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AGENDA - General Committee - 20190115
General Committee Meeting Agenda Tuesday, January 15, 2019 7 p.m. Council Chambers Aurora Town Hall Public Release January 8, 2019 Town of Aurora General Committee Meeting Agenda Tuesday, January 15, 2019 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 (a) Robin McDougall, Director, Community Services Re: Recognition of Town Staff for Exceptional Service in providing Lifesaving Assistance 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. General Committee Meeting Agenda Tuesday, January 15, 2019 Page 2 of 7 Recommended: That the following Consent Agenda Item, C1, be approved: C1. Memorandum from Mayor Mrakas Re: Aurora Cultural Centre Board of Directors Recommended: 1. That the memorandum regarding Aurora Cultural Centre Board of Directors be received; and 2. That Councillors Wendy Gaertner and John Gallo be appointed to the Aurora Cultural Centre Board of Directors for the 2018-2022 Term of Council. 6. Advisory Committee Meeting Minutes Recommended: That the Advisory Committee meeting minutes, Item A1, be received and the recommendations carried by the Committees be approved: A1. Heritage Advisory Committee Meeting Minutes of September 5, 2018 Recommended: 1. That the Heritage Advisory Committee meeting minutes of September 5, 2018, be received; and 2. That Heritage Advisory Committee recommend to Council: 1. HAC18 -013 – Request to Designate Under Part IV of the Ontario Heritage Act 50-100 Bloomington Road West “De La Salle College” including associated heritage feature “Pine Ridge Trail (Monk’s Walk)” (a) That the building formerly known as “De La Salle College” located at 50-100 Bloomington Road West, which includes the front garden/ courtyard and associated heritage feature “Pine General Committee Meeting Agenda Tuesday, January 15, 2019 Page 3 of 7 Ridge Trail (Monk’s Walk)”, be Designated under Part IV of the Ontario Heritage Act as a property of Cultural Heritage Value or Interest; and (b) That the Town Clerk be authorized to publish and serve Council’s Notice of Intention to Designate as per requirements of the Act; and (c) That the designation by-law be brought before Council for passing if no objections were received within the thirty (30) day objection period as per requirements of the Act. 7. Consideration of Items Requiring Discussion (Regular Agenda) R1. PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area Recommended: 1. That Report No. PDS19-006 be received; and 2. That pursuant to Section 38(2) of the Planning Act, a by-law be enacted to extend the period during which Interim Control By-law No. 6048-18 will be in effect by one additional year, from January 30, 2019 to January 30, 2020; and 3. That the implementing Interim Control By-law be presented at the Council meeting of January 22, 2019. R2. OPS19-001 – Winter Maintenance Report No. 1 Revised Provincial Minimum Maintenance Standards (MMS) and Windrow Clearing Program Recommended: 1. That Report No. OPS19-001 be received; and General Committee Meeting Agenda Tuesday, January 15, 2019 Page 4 of 7 2. That the recommendations and service levels contained in Table 1 associated with the Revised Provincial Municipal Maintenance Standards (MMS) be approved; and 3. That the 2020 Capital Budget contain provisions for road anti-ice pre- treatment equipment, in the amount of $500,000, and additional $35,000 operational funds in 2021; and 4. That the Director of Operational Services be appointed as the designated Official for the purposes of declaring a “Significant Weather Event”; and 5. That the Town of Aurora not proceed with a Windrow Clearing Program. R3. CAO19-001 – Requests for Sponsorship Policy Recommended: 1. That Report No. CAO19-001 be received; and 2. That the Requests for Sponsorship Policy be approved. R4. CS19-003 – Building Appraisals – Request for Pre-Budget Approval Recommended: 1. That Report No. CS19-003 be received; and 2. That Capital Project No. 13020 – Appraisal of Town Buildings, be pre- approved; and 3. That a total budget of $55,000 be approved for Capital Project No. 13020, to be funded from the Studies and Other Reserve Fund. R5. CMS19-001 – Sole Source Award for Cimco Refrigeration Recommended: 1. That Report No. CMS19-001 be received; and 2. That request for the sole source award for the supply of refrigeration equipment service on a contract basis and repair and maintenance on an General Committee Meeting Agenda Tuesday, January 15, 2019 Page 5 of 7 as-needed basis be awarded to Cimco Refrigeration at the unit prices specified for a five (5) year contract, commencing January 1, 2019 up to and including December 31, 2023; and 3. That a purchase order in the amount of $376,534 excluding taxes be approved in favour of Cimco Refrigeration; and 4. That the Director of Community Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and 5. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to the same. R6. CMS19-002 – Sole Source Award – Johnsons Controls Canada Recommended: 1. That Report No. CMS19-002 be received; and 2. That request for the sole source award for the supply of Building Automation System (BAS) service on a contract basis and repair and maintenance on an as-needed basis be awarded to Johnson Controls Canada at the unit prices specified for a three (3) year contract, commencing January 1, 2019 up to and including December 31, 2021; and 3. That a purchase order in the amount of $126,500 excluding taxes, be approved in favour of Johnson Control Canada; and 4. That the Director of Community Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and 5. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to the same. General Committee Meeting Agenda Tuesday, January 15, 2019 Page 6 of 7 R7. PDS19-003 – Appointments to the Aurora Business Improvement Area (BIA) Board of Management Recommended: 1. That Report No. PDS19-003 be received; and 2. That Council appoint (insert name) as the Council Representative director to the Aurora BIA Board of Management; and 3. That Council appoint the following eight (8) director nominees as elected by the Aurora BIA membership on December 3, 2018: • Mauro Bucci • George Condoyannis • Sandra Ferri • Mary Georgopoulos • Jack Laurion • Lenard Lind • Joanne Russo • Kasie Savage; and 4. That the Town Clerk be removed from the Board of Management. R8. PDS19-007 – Early Approval of Capital Project No. 42808 – Corporate Energy Management Plan Update Recommended: 1. That Report No. PDS19-007 be received; and 2. That Capital Project No. 42808 – Corporate Energy Management Plan Update be pre-approved; and 3. That a total budget of $50,000 be approved for Capital Project No. 42808, to be funded from the Studies and Other Reserve Fund. General Committee Meeting Agenda Tuesday, January 15, 2019 Page 7 of 7 8. Notices of Motion 9. New Business 10. Closed Session 11. Adjournment Memorandum Date: January 15, 2019 To: Members of Council From: Mayor Tom Mrakas Re: Aurora Cultural Centre Board of Directors Recommendation 1. That the memorandum regarding Aurora Cultural Centre Board of Directors be received; and 2. That Councillors Wendy Gaertner and John Gallo be appointed to the Aurora Cultural Centre Board of Directors for the 2018-2022 Term of Council. 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 ext. 4746 Email: tmrakas@aurora.ca www.aurora.ca Town of Aurora Office of the Mayor General Committee Meeting Agenda Tuesday, January 15, 2019 Item C1 Page 1 of 1 Town of Aurora Heritage Advisory Committee Meeting Minutes Date: Wednesday, September 5, 2018 Time and Location: 7 p.m., Leksand Room, Aurora Town Hall Committee Members: Councillor Wendy Gaertner (Chair), Councillor Jeff Thom (Vice Chair), Neil Asselin, Barry Bridgeford, James Hoyes, John Kazilis, Bob McRoberts (Honorary Member), Martin Paivio (arrived 7:06 p.m.), and Ken Turriff Members Absent: None Other Attendees: Marco Ramunno, Director of Planning and Development Services, Adam Robb, Planner, and Linda Bottos, Council/Committee Secretary The Chair called the meeting to order at 7 p.m