptions for continuous pouring of concrete that cannot be
interrupted once the operations have commenced.
R3. FS18-027 – 2019 Fees and Charges Update
Recommended:
1.That Report No. FS18-027 be received; and
2.That a by-law be enacted to set the 2019 Fees and Charges for
applications, permits, use of Town property, the sale of documents and
for the prescribed service charges for administrative matters as itemized
on the attached schedules, be approved.
R4. CAO18-007 – Town of Aurora Website Upgrade
Recommended:
1.That Report No. CAO18-007 be received; and
2.That this report satisfy Council’s conditional budget approval for Capital
Project No. 12037 – Town of Aurora Website in the amount of $70,000.
General Committee Meeting Agenda
Tuesday, December 11, 2018 Page 4 of 5
R5. CS18-030 – Approval of 2019 Meeting Schedule
Recommended:
1.That Report No. CS18-030 be received; and
2.That the 2019 Meeting Schedule (Attachment No. 1) be approved; and
3.That the Town Clerk be authorized to make amendments to the Council
and Committee Meeting Calendar as required.
R6. FS18-025 – 2018 Year End Surplus/Deficit Financial Control By-law
Recommended:
1.That Report No. FS18-025 be received; and
2.That a by-law be enacted to authorize the Treasurer and the Chief
Administrative Officer to make necessary year-end financial adjustments:
(a)to allocate any 2018 Operating Fund surplus or deficit as set out in
Report No. FS18-025; and
(b)to allocate any 2018 surplus or alternatively fund any deficit in the
Water, Wastewater, or Stormwater budgets to or from the
appropriate related reserve accounts; and
3.That the Treasurer and Chief Administrative Officer report to Council after
the year end surplus/deficit control adjustments and allocations have
been completed.
R7. FS18-026 – Annual Cancellation, Reduction or Refund of Property
Taxes under Sections 357 and 358 of the Municipal Act
Recommended:
1.That Report No. FS18-026 be received; and
2.That a meeting be held in accordance with Sections 357 and 358 of the
Municipal Act, 2001 as amended (the Act) in respect of the applications
General Committee Meeting Agenda
Tuesday, December 11, 2018 Page 5 of 5
filed with the Treasurer by owners of property listed in this report at which
applicants may make representation; and
3.That total property taxes in the amount of $18,544.07 and $30,118.58 be
adjusted under Section 357 and 358 of the Act respectively set out in
Attachments #1 and #2; and
4.That any associated interest charged applicable to these adjustments be
cancelled in proportion to the total property taxes adjusted.
8.Notices of Motion
9. New Business
10.Closed Session
11.Adjournment
Town of Aurora
Information Report No.CS18-025
Subject: Access Aurora, Customer Service Quarterly Report
Prepared by: Ivy Henriksen, Manager of Customer Service
Department: Corporate Services
Date: September 11, 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 is a new quarterly report created for Access Aurora to advise Council of
activities conducted in this centralized unit during the 2nd quarter.
• Collecting and tracking statistical data related to customer requirements assists
customer service in identifying potential gaps that may need to be explored for
continuous improvement
• The CRM tool is able to provide staff a central point of access for triaging
resident concerns and builds in accountability for staff involved in the life cycle of
a complaint from start to finish
Background
Access Aurora is the Town of Aurora’s customer service hub located at the Town Hall
Municipal office. The hub is a centralized customer service model that has been in place
since the fall of 2013.
This centralized unit is responsible for corporate cashiering, front line customer
interaction, call center telephony, all Town mail and courier activities, road closure
applications, various licensing activities, commission requests and the first point of
contact for visitors at Town hall.
The unit also conducts various activities in a supportive role for internal customers with
all other departments as the needs arise. This can vary from providing data entry
General Committee Meeting Agenda
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Item C1
Page 1 of 8
September 11, 2018 Page 2 of 4 Report No. CS18-025
support to account reconciliation and working with corporate subject matter experts to
complete municipal service requests.
Analysis
Collecting and tracking statistical data related to customer requests and
requirements, allows Access Aurora to identify potential gaps in customer
service that can be explored for continuous improvement
Access Aurora is a customer service hub and is able to collect statistical data pertaining
to the types of services, volumes and trends experienced in the customer service unit.
The trends identified help us as a corporation to determine if we need to improve
communication to the public, add a potential resource and better determine staff/public
expectations.
In the second quarter of 2018, water bill concerns increased. Part of this trend was due
to the increased water rates and customers had their previous bills to compare. It was
also due to move in and move out situations where administrative charges are applied.
Customer service and finance worked together to get ahead of the trend that has led to
more consistent messaging to residents regarding their water bills, a new water bill
leaflet and changes/increased efficiencies in water account related forms.
The CRM tool is able to provide staff a central point of access for triaging
resident concerns and builds in accountability for staff involved in the life cycle
of a complaint from start to finish.
The CRM tool is used to track service requests for complaints or actions required on
behalf of municipal customers. The CRM tool is in its 2nd phase and has the ability to
track and manage complaints in specialized subject matter areas. Some of these areas
include complaints for winter maintenance concerns/damages, waste management
issues, road safety concerns, asphalt/pot hole/curb requests, parking permits, street
light outages, parks and trail concerns and several others subject matters related to our
municipality.
The CRM tool is able to provide staff a central point of access for triaging resident
concerns and builds in accountability for staff involved in the life cycle of a complaint
from start to finish.
General Committee Meeting Agenda
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Item C1
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September 11, 2018 Page 3 of 4 Report No. CS18-025
The CRM tool is able to save photos, emails and resource documents to the individual
resident service ticket and has proven to be an asset for identifying trends, managing
vendor service levels and assigning available resources to obtain resolution.
Advisory Committee Review
Not applicable
Legal Considerations
Not applicable
Financial Implications
Not applicable
Communications Considerations
The second quarterly report has been reviewed by corporate communications. Future
editions may include other statistics and graphics, to work towards an Annual Report if
desired.
Link to Strategic Plan
The development of centralized customer service and implementation of Customer
Relationship Management supports the Strategic Goal of Developing a Customer
Service Strategy and Implementation Plan.
Alternative(s) to the Recommendation
Not applicable
Conclusions
The report has provided an enhanced understanding to Council of how Access Aurora
has evolved and the types of transactions included in this centralized unit.
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Item C1
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General Committee Meeting Agenda Tuesday, December 11, 2018Item C1 Page 4 of 8
Q2 2018
TOWN OF AURORA
ACCESS AURORA QUARTERLY REPORT
General Committee Meeting Agenda
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Item C1
Page 5 of 8
Overview
The Town of Aurora's Customer Service division, Access Aurora provides residents and
visitors with information on Town services, processes the corporations electronic
financial transactions, receives and posts tax and water bills, processes marriage
licenses, reports problems and service requests on behalf of the public, sells pet tags,
schedules and conducts civil ceremonies in addition to other customer interactions.
The following document summarizes some of the Customer Service activities completed
from April 1 to June 30, 2018.
The purpose of this summary is to provide increased awareness of the Customer
Service division’s ongoing activities and revenue.
In Q2 Access Aurora received 1,567 emails with the majority of them pertaining to
inquiries about water and tax accounts, waste and recycling, boulevard trees and
complaints and bylaw concerns.
Access Aurora call center answered 12,998 phone calls with 438 abandon calls with a
.24 seconds abandonment time. The overall service level for the call centre was a
service level of 89 per cent.
In Q2, Access Aurora issued 127 licenses total. The majority of them being for marriage
licenses followed by burial licenses.
53%
45%
2%
Q2 License
Marriage Licence
Burial Licence
Lottery Licence
General Committee Meeting Agenda
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Item C1
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In Q2 Access Aurora processed $23.1 million dollars in revenue generated through
property and water payments, licenses, tax and water certificates, waste and recycling
bins, property compliance letters, special event tickets and presto passes.
In Q2 Access Aurora sent out 92 couriers on behalf of the corporation and distributed
152 waste and recycling bins with 127 of them being new resident packages.
0
2
4
6
8
10
12
14
April May June
Q2 Revenue
April May June
16
9
127
0 20 40 60 80 100 120 140
Damaged Blue Bin Replacement
Damaged Green Bin Replacement
New Resident Package
Q2 Recycling Bin Program
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Item C1
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In Q2 Access Aurora sorted and processed 2,818 pieces of mail.
Customer service trends observed in Q2 included new resident account set ups, water
bill concerns, and an increase in marriage license activity.
CRM Data
Access Aurora are regular frequent users of the CRM tool. The CRM tool is also used
by subject matter experts across the corporation. Currently we have approximately 40
CRM licenses assigned to staff within the Town of Aurora. This number is expected to
increase by the end of 2018.
CRM has been useful in tracking service requests and being able to follow the customer
service request life cycle from start to finish. There are over 100 different options for
service tickets and they are unique to each business unit. Most departments have
several sub-categories available based on their most common concerns and
complaints.
To date we have been able to populate over 6350 individual resident contact cards
in CRM. On a daily basis, new residents are being added to CRM when the resident
starts their relationship with the Town of Aurora. A residents first interaction with us is
usually of a positive nature, due to them moving into a new home, setting up a new
water or tax account, arranging for pre-authorized payments, retrieving their waste
calendar or new recycle bin, etc. Having the resident card set up at the onset of their
interaction has been beneficial and establishes a relationship with the Access Aurora
team, should they require service or need to complain or add concerns in the future.
Open CRM service tickets can by a myriad of topics and range from street light outages,
vandalism on a trail, to a special parking permit request. Tickets created on behalf of
customers are assigned in the system and then triaged to the appropriate staff member
in the department responsible for the municipal service transaction. The staff member or
subject matter expert is able to track steps within the service ticket until a resolution is
complete. This allows for full life cycle accountability.
At the end of Q2 we had approximately 986 service tickets in across the corporation.
The CRM is a tool that can help staff manage their own service tickets in addition to
their team’s tickets. A corporate wide dashboard is also available to the customer
service manager and includes the number of cases created, type of subject matter,
priority codes (high, low, normal), staff involved, and cases due in the next 7 days.
CRM has the ability to house and create corporate data and statistics that can be
shared and exported for reports in Excel or Word documents.
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Item C1
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Town of Aurora
Information Report No. PDS18-098
Subject: Planning Application Status List
Prepared by: Lawrence Kuk, Manager of Development Planning
Department: Planning and Development Services
Date: September 11, 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 a summary and update of Development Applications that have
been received by Planning and Development Services since the previous report of April
17, 2018.
No Council action is required.
Background
Attached is a list updating the status of applications being reviewed by Planning and
Development Services. The list supersedes the April 17, 2018 Planning Application
Status List and is intended for information purposes. The text in bold italics represents
changes in status since the last update of the Planning Applications Status List. It is
noted that Part Lot Control Applications are not included on this list as these properties
were previously approved for development and are processes through Council approval
to allow freehold title to described parcels of land.
Analysis
Since the preparation of the last status list, seven new planning applications have been
filed with Planning and Development Services as follows:
• Official Plan Amendment, Zoning By-law Amendment and Plan of Subdivision
Applications to subdivide the property into four (4) blocks to facilitate a residential
development (91 single-detached dwellings) located along a condominium road;
General Committee Meeting Agenda
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Item C2
Page 1 of 24
September 11, 2018 Page 2 of 3 Report No. PDS18-098
a future road widening of St. John's Sideroad West, a natural heritage system
block, and a future development block (Files: ZBA-2018-02, SUB-2018-02 &
OPA-2018-01);
• Condominium Application to permit six (6) condominium townhouses on the
subject property (File: CDM-2018-01);
• Site Plan Application to permit a multi-unit, multi-building commercial
development (File: SP 2018-05);
• Site Plan Application to permit a six (6) storey, 110 room Holiday Inn Express
Hotel (File: SP-2018-04); and
• Site Plan Application to permit a single storey, 60,000 square foot office building
(File: SP-2018-06).
Advisory Committee Review
Not applicable.
Legal Considerations
There are no legal considerations.
Financial Implications
There are no financial implications.
Communications Considerations
No communication required. The Planning Application Status List is posted in the
Town’s website under the Planning and Development Services link.
Link to Strategic Plan
The subject Applications support the Strategic Plan goal of supporting an exceptional
quality of life for all through its accomplishment in satisfying requirements in the
following key objective within this goal statement:
General Committee Meeting Agenda
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Item C2
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General Committee Meeting Agenda Tuesday, December 11, 2018Item C2 Page 3 of 24
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!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!HENDERSON DRIVEST JOHN'S SIDEVANDORF SIDEROADBLOOMINGTON ROAD EASTST JOHN'S SIDEROAD WESTVANDORF SIDEROADLESLIE STREETBAYVIEW AVENUELESLIE STYONGE STREETBAYVIEW AVENUEST JOHN'S SIDEROAD EASTBATHURST STREETBLOOMINGTON ROAD EASTUEBLOOMINGTON ROAD WESTBLOOMINGTON ROAD EASTLESLIE STREETST JOHN'S SIDEROAD EASTWELLINGTON STREET EASTWELLINGTON STREET WESTYONGE STREETWELLINGTON STREET EASTAULESLIE STREETYONGE STREETBATHURST STREETBAYVIEW AVENUEBATHURST STREET18TH SIDEROAD525857641963626160591142352136555351545049564846314545444341401838323734334730293928272625242320221315141617121096783&5214Hyd ro Corridor Map created by the Town of Aurora Planning Department, Novmber 10, 2017. Map modified August 27, 2018.Base data provided by York Region & the Town of Aurora. Please be advised that the intent of this map is for personal, non-commercial use. The Town of Aurora is not responsible for any errors or omissions on the map and makes no guarantees regarding the accuracy and completeness of the informationpresented.The Town of Aurora cannot be held liable for any choices made, actions performed or damages sustained by the user based upon the data provided.Planning Application Status ListSeptember 11, 2018FIGURE 1Town of AuroraPLANNER ASSIGNED TO FILE¯Sean LaPennaAntonio GrecoAdam RobbLawrence KukMichael LogueMatthew Peverini0 0.25 0.5 0.75 1KilometersAnthony IerulloIDAPPLICATION - LOCATIONFILE(S)1Stirling Cook Holidngs Inc.- 74 Old Bloomington Road CDM-2018-012Shining Hill Estate Collections Inc.- 306, 370, 434 and 488 St. John's Sideroad WestOPA-2018-01, ZBA-2018-02 & SUB-2018-023Gottardo Group, Flex Office Building - 95 Eric T Smith Way SP-2018-064Smart Centres - 1623 Wellington Street East SP-2018-055Gottardo Group, Holiday Inn Express and Suites - 95 Eric T Smith Way SP-2018-04 6Starlight Investments - 145 and 147 Wellington Street West ZBA-2018-017Delmanor Aurora Inc. - 14314 -14388 Yonge Street SP-2017-108Aurora Bayview Southeast Development Inc. - Part of Lot 19 and 20, Con 20 SUB-2018-019Shimvest Investments Ltd. / Prato Estates Inc. / Preserve Homes Corp. ZBA-2017-09 & SUB-2017-0410Time Development Group - 4 Don Hillock DriveSP-2017-07112578461 Ontario Inc. & c/o Ed Starr - 15356 Yonge StreetZBA-2017-06 & SP-2017-0512Biddington Homes Aurora Inc. - 46 St. John’s SideroadOPA-2017-06 & ZBA-2017-0813Biglieri Group - 132-198 Bloomington RdOPA-2017-05 & SUB-2017-03 14Navelli Dwellings Inc. (Carpino) - 15278 Yonge Street CDM-2017-0415Roman Catholic Episcopal Corp. - 15347 Yonge StreetSP-2017-0616Joe Stewart - 304 Kennedy Street WestZBA-2017-0517Bara Group (Aurora) Ltd. - 15086, 15094 & 15106 Yonge StreetZBA-2017-04 &SP-2018-0318Dormer Hill Inc. - 14029 Yonge StreetOPA-2017-02, ZBA-2017-01, SUB-2017-01 & CDM-2017-0119TFP Aurora Developments Ltd. - 20 & 25 Mavrinac Blvd.OPA-2017-01, ZBA-2017-03 & SUB-2017-0220MBH Aurora Lodging - 180 Goulding AvenueSP-2017-0421RCG Aurora North GP (Rice Group) - 800 St. John’s SideroadSP-2017-012215370 Leslie (Skale) Inc .-15370 Leslie StreetZBA-2017-02 & SP-2017-0223Dorota Smolarkiewicz - 15403 Yonge StreetZBA-2016-14 & SP-2017-0924Brookfield Homes (Ontario) Aurora. Ltd.- 555 William Graham DriveCDM-2016-0525York Region Christian Seniors Home Inc. - 440,460 and 500 William Graham Drive OPA-2017-04, ZBA-2016-12 & SP-2017-1126Infrastructure Ontario - 50 Bloomington Road WestOPA-2016-0627Board of Trustees of the Aurora United Church - 15186 Yonge Street, 12 & 16 Tyler Street, 55, 57 & 57A Temperance StreetOPA-2016-05, ZBA-2016-13 & SP-2018-0228458021 Ontario Inc. - 21 and 33 Eric T Smith WaySP-2016-08 29Markangel Real Estate Assets Inc. - 55 Eric T. Smith WaySP-2016-06301754260 Ontario Limited (Polo Club) - 15286 & 15036 Leslie StreetOPA-2016-03 & ZBA-2016-0731Ballymore Building (South Aurora) - 14452 Yonge StreetSUB-2016-02, ZBA-2016-09 & CDM-2016-04321428420 Ontario Limited. - 22 & 26 Centre StreetZBA-2016-0833The Gathering Place of Aurora - 210 Edward StreetOPA-2016-02 & ZBA-2016-0634Canadian Tire Corporation - 14700 Yonge StreetZBA-2016-0535Leslie-Wellington Developments Inc. - 1289 Wellington Street East SUB-2016-01, OPA-2016-01 & ZBA-2016-03 36BG Properties (Aurora) Inc. - 14222, 14314, 14358 & 14378 Yonge StreetSUB-2016-01, OPA-2016-01 & ZBA-2016-04372450290 Ontario Inc. - 32 Don Hillock Drive SP-2016-0238Metropolitan Square Inc. - 180, 190 & 220 Wellington Street East OPA-2015-05, ZBA-2015-15 & SP-2016-1039York Region ETFO - 30 Eric T Smith WaySP-2015-0640Charlieville Developments Ltd. - 45 Tyler Street OPA-2015-02 & ZBA-2015-0641Ashlen Holdings Ltd. - 13859, 13875, & 13887 Yonge St.OPA-2015-03, ZBA-2015-08 & SUB-2015-0442Green Storage Inc. - 27 Allaura BlvdSP-2015-07432352017 Ontario Inc. Aurora Mills - 1588 St. John’s SideroadSUB-2015-02 & ZBA-2015-0544Leswell Investments Inc. - 1452 Wellington Street ZBA-2015-04 & SP-2015-0445Highland Gate Developments Inc. - 21 Golf Links DriveOPA-2015-01, ZBA-2015-02 & SUB-2015-0146P.A.R.C.E.L - S/W Corner of Yonge & Elderberry TrailSP-2014-0747David Frattaroli - 14288 Yonge StreetSUB-2014-04 & ZBA-2014-08482419059 Ontario Inc. - 497 Wellington St. WestZBA-2014-07 & SP-2015-01 & CDM-2017-03492351528 Ontario Limited and Aurora- Leslie Developments Limited (Emery Investments) - 15625 and 15775 Leslie Street ZBA-2014-01 & SUB-2014-0150L.S. Consulting Inc. - 29 George Street OPA-2013-02, ZBA-2013-05, SP-2014-08 & CDM-2016-0251Joe Cara - 15132 Yonge Street SP-2013-0552Yonge Developments Inc. - 15217 Yonge Street SP-2013-0453Coppervalley Estates Inc. formally Northern Thoroughbred Equine Production Ltd. (Sikura) - 1756 St. John’s Sideroad ZBA-2015-09 & SUB-2015-0554Edenbrook (Aurora) Inc. - 929 St. John’s Sdrd E SUB-2012-06 & ZBA-2012-1555Luvian Homes (Aurora) Limited - 1001 St. John’s Sideroad East SUB-2012-04 & ZBA-2012-125699 Wellington Street Limited - 99 Wellington Street East: Part of Lot 15, Plan 68 ZBA-2011-10 & SP-2012-0657Richardson House Developments Inc. (Bellwood) - 14985 Leslie Street SP-2010-0158Farid Ameryoun - 118 Wellington Street East ZBA-2008-19 & SP-2014-03591207309 Ontario Inc. - 337, 375 & 455 Magna Drive SP-2008-0260Genview, formerly Clifford Sifton - 908 Vandorf Sdrd. SUB-2007-04 & ZBA-2007-1261Hamil Inc. - 260 Industrial Parkway North Blocks 1, 2, 3 & Part Block 4, 65M-2718 SP-2007-0962Perwick Inv. (Deltera) - Part of Lot 81, Con 1 N/E corner Wellington & John West WayOPA-2005-03, ZBA-2005-16 & SP-2013-1363Pandolfo, et al. - Lot 8, Part Lots 20 & 21, Plan 132 14070 Yonge Street OPA-2012-03, ZBA-2003-21 & SUB-2003-0264Genview Development Corp. - 14575 Bayview Avenue ZBA-2001-04 & SUB-2001-01General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 4 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF1Stirling Cook Holidngs Inc.74 Old Bloomington RoadUnit 22, York Region Vacant Land Condo Plan No. 1159Macaulay Shiomi Howson Ltd. Attn: Angela Scibberas905-868-8230File: CDM-2018-01Condominium application to permit six (6) condominium townhouses on the subject property. Apr. 25, 2018Application Received and Circulated. General Committee approved the Application on June 19, 2018.Applicant clearing conditions. Sean LaPennaExt. 43462Shining Hill Estate Collections Inc.306, 370, 434 and 488 St. John's Sideroad WestMalone Given Parsons Ltd. Attn: Lincoln Lo905-513-0170Files: OPA-2018-01, ZBA-2018-02 & SUB-2018-02Official Plan Amendment, Zoning By-law Amendment and Plan of Subdivison. The Applicant is proposing to subdivide the property into four (4) blocks to facilitate a residential development (91 single-detached dwellings) located along a condominium road; a future road widening of St. John's Sideroad West, a natural heritage system block, and a future development block.Apr. 24, 2018Application Received and Circulated. First submission comments provided to Applicant.Sean LaPennaExt. 43433Gottardo Group, Flex Office Building 95 Eric T Smith Way Gottardo Group Attn: Paul Arruda905-761-7707File: SP-2018-06Site Plan for a 60,000 square foot single storey office building.Jun. 26, 2018Application Received and circulated for comment. Awaiting Second Submission. Michael LogueExt. 43244Smart Centres 1623 Wellington Street EastSmart Centres Attn: Nikolas Papapetrou 905-326-6400File: SP-2018-05Site Plan to permit multi-building commercial development.Apr. 12, 2018Application Received and circulated for comment. Awaiting Second Submission. Michael LogueExt. 4324General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 5 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF5Gottardo Group, Holiday Inn Express and Suites 95 Eric T Smith WayGottardo Group Attn: Paul Arruda905-761-7707File: SP-2018-04 Site Plan for a 6 Storey 110 suite hotel. Apr. 6, 2018Application Received and circulated for comment. Awaiting Third Submission. Michael LogueExt. 43246Starlight Investments 145 and 147 Wellington Street West Design Plan Services Inc. Attn: TJ Cieciura416-626-5445File: ZBA-2018-01 The Owner has submitted a Zoning By-law Amendment Application to allow 64 stacked rental townhouse units in 3 separate 3 storey buildings. The existing two apartment buildings will remain on the subject lands. Feb. 9, 2018Application Received.Public Planning Meeting held on May 23, 2018.Matthew PeveriniExt. 43507Delmanor Aurora Inc. 14314-14388 Yonge Street Tridel 4800 Dufferin Street Attn: Monica Silberberg 416-649-2498File: SP-2017-10The Applicant is proposing a 5-storey retirement facility with a total of 248 retirement home units with 133 parking spaces and 24 bicycle parking spaces. The development features a large roof-top terrace on the 5th floor with additional outdoor common terrace amenity space on the second floor and at grade.Nov. 17, 2017Site Plan circulated for comment. Awaiting for Second Site Plan Submission.Site Plan, approved by Council on July 17, 2018.Matthew PeveriniExt. 43508Aurora Bayview Southeast Development Inc.Part of Lot 19 and 20, Con 20Delta Urban Inc. Attn: Templar Tsang Trinaistich905-660-7667File: SUB-2018-01Draft Plan of Subdivision to divide 9 future development blocks and 1 natural heritage block and a public spine road network.Jan. 24, 2017 Public Planning held on March 28, 2018.Lawrence KukExt. 43439Shimvest Investments Ltd. / Prato Estates Inc. / Preserve Homes Corp.323 River Ridge Boulevard Malone Given Parsons Ltd.Attn: Joan MacIntyre905-513-0177 File: ZBA-2017-09 & SUB-2017-04Zoning By-law Amebdment and Draft Plan of Subdivision Applications to allow 25 single detached lots.Nov. 14, 2017 Applications Received.Public Planning meeting held on January 24, 2018. Second Public Planning meeting held on April 25, 2018.Awaiting for Second Submission.Applicant Appealed the proposed Applications to LPAT.Matthew PeveriniExt. 4350General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 6 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF10Time Development Group4 Don Hillock DriveAPI Development Consultants Attn: Cristy Wilson905-337-7249File: SP-2017-07Site Plan for 6 storey, 122 room Hotel with pool, bar/ lounge and convention facilities.Sept. 12, 2017 Site Plan circulated for comment.Awaiting Third Site Plan submission.Michael LogueExt. 4324112578461 Ontario Inc. c/o Ed Starr15356 Yonge StreetThe Planning PartnershipAttn: Bruce Hall416-975-1556 Ext. 234ZBA-2017-06 & SP-2017-05Zoning By-law Amendment and Site Plan Applications to allow a 34 unit apartment building, 5 storeys in height. Site Plan Application to permit a single existing detached and 5 new townhouse residential infill development.Sept. 28, 2017May 31, 2006Application received and circulated. Public Meeting held onNovember 22, 2017.Awaiting Second Submission.Site Plan Application approved by Council on November 10, 2009.Site Plan Agreement drafted. Owner working on revised Development Application. Inactive. Adam Robb Ext. 4349 12Biddington Homes Aurora Inc.46 St. John’s SideroadBousfields Inc.Attn: Stephanie Kwast416-947-9744Files: OPA-2017-06 & ZBA-2017-08Official Plan Amendment and Zoning By-law Amendment to allow 68 stacked townhouse dwellings.Sept. 20, 2017 Application received and circulated. Public Meeting Scheduled for November 22, 2017.Second Submission received and circulated.Sean LaPennaExt. 434613Biglieri Group132-198 Bloomington RdBiglieri GroupAttn: Anthony Biglieri416-693-0133Files: OPA-2017-05 & SUB-2017-03 Official Plan Amendment and Draft Plan of Subdivision to allow 50 single detached lots. Aug. 18, 2017 Application received and circulated. Comments provided to Applicant.Awaiting resubmission.Matthew PeveriniExt. 435014Navelli Dwellings Inc. (Carpino)15278 Yonge Street Navelli Dwellings Inc. Attn: Matthew Creador 416-987-5500File: CDM-2017-04Draft Plan of Condominium to allow 126, two and three bedroom stacked back to back townhouse units in six separate buildings, 4 storeys in height. Aug. 4, 2017Application received and circulated.General Committee Approved the Application on March 20, 2018.Awaiting Condominium Registration. Antonio GrecoExt. 4223General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 7 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF15Roman Catholic Episcopal Corp.15347 Yonge StreetLarkin Architect Ltd.Attn: Roberto Chiotti416-504-6054File: SP-2017-06Church expansion and parking lot reconfiguration.Aug. 2, 2017 Application received and circulated.Second Submission received and circulated.Comments provided to Applicant.Awaiting Third Submission. General Committee approved the Application on May 15, 2018.Site Plan Agreement being prepared.Antonio GrecoExt. 422316Joe Stewart304 Kennedy Street WestJoe Stewart905-505-6614File: ZBA-2017-05Rezone subject lands to R2 (currently 3 different zones on property) Future proposal to sever lands into 2 lots. Jun. 27, 2017Application received and circulated.Public Planning Meeting held on September 27, 2017.General Committee approved Application on February 20, 2018.Implementing Zoning By-law to be brought forward to Council March 27, 2018.File Closed. Lawrence KukExt. 434317Bara Group (Aurora) Ltd.15086, 15094 & 15106 Yonge StreetStantec ConsultingAttn: David Charezenko905-944-7795File: ZBA-2017-04, SP-2018-03Two multi-storey stacked townhouse buildings comprised of 29 and 30 units (total 59 stacked townhouse units).Jun. 20, 2017Application received and circulated.Public Planning Meeting held on September 27, 2017. Direction to bring back to a second Public Planning Meeting.Site Plan Application received March 22, 2018. Second Public Planning Meeting scheduled for March 28, 2018.Zoning by-law and Site Plan Approved at Council Meeting on June 26, 2018. Applicant to make Final Site Plan Submission. Matthew PeveriniExt. 4350General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 8 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF18Dormer Hill Inc. 14029 Yonge StreetEvans Planning Attn: Murray Evans905-669-6992 Files: OPA-2017-02, ZBA-2017-01, SUB-2017-01,CDM-2017-01 & SP-2018-01Proposed 27 detached unit cluster residential, condominium.Site Plan ApplicationMar. 15, 2017Feb 16, 2018Application received as complete and circulated for comments. Public Planning Meeting held May 24, 2017.Second Submission currently under review.General Committee approved the Official Plan and Zoning By-law Amendment on June 19, 2018.General Committee approved the Subdivision and Condominium on July 17, 2018.Awaiting Site Plan Resubmission.Sean LaPennaExt. 434619TFP Aurora Developments Ltd. 20 & 25 Mavrinac Blvd.Malone Given Parsons Ltd. Attn: Joan MacIntyre905-513-0170 Ext.115Files: OPA-2017-01, ZBA-2017-03 & SUB-2017-02Redesignation from Business Park to Residential to allow 297 Residential units on two (2) blocks (39 Single Detached Lots and 258 Townhouse units).Apr. 19, 2017 Application received.Lawrence KukExt. 434320MBH Aurora Lodging180 Goulding AvenueMaster Built HotelsAttn: Chris Hunter403-477-4978File: SP-2017-04Site Plan to permit a four storey, 108 room hotel.Apr. 5, 2017No outstanding comments related to Application.Awaiting revised renderings.Application Approved by Council on June 13, 2017. Agreement to be finalized when renderings complete.Michael LogueExt. 432421RCG Aurora North GP(Rice Group)800 St. John’s SideroadRice Commercial GroupAttn: Zachary Stokes905-888-1277 Ext. 225File: SP-2017-01Site Plan to permit six multi-tenant commercial buildings.Mar. 3, 2017 Application Approved by Council on June 13, 2017.Site Plan Agreement Registered. Michael Logue Ext. 4324General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 9 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF2215370 Leslie (Skale) Inc. 15370 Leslie Street Bousfields Inc. Attn: Louis Tinker416-947-9744File: ZBA-2017-02 & SP-2017-02Zoning By-law Amendment and Site Plan to allow 30, three storey townhouse condo units in 4 blocks.Apr. 5, 2017 Application received as complete and circulated. Public Planning Meeting held June 28, 2017.Applicant responding to comments.Second Submission received and circulated.Comments provided to Applicant.Awaiting for Third Submission. General Committee to consider the proposed Application on September 11, 2018.Matthew Peverini Ext. 435023Dorota Smolarkiewicz15403 Yonge StreetPicture This DesignsAttn: Kirk Johnstone613-475-4894Files: ZBA-2016-14 & SP-2017-09Zoning By-law Amendment and Site Plan to allow an office use in the existing dwelling.Site Plan ApplicationDec. 23, 2016Nov. 20, 2017Application received and circulated.Public Planning Meeting held on February 22, 2017.Comments provided to Applicant.Matthew Peverini Ext. 435024Brookfield Homes (Ontario) Aurora. Ltd. 555 William Graham DriveBrookfield HomesAttn: Sarah Mitchell 905-948-4733File: CDM-2016-05Draft Plan of Condominium to allow 179 residential apartment units and three (3) commercial units. Dec. 19, 2016 Application received and circulated. General Committee meeting held on June 6, 2017.Council approved Draft Plan of Condominium June 13, 2017.Applicant clearing conditions.Condominium Plan registered on May 30, 2018, York Region Standard Condo Plan No. 1372.File Closed. Lawrence KukExt. 4343General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 10 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF25York Region Christian SeniorsHome Inc. 440,460 and 500 William Graham Drive Malone Given Parsons Attn: Joan MacIntyre905-513-0170 Ext.115Files: OPA-2017-04 & ZBA-2016-12 & SP-2017-11Official Plan Amendment to permit increase in height (to permit 7 storey building/max 28 metres.) Zoning By-law Amendment to amend RA3 zones to allow assisted living units.Dec. 19, 2016 Application received and circulated. Zoning Public Planning Meeting held January 25, 2017. Revised Official Plan Amendment and Zoning By-law submissions received and circulated for comment. OPA & ZBA Public Meeting held on June 28, 2017.OPA & ZBA approved at General Committee Meeting on September 19, 2017.OPA & ZBA Approved at the November 28, 2017 Council Meeting.Site Plan Application received November 17, 2017. Site Plan Recommendation Report brought forward February 20, 2018. Site Plan Agreement Finalized.Lawrence KukExt. 434326Infrastructure Ontario50 Bloomington Road WestIBI GroupAttn: Amy Shepherd416-596-1930 Ext. 61248 File: OPA-2016-06To amend the Major Institutional Designation in OPA 34 to allow Cluster Residential, Environmental Function Area and Special Policy Area. Dec. 23, 2016 Application received and circulated.Public Meeting held April 26, 2017.Awaiting Second Submission. Sean LaPennaExt. 434627Board of Trustees of the Aurora United Church15186 Yonge Street, 12 & 16 Tyler Street, 55, 57 & 57A Temperance StreetFOTENN Consultants Inc.Attn: Gavin Bailey416-789-4530 Ext. 3Files: OPA-2016-05, ZBA-2016-13 & SP-2018-02Official Plan Amendment and Zoning By-law Amendment to allow a 9 storey,159 unit retirement home (and two (2) storey place of worship) Site Plan Application to construct a 7 storey, 150 unit retirement home (and 2 stoey place of worship)Dec. 23, 2016 Application received and circulated.Public Meeting held April 26, 2017.OPA Approved by Council July 4, 2017.OPA Appealed to OMB.Site Plan Application Received.General Committee Approved the Site Plan Application on June 19, 2018.Adam Robb Ext. 4349General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 11 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF28458021 Ontario Inc. 21 and 33 Eric T Smith WayWeston ConsultingAttn: Sabrina Sgotto 905-738-8080File: SP-2016-08 Site Plan Application to allow a 930m2 industrial warehouse. Nov. 16, 2016Application received and circulated. Site Plan Agreement Registered. Michael Logue Ext. 432429Markangel Real Estate Assets Inc.55 Eric T. Smith WayAttn: Iean and Josie Tait416-648-2887File: SP-2016-06Site Plan Application for three (3) 4-storey buildings with 6,246.6 m2 total gross floor area.Aug. 16, 2016 Application received and circulated.Comments provided to Applicant.Fifth submission currently under review. Site Plan Agreement being prepared.Sean LaPenna Ext. 4346301754260 Ontario Limited (Polo Club)15286 & 15036 Leslie Street Groundswell Urban Planners Inc.Attn: Kerigan Kelly 905-597-8204 Ext.111Files: OPA-2016-03 & ZBA-2016-07Official Plan Amendment and Zoning By-law Amendment for two (2) 6-storey apartment buildings that contain 150 units each for a total of 300 units with two (2) levels of underground parking.Jun. 16, 2016 Application received and circulated.Public Planning Meeting held September 28, 2016.Second Submission received and circulated.Comments provided to Applicant.Applicant appealed the proposed Applications to LPAT.Lawrence Kuk Ext. 434331Ballymore Building (South Aurora)14452 Yonge StreetMalone Given ParsonsAttn: Joan MacIntyre905-513-0170Files: SUB-2016-02, ZBA-2016-09 & CDM-2016-04Zoning By-law Amendment, Draft Plan of Subdivision and Draft Plan of Condominium for 40 single detached residential units. Aug. 11, 2016 Application received and circulated.Public Planning Meeting held October 26, 2016.Comments provided to Applicant. Draft Plan of Subdivision and Condominium approved by Council. Zoning By-law Amendment Approved by Council on November 14, 2017.Subdivision Agreement being prepared.Lawrence KukExt. 4343General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 12 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF321428420 Ontario Limited.22 & 26 Centre StreetUrban & Rural Planning ConsultantsAttn: Stephen Bedford905-688-2610File: ZBA-2016-08A Zoning By-law Amendment to permit 12 Row house units. Jul. 20, 2016 Application received and circulated.Second Submission received and circulated.Public Meeting held on February 22, 2017.Zoning By-law Amendment Application refused by Council at the Public Planning Meeting.Owner appealed Application to OMB.OMB Pre-hearing held on January 9, 2018. OMB Hearing held on May 15, 2018.Adam RobbExt. 434933The Gathering Place of Aurora210 Edward StreetIBI Group Attn: Mike Crough905-546-1010 Ext. 2017Files: OPA-2016-02 & ZBA-2016-06Official Plan Amendment and Zoning By-law Amendment to allow a place of worship.Jun. 16, 2016 Application received and circulated.Public Meeting held on December 15, 2016.Official Plan and Zoning By-law Amendment Applications approved by General Committee on December 15, 2016.Official Plan Amendment 14 approved by Council and in force.Zoning By-law Amendment Approved by Council on October 24, 2017.Site Plan Agreement Registered June 27, 2018File Closed. Lawrence KukExt. 434334Canadian Tire Corporation14700 Yonge StreetHunter & Associates LtdAttn: Diana Mercier416-444-8095File: ZBA-2016-05Zoning By-law Amendment Application to allow a wider range of commercial uses.Jun. 3, 2016 Application received and circulated for comment.Public Planning Meeting held on September 28, 2016.On February 14, 2017 Council deferred the Application.Matthew Peverini Ext. 4350General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 13 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF35Leslie-Wellington Developments Inc. 1289 Wellington Street East Macaulay, Shiomi, Howson Ltd.Attn: Angela Sciberras416-487-4101 Ext. 309Files: SUB-2016-01, OPA-2016-01 & ZBA-2016-03 Official Plan Amendment, Zoning By-law Amendment Application, and a Draft Plan of Subdivision Application to develop a residential subdivision.The Draft Plan of Subdivision proposes 145 lots for single detached dwellings and an Environmental Protection block.May 6, 2016 Application received with addendum reports received on May 25, 2016 and circulated for comment.Public Planning Meeting held June 29, 2016. Council Approved the Draft Plan of Subdivision with conditions on December 13, 2016. OPA & ZBA approved by Council October 24, 2017.Subdivision Agreement executed on May 2018. Lawrence KukExt. 434336BG Properties (Aurora) Inc.14222, 14314, 14358 & 14378 Yonge StreetMalone Given ParsonsAttn: Joan MacIntyre 905-513-0170 Ext. 115Files: SUB 2012-03, ZBA-2012-16 & CDM-2016-03 & CDM-2017-02Draft Plan of Subdivision and Zoning By-law Amendment Applications proposing 195 residential units.Draft Plan of Condominium for 42 Residential single detached dwelling units (Phase 1). Phase 2 - permits 153 single detached residential units. Dec. 17, 2012Phase (2) May , 2017Apr. 25, 2016Draft Plan of Subdivision approved by Council on June 26, 2013.Phase 1 - Zoning By-law 5836-16 enacted on April 26, 2016.Phase 2 - Zoning By-law 6024-17 enacted on November 14, 2017.Draft Plan of Condominium (Phase 1) approved on November 15, 2016Draft Plan of Condominium (Phase 2) approved on October 17, 2017Phase 1 - Subdivision Agreement Registered on February 8, 2018 as 65M-4594.Phase 1 - Condominium Registered on August 2018. Lawrence KukExt. 4343372450290 Ontario Inc. 32 Don Hillock Drive A. Fazel Architect Inc.Attn: Alireza Fazel416-444-5480File: SP-2016-02Two (2) storey office building with a total gfa of 4,265 m2.Feb. 5, 2016 Application received and circulated for comment. Comments provided to Applicant and awaiting second submission.Inactive. File Maintainence Fee received. Anthony IerulloExt. 4742General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 14 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF38Metropolitan Square Inc. 180, 190 & 220 Wellington Street East MSH Ltd. Attn: Angela Sciberras 905-868-8230Files: OPA-2015-05, ZBA-2015-15 & SP-2016-10Official Plan Amendment and Zoning By-law Amendment to develop two (2) 10 – storey buildings for a total of 296 residential condominium units.Site Plan submitted.Nov. 6, 2015Dec. 23, 2016Application received as complete and circulated.Public Meeting held January 27, 2016.Second Public Planning Meeting held June 29, 2016. Site Plan Application received and circulated for comment.Second Submission received and circulated.General Committee considered the proposed Applications on September 11, 2018.Lawrence KukExt. 434339York Region ETFO30 Eric T Smith Way Weston ConsultingAttn: Matt Alexander905-738-8080File: SP-2015-06To construct a one storey office building with walk-out basement.Jul. 14, 2015Site Plan Application approved by Council on August 11, 2015; Site Plan Agreement not executed.Site changed ownership; pre-existing Application proceeding with minor revisions.Site Plan Agreement forwarded to Applicant. Michael LogueExt. 432440Charlieville Developments Ltd.45 Tyler Street Groundswell Urban Planners Inc. Attn: Kerigan Kelly905-597-8204Files: OPA-2015-02 & ZBA-2015-06Official Plan Amendment and Zoning By-law Amendment Applications to develop a 68 unit condominium townhouse development.Aug. 20, 2015 Application received as complete and circulated. Public Planning Meeting held May 25, 2016. Comments provided to the Applicant.Second Submission received and circulated.Comments provided to the Applicant.Awaiting for Third Submission.Applicant appealed the proposed Applications to OMB.Lawrence KukExt. 4343General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 15 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF41Ashlen Holdings Ltd.13859, 13875, & 13887 Yonge St.Brutto ConsultingAttn: Matthew King905-761-5497 Ext. 225Files: OPA-2015-03, ZBA-2015-08 & SUB-2015-04Official Plan Amendment, Zoning By-law Amendment, and Draft Plan of Subdivision Applications to develop 30 single detached dwellings.Aug. 6, 2015 Application received as complete and circulated.Comments provided to Applicant.Public Planning Meeting held on November 30, 2015.Second Public Planning Meeting held on April 20, 2016.Official Plan Amendment and Zoning By-law Amendment refused by Council on June 28, 2016.Owner appealed Official Plan, Zoning By-law Amendment and Plan of Subdivision Applications to OMB.OMB Pre-hearing held February 27, 2017.OMB hearing held September 18-22, 2017.Approved by OMB on December 15, 2017.Implementing By-laws under review by OMB.Sean LaPennaExt. 434642Green Storage Inc.27 Allaura BlvdAttn: Al Azevedo905-424-2947File: SP-2015-07Site Plan Application to construct a self-storage facility with four buildings with 8,596 m2 gross floor area.Jul. 13, 2015 Application received as complete and circulated.Comments provided to the Applicant.Second submission circulated for comments.Site Plan Application Approved by Council on October 25, 2016.Site Plan Agreement being prepared.Inactive.Sean LaPennaExt. 4346General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 16 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF432352017 Ontario Inc. Aurora Mills 1588 St. John’s SideroadHumphries Planning Group Inc.Attn: Rosemarie Humphries905-264-7678 Ext. 244Files: SUB-2015-02 & ZBA-2015-05 Zoning By-law Amendment and Draft Plan of Subdivision Applications to develop a 10 block business park and 10 ha EP on the 19.8 ha lands. May 29, 2015 Comments provided to the Applicant. Public Planning Meeting held November 16, 2015. Second Submission received and circulated. Applications are scheduled for June 6, 2017 General Committee Meeting for Council Approval. Zoning By-law Amendment and Draft Plan of Subdivision Applications approved by General Committee on June 6, 2017.Implementing Zoning By-law Approved in July 2018.Draft Plan of Subdivision Application appealed to the OMB.Appeal was withdrawn.Subdivision Agreement being prepared.Michael LogueExt. 432444Leswell Investments Inc. 1452 Wellington Street Michael Smith Planning ConsultantsAttn: Michael Smith 905-989-2588Files: ZBA-2015-04 & SP-2015-04Zoning By-law Amendment and Site Plan Application to permit the development of two (2) commercial buildings on the subject property. May 13, 2015 Applications received as complete and circulated.Public Planning Meeting held on September 21, 2015.Council approved the Zoning By-law and Site Plan Application on August 9, 2016.Site Plan Agreement being prepared.Inactive.Matthew PeveriniExt. 4350General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 17 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF45Highland Gate Developments Inc. 21 Golf Links DriveMalone Given ParsonsAttn: Matthew Cory 905-513-0170 Ext. 138Files: OPA-2015-01, ZBA-2015-02 & SUB-2015-01Official Plan Amendment, Zoning By-law Amendment Application and a Draft Plan of Subdivision Application to develop a residential subdivision including 184 single detached lots and 144 unit apt. block with commercial. OMB Settlement includes: Reduction in single detached lots from 184 to 159, reduction in height of apt. block from 10 storeys to 7 storeys and number of apt units from 144 units to 114 units. Feb. 27, 2015Nov. 18, 2016Applications received as complete and circulated. First Public Planning Meeting for June 24, 2015.Second Public Planning Meeting scheduled for September 30, 2015.Third Public Planning Meeting held on October 28, 2015.Owner appealed Applications to OMB.Following extensive mediation with the Ontario Municipal Board, Minutes of Settlement regarding the redevelopment of the Highland Gate Golf Course have been signed by the Town of Aurora, Highland Gate Development Inc. and Highland Gate Ratepayer’s Association. The Ontario Municipal Board issued its Decision on January 23, 2017. Lawrence KukExt. 434346P.A.R.C.E.LS/W Corner of Yonge & Elderberry TrailWeston ConsultingAttn: Mark Emery905-738-8080 Ext. 240File: SP-2014-07A Site Plan Application to facilitate a wellness living and health centre, 20 unit adult living facility and doctor’s residence. Oct. 8, 2014 Application received as complete and circulated.Second submission comments provided to Applicant for review and resubmission. Third submission received March 2017 and circulated for review and comment.Site Plan Application Approved at Council on June 27, 2017.Applicant to submit final plans package for review & Site Plan Agreement preparation.Sean LaPennaExt. 4350 47David Frattaroli14288 Yonge StreetBrutto ConsultingAttn: Matt King905-761-9890Files: SUB-2014-04 & ZBA-2014-08Draft Plan of Subdivision and Re-Zoning Applications for nine (9) townhouse units and two (2) semi-detached units.Sept. 29, 2014 Application received as complete and circulated.Comments provided to Applicant.Public Planning Meeting held March 25, 2015.Awaiting 2nd Draft Plan of Subdivision Submission.2nd Submission circulated comments received and forwarded to the Applicant for response. Third Submission recieved and circulated. Matthew PeveriniExt. 4350General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 18 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF482419059 Ontario Inc.497 Wellington St. WestMarkets on Main Street Inc.Attn: Jack Dougan 416-759-1093Files: ZBA-2014-07, SP-2015-01 & CDM-2017-03A Zoning By-law Amendment to permit 11 single detached units. Site Plan Application to permit 11 single detached units. Plan of Condominium to permit a condominium road accessing 11 residential lots.Sept. 3, 2014Feb. 2, 2015Aug. 2, 2017Application received as Complete and circulated. Public Planning Meeting held on February 25, 2015.Public Planning Meeting held on September 21, 2015. Zoning By-law Amendment Application refused by Council at the Public Planning Meeting.Owner appealed Applications to OMB.Appeal allowed by OMB, Interim Order Issued on August 10, 2016.1st submission of Plan of Condominium Application received and circulated. Comments provided to Applicant. Awaiting response to Site Plan and Condominium Application comments.Adam RobbExt. 4349492351528 Ontario Limited and Aurora- Leslie Developments Limited (Emery Investments)15625 and 15775 Leslie Street KLM PlanningAttn: Bill Tam905-669-4055Files: ZBA-2014-01 & SUB-2014-01Zoning By-law Amendment Application and a Draft Plan of Subdivision Application to develop a business park over the 76.6 hectare of land. The business park development proposes Employment Blocks, Office Employment Blocks, a Retail Block, an Institutional Block, a Park Block and open space, woodlot, stormwater management, buffers and road widening. Mar. 26, 2014 Applications received as complete and circulated. Public Planning Meeting held June 25, 2014.Draft Plan of Subdivision and Zoning By-law Applications approved by Council on September 16, 2014.By-law approved by Council on November 25, 2014.No appeals, Zoning Bylaw Amendment in effect.Applicant clearing Conditions.Subdivision Agreement drafted and circulated to the Applicant.Michael LogueExt. 4324General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 19 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF50L.S. Consulting Inc.29 George Street Larkin AssociatesAttn: Aaron Gillard905-895-0554Files: OPA-2013-02, ZBA-2013-05, SP-2014-08 & CDM-2016-02Official Plan Amendment and Zoning By-law Amendment Applications to permit a four (4) storey apartment building.Site Plan Application to permit a four (4) storey, 12 unit apartment building.Condominium Application.Dec. 11, 2013Oct. 8, 2014Feb. 29, 2016Official Plan Amendment, Zoning By-law Amendment and Site Plan Applications approved by Council on January 28, 2015.OPA No.7 and By-law 5712-15 approved by Council on May 11, 2015.Condominium Application comments provided to Applicant.Condominium Application approved by Council on July 12, 2016.Site Plan Agreement being prepared.Inactive.Sean LaPennaExt. 434651Joe Cara15132 Yonge Street647-300-2272File: SP-2013-05Site Plan Application to construct a three (3) storey mixed use building including 12 residential units and 240 sqm of commercial space. Apr. 24, 2013 Application received and circulated.Comments provided to Applicant.Third submission received and circulated.Site Plan Application approved by Council on May 23, 2017.(Minor Variance Application approved). Site Plan Agreement being prepared.Matthew PeveriniExt. 435052Yonge Developments Inc.15217 Yonge StreetMarkets on Mainstreet Inc.Attn: Jack Dougan416-759-1093File: SP-2013-04Site Plan Application to construct a 5 storey mixed-use building including 12 residential units and 195 m2 of commercial space.Site Plan revised to commercial floor space. Apr. 9, 2013 Application received as complete and circulated for comment.Site Plan Application approved by General Committee on March 4, 2014.Revised Plans received and circulated.Site Plan Agreement being prepared.Adam RobbExt. 4349General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 20 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF53Coppervalley Estates Inc. Formally:Northern Thoroughbred Equine Production Ltd. (Sikura)1756 St. John’s Sideroad KLM Planning Partners Inc. Attn: Roy Mason905-669-4055Files: ZBA-2015-09 & SUB-2015-05Application for a Draft Plan of Subdivision & Zoning By-law Amendments for 101 single family detached lots.Nov. 13, 2012 Applications received as complete and circulated. Comments provided to Applicant.Application File closed and transferred to a new File Number.Public Planning Meeting held on October 14, 2015.Council Approved the Draft Plan of Subdivision with conditions on January 31, 2017. Council enacted the Zoning By-law on February 14, 2017. By-law in force.Subdivision Agreement executed on July 2018.Lawrence Kuk Ext. 434354Edenbrook (Aurora) Inc.929 St. John’s Sideroad EEvans PlanningAttn: Murray Evans905-669-6992Files: SUB-2012-06 & ZBA-2012-15 Draft Plan of Subdivision and Zoning By-law Amendment Applications to allow 33 single detached lots.Nov. 29, 2012 Applications received as complete and circulated.Public Planning Meetings held on March 27, 2013 and June 25, 2014.Draft Plan of Subdivision approved by Council on July 29, 2014.Zoning By-law 5659-14 approved by Council on September 9, 2014, is in force and effect.Subdivision Agreement being prepared.Inactive.Matthew PeveriniExt. 435055Luvian Homes (Aurora) Limited1001 St. John’s Sideroad EastGHD Inc.Attn: Glen Easton905-752-4300Files: SUB-2012-04 & ZBA-2012-12Draft Plan of Subdivision and Zoning By-law Amendment Applications to permit 30 single detached dwellings and a 2.03 ha open space block.Oct. 3, 2012 Applications received as complete and circulated.Public Planning Meeting held March 27, 2013.Inactive.Matthew PeveriniExt. 4350General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 21 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF5699 Wellington Street Limited99 Wellington Street EastPart of Lot 15, Plan 68Lepek Consulting Inc.Attn: Helen Lepek416-485-3390Files: ZBA-2011-10 & SP-2012-06Zoning By-law Amendment Application to permit business and professional office use.Site Plan Application to convert the existing house to 177.6 m2 of office space.Oct. 31, 2011Jun. 7, 2012Zoning By-law 5490-13 approved by Council on February 26, 2013, is in force and effect.Site Plan 2nd submission comments provided to Applicant.Inactive.Sean LaPennaExt. 434657Richardson House Developments Inc. (Bellwood)14985 Leslie StreetRendl AssociatesAttn: Martin Rendl 416-291-6902File: SP-2010-01Site Plan Application to permit four (4) storey health and wellness centre.Apr. 13, 2010 Site Plan Application approved by Council on September 14, 2010. Inactive. Anthony IerulloExt. 474258Farid Ameryoun118 Wellington Street EastIntelliterra Inc.Attn: Bruce Hall416-525-1133Files: ZBA-2008-19 & SP-2014-03Zoning By-law Amendment Application to permit a personal service shop (hair salon) & business & professional office within existing building.Site Plan Application to permit business and professional offices, and personal shop uses, as well as related parking on the subject lands.Nov. 3, 2008Jun. 9, 2014Public Planning Meeting held May 27, 2009. Public Planning Meeting held November 27, 2013.Zoning By-law Application approved by Council on August 12, 2014. Zoning By-law 5652-14 passed by Council on September 9, 2013 is in full force and effect.Site Plan Agreement finalized, waiting on Applicant for additional information.Inactive.Sean LaPennaExt.4346591207309 Ontario Inc.337, 375 & 455 Magna DriveStronach GroupAttn: Frank Tozzi905-726-7607File: SP-2008-02Site Plan Application for three (3) storey 9600m2 (103,333ft2) Arts and Education building.Mar. 14, 2008 Applicant required to obtain Infrastructure Easement prior to executing Site Plan Agreement.Inactive. Lawrence KukExt. 4343General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 22 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF60Genview, formerlyClifford Sifton908 Vandorf Sideroad.Malone Given Parsons Ltd.Attn: Joan MacIntyre905-513-0170 Ext. 115Files: SUB-2007-04 & ZBA-2007-12Draft Plan of Subdivision and Zoning By-law Amendment Application to allow for a 20 lot residential development within Settlement Area of the Oak Ridges Moraine. Oct. 15, 2007 Draft Plan of Subdivision approved on August 1, 2012.Zoning By-law passed at Council on June 26, 2012 and is now in full force and effect.Detailed Engineering Drawings submitted to the Town for review.Subdivision Agreement being prepared.Lawrence KukExt. 434361Hamil Inc.260 Industrial Parkway NorthBlocks 1, 2, 3 & Part Block 4, 65M-2718Attn: Michael Langer416-398-0747File: SP-2007-09Minor Site Plan Application to permit an addition to an existing 4,879 m2 industrial building.May 25, 2007 Applicant has requested the File to be held in abeyance.Inactive.File Closed. Lawrence KukExt. 434362Perwick Inv. (Deltera)Part of Lot 81, Con 1N/E corner Wellington & John West WayTridelAttn: Gouled Osman416-661-9290Files: OPA-2005-03, ZBA-2005-16 & SP-2013-13Application to Amend the Official Plan and Zoning By-law to permit a1,255m2 multi-unit retail commercial plaza.Site Plan Application to develop a 1,255 sqm one storey commercial plaza.Oct. 11, 2005Revised Appl. Rec’dJune 1, 2011.Dec. 23, 2013Council Approved Report July 16, 2013.Official Plan Amendment adopted by Council on August 13, 2013.Regional approval granted November 5, 2013. Site Plan Application received as complete and circulated. Site Plan Application approved by Council on May 26, 2015. Inactive.File Closed. Lawrence KukExt. 4343General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 23 of 24
PLANNING APPLICATION STATUS LIST - FIGURE 2September 11, 2018Column1OWNER/LOCATION/AGENT & FILE NUMBERPROPOSAL DATE REC'D STATUS STAFF63Pandolfo, et al.Lot 8, Part Lots 20 & 21, Plan 13214070 Yonge StreetTempleton Planning ConsultingAttn: Gary Templeton905-727-8672Files: OPA-2012-03, ZBA-2003-21 & SUB-2003-02Official Plan Amendment, Zoning By-law Amendment and Draft Plan of Subdivision to permit 29 single detached dwellings and two (2) open space blocks.May. 7, 2003 Public Planning Meeting held February 27, 2013.Additional Public Planning Meetings held November 27, 2013 and March 26, 2014. Official Plan Amendment and Zoning By-law Amendment Applications approved by General Committee on June 17, 2014.Official Plan Amendment No. 6 (By-law 5656-14) and Zoning By-law Amendment 5657-14 enacted by Council on August 12, 2014 are in full force and effect. Draft Plan of Subdivision approved by Council on September 23, 2014.OMB Decision / Minutes of Settlement issued April 23, 2015, Case No. PL141259.Subdivision Agreement Registered on June 2018 as 65M-4614.File Closed.Lawrence Kuk Ext. 4343 64Genview Development Corp.14575 Bayview AvenueMalone Given ParsonsAttn: Joan MacIntyre 905-513-0170 Ext. 115Files: ZBA-2001-04 & SUB-2001-01Plan of Subdivision to permit 61 residential lots.Jan. 4, 2001 Phase 1 consisting of 56 lots was registered on October 20, 2011.Registered Plan 65M-4292.Phase II (5 lots) to be developed with adjacent lands: SUB-04-07.Revised Engineering Drawings submitted to the Town for review.Phase II Subdivision Agreement being prepared in conjunction with File No. SUB-2007-04.Lawrence KukExt. 4343General Committee Meeting Agenda Tuesday, December 11, 2018 Item C2 Page 24 of 24
Town of Aurora
General Committee Report No. CS18-028
Subject: Policy for Ad Hoc/Advisory Committees and Local Boards
Prepared by: Michael de Rond, Town Clerk
Department: Corporate Services
Date: December 11, 2018
Recommendation
1.That Report No. CS18-028 be received; and
2.That Attachment 2, the policy for Ad Hoc/Advisory Committees and Local
Boards be approved;
3.That the following Advisory Committees be established:
•Community Recognition Review Advisory Committee
•Community Services Advisory Committee
•Heritage Advisory Committee
•Finance Advisory Committee (Council members only)
•Governance Review Ad-Hoc Committee
4.That Staff be directed to advertise for members of the Committees listed
above with the exception of the Finance Advisory Committee
5.That the attached Terms of Reference for each Committee be approved.
Executive Summary
This report seeks the adoption of a modified policy for the Town’s Ad Hoc/Advisory
Committees and Local Boards. The following are the key points from the report;
•The proposed committee structure would resemble the previous term with the
exception of consolidating the Parks, Recreation and Cultural Services
Committee, Environmental Advisory Committee and the Trails and Active
Transportation Advisory Committee
•Staff are proposing the Governance Review Ad-Hoc Committee be enacted at
the beginning of the Council term.
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December 11, 2018 Page 2 of 6 Report No. CS18-028
• Staff are proposing minor amendments to the Ad Hoc/Advisory Committee and
Local Board policy.
• The draft Terms of Reference for the proposed committees are similar to the
previous term of Council with minor changes being recommended
• As per Provincial Legislation, members of Ad Hoc/Advisory Committees and
Local Boards will be bound by a code of conduct.
Background
Ad Hoc/Advisory Committees and Local Boards provide residents of Aurora with a
meaningful way to participate in their local government between elections. The
appointment of members of the community allows for a wide range of viewpoints
regarding the direction of local government policy in Aurora.
Council may establish discretionary advisory committees each term to operate in
conjunction with the term of Council, or Council may from time to time establish such
advisory committees as it deems appropriate to provide direction on a specific initiative
or matter. The terms of reference for any such committee, as well as the procedural
rules to be followed by those committees, are at the sole discretion of Council.
Staff are in the midst of recruiting for the committees that are required by legislation
including the Aurora Public Library Board, Accessibility Advisory Committee and
Committee of Adjustment (includes membership on the Aurora Appeals Tribunal and
the Property Standards Committee).
Analysis
The proposed committee structure would resemble the previous term with the
exception of consolidating the Parks, Recreation and Cultural Services
Committee, Environmental Advisory Committee and the Trails and Active
Transportation Advisory Committee
More efficiency can be achieved by consolidating the Parks, Recreation and Cultural
Services Advisory Committee, Environmental Advisory Committee and the Trails and
Active Transportation Advisory Committee to form the Community Advisory Committee.
The Legislative Services division experienced multiple occasions where meetings were
cancelled from these three committees due to lack of agenda items. Doing this would
help ensure more substance and substantial discussion at the meetings.
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December 11, 2018 Page 3 of 6 Report No. CS18-028
Staff are recommending the following discretionary Advisory Committees be enacted for
the 2018-2022 Council term;
•Community Recognition Review Advisory Committee
•Community Services Advisory Committee
•Heritage Advisory Committee
•Finance Advisory Committee (Council members
only)
•Governance Review Ad Hoc Committee
As in described in the attached Terms of Reference, staff are recommending the
Finance Advisory Committee be comprised of three Members of Council, to be chosen
on with the remainder of the Advisory Committee members in January.
Staff are proposing the Governance Review Ad Hoc Committee be enacted at the
beginning of the Council term.
The Governance Review Ad Hoc Committee was enacted in 2017 and tasked with
reviewing the potential for instituting a ward system in Aurora prior to the 2018
Municipal Election and also with looking at compensation of Members of Council. The
committee recommended a change to Council compensation, and ultimately decided
that the issue of wards should be raised this term as it was too late in the last term to
make a change to the electoral system. One of the final recommendations of the
committee was to enact the committee early in 2018-2022.
Staff have heard from some Members of Council as well as the public that the system of
governance in Aurora should be studied with alternatives to the current at-large system
being presented. Enacting this committee from the beginning of term would ensure a
good start to these initiatives.
Staff are proposing minor amendments to the Ad Hoc/Advisory Committee and
Local Board policy.
Although the policy for the previous term of Council stipulated that Ad Hoc and Advisory
Committees advise Town Staff, in practice, motions from advisory committees were
presented to Council with little or no further information. When these motions were the
result of a staff report regarding a particular matter, Council was able to learn more by
consulting the report. Staff are concerned about the rare occurrences when a motion
passed in the New Business portion of the committee meeting leaving Council with a
decision on whether to move forward on an initiative with a lack of information. In an
effort to provide Council with the most information as possible, Staff are recommending
General Committee Meeting Agenda
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December 11, 2018 Page 4 of 6 Report No. CS18-028
that all committee recommendations be reviewed by the Agenda Management Team to
ascertain whether Senior Staff recommend that Council moves forward or if the matter
should be referred back to staff for a report.
Staff are also recommending that the role of members of Council be a liaison role,
rather than directly driving the business of the committee. To that end, the policy being
recommended includes citizen Chairs of Committees. This is a common practice in
other municipalities and helps create a sense of ownership for the Chair and Vice-Chair
of the work being done by the committee. The Governance Review Ad Hoc Committee
that was struck in 2017 was chaired by a resident of Aurora and obtained great results.
The draft Terms of Reference for the proposed Committees are similar to the
previous term of Council with minor changes being recommended
The Terms of Reference for each recommend committee are contained in attachments
to this report. Two changes are being recommended to the Heritage Advisory
Committee. The first is reducing the size of the committee from nine to seven members.
The committee would consist of one Council member, four members of the public, one
honourary member and one member from the Aurora Historical Society (as
recommended by last term’s Heritage Advisory Committee). This would be concurrent
with Council’s reduction from nine to seven members and help mitigate the heavier
workload for this term’s Council.
The second change is to schedule the meetings bi-monthly, rather than every month.
This would create more efficiency at the staff level while aligning the Heritage
Committee with other advisory committees that meet bi-monthly.
The terms are also written more parallel with the proposed Ad Hoc/Advisory Committee
and Local Board Policy, which notes that committees and boards advise Town staff and
not Council directly.
As per Provincial Legislation, members of Ad Hoc/Advisory Committees and
Local Boards will be bound by a code of conduct.
Bill 68, the Modernizing Ontario’s Municipal Legislation Act, 2017, mandates that
members of Ad Hoc/Advisory Committees and Local Boards must be bound by a Code
of Conduct. Staff recommend that the Council Code of Conduct, to be brought forward
to Council early in 2019, contain language which includes that all committee and Board
Members be required to follow the provisions of that policy.
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December 11, 2018 Page 5 of 6 Report No. CS18-028
Legal Considerations
None
Financial Implications
None
Communications Considerations
Legislative Services staff will work with Communications staff to ensure that the
advertisements for committee membership are posted in all locations.
Link to Strategic Plan
The proposed Ad-Hoc/Advisory Committee and Local Boards policy supports
progressive corporate excellence and continuous improvement by implementing
policy and processes that reflect sound and accountable governance.
Alternative(s) to the Recommendation
1. That the policy for Ad Hoc/Advisory Committees and Local Boards from the 2014-
2018 term of Council, including the same committees from the term, be enacted.
2. Council provides direction
Conclusions
A strong system of Ad Hoc/Advisory Committees and Local Boards helps foster good
governance in municipalities. Staff believe the recommendations in this report help
achieve good governance in Aurora by creating an efficient system where citizens can
participate and help decide on policy directions.
Attachments
Attachment 1 – 2014–2018 Policy for Ad Hoc/Advisory Committees and Local Boards
General Committee Meeting Agenda
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December 11, 2018 Page 6 of 6 Report No. CS18-028
Attachment 2 - Proposed 2018-2022 Policy for Ad Hoc/Advisory Committees and Local
Boards
Attachment 3 -Terms of Reference for the Community Recognition Review Advisory
Committee
Attachment 4 -Terms of Reference for the Community Advisory Committee
Attachment 5 -Terms of Reference for the Heritage Advisory Committee
Attachment 6 -Terms of Reference for the Finance Advisory Committee
Attachment 7 -Terms of Reference for the Governance Review Ad Hoc Committee
Previous Reports
None
Pre-submission Review
Agenda Management Team review on November 22, 2018
Techa van Leeuwen
Director
Corporate Services
Approved for Agenda
Doug Nadorozny
Chief Administrat.ive Officer
General Committee Meeting Agenda
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Attahcment 1
Title of Policy:Policy for Ad Hoc/Advisory
Committees and Local Boards Affects:
All Employees, Elected Officials and
the members of the public appointed to
Ad Hoc Committees, Advisory
Committees and Local Boards
Section:Legislative Services Replaces:N/A
Original
Policy Date:Revision Date:December 16, 2014
Effective Date:December 16, 2014 Next Review Date:As Required
Prepared By:Legal & Legislative Services Approval Authority: Council
1.0 Purpose
Council for the Corporation of the Town of Aurora is required by provincial legislation to establish
certain local boards and committees. Additionally, Council may establish Ad hoc or Advisory
Committees to provide opportunities for members of the public to have input into the decisions of the
Town. To ensure effective and efficient operation of all local Boards and committees this policy
establishes:
(a) the procedures to be followed in establishing Ad Hoc Committees, Advisory Committees and
Local Boards (not otherwise required by provincial legislation).
(b) the procedures for recruiting and appointing members of the public to serve on any Ad Hoc
Committees, Advisory Committees and Local Boards, including any Statutory Board or
Committee.
(c) the procedural requirements, not provided for in the Procedural By-law, necessary for the
effective and efficient operations of an Ad Hoc Committees, Advisory Committees and Local
Boards, including any Statutory Board or Committee.
2.0 APPLICATION
2.0 This Policy applies to all Ad Hoc committees, Advisory Committees and Local Boards
established by Council for the Corporation of the Town of Aurora.
2.1 In respect to Statutory Board and Committees, this policy is intended to supplement provincial
legislation where applicable to such appointments.
2.2 In the event of conflict with provincial legislation, the provisions of the provincial legislation shall
prevail.
2.3 This policy does not apply to a Compliance Audit Committee established by Council under the
provisions of subsection 81.1(1) of the Municipal Elections Act, 1996, S.O. 1996, c.32, Sch,
s.1(1), as amended.
2.4 This policy does not apply to any standing committees comprised of all Council Members.
2.5 The Clerk is responsible for interpreting this policy and establishing any forms which may be
required by this policy.
TOWN OF AURORA
Legal & Legislative Services Department
Corporate Policies, Programs and Procedures
Policy for Ad Hoc/Advisory Committees and Local Boards
General Committee Meeting Agenda
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Policy for Ad Hoc/Advisory Committees and Local Boards Page 2 of 7
3.0 DEFINITIONS
In this Policy, the following words have the following meanings:
a) “C.A.O.” means the means the Chief Administrative Officer appointed by Council, or his or her
designate;
b) “Clerk” means the Town Clerk, or his or her designate;
c) “Council” means the Council of The Corporation of the Town of Aurora;
d) “Council Members” means the Mayor or a Councillor;
e) “Director” means the person appointed by the C.A.O. or Council as head of one of the Town’s
administrative departments, or his or her designate;
f) “Member” means a person, including a Council Member, appointed to serve on a Committee
established under this policy
g) “Procedural By-law” means Town of Aurora Procedural By-law 5330-11, as amended, and any
successor procedural by-law adopted by Council; and,
h) “Statutory Board or Committee” means a committee or local board that Council is required by
provincial legislative to establish.
4.0 CREATION AND DISPOSITION OF COMMITTEES
Ad Hoc Committees
4.1 Council may from time to time, by resolution, establish such Ad Hoc Committees as it deems
appropriate.
4.2 Ad Hoc Committees shall be discontinued by Council resolution when their recommendations
upon the specified initiative or matter have been provided and further recommendations are no
longer required.
Advisory Committees
4.3 Council may from time to time, by resolution, establish such Advisory Committees as it deems
appropriate to provide recommendations to such Department Heads as it may designate on a
specific initiative or matter.
Local Boards
4.4 Council may from time to time, by by-law, establish such Local Boards as it deems appropriate
to carry out those functions which Council may lawfully authorize such Local Boards to perform,
pursuant to the statute authorizing the creation of the Local Boards.
4.5 Local Boards shall only be discontinued by Council By-law, provided such Local Boards are not
mandated by provincial legislation.
5.0 TERMS OF REFERENCE
5.1 Ad Hoc and Advisory Committees may consider delegations, correspondence, staff reports and
matters for discussion in relation to their Terms of Reference in order to provide advice or
recommendations to General Committee Council.
5.2 Whenever possible, the Terms of Reference for a committee shall be established by Council
concurrent with the creation of the Ad Hoc or Advisory Committee. In circumstances where to
do so is not possible as a prelude to undertaking any other action, staff may be directed to
prepare a proposed Terms of Reference for approval concurrent with the recruitment and first
meeting(s) of the Committee.
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Policy for Ad Hoc/Advisory Committees and Local Boards Page 3 of 7
5.3 The Terms of Reference for a Local Board shall be provided in the Council By-law establishing
the Local Boards or subsequent amendments thereto within the jurisdiction of Council and in the
provincial legislation authorizing creation of the Local Boards.
6.0 TERMS OF OFFICE
6.1 A Member, other than Council Members, shall not be considered for reappointment to a Local
Board or Committee after having served two (2) consecutive terms on that Local Board or
Committee.
6.2 A Member may serve any number of consecutive terms on different Local Boards or
Committees.
6.3 A Member, other than Council Members, may not serve on more than one (1) Local Boards or
Committees at the same time. Council may choose to appoint a Member, other than Council
Members, to more than one (1) committee by resolution, or by approving a Terms of Reference
for a Local Board or Committee that specifically includes one or more Members serving on
another Local Board or Committee.
Resignation, Withdrawal or Removal from Office
6.4 Members may resign from office at any time by submitting a letter of resignation to the Clerk
and such resignation shall be effective upon receipt of such letter by the Clerk. Normally
resignations are tabled for the information of Council at a subsequent Meeting.
6.5 Members may temporarily withdraw from office, upon the consent by resolution of Council, for a
period of time not to exceed three (3) months. Such withdrawal shall be effective upon receipt
of a notice of withdrawal by the Clerk and Council's consideration.
Continuation Where a Member Is Retired
6.6 It is intended that all Local Boards and Committees shall have the membership as set forth in
the Terms of Reference for that entity. Where a Member resigns or is removed from office,
Council shall determine within two (2) months whether to select a new Member or amend the
Terms of Reference respecting the membership of that entity.
Attendance
6.7 Members are expected to attend all Meetings. Should an appointee engage in a course of
absenteeism, as reflected in the minutes of the Local Boards and Committees, Council may,
with or without a recommendation from the Local Boards and Committees, resolve to remove
said Member from office.
Remuneration
6.8 Generally, Members who sit on Local Boards and Committees do not receive compensation;
however, remuneration may be established at the discretion of Council. If Council decides by
resolution to grant remuneration to Members who sit on Local Boards and Committees, the
Terms of Reference for that Local Board or Committee shall be amended by the Clerk to reflect
the change.
7.0 MEMBERSHIP
7.1 The Mayor (or Deputy Mayor when acting in the place and stead of the Mayor) shall be an ex-
officio Member of all Ad Hoc and Advisory Committees and Local Boards as may be established
from time to time. Ex-officio Member may take part in Committee discussions but may not take
part in the vote unless that Member is counted in order to form a quorum.
7.2 The Members for each Local Board shall be appointed from time to time by By-law or resolution.
7.3 Council shall appoint by resolution all of the Members to its Ad Hoc and Advisory Committees
and such persons may be such Council Members, or members of the public as Council
determines may be of assistance to its Ad Hoc and Advisory Committees.
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Policy for Ad Hoc/Advisory Committees and Local Boards Page 4 of 7
7.4 Council Members who are not Committee Members shall be entitled to attend all Advisory
Committee Meetings, including any Closed Session portion of the Meeting, and shall be entitled
to speak at a Committee Meeting upon requesting recognition from the Chair, but shall not be
entitled to vote. This privilege shall not be extended to Statutory Committees or Boards such as
the Committee of Adjustment or the Library Board.
Advertising
7.5 All vacancies for Local Boards and Committees shall be advertised in the local media and any
manner determined by the Clerk.
Application Form
7.6 All applications shall be submitted on a form established by the Clerk. Such applications shall
be considered public documents. All applications received shall be kept by the Clerk until the
end of the term of the current Council.
Selection Process
7.7 After a vacancy has been advertised, the Clerk shall provide Council with all applications
received to date in relation to that office and all applications received during the term of the
current Council provided such applications indicate a general willingness to hold an office such
as the one that is vacant.
7.8 Where an applicant is clearly disqualified from a particular office by virtue of this Policy or other
applicable law, the Clerk is authorized not to provide such applications to Council.
7.9 The selection of applicants shall be confirmed in an open Council Meeting. Nonetheless, given
that aspects of the selection process may touch upon matters of a personal nature, Council
may, at its discretion, review applications for office in a Closed Session Meetings prior to
confirming appointments at an open Council Meeting.
7.10 In consideration of applications, Council may review any materials it wishes, including the
applications, any references, conduct interviews with applicants and/or solicit recommendations
from existing Local Boards and Committees.
7.11 Applicants will be selected based upon suitability, in the opinion of Council, to perform the tasks
required by the office. Council shall avoid making an appointment which would create a conflict
of interest or a perception of a conflict of interest relative to the activities of the Local Boards
and Committees and the affiliation, profession or occupation of the appointee. Council shall
have regard for legislation which may restrict or impinge upon Council's latitude with respect to
Local Boards and Committees appointments.
Qualifications
7.12 All Members of Local Boards and Committees must at all times during their term of office be a
resident within the municipality, or an owner of land within the municipality, or a tenant for the
purposes of business tax as shown on the last revised Assessment Rolls for the municipality.
7.13 No person who is an "employee" within the meaning of Town Administration Procedure No. 1
may be appointed by Council to Local Boards and Committees. Employees should give
consideration, prior to accepting appointments from other bodies empowered to appoint
Members to Local Boards and Committees, as to whether a potential for conflict may exist.
Declaration of Office
7.14 Upon selection by Council and prior to undertaking any activity associated with the Local Boards
and Committees, all appointees shall complete a Committee Declaration of Appointed Office
and Authorization Form to Release Personal Information approved by the Clerk. The format of
the Committee Declaration of Appointed Office and Authorization Form to Release Personal
Information shall be approved by the Clerk.
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Training
7.15 The Clerk will provide Members of Local Boards and Committees with information or training on
their respective roles and duties.
8.0 CHAIR
8.1 The Chair and Vice Chair of the Advisory Committees shall be Council Members, with the
exception of the Accessibility Advisory Committee, and shall have such responsibilities and
powers as are provided for the Chair in Section 4 of the Procedural By-law.
8.2 The Chair of each Local Board and the term of the Chair shall be determined by the Members of
the Local Board except to the extent that provincial legislation or a Council By-law relating
specifically to that Local Board provides otherwise.
8.3 In the absence of the Chair and Vice Chair, the Members shall elect one of their Members as
Chair for the purposes of that Meeting.
8.4 The Chair shall provide leadership and direction to the Committee or Local Board.
8.5 The Chair shall direct the affairs of the Committee or Local Board in accordance with the
provisions of this Policy, applicable by-laws and procedures of the Town and provincial
legislation.
8.6 The Chair shall ensure that Committees and Local Boards respect the authority of Council, and
shall not permit debate of issues for which Council has made a final determination unless
authorized to do so by Council.
9.0 QUORUM
9.1 A quorum for Ad Hoc and Advisory Committees shall require the attendance of a majority of the
Members who may have been appointed.
9.2 Except to the extent that provincial legislation or a Council By-law relating specifically to that
Local Board provides otherwise, a quorum for the Local Boards shall require the attendance of a
majority of the Local Boards Members who may have been appointed.
10.0 ADMINISTRATIVE SUPPORT
10.1 The duties of the Secretary to each Ad Hoc or Advisory Committee or Local Board shall be
carried out by staff as appointed by the C.A.O. in consultation with the Chair, and each
Secretary shall continue under the supervision of their respective Director.
10.2 The duties of the Secretary to each Advisory Committee shall be carried out by staff as directed
by the Clerk.
10.3 Where the staff person appointed by the C.A.O. is unavailable, the Committee or Local Board
Members shall appoint a person as Secretary for the purposes of that Meeting.
10.4 The Secretary shall prepare an Agenda and Attachments at the direction of the appropriate
Director and shall make such materials available to all Council Members, to the Members, to the
C.A.O. and the Clerk.
10.5 The Secretary shall provide Notice of the Meeting to the public in accordance with the
provisions in Section 2 of the Procedural By-law or any other applicable provincial legislation.
10.6 Where materials are provided for the Committee’s consideration that were not previously
circulated with the Agenda and Attachments, the Secretary shall make such materials available
to all Council Members, the C.A.O. and the Clerk as soon as is practicable after the Committee
Meeting by placing a copy of such materials in the internal mail system of the Town or by
electronic mail.
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10.7 The duties of the Ad Hoc or Advisory Committee Secretary shall not include circulation of
correspondence arising from adoption of the Ad Hoc or Advisory Committee recommendations
by Council, since that function will be provided by the Clerk.
10.8 It shall also be open to the C.A.O to provide the Ad Hoc Committee with staff technical support
should the matters to be considered by the Committee require such expertise and, in such
cases, the role of the Secretary may be separated or consolidated with the role of the technical
support person.
10.9 The Secretary of an Ad Hoc Committee or Advisory Committee shall prepare and provide draft
minutes of all Committee’s Meetings to the Clerk.
10.10 The Secretary of a Local Board shall prepare minutes of the Local Board’s Meetings to be
provided for the information of General Committee under the signature of the Chair, if so
directed by the Chair of the Local Board, or shall prepare an informal minutes of the Board’s
Meetings to form part of the files retained by the Town, subject to applicable provincial
legislation.
11.0 OPEN MEETINGS AND NOTICE OF MEETINGS
11.1 Meetings of Ad Hoc and Advisory Committees and Local Boards appointed by Council shall be
held at the Aurora Town Hall or other disability accessible Town-owned facility at a time and
date established by the Committee at the beginning of the year/term, unless it is in the public
interest to temporarily convene a Meeting at another location within the Town of Aurora.
11.2 Any Meeting of Ad Hoc and Advisory Committees and Local Boards may be cancelled or
rescheduled subject to the approval of the majority of the Committee, and proper Notice of the
change shall be circulated to the media and posted on the Town’s Notice Board if possible.
11.3 The Secretary shall give Notice of all Meetings by making available for pick-up a copy of the
Agenda and Attachments to all Council Members, to the Committee Members, to the C.A.O.
and to the Clerk.
11.4 The Secretary shall also place a copy of the Agenda on the bulletin board in the lobby of Town
Hall and shall make a copy of the Agenda available to the Aurora Public Library and to those
members of the press who have requested that they be placed on the circulation list, and the
Agenda shall be posted on the Town website.
11.5 Where a Meeting is called upon with less than twenty-four (24) hours advance Notice, it shall be
the responsibility of the Chair and the Secretary to make reasonable efforts to provide Notice to
those concerned.
11.6 All Meetings of Ad Hoc and Advisory Committees and Local Boards shall be open to the public,
except as provided for in Section 2 of the Procedural By-law, and Committee/Board Members
shall observe all provisions respecting Closed Session Meetings in this Policy. Materials
supplied for Closed Session consideration must previously have been circulated to all Members
of Council, the C.A.O. and the Clerk, taking due care to ensure the confidentiality of such
materials.
12.0 PROCEDURES AND RULES OF DEBATE
12.1 Procedures and rules of debate as set out in the Procedural By-law shall apply in the conduct of
all Ad Hoc and Advisory Committee Meetings.
12.2 It is intended that the conduct of all Local Board Meetings shall be formal, and the Meeting shall
incorporate all statutory requirements in relation to that Local Board.
12.3 The order of business shall include disclosures of interest.
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12.4 The Ad Hoc or Advisory Committee shall have authority to hear Delegations and to consider
staff reports and correspondence in addition to topics for general discussion within the mandate
of the Committee’s Terms of Reference.
12.5 Debate on any matter shall proceed formally under the direction of the Chair, except that
Committee/Board Members may speak to any issue more than once provided all other
Committee Members who wish to speak have had an opportunity to do so.
12.6 Members shall refrain from criticizing staff or decisions of Council.
12.7 No vote taken at an Ad Hoc or Advisory Committee Meeting shall be a recorded vote and any
vote previously taken during that Meeting may be reconsidered.
12.8 The Chair shall have authority to determine the conduct of Members in accordance with Section
4 of the Procedural By-law.
13.0 REPORTING
13.1 No discussion or recommendation of an Ad Hoc, Advisory Committee or Local Board shall
constitute an act of Council.
13.2 The Clerk or Secretary will circulate the draft minutes referred to in section 10.9 of this policy to
Members for comment. The Clerk will consider any comments received and prepare final
Minutes which will be deemed approved by the Committee.
13.3 Minutes of all Ad Hoc Committees, Advisory Committee or Local Board meetings, including any
recommendations contained therein, shall be provided to General Committee or Council for
information purposes only.
13.4 Where an Ad Hoc, Advisory Committee or Local Board has adopted a recommendation, the
C.A.O. or Director may reference any such recommendation in his or her reports to General
Committee or Council.
13.5 Each Local Board shall report to the entity set forth in its enabling provincial legislation or the
Council By-law enacted in relation to that Board.
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Attachment 2
Title of Policy:Policy for Ad Hoc/Advisory
Committees and Local Boards Affects:
All Employees, Elected Officials and
the members of the public appointed to
Ad Hoc Committees, Advisory
Committees and Local Boards
Section:Legislative Services Replaces:N/A
Original
Policy Date:Revision Date:December 11, 2018
Effective Date:December 11, 2018 Next Review Date:As Required
Prepared By:Legislative Services Approval Authority: Council
1.0 Purpose
Council for The Corporation of the Town of Aurora is required by provincial legislation to establish
certain local boards and committees. Additionally, Council may establish Ad hoc or Advisory
Committees to provide opportunities for members of the public to have input into the decisions of the
Town. To ensure effective and efficient operation of all local Boards and committees this policy
establishes:
(a) the procedures to be followed in establishing Ad Hoc Committees, Advisory Committees and
Local Boards (not otherwise required by provincial legislation).
(b) the procedures for recruiting and appointing members of the public to serve on any Ad Hoc
Committees, Advisory Committees and Local Boards, including any Statutory Board or
Committee.
(c) the procedural requirements, not provided for in the Procedure By-law 6068-18, as amended,
necessary for the effective and efficient operations of an Ad Hoc Committees, Advisory
Committees and Local Boards, including any Statutory Board or Committee.
2.0 APPLICATION
2.0 This Policy applies to all Ad Hoc committees, Advisory Committees and Local Boards
established by Council for the Corporation of the Town of Aurora, except for the Aurora
Economic Development Corporation.
2.1 In respect to Statutory Board and Committees, this policy is intended to supplement provincial
legislation where applicable to such appointments.
2.2 In the event of conflict with provincial legislation, the provisions of the provincial legislation shall
prevail.
2.3 This policy does not apply to a Compliance Audit Committee established by Council under the
provisions of subsection 81.1(1) of the Municipal Elections Act, 1996, S.O. 1996, c.32, Sch,
s.1(1), as amended.
2.4 This policy does not apply to any standing committees comprised of all Council Members.
2.5 The Clerk is responsible for interpreting this policy and establishing any forms which may be
required by this policy.
TOWN OF AURORA
Legislative Services Department
Corporate Policies, Programs and Procedures
Policy for Ad Hoc/Advisory Committees and Local Boards
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3.0 DEFINITIONS
In this Policy, the following words have the following meanings:
a) “C.A.O.” means the means the Chief Administrative Officer appointed by Council, or his or her
designate;
b) “Clerk” means the Town Clerk, or his or her designate;
c) “Council” means the Council of The Corporation of the Town of Aurora;
d) “Council Members” includes the Mayor or a Councillor;
e) “Director” means the person appointed by the C.A.O. or Council as head of one of the Town’s
administrative departments, or his or her designate;
f) “Member” means a person, including a Council Member, appointed to serve on a Committee
established under this policy and may include a Member of Council unless stated otherwise.
g) “Procedure By-law” means Town of Aurora Procedure By-law 6068-18, as amended, and any
successor procedure by-law adopted by Council; and,
h) “Statutory Board or Committee” means a committee or local board that Council is required by
provincial legislative to establish.
Any term not defined by this policy shall have the same meaning as it does in the Procedure By-law.
4.0 CREATION AND DISPOSITION OF COMMITTEES
Ad Hoc Committees
4.1 Council may from time to time, by resolution, establish such Ad Hoc Committees as it deems
appropriate.
4.2 Ad Hoc Committees shall be discontinued by Council resolution when their recommendations
upon the specified initiative or matter have been provided and further recommendations are no
longer required.
Advisory Committees
4.3 Council may from time to time,shall by resolution, establish such Advisory Committees as it
deems appropriate to provide recommendations to such Department Heads Directors as it may
designate on a specific initiative or matter.
Local Boards
4.4 Council may from time to time, by by-law, establish such Local Boards as it deems appropriate
to carry out those functions which Council may lawfully authorize such Local Boards to perform,
pursuant to the statute authorizing the creation of the Local Boards.
4.5 Local Boards shall only be discontinued by Council By-law, provided such Local Boards are not
mandated by provincial legislation.
5.0 TERMS OF REFERENCE
5.1 Ad Hoc and Advisory Committees may consider delegations, correspondence, staff reports and
matters for discussion in relation to their Terms of Reference in order to provide advice or
recommendations,through staff,to General Committee Council.
5.2 Whenever possible, the Terms of Reference for a committee shall be established by Council
concurrent with the creation of the Ad Hoc or Advisory Committee. In circumstances where to
do so is not possible as a prelude to undertaking any other action, staff may be directed to
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prepare a proposed Terms of Reference for approval concurrent with the recruitment and first
meeting(s) of the Committee.
5.3 The Terms of Reference for a Local Board shall be provided in the Council By-law establishing
the Local Boards or subsequent amendments thereto within the jurisdiction of Council and in the
provincial legislation authorizing creation of the Local Boards.
6.0 TERMS OF OFFICE
6.1 A Member, other than Council Members, shall not be considered for reappointment to a Local
Board or Committee after having served two (2) consecutive terms on that Local Board or
Committee.
6.2 A Member may serve any number of consecutive terms on different Local Boards or
Committees, subject to section 6.3 of this policy.
6.3 A Member, other than Council Members, may not serve on more than one (1) Local Boards or
Committees at the same time. Council may choose to appoint a Member, other than Council
Members, to more than one (1) committee by resolution, or by approving a Terms of Reference
for a Local Board or Committee that specifically includes one or more Members serving on
another Local Board or Committee.
Resignation, Withdrawal or Removal from Office
6.4 Members may resign from office at any time by submitting a letter of resignation to the Clerk and
such resignation shall be effective upon receipt of such letter by the Clerk. Normally
resignations are tabled for the information of Council at a subsequent Meeting.
6.5 Members may temporarily withdraw from office, upon the consent by resolution of Council, for a
period of time not to exceed three (3) months. Such withdrawal shall be effective upon receipt
of a notice of withdrawal by the Clerk.and Council's consideration.
Continuation Where a Member Is Retired
6.6 It is intended that all Local Boards and Committees shall have the membership as set forth in
the Terms of Reference for that entity Committee/Board. Where a Member resigns or is
removed from office, Council shall determine within two (2) months whether to select a new
Member or amend the Terms of Reference respecting the membership of that entity.
Attendance
6.7 Members are expected to attend all Meetings. Should an appointee be absent for three (3)
consecutive meetings,engage in a course of absenteeism, as reflected in the minutes of the
Local Boards and Committees, Council may, with or without a recommendation from the Local
Boards and Committees, resolve to remove said Member from office.
Remuneration
6.8 Generally, Members who sit on Local Boards and Committees do not receive compensation;
however, remuneration may be established at the discretion of Council. If Council decides by
resolution to grant remuneration to Members who sit on Local Boards and Committees, the
Terms of Reference for that Local Board or Committee shall be amended by the Clerk to reflect
the change.
7.0 MEMBERSHIP
7.1 The Mayor (or Deputy Mayor when acting in the place and stead of the Mayor) shall be an ex-
officio Member of all Ad Hoc and Advisory Committees and Local Boards as may be established
from time to time. Ex-officio Member may take part in Committee discussions but may not take
part in the vote unless that Member is counted in order to form a quorum.
7.2 The Members for each Local Board shall be appointed from time to time by By-law or resolution.
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7.3 Council shall appoint by resolution all of the Members to its Ad Hoc and Advisory Committees
and such persons may be such Council Members, or members of the public as Council
determines may be of assistance to its Ad Hoc and Advisory Committees.
7.4 Council Members who are not Members shall be entitled to attend all Advisory Committee
Meetings, including any Closed Session portion of the Meeting, and shall be entitled to speak at
a Committee Meeting upon requesting recognition from the Chair, but shall not be entitled to
vote. This privilege shall not be extended to any Closed Session portion of the meeting or
Statutory Committees or Boards such as the Committee of Adjustment or the Library Board.
Advertising
7.5 All vacancies for Local Boards and Committees shall be advertised in the local media and any
manner determined by the Clerk.
Application Form
7.6 All applications shall be submitted on a form established by the Clerk. Such applications shall
be considered public documents. All applications received shall be kept by the Clerk until the
end of the term of the current Council.
Selection Process
7.7 After a vacancy has been advertised, the Clerk shall provide Council with all applications
received to date in relation to that office. and all applications received during the term of the
current Council provided such applications indicate a general willingness to hold an office such
as the one that is vacant.
7.8 Where an applicant is clearly disqualified from a particular office by virtue of this Policy or other
applicable law, the Clerk is authorized not to provide such applications to Council.
7.9 The selection of applicants shall be confirmed in an open Council Meeting. Nonetheless, given
that aspects of the selection process may touch upon matters of a personal nature, Council
may, at its discretion,shall review applications for office in a Closed Session Meetings prior to
confirming appointments at an open Council Meeting.
7.10 In consideration of applications, Council may review any materials it wishes, including the
applications, any references, conduct interviews with applicants and/or solicit recommendations
from existing Local Boards and Committees.
7.11 Applicants will be selected based upon suitability, in the opinion of Council, to perform the tasks
required by the office. Council shall avoid making an appointment which would create a conflict
of interest or a perception of a conflict of interest relative to the activities of the Local Boards
and Committees and the affiliation, profession or occupation of the appointee. Council shall
have regard for legislation which may restrict or impinge upon Council's latitude with respect to
Local Boards and Committees appointments.
Qualifications
7.12 All Members of Local Boards and Committees must at all times during their term of office be a
resident within the municipality, or an owner of land within the municipality, or a tenant for the
purposes of business tax as shown on the last revised Assessment Rolls for the municipality.
7.13 No person who is an "employee" within the meaning of Town Administration Procedure No. 1
may be appointed by Council to Local Boards and Committees. Employees should give
consideration, prior to accepting appointments from other bodies empowered to appoint
Members to Local Boards and Committees, as to whether a potential for conflict may exist.
Declaration of Office
7.14 Upon selection by Council and prior to undertaking any activity associated with the Local Boards
and Committees, all appointees shall complete a Committee Declaration of Appointed Office
and Authorization Form to Release Personal Information approved by the Clerk. The format of
the required documents shall be approved by the Clerk.
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Training
7.15 The Clerk will provide Members of Local Boards and Committees with information or training on
their respective roles and duties.
8.0 CHAIR
8.1 The Chair and Vice Chair of the Advisory Committees shall be Council Members appointed by a
vote of the members at the first meeting, with the exception of the Accessibility Advisory
Committee, and shall have such responsibilities and powers as are provided for the Chair in
Section 4 of the Procedure By-law,as amended from time to time.The Chair may not be a
member of Council.
8.1.1 To select a Chair and Vice Chair, the Clerk or other assigned staff person will call on Members
two (2) times to move a motion to nominate a Member as Chair, which must be duly seconded.
The Committee will vote on the motions in order in which they are made until a majority vote
affirms the selection of the Chair.
8.2 The Chair of each Local Board and the term of the Chair shall be determined by the Members of
the Local Board except to the extent that provincial legislation or a Council By-law relating
specifically to that Local Board provides otherwise.
8.3 In the absence of the Chair and Vice Chair, the Members shall elect one of their Members as
Chair for the purposes of that Meeting.
8.4 The Chair shall provide leadership and direction to the Committee or Local Board.
8.5 The Chair shall direct the affairs of the Committee or Local Board in accordance with the
provisions of this Policy, applicable by-laws and procedures of the Town and provincial
legislation.
8.6 The Chair shall ensure that Committees and Local Boards respect the authority of Council, and
shall not permit debate of issues for which Council has made a final determination unless
authorized to do so by Council.
9.0 QUORUM
9.1 A quorum for Ad Hoc and Advisory Committees shall require the attendance of a majority of the
Members who may have been appointed.
9.2 Except to the extent that provincial legislation or a Council By-law relating specifically to that
Local Board provides otherwise, a quorum for the Local Boards shall require the attendance of a
majority of the Local Boards Members who may have been appointed.
10.0 ADMINISTRATIVE STAFF SUPPORT
10.1 The duties of the Secretary Staff Liaison to each Ad Hoc or Advisory Committee or Local Board
shall be carried out by staff as appointed by the C.A.O. in consultation with the Chair, and each
Secretary Staff Liaison shall continue under the supervision of their respective Director,if
applicable.
10.2 The duties of the Committee Coordinator for each Advisory Committee shall be carried out by
staff as directed by the Clerk.
10.3 Where the staff person appointed by the C.A.O. is unavailable, the Committee or Local Board
Members shall appoint a person as Secretary for the purposes of that Meeting.
10.4 The Committee Coordinator shall prepare an Agenda and Attachments at the direction of the
appropriate Director and shall make such materials available to all Council Members, to the
Members, to the C.A.O. and the Clerk.
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10.5 The Committee Coordinator shall provide notice of the Meeting to the public in accordance with
the provisions in Section 15(f)of the Procedure By-law or any other applicable provincial
legislation.
10.6 Where materials are provided for the Committee’s consideration that were not previously
circulated with the Agenda and Attachments, the Committee Coordinator shall make such
materials available to all Council Members, the C.A.O. and the Clerk as soon as is practicable
after the Committee Meeting by placing a copy of such materials in the internal mail system of
the Town or by electronic mail,and by posting materials on the Town’s webpage.
10.7 The duties of the Ad Hoc or Advisory Committee Coordinator shall not include circulation of
correspondence arising from adoption of the Ad Hoc or Advisory Committee recommendations
by Council, since that function will be provided by the Clerk.
10.8 It shall also be open to the C.A.O to provide the Ad Hoc Committee with staff technical support
should the matters to be considered by the Committee require such expertise and, in such
cases, the role of the Committee Coordinator may be separated or consolidated with the role of
the technical support person.
10.9 The Committee Coordinator of an Ad Hoc Committee or Advisory Committee shall prepare and
provide draft minutes of all Committee’s Meetings to the Clerk.
10.10 The Secretary/Committee Coordinator of a Local Board shall prepare minutes of the Local
Board’s Meetings to be provided for the information of General Committee under the signature
of the Chair, if so directed by the Chair of the Local Board, or shall prepare an informal minutes
of the Board’s Meetings to form part of the files retained by the Town, subject to applicable
provincial legislation.
11.0 OPEN MEETINGS AND NOTICE OF MEETINGS
11.1 Meetings of Ad Hoc and Advisory Committees and Local Boards appointed by Council shall be
held at the Aurora Town Hall or other disability accessible Town-owned facility at a time and
date established by the Committee at the beginning of the year/term, unless it is in the public
interest to temporarily convene a Meeting at another location within the Town of Aurora.
11.2 Any Meeting of Ad Hoc and Advisory Committees and Local Boards may be cancelled or
rescheduled subject to the approval of the majority of the Committee of the Chair and Staff
Liaison, and proper notice of the change shall be circulated to all Members the media and
posted on the Town’s website Notice Board if possible as per the Procedure By-law.
11.3 The Committee Coordinator shall give notice of all Meetings by making available for pick-up a
copy of the Agenda and Attachments to all Council Members, to the Committee Members, to the
C.A.O., to the Clerk, and the Agenda shall be posted on the Town website.
11.4 The shall also place a copy of the Agenda on the bulletin board in the lobby of Town Hall and
shall make a copy of the Agenda available to the Aurora Public Library and to those members of
the press who have requested that they be placed on the circulation list, and the Agenda shall
be posted on the Town website.
11.4 Where a Meeting is called upon with less than twenty-four (24) hours advance notice, it shall be
the responsibility of the Chair and the Committee Coordinator to make reasonable efforts to
provide notice to those concerned, as per the Procedure By-law.
11.5 All Meetings of Ad Hoc and Advisory Committees and Local Boards shall be open to the public,
except as provided for in the Procedure By-law, and Committee/Board Members shall observe
all provisions respecting Closed Session Meetings in this Policy. Materials supplied for Closed
Session consideration must previously have been circulated to all Members of Council, the
C.A.O. and the Clerk, taking due care to ensure the confidentiality of such materials, and the
materials shall be collected at the end of the Closed Session meeting.
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12.0 PROCEDURES AND RULES OF DEBATE
12.1 Procedures and rules of debate as set out in the Procedure By-law shall apply in the conduct of
all Ad Hoc and Advisory Committee Meetings.
12.2 It is intended that the conduct of all Local Board Meetings shall be formal, and the Meeting shall
incorporate all statutory requirements in relation to that Local Board.
12.3 The order of business shall include disclosures of interest.
12.4 The Ad Hoc or Advisory Committee shall have authority to hear Delegations and to consider
staff reports and correspondence in addition to topics for general discussion within the mandate
of the Committee’s Terms of Reference.
12.5 Debate on any matter shall proceed formally under the direction of the Chair, except and that
Committee/Board Members may speak to any issue no more than twice.more than once
provided all other Committee Members who wish to speak have had an opportunity to do so.
12.6 Members shall refrain from criticizing staff or decisions of Council.
12.7 No vote taken at an Ad Hoc or Advisory Committee Meeting shall be a recorded vote.and any
vote previously taken during that Meeting may be reconsidered.
12.8 The Chair shall have authority to determine the conduct of Members in accordance with Section
10 of the Procedure By-law.
13.0 REPORTING
13.1 No discussion or recommendation of an Ad Hoc, Advisory Committee or Local Board shall
constitute an act of Council.
13.2 The Clerk or Committee Coordinator will circulate the draft minutes referred to in section 10.9 of
this policy to Members for comment. The Clerk will consider any comments received and
prepare final Minutes which will be deemed approved by the Committee.
13.3 Minutes of all Ad Hoc Committees, Advisory Committee or Local Board meetings, including any
recommendations contained therein, shall be provided to General Committee or Council for
information purposes only.The receipt of minutes from Ad Hoc Committees, Advisory
Committees or Local Board by Council does not constitute endorsement by the Town of any
recommendations or actions contained therein.
13.4 All Committee recommendations shall proceed to an Agenda Management Team Meeting
where Senior Staff will decide whether the recommendation should proceed to Council to be
enacted or whether Council could benefit from a further report from staff before making a
decision.
13.5 Where an Ad Hoc, Advisory Committee or Local Board has adopted a recommendation, the
C.A.O. or Director may reference any such recommendation in his or her reports to General
Committee or Council.
13.6 Each Local Board shall report to the entity set forth in its enabling provincial legislation or the
Council By-law enacted in relation to that Board.
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Attachment 3
2018-2022 Boards and Committees
COMMUNITY RECOGNITION REVIEW ADVISORY
COMMITTEE
TERMS OF REFERENCE
1. PURPOSE
The Community Recognition Review Advisory Committee is formed to support Town
staff in various aspects of the Community Recognition Awards Event.
2. MEMBERSHIP
The Committee shall be comprised of seven (7) members, as follows:
x Two (2) members of Council; and
x Five (5) citizen members selected by Council.
In making its citizen appointments, Council will give preference to applicants who have
experience in the volunteer sector and/or Community Recognition Awards.
3. TERM
The 2018-2022 Term of Council.
4. REMUNERATION
None
5. DUTIES AND FUNCTIONS
x Support Town staff in the delivery of the Community Recognition Awards by
supporting community participation through the nomination process and
sponsorship opportunities;
x Advise staff on opportunities to continuously improve the Community Recognition
Awards.
x Appoint an independent Selection Committee, which has the delegated authority
to formally approve the recipients of the Community Recognition Awards.
General Committee Meeting Agenda
Tuesday, December 11, 2018
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Attachment 3
Community Recognition Review Ad Hoc Committee
Terms of Reference
Page 2 of 2
2018-2022 Boards and Committees
6. REPORTING
When necessary, the Committee shall report through the staff liaison to General
Committee
7. MEETING TIMES AND LOCATIONS
The Committee will meet on an as required basis to address various aspects of the
Community Recognition Awards, at the call of the Chair.
8. STAFF SUPPORT
The Chief Administrative Officer will appoint one or more appropriate staff liaisons to
provide technical support to the Committee.
The Legislative Services division will provide administrative support services to the
Committee.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R1
Page 22 of 30
Attachment 4
2018-2022 Boards and Committees
COMMUNITY ADVISORY COMMITTEE
TERMS OF REFERENCE
1. PURPOSE
The Community Advisory Committee is formed to support and advise Town staff in
various issues that affect the Town of Aurora as a whole. The Committee is the result
of combining the Parks, Recreation and Cultural Services Advisory Committee,
Environmental Advisory Committee and the Trails and Active Transportation Advisory
Committee from the previous term.
The mandate of the committee is meant to be broad and include matters and initiatives
outside the jurisdiction of other, narrower mandated committees.
2. MEMBERSHIP
The Committee shall be comprised of seven (7) members, as follows:
x Two (2) members of Council; and
x Five (5) citizen members selected by Council.
In making its citizen appointments, Council will look for members of the public with
different and diverse backgrounds to support the types of items that the Committee will
consider.
3. TERM
The 2018-2022 Term of Council.
4. REMUNERATION
None
5. DUTIES AND FUNCTIONS
x To support and advise Town Staff on initiatives and matters relating to the
Community Services Department of the Town, including Recreation, Facilities
and Cultural Services
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Attachment 4
Community Advisory Committee
Terms of Reference
Page 2 of 2
2018-2022 Boards and Committees
x To support and advise Town Staff on initiatives and matters relating to the
Operations Department of the Town, including Parks and Infrastructure
Operations
x To support and advise Town Staff on initiatives and matters relating to the
Planning and Development Department of the Town, including Trails, Traffic and
Engineering (which includes Environment).
6. REPORTING
The Committee shall advise staff on initiatives and matters that will go before General
Committee and Council for approval.
7. MEETING TIMES AND LOCATIONS
The Committee will meet on the third Thursday of every second month at 7 p.m. with
the exception of July and August. Additional meetings of the Committee may be
called by the Chair to address urgent matters.
8. STAFF SUPPORT
Staff Liaisons will consist of staff from the Community Services, Operations and
Planning and Development Departments, depending on which items are on a given
agenda.
The Legislative Services division will provide administrative support services to the
Committee.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R1
Page 24 of 30
Attachment 5
2014-2018 Boards and Committees
HERITAGE ADVISORY COMMITTEE
TERMS OF REFERENCE
1. PURPOSE
The Heritage Advisory Committee shall advise staff (and assist Council) on all
matters relating to the conservation of buildings of historic or architectural value and
on all matters relating to the designation and preservation of heritage conservation
districts in accordance with the Ontario Heritage Act, and not on new planning and
development, except for new applications within the heritage resource area, as
identified in the Town of Aurora’s Official Plan and on all properties as defined in
Parts IV and V of the Ontario Heritage Act.
2. MEMBERSHIP
The Committee shall be comprised of seven (7) Members:
x One (1) Member of Council; and,
x Four (4) Members of the public, one (1) Honorary Member and one (1) member
of the Aurora Historical Society
3. TERM
The Committee shall be appointed for a two-year term, with the option of a further
two-year term and will be concurrent with the term of Council.
4. REMUNERATION
None.
5. DUTIES AND FUNCTIONS
x To encourage heritage preservation in Aurora by examining, researching and
evaluating properties and areas that may deserve recognition and protection;
x To recommend to Staff the designation of architecturally significant properties
or districts under the Ontario Heritage Act;
x To promote heritage conservation within the Town through newsletters, guides,
exhibits and other educational material about notable buildings, streets, and
districts in the Town in order to raise community awareness;
General Committee Meeting Agenda
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Attachment 5
Heritage Advisory Committee
Terms of Reference
Page 2 of 2
2018-2022 Boards and Committees
x To compile data and other information on heritage buildings and features that
may have historical or architectural significance; and
x To provide comment to Staff on proposed development applications and
demolition permits on properties within the heritage area, as identified within
the Town of Aurora’s Official Plan.
6. MEETING TIMES AND LOCATIONS
The Committee will meet on the first Monday of every second month at 7 p.m.
with the exception of July and August. Additional meetings of the Committee may
be called by the Chair to address urgent matters
7. STAFF SUPPORT
The Planning and Development Services Department provides technical support
services and the Legislative Services division provides administrative support
services to the Committee.
Other Staff representatives will attend Committee meetings on an as-required
basis and will provide technical assistance to the Committee.
8. Agendas
Agendas are set by the Director in consultation with the Chair.
General Committee Meeting Agenda
Tuesday, December 11, 2018
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Page 26 of 30
Attachment 6
2018-2022 Boards and Committees
FINANCE ADVISORY COMMITTEE
TERMS OF REFERENCE
1. PURPOSE
The primary function of the Finance Advisory Committee is to assist staff and Council
and the Corporation in fulfilling its fiscal responsibilities by reviewing and
recommending on the long range corporate financial planning process; capital
planning initiatives and fiscal policy matters.
The Committee mandate shall include proactive advance input into the annual
budgeting processes with a view to enhancing reporting and analysis mechanisms to
ensure we are delivering values programs and services in the most effective and
efficient manner.
2. MEMBERSHIP
The Committee shall be composed of three (3) Councillors.
3. TERM
The Committee shall hold office for a term of four years concurrent with the term of
Council.
4. REMUNERATION
None
5. DUTIES AND FUNCTIONS
The Committee shall review and make recommendations to Council in the following
areas:
x long-range, corporate financial planning policy/process that would enhance
the long-term financial health of the Corporation
x the annual capital and operating budget process and financial reporting process
to enhance:
1. the higher level policy decision-making role of Council
2. the existing reporting/analysis tools to assist Council’s decision-making
General Committee Meeting Agenda
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Attachment 6
Finance Advisory Committee
Terms of Reference
Page 2 of 2
2018-2022 Boards and Committees
process
3. the timing and extent of public participation in the process
x the business practices of the organization, identifying opportunities that would
increase effectiveness and efficiencies
x fiscal policy matters
x the annual performance measures report to the Province, noting the relative
position of Aurora with comparator municipalities in the designated
categories
x undertake other assignments as may be requested by Council from time to time.
6. MEETING TIMES AND LOCATIONS
The Financial Advisory Committee shall normally meet at Town Hall once per month,
except for the months of July and August, from 5:30 p.m. to 6:45 p.m. on the Tuesday
of the second General Committee meeting of that month
7. STAFF SUPPORT
Technical support shall be provided by the CAO and the Director of Financial
Services - Treasurer. The Legislative Services division shall provide administrative
support services to the Committee.
8. AGENDAS
Agendas are set by the Director in consultation with the Chair.
General Committee Meeting Agenda
Tuesday, December 11, 2018
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Attachment 7
Town of Aurora 2018-2022 Boards and Committees
Governance Review Ad Hoc Committee
Terms of Reference
1. Purpose
The purpose of the Committee shall be to review and provide advice on
governance issues related to the Town, including Council structure and election
provisions.
2. Membership
The Committee shall be comprised of three (3) or five (5) citizen Members.
In making its citizen appointments, Council will give preference to applicants who
have experience participating on Council, Boards or Committees, demonstrated
expertise in governance, municipal expertise, financial expertise, and/or legal
expertise in municipal or ethical issues.
3. Term
The term of the Committee terminate upon the acceptance of the Committee’s
final report to Council.
4. Remuneration
None.
5. Duties and Functions
The Committee shall review and make recommendations to Council at General
Committee in the following areas:
x Policies and procedures governing elections;
x Composition and structure of Council; and
6. Reporting
The Town Clerk will provide the recommendations of the committee to Council
through a report to General Committee
General Committee Meeting Agenda
Tuesday, December 11, 2018
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Attachment 7
Governance Review Ad Hoc Committee
Terms of Reference
Page 2 of 2
Town of Aurora 2018-2022 Boards and Committees
The Chair will preside at the meetings using the Town of Aurora’s Procedure By-
law and keep discussion on topic and focussed on the mandate of the
Committee.
7. Meeting times and Locations
The Governance Review Ad Hoc Committee shall meet on an as required basis,
with the specific dates and times for meetings determined by the Committee.
Additional meetings may be called by the Chair. The Chair may cancel any
meeting.
8. Staff Support
The Legislative Services division provides administrative support services to the
Committee, including:
x Record and report its recommendations to General Committee; and
x Complete the minutes of the meeting which will be presented for adoption
at the next meeting of the Governance Review Ad Hoc Committee.
Other Staff representatives will attend Committee meetings when required.
General Committee Meeting Agenda
Tuesday, December 11, 2018
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Town of Aurora
General Committee Report No. CS18-031
Subject: Noise Exemption Request – 440 William Graham Dr.
Prepared by: Techa van Leeuwen, Director of Corporate Services
Department: Corporate Services
Date: December 11, 2018
Recommendation
1. That Report No. CS18-031 be received; and
2. That an exemption to the Town’s Noise By-law No. 4787-06.P to allow for the
construction of cast-in-place concrete slabs at 440 William Graham Dr. be
approved; and
3. That a by-law to amend the Noise By-law No. 4787-06.P be enacted at a future
Council meeting to provide delegated authority to staff to approve noise
exemptions for continuous pouring of concrete that cannot be interrupted
once the operations have commenced.
Executive Summary
The purpose of this report is to obtain Council approval for an exemption to the Town’s
Noise By-law No. 4787-06.P (the “Noise By-law”) for the pouring and finishing of cast-in-
place concrete slabs during the construction of the 7-story apartment building located at
440 William Graham Dr.
• Concrete finishing for cast-in-place construction is common practice and
requires significant time for the required end product
• The Town has provided this type of exemption for other construction projects of
similar scale.
• Other Municipalities have provided for an exemption in their Noise By-law or
have delegated authority to staff to approve an exemption for continuous pour
of concrete
• If staff receive delegated authority, a process will be established to provide
notice of the exemption
General Committee Meeting Agenda
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December 11, 2018 Page 2 of 4 Report No. CS18-031
Background
On June 29, 2018 a building permit was issued for the foundation of a 7-story retirement
residence and apartment building at 440 William Graham Dr. A full building permit was
subsequently issued on September 27, 2018. Construction is in progress and on
October 19, 2018 Lisgar Construction Company submitted a formal request for a noise
exemption for the construction of the cast-in-place concrete slabs.
Analysis
Concrete finishing for cast-in-place construction is common practice and
requires significant time for the required end product
The construction of cast-in-place concrete slabs requires significant time to achieve a
quality product. The concrete pour of a large slab can take several hours which will
occur during the day. The concrete then requires time to cure and properly set. Once
the concrete has set enough to walk on it the power troweling can commence. The
troweling will occur in the evening and into the early morning hours. The expected
timeframe for completion of the slabs is September of 2019. This is standard
construction design and practice and for larger construction projects we will continue to
receive requests for a noise exemption.
The Town has provided this type of exemption for other construction projects of
similar scale
During the construction of Centro condominiums a similar request was made to Council
through a delegation. At the time Council delegated the authority to staff to approve the
ongoing noise exemption for the duration of the construction project. A process was
established with the construction company where they provided Notice to the Town on a
regular basis of when the finishing of the slabs would be occurring. Ongoing
communication was key to ensure the Town and surrounding residents were aware of
the construction activities.
Other Municipalities have provided for an exemption in their Noise By-law or have
delegated authority to staff to approve an exemption for continuous pour of
concrete
As continuous concrete slab pours are common construction practice, other
municipalities have provided for out- right exemptions in their Noise By-law or have
General Committee Meeting Agenda
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December 11, 2018 Page 3 of 4 Report No. CS18-031
delegated authority to staff to approve the exemptions. For example City of Toronto
construction noise prohibitions does not apply to continuous pouring of concrete activity.
If staff receive delegated authority, a process will be established to provide notice
of the exemption
Larger scale construction projects will continue to occur within the Town and these
types of projects will be constructed with concrete cast-in-place slabs. Staff are
recommending the Noise By-law be amended to provide delegated authority to staff to
approve these requests. If delegated authority is received staff will establish an
application process for the exemption that will include notification of when the noise
during the restricted period will occur.
Advisory Committee Review
N/A
Legal Considerations
Section 3.4 of the Noise By-law allows Council to consider exemption requests.
Council’s decision is final. Further, to delegate authority to staff, Council is required to
enact a by-law.
Financial Implications
If delegated authority is received for staff to approve requests for continuous pouring of
concrete, staff will establish an application process that may include a nominal
administration fee.
Communications Considerations
Staff will work with Lisgar Construction Ltd. to ensure notification is provided to
surrounding areas that will contain details and contact information.
Link to Strategic Plan
This report supports the Strategic Plan goal of strengthening the fabric of our
community.
General Committee Meeting Agenda
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General Committee Meeting Agenda Tuesday, December 11, 2018Item R2 Page 4 of 4
Town of Aurora
General Committee Report No. FS18-027
Subject: 2019 Fees and Charges Update
Prepared by: Laura Sheardown, Financial Analyst – Cash Flow & Investments
Department: Financial Services
Date: December 11, 2018
Recommendation
1. That Report No. FS18-027 be received; and
2. That a by-law be enacted to set the 2019 Fees and Charges for applications,
permits, use of Town property, the sale of documents and for the prescribed
service charges for administrative matters as itemized on the attached
schedules be approved.
Executive Summary
All fees and charges listed on the schedules attached to the Fees and Charges Bylaw are
for user pay services, where the requesting party is the sole beneficiary from the service.
Most of the fees are on a full cost recovery basis, which allows the Town to fully recover
the costs of providing a specific service or use of property.
The annual review of the Fees and Charges bylaw allows staff the opportunity to ensure
that the Town is recovering the cost of user pay services and make changes if required.
Background
Council last reviewed the Town’s Fees and Charges Bylaw in October of 2017. The
bylaw is structured to align fees with departmental owners in the form of schedules for
each department in order to facilitate reviews and updates as required. It has been the
Town’s practice to review the attached schedules annually and to make revisions as
required.
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December 11, 2018 Page 2 of 7 Report No. FS18-027
Analysis
Most of the changes on the schedules are as a result of a minimum 2.5% increase to
reflect the impact of inflation on the cost of each service’s delivery as per the direction of
Council. These inflationary increases are necessary in order to maintain desired
applicable service cost recovery benchmarks. All fees increased for other reasons or
rationales will be explained within the individual schedules listed below and are flagged
with the ‘*’ symbol on the right hand side. The final schedules to the Fees and Charges
Bylaw will only include the 2019 fees column.
Schedule A – General Fees and Charges
Inflationary indexing increases only. The Tender document fee is being eliminated as
they are all available electronically through Bids and Tenders (www.bidsandtenders.ca).
Schedule B – Planning and Development Services
Planning and Development Services has eliminated several fees as they are no longer
applicable as the documents have become outdated or unavailable. The pricing
schedule for service connection fees has been simplified to be just the cost of
construction plus a percentage based administrative fee instead of listing each possible
type of connection and their individual costs.
Schedule C – Corporate Services
Corporate Services are proposing the following changes to its fees:
• Civil Marriage Services – The prices are mostly being kept at the same
level as last year to ensure that we are still in line with the rest of York
Region and still considered competitive in the market.
• Attendance Supervisory Fee – The fee has been increased to reflect the
true cost of providing the supervisory services. For comparisons, the City
of Toronto charges $108.00/hour and the City of Barrie charges
$105.00/hour.
• Property Standards Appeal - This new fee would be charged when an
appeal of a Property Standards Order is submitted. This fee would assist
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December 11, 2018 Page 3 of 7 Report No. FS18-027
in recovering the cost of an officer(s) time and town resources in
reinvestigating the issue.
Schedule D – Community Services
Community Services are proposing the following changes to its fees:
• Section 2 (c), (d) & (e) Youth, Adult & Senior’s Activities – Activity fee
ranges have been dropped to reflect either a lower starting price or some
are free to the public as they have been covered by outside grants or
sponsors.
• Section 5 (b) & (e) Youth Drop-in & Other – No increase to these fees is
being recommended as they are currently comparable to other
municipalities.
• Section 10 Memberships – No increase to these fees is being
recommended as they are currently comparable to other municipalities.
• Section 16 (b) Public Skating (all) – No increase is being recommended
as well as the addition of more packages for public skating passes.
• Section 20 Playing Field User Fees – An adjustment in the date from
May 1st to April 30 to align with the turf rentals within the dome.
Schedule E – Operational Services
All increases are inflationary only. Some of the fees charged for most recycling
containers have been reduced to reflect the latest tender prices received by the Town.
Schedule F – Financial Services
Financial Services are proposing the following new fees:
• Mortgage Administrative Fee ($10 per account paid) – Twice a year the
mortgage companies send a list of properties that they are paying the taxes for
and staff are required to reconcile this information with existing records. This
charge recognizes the time and effort that goes into managing this program and
is in line with other municipalities within York Region.
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December 11, 2018 Page 4 of 7 Report No. FS18-027
• Tax Reminder Notices ($7 per notice) – In addition to producing more than
20,000 tax bills twice a year, staff are also finding the need to produce reminder
notices for about 25% of these accounts in order to provide reminders for
outstanding accounts after the scheduled due dates. Although this is a new fee
for the Town of Aurora, other municipalities within York Region have been
charging it for several years.
• Water and Wastewater Reminder Notices ($7 per notice) – Similar to the tax
reminder notices, staff are finding the need to produce reminder notices for 25%
of the more than 17,000 water accounts that exist. Although this is a new fee for
the Town, other municipalities within York Region have been charging it for
several years.
• Tax and Water/Wastewater Certificate ($140 per combined certificate) – When
properties are sold, most lawyers require proof from the Town that the tax and
water accounts are up to date with not amounts outstanding. This fee will cover
certificates for both tax and water/wastewater at a lower rate than purchasing
both certificates separately.
• Addition of Unpaid Provincial Offences Act Fines to Tax Bill ($50 per
addition) – The province has the ability to collect unpaid amounts charged under
the Provincial Offences Act through residents’ tax accounts. This fee recognizes
the administration that is required to properly distribute the amounts transferred
from the Province onto the correct property account, and make the necessary
remittances and communications with the Province.
All other increases that were larger than inflationary are a result of trying to bring
more of our fees in line with similar ones charged throughout York Region.
Schedule G – Building Division
Inflationary increases only.
Schedule H – Development Planning Division
Inflationary increases only.
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December 11, 2018 Page 5 of 7 Report No. FS18-027
Advisory Committee Review
The Finance Advisory Committee is not mandated to review the proposed fee changes
prior to the review by General Committee.
Legal Considerations
Section 11(2)(3) and Section 391(1) of the Municipal Act allow a municipality to enact
by-laws for its financial management, and in particular, to impose fees or charges on
persons for services or activities provided or done by or on behalf of it. Other legislation
affecting the setting of fees and charges appear in the Planning Act and the Building
Code Act.
Financial Implications
With regards to the Fees and Charges Bylaw, the revised fees proposed here will be
used by departments to complete their revenue projections for the 2019 Operation
Budget.
The proposed 2019 fees and charges have been adjusted in order to reflect changes to
departmental costs in providing applicable services to users. All fee increases will
alleviate pressure on the 2019 tax base, when costs increase as a result of inflation, but
non-tax revenues do not increase, the tax revenues must therefore increase by more
than inflation to balance the budget. Council should be aware that the fees presented in
these schedules include HST where applicable.
Communications Considerations
Finance and Corporate Communications staff will work together to ensure the proposed
fee changes are posted in accordance with the Town’s Notice Provision Policy.
Link to Strategic Plan
Reviewing and updating the Town’s fees and charges annually for user pay services
contributes to achieving the Strategic Plan guiding principle of ‘Leadership in Corporate
Management’ and improves transparency and accountability to the community.
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December 11, 2018 Page 6 of 7 Report No. FS18-027
Alternative(s) to the Recommendation
1. Council may choose to accept, amend or reject any or all of the recommendations
of this report.
2. Leave fees at 2018 levels and absorb incremental costs of providing related
services within the Town’s tax levy.
Conclusions
Staff recommend endorsement of the proposed changes to the Fees and Charges
Bylaw.
As part of the annual update of the Town’s fees and charges, staff have ensured that all
changes brought forward are a fair representation of the cost of these services and that
they are in line with surrounding municipalities for similar services.
Attachments
Schedule A – General Fees and Charges
Schedule B – Planning and Development Services
Schedule C – Corporate Services
Schedule D – Community Services
Schedule E – Operational Services
Schedule F – Financial Services
Schedule G – Building Division
Schedule H – Development Planning Division
Previous Reports
None.
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General Committee Meeting Agenda Tuesday, December 11, 2018Item R3 Page 7 of 33
By-Law XXXX-19
Schedule A
General Fees and Charges
Effective February 1, 2019
Page 1 of 1
Description of Service for Fee or Service Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
Photocopies (8 1/2 X 11 and 8 1/2 X 14) per page 0.80$0.80$
Photocopies (11x 17)per page 1.45$1.40$
first page 7.25$7.05$
per additional page 2.50$2.40$
Tender documents per set depending on size of
document per tender n/a $45.00 to $375.00 *
As required to reimburse costs incurred by the Town of
Aurora, including but not limited to Registration Fees,
Courier Fees, Corporate and Title Search Fees, external
File Retrieval Costs, etc., at the discretion of the
Director.
each Disbursement Cost Disbursement Cost
DISBURSEMENTS
Fax Transmittal
GENERAL FEES
TENDER DOCUMENTS
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By-Law XXXX-19
Schedule B
Planning and Development Services Department
Effective February 1, 2019
Page 1 of 3
Description of Service for Fee or Service
Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
Development Planning Division
Maps
Official Plan Schedule 'A' Map
(18x24 inches) (colour)per map 18.50$ 18.00$
Official Plan Schedules other than 'A'
(11x17) (b/w)per map 8.25$ 8.00$
Urban Design Areas Map (11 x 17) (colour)per map n/a 16.00$ *
Town Street Plan Map (b/w)
(24x36 inches)per map 8.25$ 8.00$
Town Street Plan Map (colour) (24x36
inches)per map 13.25$ 13.00$
Town Air Photo Map
(30x39 inches)per map 40.00$ 39.00$
Application Status List Map (24x36
inches)per map 13.25$ 13.00$
Oak Ridges Moraine Map Schedule 'J' as per
Official Plan 48 (11 x 17) (b/w)per map 16.50$ 16.00$
Official Plans
Official Plan per OP 55.25$ 54.00$
2C Secondary Plan per copy 33.75$ 33.00$
Secondary Plans per Secondary Plan 23.50$ 23.00$
Aurora Promenade Study per copy 55.25$ 54.00$
Secondary Plans Consolidation per copy 44.00$ 43.00$
Official Plan Amendment (Various)per copy n/a 11.00$
Urban Design Guidelines (Various)per copy n/a 31.00$
Zoning
Zoning By-law 2213-78
(2014 Consolidation)per By-law n/a 85.00$
Comprehensive Zoning By-law per copy 30.75$ 30.00$
Comprehensive Zoning Exceptions per copy 87.00$ 85.00$
Heritage
Northeast Old Aurora Heritage Conservation
District Plan per copy 29.75$ 29.00$
Other
GIS Analysis per hour 79.00$ 77.00$
Application Status Listing per copy 18.50$ 18.00$
Vacant Employment Land Inventory per copy 18.50$ 18.00$
Circulation Fees, including Labels per circulation 80.00$ 78.00$
Building Division
Permitted Use Letter
To respond in writing to enquires related to uses
of specific properties with respect to permitted
uses as set in the Town of Aurora Zoning By-law
2213-78, as amended
each 42.00$ 41.00$
Administrative Costs
Additional costs associated with the
administration fee internal processing model
homes applications with respect to outside
agencies, and engineering review, and corporate
policies and procedures
per unit 445.00$ 434.00$
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By-Law XXXX-19
Schedule B
Planning and Development Services Department
Effective February 1, 2019
Page 2 of 3
Description of Service for Fee or Service
Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
Construction Activity Report
Reports generated upon request providing permit
numbers,location, description and construction
value
each 84.00$ 82.00$
Zoning Review - Residential (single, semi or
street townhomes)
Zoning review of applications other than a
building permit application including zoning review
of Committee of Adjustment or Consent
applications and determination of legal non-
conforming status.
each 84.00$ 82.00$
Zoning Review - All Other Building Types
Zoning review of applications other than a
building permit application including zoning review
of Committee of Adjustment or Consent
applications and determination of legal non-
conforming status.
each 168.00$ 164.00$
Sign Review
Sign By-law review of applications other than a
sign permit application including Sign By-law
review of Planning Applications.
each 168.00$ 164.00$
Permit fees related to By-law Number 4753-
05.P
Pool Enclosure Permits each 315.00$ 307.00$
Hot Tub Permits each 168.00$ 164.00$
Subdivision and Site Plan Engineering Fees percentage of servicing
costs 6.0%6.0%
Benchmarks per benchmark $78.00 $76.35
Plot WIMS/SIMS Maps, Engineering Drawings -
drawings printed in-house per sheet of map $4.00 $3.85
Plot WIMS/SIMS Maps, Engineering Drawings -
drawings sent out for reproducing per sheet of map
$20.00 or $4.00 per
sheet, whichever is
greater
$19.40 or $3.85 per
sheet, whichever is
greater
Request for digital drawings per drawing
$4.00 (fee applies
only for large
requests: over 10
drawings)
$3.85 (fee applies
only for large
requests: over 10
drawings)
Topsoil Preservation Permit flat fee + price per ha of
site area
$668.00 Flat Fee +
$38.00/ha
$651.95 Flat Fee +
$36.95/ha
Request for Information per request $66.00 $64.35
7-Day Traffic Counts per location $65.00 $63.85
8-Hour Turning Movement Count per intersection $168.00 $163.90
Traffic Signal Timings per intersection $81.00 $79.40
Lot Grading review and inspection per lot $289.00 $281.55
Grading review and inspection for pool
construction (securities of $1,000 will be collected
at the time of permit fee payment)
per lot $393.00 $383.65
Engineering and Capital Delivery Division
REQUEST FOR TRAFFIC DATA
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 10 of 33
By-Law XXXX-19
Schedule B
Planning and Development Services Department
Effective February 1, 2019
Page 3 of 3
Description of Service for Fee or Service
Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
25mm Water Service
flat rate portion + price
per metre of service n/a $603.00 flat rate +
$977.00 per metre *
40mm Water Service
flat rate portion + price
per metre of service n/a $725.00 flat rate +
$1,183.00 per metre *
50mm Water Service
flat rate portion + price
per metre of service n/a $1,068.00 flat rate +
$1,450.00 per metre *
125mm Sanitary Service per metre of service n/a $1,450.00 per metre*
150mm Storm Service per metre of service n/a $1,450.00 per metre *
125mm Sanitary Service & 150mm Storm Service
in same trench
per metre of longer
service n/a $1,679.00 per metre *
Clean-out/Inspection Chamber each n/a $2,289.00 *
Existing Water Services Disconnection In
Conjunction with New Service Installation each n/a $1,145.00 *
Existing Sewer Services Disconnection In
Conjunction with New Service Installation each n/a $2,289.00 *
Existing Water Services Disconnection Not In
Conjunction with New Service Installation each n/a $1,526.00 *
Existing Sewer Services Disconnection Not In
Conjunction with New Service Installation each n/a $3,814.00 *
Construction of new service connections by the
Town each
Actual cost, plus 10%
administration subject
to HST
n/a *
Inspection of services installed by Owner each 10% of construction
cost
10% of construction
cost
Service Connections Fees
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 11 of 33
By-Law XXXX-19
Schedule C
Corporate Services Department
Effective January 1, 2019
Page 1 of 3
Description of Service for Fee or Service
Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
Basic (Standard template - no changes
required)per document 697.00$680.00$
Complex (requires changes to standard
template)per document 1,845.00$1,800.00$
Condominium Agreement per document 6,406.00$6,250.00$
Subdivision Agreement per document 8,560.00$8,350.00$
Subdivision Registration Process per plan 2,050.00$2,000.00$
Site Plan/Development Agreement per document 1,690.00$1,650.00$
Encroachment/Licence Agreement per document 697.00$680.00$
Amending Agreement per document $ 697.00 (minimum) $ 680.00 (minimum)
Information regarding the status of existing
agreements and/or registered documents,
including agreements and by-laws
per document 128.00$125.00$
Highway Dedication/Subdivision Assumption
By-law Legal Administration Fee per by-law 805.00$785.00$
Law Clerk per hour 113.00$110.00$
Paralegal per hour 154.00$150.00$
Solicitor per hour 256.00$250.00$
Town Insurance Claim Legal Administration
Fee per claim
10% of the value of
the claim made by the
Town plus
disbursements
10% of the value of
the claim made by the
Town plus
disbursements
REGISTRATION FEE (i.e. processing of any
type of document that requires registration)per document 215.00$210.00$
CERTIFIED PHOTOCOPIES per page $ 11.25 $ 11.00
Application Fee per application $ 5.00 $ 5.00
Manual Search Time and Preparation Time per 15 minutes $ 7.50 $ 7.50
Photocopies per page $ 0.20 $ 0.20
Computer Programing (develop program to
retrieve information)per 30 minutes $ 30.00 $ 30.00
Disks per disk $ 10.00 $ 10.00
SERVICES RELATED TO EXISTING DEVELOPMENT AGREEMENTS (excluding documents or agreements
that fall under Document Preparation/Review (General))
FREEDOM OF INFORMATION (F.O.I.) REQUESTS
(Fees related to search and records preparation are prescribed by legislation)
LEGISLATIVE SERVICES
DOCUMENT PREPARATION/REVIEW (General) - includes but is not limited to easements, permissions to
enter, development charges deferral, purchase and sale agreements
LEGAL SERVICES
Note: All Legal Services fees and/or service charges may be adjusted based on the complexity and nature of the
agreement, document, or service as determined by the Town Solicitor to be fair and reasonable.
DOCUMENT PREPARATION/REVIEW (Specific)
GENERAL LEGAL FEES
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 12 of 33
By-Law XXXX-19
Schedule C
Corporate Services Department
Effective January 1, 2019
Page 2 of 3
Description of Service for Fee or Service
Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
AudioCD/DVD/ Tape - Council/General
Committee/Public Planning/Advisory
Committees/Boards meeting
per CD/DVD/tape $ 33.00 $ 32.00
Civil Marriage Solemnization Fee per service 491.00$490.50$*
Marriage Licences per licence $ 138.00 $ 138.00 *
Witness Fee (if Town staff are required to
be witnesses)per witness $ 61.00 $ 61.30 *
Rehearsal Fee for offsite Civil Marriage
ceremony per service $ 90.00 $ 92.00 *
Administrative Fee to be charged for change
of wedding date within 7 days of scheduled
ceremony
per change $ 32.00 $ 30.75
Administrative Fee to be charged for
cancellation of Civil Marriage ceremony
before consultation meeting
each $ 63.00 $ 61.30
Administrative Fee to be charged for
cancellation of Civil Marriage ceremony after
consultation meeting
each $ 178.00 $ 177.75 *
Commission Service per commission $ 21.00 $ 20.50
VITAL STATISTICS INFORMATION
Burial Permits (HST Exempt)per permit $ 37.00 $ 35.75
LOTTERY LICENSING
Bingo Events (HST Exempt)regulated by Province
of Ontario 3% of prize board 3% of prize board
Raffles (HST Exempt)regulated by Province
of Ontario 3% of prize board 3% of prize board
BREAK OPEN TICKETS (NEVADA) (HST
Exempt)
regulated by Province
of Ontario 3% of prize board 3% of prize board
CIVIL MARRIAGE SERVICES
MAIL OUT COST (Annual Subscription)
ADMINISTER OATHS/TAKE AFFIDAVITS
This fee is to commission documents for work that is not in connection with business of the Town (i.e. third party)
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 13 of 33
By-Law XXXX-19
Schedule C
Corporate Services Department
Effective January 1, 2019
Page 3 of 3
Description of Service for Fee or Service
Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
Media Bingo (HST Exempt)regulated by Province
of Ontario 3% of prize board 3% of prize board
Letters of Approval (HST Exempt)
Town approval of Lottery Schemes Licenced
by the Province of Ontario
per application $ 37.00 $ 36.50
LIQUOR LICENSE CLEARANCE LETTER each $ 183.00 $ 178.75
NO OBJECTION LETTER each $ 82.00 $ 81.75
Provision of AODA Training per person 55.00$52.75$
By-Law Inspection and Attendance Fees
Attendance Supervisory Fee Hourly/per Officer $ 105.00 $52.50/per hour *
Non Compliance Re-Inspection Fee Hourly/per Officer $ 105.00 $107.25/ per visit *
Pool Enclosure Re-Inspection Fee Per Visit $ 54.00 $ 52.50
Property Standards Appeal Per Order $ 100.00 n/a *
Parking permits per permit $10.25 - $350.00 $10.25 - $307.50
Property Information Request
Review of departmental files and documents
related to specific property requests relating
to zoning, permits, occupancy and general
property status
each 143.00$143.00$*
Parking Permit Fees
ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT (AODA) TRAINING
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 14 of 33
By-Law XXXX-19
Schedule D
Community Services
Effective February 1, 2019
Page 1 of 8
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T. where
applicable)
2018
(Including H.S.T. where
applicable)
1. ADMINISTRATION
a)Membership Refunds (Except Medical
Reasons)per refund 39.05 38.10$
b)Membership On Hold (Except Medical
Reasons)per hold 39.05 38.10$
c)Program Refund (Except Medical
Reasons)per refund 21.75 21.20$
e) Landscaping Administration Fees each
8.168% - less than $100K
7.148% - $100K to $250K
6.126% - $250K to $500K
5.105% - more than $500k
8.168% - less than $100K
7.148% - $100K to $250K
6.126% - $250K to $500K
5.105% - more than $500k
f) Landscape Maintenance Fees each
25.525% of estimated value
of landscape works installed
on municipal property
(excludes open space
plantings)
25.525% of estimated value
of landscape works installed
on municipal property
(excludes open space
plantings)
g) Vendor Permit Fee per event/ per day 54.55-541.20 $53.20 - $528.00
h) Park Clean Up Fee - Refundable Deposit each $100.00 - $1,000.00 $ 100.00 - $1,000.00
i) Program/Event Promotional Material each .50 - 11.28 $ 0.50 - $11.00
j) Swim Diapers & Swim Goggles each 11.30 -22.15 $11.00 - $21.60
k)
Park Event Set-Up Fee (Mandatory for all
groups of 80 or more.)
(Includes up to 6 tables + 6 garbage
receptacles, access to electrical, water,
washrooms, where available.)
per event/ per day $ 355.88 347.20$
l)
Additional Parks Set-Up Fee
(In addition to Park Event Set-Up Fee, for
up to 6 additional tables and 6 additional
garbage receptacles.)
per event/ per day $ 82.00 80.00$
m)
Park Permit Maintenance/Damage Deposit
(Refundable)
(For groups of 25 or more, not requiring an
event set-up.)
per event/ per day $100.00 - $500.00 $100.00 - $500.00
n)Park/Picnic Shelter Clean-up Fee
(Mandatory for all groups of 79 or less.)per event/ per day $ 104.65 102.10$
o)Facility Permit Maintenance/Damage
Deposit (Refundable)per event/per day $0 - $1,000.00 $ 0 - $1,000.00
p) Program Guide Advertisement Per ad $198.00 - $1413.00
2. REGISTERED SEASONAL PROGRAMS
a) Pre-School Activities per class $4.55-22.75 $ 4.45 - $22.20
b) Children's Activities per class $5.65-32.60 $ 5.50 - $31.80
c) Youth Activities per class Free- $51.25 $ 0 - $50.00 *
d)Adult Activities per class $5.00-59.65 $ 7.60 - 58.20 *
e)Senior's Activities per class Free-$27.25 $ 2.85 - $26.60 *
f) Family Activities per class $4.50-11.30 $ 4.45 - $11.00
g) Fitness Programs per class $1.90-32.60 $ 1.85 - $31.80
h) Seniors Bus Trips per person $5.70-216.10 $ 5.55 - $210.85
Description of Service for Fee or Service
Charge
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 15 of 33
By-Law XXXX-19
Schedule D
Community Services
Effective February 1, 2019
Page 2 of 8
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T. where
applicable)
2018
(Including H.S.T. where
applicable)
Description of Service for Fee or Service
Charge
3. REGISTERED AQUATICS PROGRAMS
a) Lessons - Learn to Swim per class $7.20-25.10 $ 7.05 - $24.50
b) Leadership Programs per program $32.60-507.60 $ 31.80 - $495.20
c) Aquatics Specialty Programs per class $7.20-25.10 $ 7.05 - $24.50
4. REGISTERED CAMP PROGRAMS
a) Day Camps per day $11.25-53.50 $ 11.00 - $52.20
b) Specialty Camps per day $13.10-96.20 $ 12.80 - $93.85
c) Extended Care per person $27.25-114.40 $ 26.60 - $111.60
5. DROP-IN ACTIVITIES
a) Youth Drop-in per visit Free-$3.20 Free - $3.10
b) Youth Drop-in 10 visits $24.00/10 visits $24.00/10 visits *
c) Adult Drop-In per visit Free - $5.00 n/a
d) Other per visit Free - $3.25 Free - $3.15
e) Other 10 visits $24.00-48.00/10 visits $24.00 - $48.00/10 visits *
6. P.A. DAY PROGRAMS per person FREE - $102.50 $ 0 - $100.00 *
7. WORKSHOP/ CLINICS/ TOURNAMENTS
a) Individual per person $2.40-17.10 $ 2.35 - $16.70
b) Team per team $21.95-28.35 $ 21.40 - $27.65
8. POOL PARTY PACKAGES each $176.30-325.95 $172.00 - $318.00
9. SPECIAL EVENTS
a) Individual per person $2.90-21.95 $ 2.85 - $21.40
b) Family per family $17.95-27.30 $ 17.50 - $26.65
Resident Commercial $81.25 79.25$
Non-Resident
Commercial $162.40 158.45$
d) Ribfest Vendors each $432.75-3782.75 $ 422.20 - $3,690.50
e) Art Show Entry Fees each $11.25-43.30 $ 11.00 - $42.25
f) Food Vendors - Non Profit Groups per day $54.20 52.90$
g) Food Vendors per day $54.20-540.75 $ 52.90 - $527.55
h) Senior Centre Special Event Vendors per day Free-$55.00 $ 0 - $50.00
c) Float Registration Fees
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 16 of 33
By-Law XXXX-19
Schedule D
Community Services
Effective February 1, 2019
Page 3 of 8
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T. where
applicable)
2018
(Including H.S.T. where
applicable)
Description of Service for Fee or Service
Charge
Adult 3 mo. 6mo. 1 yr.
$158.50/$264.80/$436.80
3 mo. 6mo. 1 yr.
$158.50/$264.80/$436.80 *
Additional Family/
Youth/Student/ Senior
3 mo. 6mo. 1 yr.
$126.70/$211.65/$349.25
3 mo. 6mo. 1 yr.
$126.70/$211.65/$349.25 *
1 Month Trial 40.15$ 40.15$ *
1 Month Renewal 66.75$ 66.75$ *
Winter Student Special -
Home for the Holidays - 1
mth max
42.25$ 42.25$ *
Spring Break Student
Special - 2wk max $21.15/week $21.15/week *
Summer Student Special
May 31 - Aug 31 (4mth)126.70$ 126.70$ *
Summer Student Special
July 1 - Aug 31 (2mth)63.40$ 63.40$ *
Adult 3 mo. 6mo. 1 yr.
$141.80/$235.60/$387.80
3 mo. 6mo. 1 yr.
$141.80/$235.60/$387.80 *
Youth/Student/ Senior 3 mo. 6mo. 1 yr.
$112.60/$187.65/$310.65
3 mo. 6mo. 1 yr.
$112.60/$187.65/$310.65 *
1 Month Renewal 59.50$ 59.50$ *
Adult 3 mo. 6mo. 1 yr.
$82.40/$124.10/$201.20
3 mo. 6mo. 1 yr.
$82.40/$124.10/$201.20 *
Youth/ Student/ Senior 3 mo. 6mo. 1 yr.
$65.70/$99.05/$161.60
3 mo. 6mo. 1 yr.
$65.70/$99.05/$161.60 *
Child 3 mo. 6mo. 1 yr.
$41.70/$62.55/$101.15
3 mo. 6mo. 1 yr.
$41.70/$62.55/$101.15 *
Adult 3 mo. 6mo. 1 yr.
$141.80/$235.60/$387.80
3 mo. 6mo. 1 yr.
$141.80/$235.60/$387.80 *
Youth/Student/Senior 3 mo. 6mo. 1 yr.
$112.60/$187.65/$310.65
3 mo. 6mo. 1 yr.
$112.60/$187.65/$310.65 *
1 Month Renewal 59.50$ 59.50$ *
Adult 3 mo. 6mo. 1 yr.
$159.50/$265.85/$443.05
3 mo. 6mo. 1 yr.
$159.50/$265.85/$443.05 *
Youth/Student/Senior 3 mo. 6mo. 1 yr.
$128.25/$212.70/$354.45
3 mo. 6mo. 1 yr.
$128.25/$212.70/$354.45 *
1 Month Renewal 55.25$ 55.25$ *
Pool Package 3 mo. 6mo. 1 yr.
$22.95/$33.40/$57.35
3 mo. 6mo. 1 yr.
$22.95/$33.40/$57.35 *
Aquafit Package 3 mo. 6mo. 1 yr.
$22.95/$33.40/$57.35
3 mo. 6mo. 1 yr.
$22.95/$33.40/$57.35 *
Squash 3 mo. 6mo. 1 yr.
$74.05/$113.65/$188.70
3 mo. 6mo. 1 yr.
$74.05/$113.65/$188.70 *
Group of 4+ 25% Discount 25% Discount *
i) Youth Summer Gymnasium Membership Youth - each
1 month (July or August)
$23.50
1 month (July or August)
$23.50 *
j) Fitness Assessment Per Person $ 35.75 $ 35.75 *
k) FIT Club Per Person $ 32.75 $ 32.75 *
l) Youth Gymnasium Monthly Membership Youth - each 1 month $23.50 1 month $23.50 *
b)
c)
GROUP FITNESS MEMBERSHIP
ADD ON:
Pool
Aquafit
Squash
h)
SQUASH MEMBERSHIP
a)
COMBO MEMBERSHIP
(Equipment and Group Fitness)
ADD ON:
Pool
Aquafit
Squash
10. MEMBERSHIPS (Note: All memberships apply to Aurora residents only. Non-Residents are subject to a 25% surcharge.)
POOL MEMBERSHIP
Lane & Leisure Only
AQUAFIT MEMBERSHIP
ADD ON: Pool
d)
g)
CORPORATE MEMBERSHIPS -
Per Company
f)
ADD-ON OPTIONS
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 17 of 33
By-Law XXXX-19
Schedule D
Community Services
Effective February 1, 2019
Page 4 of 8
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T. where
applicable)
2018
(Including H.S.T. where
applicable)
Description of Service for Fee or Service
Charge
Adult 3 mo. 6mo. 1 yr.
$134.90/$224.45/$370.75
3 mo. 6mo. 1 yr.
$134.90/$224.45/$370.75 *
Additional Family/
Youth/Student/ Senior
3 mo. 6mo. 1 yr.
$108.10/$179.15/$296.80
3 mo. 6mo. 1 yr.
$108.10/$179.15/$296.80 *
1 Month Renewal (Adult) 57.05$ 57.05$ *
1 Month Renewal
(Additional Family, youth,
student, senior)
45.85$ 45.85$ *
n)Promotional Membership Discount (with
Director Approval)each
15 - 25% Discount on
selected membership
packages
15 - 25% Discount on
selected membership
packages
*
11. DAILY USER FEES
a) Youth/Adult $7.80/class or 60.95/10 visits
$7.60/class or
$59.45/10 visits
Senior $6.05/class or 47.90/10 visits
$5.90/class or
$46.75/10 visits
b) Leisure Pool - Casual User Fee each $3.55/use or 26.20/10 visits $3.45/use or
$25.55/10 visits
c)Squash - Daily User Fee
(40 min Court Fee)Prime $9.35/use or 73.75/10 visits
$9.15/use or
$71.95/10 visits
d)Squash - Daily User Fee
(40 min Court Fee)Non Prime $5.40/use or 42.80/10 visits
$5.25/use or
$41.75/10 visits
e)Squash - Daily User Fee
(40 min Court Fee)Senior 20% of listed fee 20% off listed fee
f) Recreation Complex Day Pass each $13.10/visit $12.80/visit
12. SQUASH
Private $32.60 31.80$
Semi Private (per person) $24.35 $ 23.75
3 or more (per person) $19.50 $ 19.05
b) Clinics per 1.5 hour clinic $12.55 12.25$
c)House League (40 min) - Member (three
times per week)Per Session $37.40 $ 36.50
House League (40 min) - Non-Member Per Session $75.10-118.15 $ 73.25 - $115.25
d) Junior Squash Program per week $12.55 12.25$
13. SEASONAL PACKAGES
a) Summer Splash Pass per family $110 107.40$
b) Summer Squash Special each $114.30 111.55$
Lessons (40 min)
m)EQUIPMENT AND WEIGHTS
MEMBERSHIP
Fitness Centre - Casual User Fee (access
to group fitness classes, including cyclefit
and aquafit)
a)
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 18 of 33
By-Law XXXX-19
Schedule D
Community Services
Effective February 1, 2019
Page 5 of 8
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T. where
applicable)
2018
(Including H.S.T. where
applicable)
Description of Service for Fee or Service
Charge
Private $62.80 61.25$
Semi-Private (per person)$47.55 46.40$
Private $146.95 143.35$
Semi-Private (per person)$110.35 107.65$
Private $256.45 250.20$
Semi-Private (per person)$191.70 187.05$
Private $486.20 474.35$
Semi-Private (per person)$365.20 356.30$
Private $954.15 930.90$
Semi-Private (per person)$675.30 658.85$
15. POOL RENTAL RATES
per lane/per hour (plus
lifeguard costs)12 $ 11.75
per lane/per hour (plus
lifeguard costs)12 $ 11.75
c)SARC Teaching Pool - Private Rental per hour (plus lifeguard
costs)23.85 $ 23.25
d) SARC Leisure Pool/Slide - Private Rental
per hour (plus lifeguard
costs)39 $ 38.10
f)Pool - School Instructional Lessons
(30 mins)per person
$22.45/class (1 or 2)
$11.80/class (3 or 4)
$9.65/class (5 to 10)
$7.50/class (11 or more)
$21.90/class (1 or 2)
$11.50/class (3 or 4)
$9.40/class (5 to 10)
$7.30/class (11 or more)
h) Additional Instructor Fee per hour 21.7 21.15$
h) Lifeguard Fee per hour 19.15 18.65$
16. PUBLIC SKATING PROGRAMS
a) Adult Shinny Hockey per person $6.15 or 49.20/10 visits $6.00 or $48.00/10 visits
b)Public Skating (all)per person
$3.00 or 24.00/10 visits,
45.00/20 visits, 65.00/30
visits
$3.00 or $24.00/10 visits *
c)Family Skate Pass each $30.75-307.50 $ 30.00 - $300.00
17. ICE RENTALS
a) Ice Rental Prime Time per hour $ 208.64 203.55$
b)
Ice Rental Prime
(Aurora Based Minor Hockey/Skating Club
only)
per hour $ 195.57 190.80$
c)
Ice Rental Non-Prime
- Weekday (8:00am to 4:00pm)
- and all Junior A Hockey at any time.
per hour $ 127.72 124.60$
d)
Ice Rental Non-Prime
- 6:00am to 8:00am Weekday
- 8:00am to 4:00pm Summer Ice
(July 1 - Aug. 31)
- Weekend Summer Ice
(July 1 - Aug. 31)
per hour $ 135.20 131.90$
a)
b)
Land Based Training - Single Session rate
Land Based Training - 3 Session Rate
(Get Started) One Time Offer
Land Based Training - 5 Sessions
Land Based Training - 10 Sessions
Land Based Training - 20 Sessions
SARC 8 Lane Pool - Private Rental
AFLC Pool - Private Rental
d)
e)
a)
b)
c)
14. PERSONAL TRAINING PACKAGES Note: All fees are for members. Non-members are subject to a 20% surcharge.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 19 of 33
By-Law XXXX-19
Schedule D
Community Services
Effective February 1, 2019
Page 6 of 8
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T. where
applicable)
2018
(Including H.S.T. where
applicable)
Description of Service for Fee or Service
Charge
18. FACILITY RENTALS - INDOOR
Full Facility - Monthly
(rooms & event space) N/A 1,594.85$
Event/ Activity Space -
Monthly N/A 1,062.90$
Event/ Activity Space -
Daily (8hrs) N/A 399.25$
Event/ Activity Space -
Hourly N/A 53.65$
Office/ Meeting/ Storage
Spaces - Monthly N/A $159.80 - $372.70
Office/ Meeting/ Storage
Spaces - Hourly N/A $16.85 - $43.15
b)COMMUNITY CENTRE - Auditorium per hour $ 60.73 59.25$
c)COMMUNITY CENTRE - Auditorium
per day (8 hours)
Hourly Rate applies
beyond 8 hours
$ 361.06 352.25$
d)
COMMUNITY CENTRE - ACC#1 Meeting
Room - available free of charge to Aurora
non-profit groups
per hour $ 32.44 31.65$
e)
COMMUNITY CENTRE - ACC#2 Meeting
Room - available free of charge to Aurora
non-profit groups
per hour $ 25.11 24.50$
f)Arena Floor Rental
- Aurora based Youth groups per hour $ 45.00 43.90$
g)Arena Floor Rental
- Other per hour $ 59.66 58.20$
h)Arena Floor Event Rental
- Not for profit in Aurora
per day - multi day event
(open - close) $818.41/surface $798.45/surface
i)Arena Floor Event Rental
- Other
per day - multi day event
(open - close)$1,156.46/surface $1,128.25/surface
Meeting Room - available
free of charge to Aurora
non-profit groups
$32.44/hour $31.65/hour
Program Room C
(2nd Floor) $37.72/hour $36.80/hour
Program Room A
(Main Floor - small) $32.44/hour $31.65/hour
Program Room B
(Main Floor - large) $37.72/hour $36.80/hour
Teaching Kitchen $28.29/hour (plus $50.00
clean-up deposit)
$27.60/hour (plus $50.00
clean-up deposit)
k)Gymnasium - Prime Time
- Aurora based Youth Full Gym - per hour $ 81.64 79.65$
l)Gymnasium - Prime Time
- Other Full Gym - per hour $ 109.93 107.25$
Full Gym - per hour $ 60.73 59.25$
n)Squash Courts per court per hour $ 13.12 12.80$
Activity Room A $32.44/hour $31.65/hour
Activity Room B $32.44/hour $31.65/hour
Activity Room A & B $37.72/hour $36.80/hour
Activity Room A & B &
Kitchen $59.66/hour $58.20/hour
Activity Room C $32.44/hour $31.65/hour
m)
SENIORS CENTRE
GYMNASIUM - Non-Prime
- 7:00am to 4:00pm Weekdays
)
a)
LEISURE COMPLEX
AURORA ARMOURY
j)
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 20 of 33
By-Law XXXX-19
Schedule D
Community Services
Effective February 1, 2019
Page 7 of 8
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T. where
applicable)
2018
(Including H.S.T. where
applicable)
Description of Service for Fee or Service
Charge
Activity Room & Kitchen $53.92//hour $52.60/hour
Craft Room $37.72/hour $36.80/hour
Multi-Purpose
Room/Kitchen - Hourly $121.41/hour $118.45/hour
Multi-Purpose
Room/Kitchen - Daily
(8 hours)
$720.01/day $702.45/day
q) STRONACH AURORA RECREATION
COMPLEX
Meeting Room - available
free of charge to Aurora
non-profit groups
$32.44/hour $31.65/hour
r) TOWN HALL - Coffee Service Per 25 people or less $30.39/25 people $29.65/ 25 people
Leksand Room No Charge No Charge
Holland Room
(Staff support fee may
apply)
No Charge No Charge
Leksand Room $32.44/hour $31.65/hour
Holland Room
(Staff support fee may
apply)
$38.75/hour $37.80/hour
Leksand Room $38.75/hour $37.80/hour
Holland Room
(Staff support fee may
apply)
$44.49/hour $43.40/hour
Aurora Based Groups $60.73/hour $59.25/hour
Non-Aurora Based
Groups $126.13/hour $123.05/hour
Professional/Commercial
Groups $247.03/hour $241.00/hour
v)per hour $ 60.73 59.25$
w) TOWN HALL - EQUIPMENT SUPPORT
Staffing charge for the
use of the equipment in
either the Holland Room
and/or Council Chambers
$78.52/hour
(3 hour min)
$76.60/hour
(3 hour min)
per hour $37.72/hour 36.80$
Daily (8 hours) $222.94/hour 217.50$
y) Locker Rental Per Person 1 mo. / 3 mo. / 6 mo. / 12 mo.
$6.66/$19.22/$36.13/$68.93
1 mo. / 3 mo. / 6 mo. / 12 mo.
$6.50/$18.75/$35.25/$67.25
19. FACILITY RENTALS - OUTDOOR
Park Event/Large
Company/School Picnic $ 355.83 347.15$
Hourly (no set-up or staff
support required) $ 30.39 29.65$
Aurora Lawn Bowling
Club $1089.78/year $1,063.20/year
Aurora Community
Tennis Club $1771.05/year $1,727.85/year
c) TENNIS COURTS per hour $8.41 8.20$
TOWN HALL - Aurora Based Groups
TOWN HALL - Non-Aurora Based Groups
TOWN HALL - COUNCIL CHAMBERS
(Staff support fee may apply)
McMAHON PARK
TOWN HALL - SKYLIGHT GALLERY
TOWN HALL - Aurora Based Non-Profit
Groups (as defined by Town Policy)
SENIORS CENTRE
VICTORIA HALL
p)
x)
s)
t)
u)
BAND SHELL
b)
a)
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 21 of 33
By-Law XXXX-19
Schedule D
Community Services
Effective February 1, 2019
Page 8 of 8
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T. where
applicable)
2018
(Including H.S.T. where
applicable)
Description of Service for Fee or Service
Charge
20. PLAYING FIELD USER FEES
a) Ball Diamonds - Adult per hour $ 16.91 16.50$
b) Ball Diamonds - Youth per hour $ 10.66 10.40$
c) Rectangular Fields - Youth per hour $ 9.28 9.05$
d) Rectangular Fields - Adult per hour $ 11.12 10.85$
g) Tournaments each $234.32/ tournament
field per hour rate
$228.60/ tournament
field per hour rate
Youth - per hour $ 9.28 $ 9.05 *
Adult - per hour $ 11.12 $ 10.85 *
i)
ARTIFICIAL TURF FIELD -
Aurora based non-profit Youth/Adult
- Oct 1 - April 30
per hour $ 23.99 23.40$ *
j)
ARTIFICIAL TURF FIELD -
All schools and Aurora based private
people
- May 1 - September 30 (regular season)
per hour $ 29.47 28.75$ *
k)
ARTIFICIAL TURF FIELD -
All schools and Aurora based private
people
- October 1 - April 30
per hour $ 65.40 63.80$ *
l)
ARTIFICIAL TURF FIELD -
All non-Aurora based groups Youth/Adult
- Any time of year
per hour $ 207.05 202.00$ *
21. CULTURAL SERVICES
a) Visiting Researcher per 2 hours $ 26.04 $ 25.40
b) Corresponding Researcher per hour $ 47.30 $ 46.15
c) Photocopies / scans of text per page $ 0.52 $ 0.51
d) High Resolution Image (existing)per image $ 29.57 $ 28.85
e) High Resolution Scan per image $ 59.14 $ 57.70
h)
ARTIFICIAL TURF FIELD -
Aurora based non-profit -
May 1 - September 30 (regular season)
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 22 of 33
By-Law XXXX-19
Schedule E
Operational Services
Effective February 1, 2019
Page 1 of 1
Description of Service for Fee or Service
Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T. where
applicable)
2018
(Including H.S.T. where
applicable)
Work Performed for Residents, Contractors and
Developers
Actual Labour, Material &
Equipment plus 35%
overhead or full cost of
contracted services plus 15%
administrative fee, subject to
HST
Actual Labour, Material &
Equipment plus 35%
overhead and full cost of
contracted services plus 15%
administrative fee, subject to
HST
Hydrant Deposit Each $2,182.00 $2,128.80
Fire Flow Test Each $267.00 $260.65
Sewer Camera Rate lump sum
actual cost plus 15%
administrative fee, subject to
HST
actual cost plus 15%
administrative fee
Water Sampling - New Subdivisions each n/a $109.50 + lab costs
Water Meters and Water Meter Accessories each
Actual cost plus 35%
overhead, subject to HST
(overhead limited to a
maximum of $513 per meter
or accessory)
Actual cost plus 35%
overhead, subject to HST
(overhead limited to a
maximum of $500 per meter
or accessory)
Water Meter Wire Charge per box $125.00 $107.50, subject to HST
Road Excavation Permit Deposit each $575.00 - $5,000.00 $561.55
Road Excavation/Occupancy Permit whichever is greater $225.00 or 10%$135.55 or 10%
Private Side Sanitary Sewer Remediation each
Actual cost plus 15%
administrative fee, subject to
HST
n/a
24 hours or more of notice during business hours
(8:00am - 4:00pm)each $0.00 $0.00
Less than 24 hours notice during business hours
(8:00am - 4:00pm)each $86.00 $83.50
Outside business hours each $171.00 $166.95
Blue Boxes each $10.00 $16.35 *
Blue Totes each
$150.00 + delivery charge of
$33.00 for the 95 gal totes
(which includes picking up
old damaged totes)
$146.00 + delivery charge of
$32.00 for the 95 gal totes
(which includes picking up
old damaged totes)
Green Bins each $22.00 $26.55 *
Kitchen Catcher each $5.00 $7.65 *
Backyard Composters each $41.00 $37.00
Replacement Blue Tote wheel set each $20.00 $41.00 *
Tree Permit Fees (as presented and approved in PRS16-022)
up to 3 trees that are less
than 20 cm $ 209.36 $ 204.25
4 trees that are less than
20 cm $ 313.96 $ 306.30
5 trees that are less than
20 cm $ 418.61 $ 408.40
6 trees that are less than
20 cm $ 523.26 $ 510.50
7 trees that are less than
20 cm $ 627.92 $ 612.60
8 or more trees that are
less than 20 cm (cost per
tree)
$ 104.65 $ 102.10
A tree that is greater than
20cm, but less than 70 cm $ 523.26 $ 510.50
Tree Permit Fees
Road Excavation Fees
Water Turn On/Off Service Charges (previously included in By-law 5716-15)
Waste Collection Fees
Sanitary Sewer Remediation
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 23 of 33
By-Law XXXX-19
Schedule F
Financial Services
Effective February 1, 2019
Page 1 of 1
Description of Service for Fee or Service Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
Tax Bill Reprint - Per Tax Year per document 20.00$ 16.85$*
Returned Cheques per cheque 50.00$ 43.90$*
Payment Recalled by Bank per item 20.00$ 15.85$*
Mortgage Administrative Fee per property 10.00$n/a*
Tax Reminder Notices per property 7.00$n/a*
Water and Wastewater Reminder Notices per property 7.00$n/a*
Tax and Water/Wastewater Certificate (for all properties) per property 140.00$n/a*
Tax Certificate per property 85.00$ 81.45$
Water/Wastewater Certificate per property 85.00$81.45$
Water Bill Reprint - Per Billing Period per document 20.00$16.85$*
Official Tax Receipt Letter for Government Agencies per document 35.00$31.40$*
Duplicate Receipt per receipt 15.00$13.80$*
Detailed Analysis of Tax Account - Per Tax Year per property 35.00$ 33.45$
Tax Roll Ownership Change per property 55.00$ 33.45$*
Water Account Ownership Change/ New Account Set-up per property 55.00$52.35$*
Letter of Reference for Utilities each 30.00$27.35$*
Addition of Unpaid Provincial Offences Act Fines to Tax Bill per addition 50.00$n/a*
Addition of Unpaid Charges to Tax Bill per addition 30.00$15.85$*
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 24 of 33
By-Law XXXX-19 Schedule G
Building Division
Effective February 1, 2019
Page 1 of 5
Description of Service for Fee or Service Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
Minimum Permit Fee for Part 9 Residential Building per application 280.00$ 275.00$
Minimum Permit Fee for all Other Buildings per application 565.00$ 550.00$
Restaurants/ Banquet Halls (Finished) per square metre 18.10$ 17.70$
Restaurant/ Banquet Hall (Shell) per square metre 11.00$ 10.70$
Recreation Facilities, Schools, Libraries, Churches,
Theatres and All Other Group A Occupancies per square metre 18.10$ 17.70$
Group A Assembly (Alterations) per square metre 6.20$6.00$
Residential Care Facilities, Nursing Homes and All Other
Group B per square metre 18.10$ 17.70$
Group B Institutional (Alterations) per square metre 6.20$6.00$
Single Family Detached (Semi, Row House, Link
Dwellings)*
*Permit includes Building, HVAC, Plumbing and
Residential Occupancy Permits.
per square metre 16.40$16.00$
Multiple Residential and Apartments per square metre 15.40$15.00$
Other Group C (Hotel/Motel Lodging Houses, Rooming
Houses, Shelters, etc.)per square metre 15.40$15.00$
Group C Residential (Alterations) per square metre 6.20$6.00$
Second Suite Swelling Unit per square metre 6.20$6.00$
Business and Personal Services (Finished) per square metre 15.40$15.00$
Business and Personal Services (Shell) per square metre 12.30$12.00$
Group D Business and Personal Services (Alterations) per square metre 7.20$7.00$
Mercantile (Finished) per square metre 15.40$15.00$
Mercantile (Shell) per square metre 12.30$12.00$
Group E Mercantile (Alterations) per square metre 7.20$7.00$
Group C Residential (Applies to New Buildings and Additions)
Group A Assembly (Applies to New Buildings and Additions)
Group B Institutional (Applies to New Buildings and Additions)
Group D Business and Personal Services (Applies to New Buildings and Additions)
Group E Mercantile (Applies to New Buildings and Additions)
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 25 of 33
By-Law XXXX-19 Schedule G
Building Division
Effective February 1, 2019
Page 2 of 5
Description of Service for Fee or Service Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
Industrial (Finished - Including Self-Storage Buildings) per square metre 10.30$ 10.00$
Industrial (Shell) per square metre 8.20$8.00$
Storage Garages per square metre 5.10$5.00$
Gas Stations/Repair Stations per square metre 9.20$9.00$
Farm Buildings per square metre 4.40$4.25$
Group F Industrial (Alterations) per square metre 5.10$5.00$
Wind Turbine Support Structure per structure 325.00$ 315.00$
Exterior Tank and Support not regulated by TSSA, 2000 per structure 275.00$265.00$
Retaining Walls per linear metre 8.00$7.50$
Solar Collectors per structure 325.00$ 315.00$
Accessory Structures (Residential) flat fee 280.00$ 275.00$
Accessory Structures (All Other) flat fee 540.00$525.00$
Alternative Solutions per application
$1,050.00 - plus
consulting costs as
applicable
$1,025.00 - plus
consulting costs as
applicable
Change of Use per square metre 7.20$7.00$
Construction and Sales Trailers per square metre 10.80$10.50$
Construction and Sales Trailers (Pre-Fabricated) per square metre5.40$5.25$
Conditional Permits
per square metre of
applicable residential or
commercial fee
$1,050.00 - plus
agreement
preparation costs
(min $1,000.00)
$1,025.00 - plus
agreement
preparation costs
(min $1,000.00)
55m2 or less - flat fee 280.00$ 275.00$
Over 55m2 - flat fee 330.00$325.00$
Demolition (Others)flat fee 540.00$525.00$
Electromagnetic Locks per lock $32.00 - to a
maximum of $320.00
$31.50 - to a
maximum of $315.00
Fire Alarm Retrofit per application 320.00$315.00$
Fireplaces, Woodstoves and Chimneys each 280.00$275.00$
Group F Industrial (Applies to New Buildings and Additions)
Designated Structures
Stand Alone
Demolition (Singles, Semis, Row Houses, Accessory
Structures)
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 26 of 33
By-Law XXXX-19 Schedule G
Building Division
Effective February 1, 2019
Page 3 of 5
Description of Service for Fee or Service Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
Foundation for Relocated Buildings per square metre 3.80$3.75$
per residential system 280.00$270.00$
per all other systems 565.00$550.00$
Kitchen Exhaust System per system 540.00$525.00$
minimum fee - includes
10 hours of plan review
and inspection
1,130.00$1,100.00$
per hour (after)115.00$110.00$
Miscellaneous Permits - Where a permit application is
for a Class not listed herein, the Unit of Measure and
Fee shall be determined by the Chief Building Official
each tbd tbd
Model Certification per square metre 5.90$5.80$
Permits for Certified Plans per square metre 10.50$10.20$
Model Type Change per square metre 820.00$800.00$
Outdoor Public Pool (3.11 OBC)per square metre 6.50$6.30$
per application - up to 4
hours of combined
inspection time for
building, plumbing and
fire services
450.00$440.00$
per hour (additional time)113.00$110.00$
Partial Permits (Foundation, Structural and
Foundation/Structural)per application 565.00$550.00$
Portables per portable
$165.00 - to a
maximum of
$1,640.00
$160.00 - to a
maximum of
$1,600.00
Revision to Permit Plan per application - up to 3
hours of review time
282.00$275.00$
Shoring per linear metre 7.70$7.50$
Solar Domestic Hot Water Systems per system 482.00$470.00$
Sprinkler Retrofit per square metre 0.65$0.60$
Temporary Building/Tent per structure
$165.00 - to a
maximum of
$1,640.00
$160.00 - to a
maximum of
$1,600.00
Transit/Bus and Terminal/Bus Shelter per square metre (see
Group A Occupancies)14.00$13.65$
Underpinning per linear metre 7.70$7.50$
HVAC Systems
Marijuana Grow-OP Remediation
Occupancy of an Unfinished Building Permit
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 27 of 33
By-Law XXXX-19 Schedule G
Building Division
Effective February 1, 2019
Page 4 of 5
Description of Service for Fee or Service Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
On Site Sewage Systems - New Systems (200m2 or
less)per system 565.00$550.00$
On Site Sewage Systems - New Systems (Greater than
200m2)per square metre
$3.85 - to a
maximum of
$3,235.00
$3.75 - to a
maximum of
$3,155.00
Alterations to Sewage Disposal System per application $ 270.00 $ 265.00
Headers, Tank Removal or Decommissioning each 270.00$ 265.00$
Stand Alone Plumbing Fixtures, Equipment, Roof Drains -
Single Family Dwelling per fixture 16.50$16.00$
Stand Alone Plumbing Fixtures, Equipment, Roof Drains -
All Other Buildings per fixture 16.50$16.00$
Water Service (Residential)per application 26.00$25.00$
Each Residential Drain and Sewer (Includes both Storm
and Sanitary, Inside, Outside and Floor Drains)per application 62.00$60.00$
50mm (2") or less each 26.00$25.00$
100mm (4")each 46.00$45.00$
150mm (6")each 67.00$65.00$
200mm (8")each 87.00$85.00$
250mm (10")each 108.00$105.00$
300mm (12") or larger each 128.00$125.00$
100mm (4")each 51.00$50.00$
150mm (6")each 77.00$75.00$
200mm (8")each 97.00$95.00$
250mm (10")each 118.00$115.00$
300mm (12") or larger each 138.00$135.00$
Manhole, Catch-Basin, Area Drain or Interceptors each 36.00$35.00$
Testable Back-Flow Preventer each 67.00$65.00$
Re-Inspection Fee (Applicable at the discretion of the
Chief Building Inspector)each 113.00$110.00$
Review of Plans per hour 113.00$110.00$
Permit Reactivation Fee per permit 160.00$155.00$
Administration Fee for Occupancy of a Residential
Building Prior to Issuance of the Required Residential
Occupancy Permit under the Building Code
per unit 810.00$790.00$
Special Inspection Fee - per Hour, per Person
(Applicable at the discretion of the Chief Building
Inspector)
per hour per person 113.00$110.00$
Commercial, Industrial, Institutional and Apartment (Buildings and Units)
Water Services
Drains (Storm or Sanitary Drains - Inside or Outside)
Miscellaneous Plumbing
Other Fees
Plumbing
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 28 of 33
By-Law XXXX-19 Schedule G
Building Division
Effective February 1, 2019
Page 5 of 5
Description of Service for Fee or Service Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
Special Investigation Fee - Where work for which a
permit is required by the Building By-law has
commenced without the authorization of a permit, in
addition to all other fees)
each
Half the permit fee
payable pursuant to
this By-law or
$255.00, whichever is
greater
Half the permit fee
payable pursuant to
this By-law or
$250.00, whichever is
greater
Transfer of Permit per application 113.00$110.00$
Zoning and Applicable Law Review per proposal 138.00$135.00$
Sewage System Maintenance Inspection per inspection 155.00$150.00$
Project by the Municipality each No Fees Charged No Fees Charged
In accordance with the Town of Aurora By-law Number 4744-05P, as amended, additions and accessory structures to dwelling
units and demolitions require a road damage deposit in the amount of $25/metre of frontage to a maximum of $750.00.
In accordance with the Town of Aurora Policy regarding temporary sales trailers and construction trailers, a security deposit in the
amount of $5,000.00 is required to cover the cost of removal, should it become necessary.
The occupancy classifications in this schedule correspond with the Ontario Building Code. For mixed use floor areas, the service
index for each applicable occupancy may be used.
Where a storage garage is located below a principle building and is considered a separate building the fee for the storage garage
shall be calculated in accordance with the Group F industrial occupancy fees.
Mechanical penthouses and floors, mezzanines, lofts and balconies are to be included in all floor area calculations. No
deductions shall be made for openings in a floor area with the exception of interconnected floor areas.
Security Deposits
In accordance with the Town of Aurora Infill Housing Policy a security deposit of $10,000.00 is required prior to the issuance of a
permit for the construction of new dwellings.
Where a proposal for the construction of a new dwelling unit includes a deck, porch or similar amenity structures those amenities
are included in the permit fee and will bot be charged the stand alone fee for such structures.
The measurement of a floor area for a dwelling unit shall be measured from exterior face of exterior wall to same or centerline of
party wall, firewall or common wall including the floor are of an attached garage, basements and cellars.
Where a proposal for construction includes an addition, alteration, accessory structures or any combination thereof the permit fee
shall be the sum of the fees for the individual components.
All Other Classes of Permits
The service index applied to the construction of a new dwelling includes the Building, Fire Services and HVAC components but
does not include plumbing or site services which shall be charged a separate fee in accordance with this Schedule.
General Notes - Interpretation and Application of Schedule G
A building permit or permit fee is not required for any detached structure having an area of less than 10 square metres, except
where plumbing is installed. However, the Town of Aurora Zoning By-law Number 2213-78, as amended, applies to all
structures.
Detached single family dwelling, semi-detached dwelling, row house and link house
The service index applied to the construction of a new dwelling includes the building, plumbing, HVAC and occupancy permit
components.
Notes
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 29 of 33
By-Law XXXX-19 Schedule H
Development Planning Division
Effective February 1, 2019
Page 1 of 4
Description of Service for Fee or Service Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
base fee 21,168.00$ 20,652.00$
processing fee/surcharge
prior to adoption of OPA 5,353.00$ 5,222.00$
revision fees 2,307.00$ 2,251.00$
base fee 12,013.00$ 11,720.00$
processing fee/surcharge
prior to adoption of OPA 5,353.00$ 5,222.00$
revision fees 1,768.00$ 1,725.00$
base fee 12,684.00$ 12,375.00$
processing fee/surcharge
prior to enactment of ZBA 5,353.00$ 5,222.00$
revision fees 2,307.00$ 2,251.00$
base fee 6,868.00$ 6,700.00$
processing fee/surcharge
prior to enactment of ZBA 5,353.00$ 5,222.00$
revision fees 1,768.00$ 1,725.00$
base fee 4,343.00$ 4,237.00$
processing fee/surcharge
prior to enactment of ZBA 5,353.00$ 5,222.00$
base fee 6,358.00$ 6,203.00$
processing fee/surcharge
prior to enactment of ZBA 5,353.00$ 5,222.00$
extension of the
Temporary By-law 6,358.00$ 6,203.00$
base fee 15,693.00$ 15,310.00$
processing fee/surcharge
(residential)
$644/unit and
$8,467/hectare or
part thereof for all
other lands (see Note
5)
$628/unit and
$8,260/hectare or
part thereof for all
other lands (see Note
5)
processing fee/surcharge
(non-residential)
$8,292/hectare or
part thereof for all
other lands (see Note
5)
$8,090/hectare or
part thereof for all
other lands (see Note
5)
registration of Subdivision
per agreement 4,315.00$ 4,210.00$
revision fee (where
applicant makes revisions
to plans requiring
recirculation)
1,837.00$ 1,792.00$
revisions to a Draft
Approved Plan of
Subdivision, or
Conditions of Draft
Approval
4,405.00$ 4,298.00$
Major (see Note 3)
Minor (see Note 4)
Official Plan Amendment
Removal of Hold
Temporary Use
Draft Plan of Subdivision
Draft Plan of Subdivision
Major (see Note 1)
Minor (see Note 2)
Zoning By-law Amendment
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 30 of 33
By-Law XXXX-19 Schedule H
Development Planning Division
Effective February 1, 2019
Page 2 of 4
Description of Service for Fee or Service Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
extension of Draft
Approval 2,307.00$ 2,251.00$
base fee 20,406.00$ 19,908.00$
registration of Subdivision
per agreement $ 4,405.00 $ 4,298.00
revisions to Approved
Draft Plan of
Condominium
$ 3,610.00 $ 3,522.00
extension of Draft
Approval $ 2,307.00 $ 2,251.00
Part Lot Controls base fee 2,486.00$ 2,425.00$
base fee 10,836.00$ 10,572.00$
processing fee/surcharge $566/hectare or part
thereof
$552/hectare or part
thereof
base fee 6,420.00$ 6,264.00$
plus: per unit for
residential $ 644.00 $ 628.00
plus: per unit for multi-
residential (apartments) $ 330.00 $ 322.00
plus: ICI buildings for first
2,000m2 - per m2 of GFA $ 3.37 $ 3.29
plus: ICI buildings portion
of GFA between 2,001m2
and 10,000m2 - per m2 of
GFA
$ 2.19 $ 2.14
plus: ICI buildings portion
of GFA beyond 10,000m2 -
per m2 of GFA
$ 1.10 $ 1.07
base fee 3,448.00$ 3,364.00$
plus: ICI buildings for first
2,000m2 - per m2 of GFA $ 3.37 $ 3.29
plus: ICI buildings portion
of GFA between 2,001m2
and 10,000m2 - per m2 of
GFA
$ 2.19 $ 2.14
plus: ICI buildings portion
of GFA beyond 10,000m2 -
per m2 of GFA
$ 1.10 $ 1.07
Minor and Amending Plans
(see Note 6: per m2 fee applicable only if there is an
increase in GFA)
Major
Part Lot Controls
Block Plans
Block Plans
Site Plan Approval
Draft Plan of Condominium
(All Types)
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 31 of 33
By-Law XXXX-19 Schedule H
Development Planning Division
Effective February 1, 2019
Page 3 of 4
Description of Service for Fee or Service Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
Recirculation/Revisions
(where the applicant fails to revise drawings as
requested by the Town beyond the third submission or
the Applicant changes the plans/proposal)
each 1,230.00$ 1,200.00$
Site Plan Review (Stable Neighbourhood)each 1,025.00$ 1,000.00$
base fee 617.00$ 602.00$
request for site plan
exemption beyond 2nd
submission
$ 256.00 $ 250.00
Radio Communication Tower/Antenna Facilities base fee 8,352.00$ 8,148.00$
base fee 3,480.00$ 3,395.00$
plus: per new lot created 1,748.00$ 1,705.00$
change of conditions
(only before a final
consent is granted)
920.00$ 898.00$
recirculation fee (see
Note 7)2,617.00$ 2,553.00$
Ground Related Residential Zoned Lands base fee 1,998.00$ 1,949.00$
Oak Ridges Moraine Residential base fee 1,669.00$ 1,628.00$
base fee 1,998.00$ 1,949.00$
plus: per lot or unit 1,047.00$ 1,021.00$
All Other Uses, including ICI base fee 2,449.00$ 2,389.00$
Recirculation/Revisions
(see Note 7)each 1,387.00$ 1,353.00$
Owner's Request to Cancel Public Planning Meeting base fee 3,485.00$ 3,400.00$
Local Planning Appeal Tribunal Referral Fee
(for all types of development applications)base fee 607.00$ 592.00$
Local Planning Appeal Tribunal Referral Fee
(Minor Variances and Consent)base fee 314.00$ 306.00$
File Maintenance Fee per year 718.00$ 700.00$
Cash in Lieu of Parking Agreement base fee 5,125.00$ 5,000.00$
Section 37 (Bonusing Agreement) base fee 5,125.00$ 5,000.00$
Municipal Street Name Change each 1,648.00$ 1,608.00$
Municipal Addressing Change each 1,072.00$ 1,046.00$
Site Plan Exemption
Lot Creation, Lot Addition, Establishment of Easements,
Mortgage change over, Lease over 21 years
Committee of Adjustment
Consent
Minor Variances or Permission
More than one Variance related to a Draft Approved Plan
of Subdivision
General Fees
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 32 of 33
By-Law XXXX-19 Schedule H
Development Planning Division
Effective February 1, 2019
Page 4 of 4
Description of Service for Fee or Service Charge
Unit of Measure
(i.e. per hour, page,
document, etc.)
2019
(Including H.S.T.
where applicable)
2018
(Including H.S.T.
where applicable)
1) Major Official Plan Amendment
An application that is significant in scale and scope which may have greater impact or policy implication beyond the subject lands.
Such applications may include those relating to multiple properties; site specific proposals that represent large scale
development/significant change in use; and applications involving significant changes to the text/policies of the Official Plan.
2) Minor Official Plan Amendment
Required due to an Owner's or Applicant's revisions or deferrals.
Payment of Fees
All fees set out herein shall be payable to the Town of Aurora upon the submission of the related application to the Town, unless
otherwise provided herein. The fee amount shall be completed by the Applicant on the Fee Calculation Worksheet included with
each Application Form. 50% of fees refunded if application is withdrawn prior to any Council or Committee of Adjustment
consideration.
5) Draft Plan of Subdivision
All other lands within the draft plan excluding roads, road widenings and environmental protection lands.
6) Minor and Amending Site Plans
Shall include amendments to existing site plan agreements for those properties with development agreements executed and
registered after 2000. Staff shall determine, in consultation with other departments, if a site plan application is considered minor,
an amendment or if a new site plan application is required.
7) Recirculation Fee
An application that is a small scale amendment to the Official Plan policies and designations, having limited impact or policy
implications beyond the subject lands.
3) Major Zoning By-law Amendment
An application that is significant in scale and scope which may have greater impact or policy implication beyond the subject lands.
Such applications may include: -
an application relating to more than one property;
- a site specific application, if considered to represent large scale redevelopment;
- significant change in use and/or zone category; or
- an application involving significant changes to the development standards or general provisions of the by-law.
4) Minor Zoning By-law Amendment
An application for minor and small scale zoning amendment having no significant impact on adjoining lands. Minor application
must be site specific and include: -
a request for additional permitted use, within an existing building or with no significant impact on existing development standards;
and -
changes in development standards to accommodate a minor development or severance.
Notes
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R3
Page 33 of 33
Town of Aurora
General Committee Report No. CAO18-007
Subject: Town of Aurora Website Upgrade
Prepared by: Stephanie Mackenzie-Smith, Corporate Communications Manager
Department: Office of the Chief Administrative Officer
Date: December 11, 2018
Recommendation
1.That Report No. CAO18-007 be received; and
2.That this report satisfy Council’s conditional budget approval for Capital
Project No. 12037– Town of Aurora Website in the amount of $70,000.
Executive Summary
This report seeks Council’s approval for staff to proceed with Capital Project No. 12307,
which received conditional approval during the 2018 budget deliberations. Additional
information regarding metrics and improved tools and technologies, as requested by
Council, have been included in this report.
A website upgrade will enable the Town to increase service delivery to the community
by doing the following:
•Increase the tools and online services available to residents
•Improve the design, navigation and search capabilities, increasing overall
website usability
•Better promote popular services and revenue-generating programs
•Ensure website is mobile device responsive as mobile access is increasing
•Move the website to an external hosting service to increase convenience and
security
Upon budget approval for Capital Project No. 12037 – Town of Aurora Website, the
Town will proceed with entering into a sole source agreement with our existing vendor
of eSolutions for the upgrade and hosting. Continuing with the same vendor will allow
for easier transfer of existing data and content.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R4
Page 1 of 7
December 11, 2018 Page 2 of 7 Report No. CAO18-007
Background
During the 2018 Capital Budget deliberations, Council provided conditional approval of
$70,000 to redevelop the Town of Aurora website.
The capital budget request came as a result of Council expressing the need for website
improvements as a result of comments from residents. These comments were formally
expressed to Corporate Communications during the May 2017 Council Workshop.
The current Town website was built in 2015 at a cost of $70,000 (actual cost was
$140,000 split equally between the Town of Newmarket and the Town of Aurora). The
website was part of a joint contract between the Town of Aurora and the Town of
Newmarket with eSolutions. eSolutions is a website design, development and hosting
company that works with most major municipalities in Ontario. The current Town
website was built by eSolutions and hosted with the Town of Newmarket.
There are multiple challenges with the existing website related to back-end technology,
usability and navigation. In addition to the above mentioned resident feedback, the
website is not mobile device responsive and requires a third-party service to display
website content in a way that is accessible to mobile devices. This service does not
work seamlessly for all devices and prevents many website pages and tools from being
viewed and used in the appropriate manner when viewed on a mobile device.
The Town website is one of our primary methods of communication with our community.
On a monthly basis, the site sees between 26,000 and 30,000 users with more than
40,000 sessions between them. Approximately 68 per cent of visitors are returning
visitors, with 32 per cent being new visitors. The site receives more than 100,000 page
views per month with the average user visiting two to three pages for two to three
minutes. Approximately one-quarter of all website traffic is via mobile device.
In 2018, the Town transitioned to a new search function on the website in order to
improve search functionality and increase analytics related to search. Ensuring
residents and visitors are quickly and easily able to obtain information is a key priority.
Search data indicates that the most popular information residents are searching for
relate to recreation programs (swimming, camp, skating) as well as jobs, parking and
Town events and programs (election, Haunted Forest, Remembrance Day, etc.) Search
data is consistent with website analytics, which indicate the most visited pages of the
website as being Jobs, Special Events, Program Registration, Recreation Schedules
and Waste and Recycling.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R4
Page 2 of 7
December 11, 2018 Page 3 of 7 Report No. CAO18-007
As 2018 was an election, Communications elected not to proceed with moving this
project forward earlier due to resourcing strains and concerns over making changes to
the website during an election, particularly with the introduction of online voting.
Analysis
Increase the tools and online services available to residents
Upgrading the Town of Aurora website will allow for additional tools and online services
to be integrated into the site to increase our service delivery to the community. As an
example, the following tools will be included in the scope of work:
• News tool that allows residents to sign up to receive news alerts
• Emergency banner on website to communicate more effectively with residents
during extreme weather events and other emergencies
• Social media integration with the new tool
• Contact module to more effectively manage communication with residents using
the communication channel of their choice
• Make PlaceSpeak tool more prominent for users
• Poll module to enable the Town to post ongoing polls to solicit feedback on key
issues
• Calendar to share information regarding Council and committee meetings,
community events and Town programs and events
• Photo gallery to share photos of Town events, activities and programs
• Facility search tool. Fully integrated with Google maps, the tool allows residents
to search for Town parks, splash pads, sports field, meeting rooms, trails, arenas
and recreation fields.
• Bylaw and document library to allow for the easy search of bylaws and other
frequently requested documents
Upgrading the website will also allow the Town to integrate additional features in the
future, at a cost. Some of those features include a live chat module, which enables
online customer services in real-time; online tax certificate portal; online marriage
license application tool; property tax calculator; and wastewater calculator, to allow
residents and businesses to calculate consumption and proactively manage water
billing expectations.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R4
Page 3 of 7
December 11, 2018 Page 4 of 7 Report No. CAO18-007
Improve the design, navigation and search, increasing overall website usability
As part of the scope of work drafted by eSolutions and the Town of Aurora, the website
upgrade would include extensive work regarding website structure and navigation. In
addition, eSolutions would host a public focus group that would allow Town staff,
Councillors and citizens to provide feedback on the proposed website navigation and
structure. This process increases overall usability and ensures that website navigation
and structure is more intuitive to end-users.
eSolutions will also provide training for staff on Writing for the W eb and Accessibility
Standards to ensure that content revisions are done so in a manner consistent with
plain language best practices and current Accessibility legislation. This work will
increase the overall usability of the website.
Better promote popular services and revenue-generating programs
Website analytics have shown that many of the most popular pages and searches on
the website are related to recreation programs and services. A redesign of the website
layout will allow the Town to highlight and promote popular content and the programs
and services that generate revenue for the municipality. A strong visual layout that
makes it easy for users to find the content they are looking for will increase user
satisfaction.
Ensure website is mobile responsive as mobile access is increasing
As previously mentioned, the Town website is viewed on mobile devices approximately
25 per cent of the time. That number is expected to increase as mobile use Canada-
wide continues to increase. Mobile responsiveness is a key part of increasing website
usability and ensuring that all functions and features of the website work seamlessly
regardless of device. The website upgrade would make the entire website accessible on
all devices and increase usability.
An external hosting service offers additional convenience and security
The Town website is currently hosted by the Town of Newmarket. This presents certain
challenges with regards to the timing of server updates that impact our community. In
one day, the website experienced more than 20 outages lasting from several minutes to
more than one hour. Additionally, the fact that Newmarket does not have IT staff
working 24/7, the monitoring of issues and in-person technical assistance is generally
only available during regular business hours.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R4
Page 4 of 7
December 11, 2018 Page 5 of 7 Report No. CAO18-007
Hosting the website on an external server will allow the website to be hosted by a
company that specializes in municipal websites. Upgrades would be able to take place
during overnight hours, minimizing the impact to residents. In addition, the site would be
monitored 24/7 for outages and security breaches.
Currently, when eSolutions needs access to the server to make changes to the back-
end of the website, it must be done via Newmarket and presents numerous scheduling
challenges. By hosting the website on the server eSolutions regularly uses, updates can
take place faster and with less down time and scheduling required.
The Town is currently paying $215 a month for Newmarket to host the Town website.
Hosting through eSolutions will cost $350 a month and include the following:
• Google Analytics web statistics reports
• Backups and Disaster Recovery
• e-Commerce capabilities
Advisory Committee Review
N/A.
Legal Considerations
None.
Financial Implications
The Website upgrade project received conditional budget approval and funding in the
2018 Capital Budget. This report is to lift the condition, allowing the project to
commence.
Communications Considerations
Prior to updating the new website Corporate Communications will undertake a number
of communications initiatives, including website and social media surveys and polls to
contribute to the needs assessment.
Participation in the above mentioned focus group will be advertised in print and online,
including social media. It will be important that a wide-range of demographics be
represented in the focus group and recruiting will reflect that.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R4
Page 5 of 7
December 11, 2018 Page 6 of 7 Report No. CAO18-007
Extensive communication will take place regarding any service disruptions as a result of
the upgrade, although impacts are expected to be minimal.
The Town will utilize all available communication platforms including social media,
Notice Board, media release and newsletter to promote upgrades to the website and
share information on improvements to online services and the introduction of new tools.
Bi-annual user satisfaction surveys will also be conducted in order to evaluate the new
website as part of overall analytics and data review.
Link to Strategic Plan
An updated website will fulfill the Strategic Plan goal of “Supporting an exceptional
quality of life for all” by:
• Identifying new methods and technologies to effectively and regularly engage the
community
• Developing a strategy to expand e-services where possible
Alternative(s) to the Recommendation
1. Maintain the current Town of Aurora website as is with minimal improvements and
changes in 2019
Conclusions
The web presence of the Town is an increasingly important tool to inform the community
and solicit feedback. The proposed upgrade of the website will modernize the Town’s
online presence and improve the usability for citizens and staff.
Attachments
N/A
Previous Reports
N/A
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R4
Page 6 of 7
General Committee Meeting Agenda Tuesday, December 11, 2018Item R4 Page 7 of 7
Town of Aurora
Council Report No. CS18-030
Subject: Approval of 2019 Meeting Schedule
Prepared by: Michael de Rond, Town Clerk
Department: Corporate Services
Date: December 11, 2018
Recommendation
1.That Report No. CS18-030 be received; and
2.That the 2019 Meeting Schedule (Attachment No. 1) be approved; and,
3.That Town Clerk be authorized to make amendments to the Council and
Committee Meeting Calendar as required.
Executive Summary
The purpose of this report is to establish a 2019 Meeting Schedule for Council and
Committee meetings. The schedule resembles what has been done in the year
following a municipal election previously. At the time of writing this report, discretionary
Ad Hoc/Advisory Committees or Local Boards have not been approved by Council. It is
for this reason staff are seeking approval to add Committee meeting dates into the
schedule at a later time.
•Approval of a 2019 Meeting Schedule is required as per the Procedure By-law.
•Staff are requesting approval to amend the schedule to add committee meeting
dates once the Ad Hoc/Advisory Committees and Local Boards are approved.
Background
As per Section 19 of By-law Number 6068-18 (the Procedure By-law), Council approves
a Meeting Schedule of Council and Standing Committee meetings for each calendar
year.
Analysis
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R5
Page 1 of 15
December 11, 2018 Page 2 of 3 Report No. CS18-030
Approval of a 2018 Meeting Schedule is required as per the Procedure By-law
Section 19 of the Procedure By-law establishes rules for the timing of Standing
Committee and Council meetings. The proposed 2019 Meeting Schedule is provided as
Attachment No. 1. As per past practice, staff are recommending that January, March
(March Break), July and August contain just one cycle. Due to budget meetings as well
as fewer agenda items than usual, staff are also recommending that February only have
one cycle.
The schedule also contains the proposed dates for Council to consider the 2019
Operating and Capital Budget.
Staff are requesting approval to amend the schedule to add committee meeting
dates once the Ad Hoc/Advisory Committees and Local Boards are approved.
As has occurred in years following an election before, staff are requesting the ability to
amend the schedule to add committee meeting dates after the committees have been
struck.
Advisory Committee Review
None
Financial Implications
None
Communications Considerations
Upon Council approval, the 2019 Meeting Schedule will be posted to the Town website.
Link to Strategic Plan
The proposed 2019 Meeting Schedule supports progressive corporate excellence
and continuous improvement by implementing policy and processes that reflect
sound and accountable governance.
Alternative(s) to the Recommendation
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R5
Page 2 of 15
General Committee Meeting Agenda Tuesday, December 11, 2018Item R5 Page 3 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2January 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday12345New Year’s Day67891011127 p.m.Committee of Adjustment (CC)1 p.m. Council-Special -Orientation8:30 a.m. –Council-Special -Orientation1314151617 18197 p.m. Budget Committee (Special Budget PublicConsultation)5:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)7 p.m.Aurora Cultural Centre Board7 p.m.Aurora Public Library Board2021222324 25267 p.m.Council-Special(CC)7 p.m. Council (CC)27282930317 p.m.Public Planning (CC)General Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 4 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2February 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday129a.m.Budget Committee (Capital Budget Review)3456789101112131415165:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)7 p.m.Aurora Cultural Centre Board7 p.m.Committee of Adjustment (CC)17181920212223FamilyDay7 p.m.Aurora Public Library Board5:45 p.m. Budget Committee (Operating Budget Review-Water Budget)24252627287 p.m. Budget Committee (Operating Budget Review-Fire, Library, ACC, AHS)5:45 p.m.Council Closed Session (if required) (HR)7 p.m.Council (CC)7 p.m.Public Planning (CC)General Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 5 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2March 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday1234567897 p.m. Budget Committee (Operating Budget Review)4 p.m. Accessibility Advisory Committee (HR)7 p.m.Committee of Adjustment (CC)10111213141516March Break March Break6:30 p.m.Aurora Cultural Centre Board (Public Meeting)March BreakMarch Break March Break171819202122237 p.m. Budget Committee (Operating Budget Review)5:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)7 p.m.Aurora Public Library Board24/312526272829307 p.m.Council (CC)7 p.m.Public Planning (CC)General Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 6 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2April 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday123 4565:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)4 p.m. Accessibility Advisory Committee(HR)789101112135:45 p.m.Council Closed Session (if required) (HR)7 p.m.Council (CC)7 p.m.Aurora Cultural Centre Board7 p.m.Committee of Adjustment (CC)141516171819205:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)7 p.m.Aurora Public Library BoardGood FridayPassover(First Day)21222324252627Easter SundayEasterMonday5:45 p.m.Council Closed Session (if required) (HR)7 p.m.Council (CC)7 p.m.Public Planning (CC)Passover(Last Day)282930General Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 7 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2May 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday1234Art ShowArt ShowArt ShowArt Show567891011Art Show5:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)4 p.m. Accessibility Advisory Committee(HR)7 p.m.Aurora Cultural Centre Board7 p.m.Committee of Adjustment (CC)121314151617185:45 p.m.Council Closed Session (if required) (HR)7 p.m.Council (CC)7 p.m.Aurora Public Library Board19202122232425VictoriaDay5:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)7 p.m.Public Planning (CC)2627282930315:45 p.m.Council Closed Session (if required) (HR)7 p.m.Council (CC)7 p.m. Budget Committee (Special Budget Consultation)FCM ConferenceQuébec CityFCMGeneral Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 8 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2June 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday1FCM2345 678FCM5:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)4 p.m. Accessibility Advisory Committee(HR)9101112 1314155:45 p.m.Council Closed Session (if required) (HR)7 p.m.Council (CC)6:30 p.m.Aurora Cultural Centre Board(AGM, Public Meeting)7 p.m.Committee of Adjustment (CC)161718192021225:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)7 p.m.Aurora Public Library Board23/302425262728296:15 p.m.Audit Committee (CC)7 p.m.Council (CC)7 p.m.Public Planning (CC)General Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 9 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2July 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday123456CanadaDay789101112137 p.m.Aurora Cultural Centre Board7 p.m.Committee of Adjustment (CC)141516171819205:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)212223242526275:45 p.m.Council Closed Session (if required) (HR)7 p.m.Council (CC)28293031General Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 10 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2August 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday12345678910CivicHoliday5:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)7 p.m.Committee of Adjustment (CC)111213141516175:45 p.m.Council Closed Session (if required) (HR)7 p.m.Council (CC)7 p.m.Aurora Cultural Centre Board18192021222324AMOConferenceOttawaAMO AMO AMO25262728293031General Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 11 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2September 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday1234 567LabourDay5:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)4 p.m. Accessibility Advisory Committee (HR)8910111213145:45 p.m.Council Closed Session (if required) (LR)7 p.m.Council (CC)6:30 p.m.Aurora Cultural Centre Board(Public Meeting)7 p.m.Committee of Adjustment (CC)151617181920215:45 p.m.Council Closed Session (if required) (LR)7 p.m.General Committee (CC)7 p.m.Aurora Public Library Board222324252627285:45 p.m.Council Closed Session (if required) (LR)7 p.m.Council (CC)7 p.m.Public Planning (CC)2930Rosh HashanahGeneral Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 12 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2October 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday123455:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)4 p.m. Accessibility Advisory Committee (HR)9a.m.Budget Committee (Capital Budget Review)67891011127 p.m. Budget Committee (Capital Budget Review)5:45 p.m.Council Closed Session (if required) (LR)7 p.m.Council (CC)7 p.m.Aurora Cultural Centre BoardYom Kippur7 p.m.Committee of Adjustment (CC)13141516171819ThanksgivingDay5:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)7 p.m.Aurora Public Library Board202122232425265:45 p.m.Council Closed Session (if required) (LR)7 p.m.Council (CC)7 p.m.Public Planning (CC)2728293031General Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 13 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2November 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday12345 6 7895:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)4 p.m. Accessibility Advisory Committee (HR)10111213141516RemembranceDay5:45 p.m.Council Closed Session (if required) (LR)7 p.m.Council (CC)7 p.m.Aurora Cultural Centre Board7 p.m.Committee of Adjustment (CC)9a.m.Budget Committee (Operating Budget Review-Water Budget)171819202122237 p.m. Budget Committee (Operating Budget Review-Cultural Partners)5:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)7 p.m.Aurora Public Library Board242526272829307 p.m. Budget Committee (Operating Budget Review)5:45 p.m.Council Closed Session (if required) (LR)7 p.m.Council (CC)7 p.m.Public Planning (CC)7 p.m. Budget Committee (Operating Budget Review)General Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 14 of 15
Attachment 1 (CC) Council Chambers (1stfloor) (HR) Holland Room (1stfloor) (LR) Leksand Room (1stfloor) (TR) Tannery Room (2ndfloor)Revision: DRAFTv2December 2019SundayMondayTuesdayWednesdayThursdayFridaySaturday12345675:45 p.m.Council Closed Session (if required) (HR)7 p.m.General Committee (CC)4 p.m. Accessibility Advisory Committee (HR)8910111213145:45 p.m.Council Closed Session (if required) (HR)7 p.m.Council (CC)6:30 p.m.Aurora Cultural Centre Board(Public Meeting)7 p.m.Aurora Public Library Board7 p.m.Committee of Adjustment (CC)151617181920217 p.m.Public Planning (CC)22232425262728Hanukkah(First Day)Christmas EveChristmasDayBoxingDayTown Hall Closed293031Hanukkah(Last Day)New Year’s Eve General Committee Meeting Agenda Tuesday, December 11, 2018 Item R5 Page 15 of 15
Town of Aurora
General Committee Report No. FS18-025
Subject: 2018 Year End Surplus/Deficit Financial Control Bylaw
Prepared by: Jason Gaertner, Manager, Financial Planning Services
Department: Financial Services
Date: December 11, 2018
Recommendation
1. That Report No. FS18-025 be received; and
2. That a by-law be enacted to authorize the Treasurer and the Chief
Administrative Officer to make necessary year-end financial adjustments
a) to allocate any 2018 Operating Fund surplus or deficit as set out in
Report No. FS18-025; and
b) to allocate any 2018 surplus or alternatively fund any deficit in the
Water, Wastewater, or Stormwater budgets to or from the appropriate
related reserve accounts; and
3. That the Treasurer and Chief Administrative Officer report to Council after the
year end surplus/deficit control adjustments and allocations have been
completed.
Executive Summary
This report proposes a surplus/deficit control bylaw for the 2018 fiscal year end, similar
to the one used in past years; thus allowing the town to control its year end surplus
amounts by making specific allocations to various reserve funds. Should the town finish
the year in a deficit position, this bylaw would also provide the necessary authority to
allocate additional funds from its rate stabilization reserve in order to balance its
operating budget. This report is an annual report to General Committee/Council prior to
year-end.
• Legislatively, surpluses or deficits of one fiscal year must be incorporated into the
following year’s budget unless controlled in this manner
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R6
Page 1 of 7
December 11, 2018 Page 2 of 7 Report No. FS18-025
• Budget Carry-forwards may occur resulting in approved funding to move from
one year into the next year.
Background
Surplus Control
Surpluses and deficits created by operating results for municipalities must carry into the
following budget years as set out in subsection 290(4) of the Municipal Act, 2001, S.O.
2001, c. 25, as amended (hereinafter the “Act”). Often, the annual budget of one year is
approved prior to the final accounting results of the prior year being known.
To manage the unpredictable impacts that such carry-overs could have on long range
tax rates, budgets and budget pressures, the Town should control the year-end surplus
amounts by making specific allocations to various reserve funds as part of the year end
accounting process. However, any such allocation must be authorized by Council
before the end of the fiscal year. Since the final results of the calendar year are not
known for some time until after the close of the year, a formula approach to surplus
allocations is necessary, followed by a detailed report back to Council. Today’s report
and bylaw will set this budget control approach in place for the current year. A number
of municipalities utilize the same approach as it results in separating the disposition of
surpluses of one year from the following year’s budget process. It simplifies both the
budget process and the year-end reporting process, while also assisting with
transparency to the community.
Budget Carry-Forwards
A Budget Carry-Forward is a related technique utilized to move unused Operating
Budget funding in relation to a specific project or initiative from one year into the next
budget year, without the process of formally budgeting the item a second time. For
example, the use of a budget carry-forward would be applicable if a major economic
development initiative funded in one year as a special project in the operating budget
did not get started by year end, and it was the intent to complete the project in the
following year. Council could separately approve a budget carry-forward for this item,
allocating budget dollars from the old year into the new-year, despite having already
approved the new budget without its inclusion.
Any budget carry-forwards must be approved first by the Treasurer, followed by Council.
Council would approve any such carry-forwards as part of the report from the Treasurer
and CAO detailing the disposition of year end surplus/deficits.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R6
Page 2 of 7
December 11, 2018 Page 3 of 7 Report No. FS18-025
Analysis
The 2018 year end operating budget could end in either a surplus or deficit
Staff are presently in the process of undertaking another review of the Town’s
forecasted 2018 financial position of which the results are not yet known. As of the
previous forecast review which took place in early fall, the corporation was on track to
conclude the fiscal year with a small surplus, which would result in a slightly larger
contribution to reserves than previously planned. Before the results from the forecast
work presently underway are known, a surplus or deficit financial outcome is possible.
Advisory Committee Review
Not applicable.
Legal Considerations
The Municipal Act, subsection 11(2)(3) allows the municipality to pass by-laws
respecting the financial management of the municipality and its local boards.
Financial Implications
2018 Surplus/Deficit Control
The Act requires that any surplus or deficit be carried forward into the following year’s
budget, unless otherwise controlled as proposed in this report. Using the controls, the
surplus or deficit will become zero, save for any validated budget carry-forwards as
described above. In that event, the carry-forward amount or “surplus” then gets carried
forward in accordance with the Act. The following outlines the formula for disposition of
any year end surplus or deficits:
i) Operating Budget
If a surplus in Operating results for 2018, the following allocations are recommended:
a) Any unexpended portions of the 2018 Operating Budget funding allocations
provided from Reserves for specific expenditures are returned to their respective
funding sources. The 2018 budget funding allocations from such Reserves to
fund operating budget items were as follows:
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R6
Page 3 of 7
December 11, 2018 Page 4 of 7 Report No. FS18-025
Reserve Fund Amount
Tax Stabilization 569,900
Elections Reserve
Indoor Rec. Development Charges (Debt Payment)
368,900
320,500
Library Development Charges (Debt Payment) 289,500
Roads & Related Repair & Replacement 220,400
Storm 187,600
General Government Development Charges 130,000
Parks Development & Facilities Development Charge 115,600
WSIB 85,000
Water 42,200
Sanitary Sewer 18,800
Landscape Fee 13,900
Cash-in-Lieu Parkland 10,000
Recreation Sponsorship 10,000
Arts and Cultural 5,000
b) As required for Bill 124, a Building Permit Fees Reserve Fund was established in
which provisions for potential recessionary years may be made. Any surplus in
these activities is required by legislation to be allocated to the Building Permit
Fees Reserve Fund, while any deficit arising may be funded from this source.
The 2018 Budget included a $1,022,400 contribution to the building permit fees
reserve fund reflecting a budgeted permit revenue surplus driven by 2C lands
growth. Any budgetary surplus or deficit in the Building Services Division budget
is to be allocated to or funded from the Reserve Fund.
c) That any net Winter Control operations budget surplus be allocated to the Winter
Control reserve fund if the overall operating budget ends the year in a surplus.
Alternatively should a W inter Control operations net operating deficit occur that
cannot be accommodated within the overall operating budget, any remaining net
shortfall will be funded from the Winter Control reserve fund.
d) Any remaining surplus may be allocated toward approved carry-forwards to 2019,
if any.
e) Any remaining net operating surplus after approved carry-forwards will be
allocated in a ratio of 50 percent to the Town’s rate stabilization reserve and 50
percent to be allocated proportionately to the Town’s tax funded Repair &
Replacement reserves.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R6
Page 4 of 7
December 11, 2018 Page 5 of 7 Report No. FS18-025
It is wise for a municipality to maintain reserves specifically intended to stabilize
or cushion annual tax rates from significant one-time or temporary pressures.
Such pressures could include the impacts from significant new service or facility
costs, market conditions affecting revenues, adverse weather or climate events,
or other factors. Staff recommend that the town’s rate stabilization reserve’s
balance should not exceed a ceiling of approximately 10% of annual tax
revenue, which is a benchmark used by many municipalities. Once this
reserve’s ceiling has been reached any remaining eligible funds to be allocated
will instead be re-directed toward other town reserves as required. Presently,
the Town’s tax rate stabilization reserve balance has reached its ceiling;
consequently, its full share of any available 2018 operating surplus will instead
be allocated to other town reserves as required.
Alternatively, should a net operating deficit occur in 2018, adjustments a), and b) above
are still required, with the remaining net shortfall to be funded from the tax rate
stabilization reserve.
ii) Water, Wastewater, Stormwater Budgets
It is recommended that any surplus or deficit in these budgets be allocated to or be
funded from the appropriate related reserve fund(s). This will assist in meeting the
requirements of Bill 175 which includes a full cost recovery provision for the
replacement of water and wastewater infrastructure.
The adjustments authorized by the surplus control bylaw are to have an effective date of
December 31, 2018, whether determined prior to or after that date.
Communications Considerations
Finance and Corporate Communications staff will work together to ensure that this
bylaw is accessible via the town’s website.
Link to Strategic Plan
Outlining a strategic approach to managing year end surpluses and/or deficits, and
thereby avoiding the need to complicate the following year’s budget with such matters,
contributes to achieving the Strategic Plan guiding principle of “Leadership in Corporate
Management” and improves transparency and accountability to the community.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R6
Page 5 of 7
December 11, 2018 Page 6 of 7 Report No. FS18-025
Alternative(s) to the Recommendation
1. Council could choose not to approve the Surplus/Deficit Control Bylaw and address
any year end results by way of budget amendment following early budget approval.
Conclusions
Staff are recommending that a by-law be adopted which will authorize the Director of
Financial Services – Treasurer and the Chief Administrative Officer to control the 2018
Operating Fund surplus/deficit and the surpluses or deficits in the Water, Wastewater,
Stormwater budgets by giving them authority to make adjustments and allocate surplus
funds or fund deficits strictly as itemized in this report. Not doing so will cause all fund
surpluses or deficits to be carried forward into the 2019 budgets which would likely
result in the budget adjustments being made after Council has already approved the
Town’s budget for 2019. As part of the year-end procedures, staff will report back to the
General Committee as to the actual year-end results and the final surplus allocations
made for 2018.
Attachments
None
Previous Reports
None: A new bylaw is required each year, this equivalent report for 2017 was FS17-047
which went to General Committee on December 5, 2017.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R6
Page 6 of 7
General Committee Meeting Agenda Tuesday, December 11, 2018Item R6 Page 7 of 7
Town of Aurora
General Committee Report No. FS18-026
Subject: Annual Cancellation, Reduction or Refund of Property Taxes under
Sections 357 and 358 of the Municipal Act
Prepared by: Lindsay Lee, Tax Administrator and Clayton Pereira, Manager of
Accounting and Revenues - Deputy Treasurer
Department: Financial Services
Date: December 11, 2018
Recommendation
1. That Report No. FS18-026 be received; and
2. That a meeting be held in accordance with Sections 357 and 358 of the
Municipal Act, 2001 as amended (the Act) in respect of the applications filed
with the Treasurer by owners of property listed in this report at which
applicants may make representation; and
3. That total property taxes in the amount of $18,544.07 and $30,118.58 be
adjusted under Sections 357 and 358 of the Act respectively as set out in
Attachments #1 and #2; and
4. That any associated interest charged applicable to these adjustments be
cancelled in proportion to the total property taxes adjusted.
Executive Summary
To obtain statutory approval to adjust property taxes and interest pursuant to the
provisions of Sections 357 and 358 of the Act. These adjustments are because of
changes in current value assessment as determined and verified by the Municipal
Property Assessment Corporation.
• Twelve Section 357 Applications Received – Town Share $6,172
• Five Section 358 Applications Received – Town Share $10,986
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R7
Page 1 of 8
December 11, 2018 Page 2 of 6 Report No. FS18-026
Background
Adjustments under Section 357
Under Section 357 of the Act, property owners or their agents may make application for
the cancellation of property taxes for the current year in response to changes in current
value assessment that result in an increase or decrease in property taxes. This
property tax adjustment is not because of the Town having failed to collect rightful taxes
but rather adjusts the property taxes to the correct and proper amount.
Adjustments under Section 358
Under Section 358 of the Act, property owners or their agents may make application for
the cancellation of property taxes due to gross or manifest errors made by Municipal
Property Assessment Corporation in the current value assessment for two years prior to
the current taxation year. This property tax adjustment is not because of the Town
having failed to collect rightful taxes but rather adjusts the property taxes to the correct
and proper amount.
Analysis
Twelve Section 357 Applications Received – Town Share $6,172
Two (2) applications were received prior to the deadline of February 28, 2018 for the
2017 taxation year for property taxes to be adjusted under Section 357 totaling
$1,322.33 as listed in Attachment #1 titled “Tax Adjustments under Section 357 of the
Municipal Act”. This amount represents an overall tax reduction to the properties.
Ten (10) applications were received at the time of authoring the Council report for the
2018 taxation year for property taxes to be adjusted under Section 357 totaling
$17,221.74 as listed in Attachment #1 titled “Tax Adjustments under Section 357 of the
Municipal Act”. This amount represents an overall tax reduction to the properties.
Table #1 below summarizes the 357 adjustments for both taxation years representing
total property tax adjustments of $18,544.07 by the respective shares.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R7
Page 2 of 8
December 11, 2018 Page 3 of 6 Report No. FS18-026
Table #1 – Summary of 357 Adjustments
Tax Year Town of Aurora
($)
Region of York
($)
Boards of
Education
($)
Total
($)
2017 (482.73) (566.80) (272.80) (1,322.33)
2018 (5,688.83) (6,629.12) (4,903.79) (17,221.74)
Total (6,171.56) (7,195.92) (5,176.59) (18,544.07)
The Town, as legislated, will adjust the appropriate portions due to/from the Regional
Municipality of York and the respective York Region Boards of Education.
Five Section 358 Applications Received – Town Share $10,986
Five applications were received under Section 358 for the taxation years 2016 and
2017. These adjustments are listed in Attachment #2 titled “Tax Adjustments under
Section 358 of the Municipal Act” and result in an overall tax reduction to the affected
properties. Table #2 summarizes the total property tax adjustment of $30,118.58 that
will be refunded to the property owners.
Table #2 – Summary of 358 Adjustments
Tax
Year
Town of Aurora
($)
Region of York
($)
Boards of
Education ($)
Total ($)
2016 (3,744.47) (4,437.01) (2,100.33) (10,281.81)
2017 (7,241.66) (8,502.69) (4,092.42) (19,836.77)
Total (10,986.13) (12,939.70) (6,192.75) (30,118.58)
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R7
Page 3 of 8
December 11, 2018 Page 4 of 6 Report No. FS18-026
Municipal Property Assessment Corporation has confirmed all adjustments
The Municipal Property Assessment Corporation has reviewed all applications and they
have verified assessment values and taxation periods used to determine the property
tax adjustments.
Advisory Committee Review
Not applicable
Legal Considerations
Municipalities are obliged to process MPAC approved assessment changes as set out
in Sections 357 and 358 of the Municipal Act.
Financial Implications
Table #3 below summarizes the total property tax adjustments for 357 and 358
applications. The Town’s share of the property tax adjustments results in a net amount
of $17,157.69 being refunded to the property tax owners.
Table #3 – Summary of 357 and 358 Adjustments
Adjustment
Type
Town of
Aurora ($)
Region of York
($)
Boards of
Education ($)
Total ($)
357 (6,171.56) (7,195.92) (5,176.59) (18,544.07)
358 (10,986.13) (12,939.70) (6,192.75) (30,118.58)
Total (17,157.69) (20,135.62) (11,369.34) (48,662.65)
The Town’s 2018 budget for our share of property tax adjustments such as 357’s, 358’s,
Assessment Review Board decisions and Municipal Property Assessment Corporation’s
minutes of settlement is $200,000. With several significant Assessment Review Board
decisions previously posted, the budget for 2018 will be exceeded, but is beyond the
control of staff or Council. The budget for 2019 is being re-evaluated.
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R7
Page 4 of 8
December 11, 2018 Page 5 of 6 Report No. FS18-026
Property owners have until December 31, 2018 to apply under Section 358 for
adjustments in respect of the 2016 and 2017 taxation years.
Communications Considerations
Financial Services staff will advise each property owner in writing of Council’s decision
in this matter, and update the property tax accounts as required.
Link to Strategic Plan
Adjusting tax accounts to reflect verified adjustments to assessment values contributes
to achieving the Strategic Plan guiding principal of “Leadership in Corporate
Management” and improves transparency and accountability to the community.
Alternative(s) to the Recommendation
There are no alternatives to the recommendations contain in this report. The
adjustments recommended are statutory and have been validated by Municipal Property
Assessment Corporation and are now rightfully due to the property owners.
Conclusions
That the adjustment of property taxes as recommended in this report under Sections
357 and 358 of the Act totaling $48,662.65 be approved. Property owners have until
February 28, 2019 to apply under Section 357 for adjustments in respect of the 2018
taxation year.
Attachments
Attachment #1 – Tax Adjustments under Section 357 of the Municipal Act
Attachment #2 – Tax Adjustments under Section 358 of the Municipal Act
Previous Reports
None
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R7
Page 5 of 8
General Committee Meeting Agenda Tuesday, December 11, 2018Item R7 Page 6 of 8
Attachment #1
Tax Adjustments under Section 357 of the Municipal Act
TOWN OF AURORA
2018 TAX WRITE OFFS AND ADJUSTMENTS
MUNICIPAL ACT, SECTION 357 - 2017 applications
TRANS # TOWN REGION EDUCATION TOTAL
2017-0003 360.47$ 423.24$ 203.71$987.42$
2017-0005 122.26$ 143.56$69.09$ 334.91$
TOTAL 482.73$566.80$272.80$1,322.33$
Note: Application 2017-0004 was disregarded because property owners filed a Request for Reconsideration with MPAC
MUNICIPAL ACT, SECTION 357 - 2018 applications
TRANS # TOWN REGION EDUCATION TOTAL
2018-0001 441.04$ 513.67$ 249.07$ 1,203.78$
2018-0002 360.47$423.24$203.71$987.42$
2018-0003 503.49$586.41$284.34$ 1,374.24$
2018-0004 196.62$229.00$1,802.03$ 2,227.65$
2018-0005 2,685.29$ 3,127.54$1,516.47$ 7,329.30$
2018-0006 404.31$ 470.90$228.33$1,103.54$
2018-0007 434.53$506.09$245.39$ 1,186.01$
2018-0008 246.50$ 287.09$139.20$ 672.79$
2018-0009 296.80$345.68$167.61$810.09$
2018-0010 119.78$ 139.50$67.64$ 326.92$
TOTAL 5,688.83$6,629.12$4,903.79$17,221.74$
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R7
Page 7 of 8
Attachment #2
Tax Adjustments under Section 358 of the Municipal Act
TOWN OF AURORA
2018 TAX WRITE OFFS AND ADJUSTMENTS
MUNICIPAL ACT, SECTION 358 - 2016 applications
TRANS # TOWN REGION EDUCATION TOTAL
2016-0003 3,583.81$ 4,246.64$ 2,010.21$ 9,840.66$
2016-0004 160.66$190.37$ 90.12$441.15$
TOTAL 3,744.47$4,437.01$2,100.33$10,281.81$
TRANS # TOWN REGION EDUCATION TOTAL
2017-0001 3,574.06$ 4,196.43$ 2,019.78$ 9,790.27$
2017-0002 3,595.07$ 4,221.10$ 2,031.65$ 9,847.82$
2017-0003 72.53$85.16$40.99$ 198.68$
TOTAL 7,241.66$8,502.69$4,092.42$19,836.77$
General Committee Meeting Agenda
Tuesday, December 11, 2018
Item R7
Page 8 of 8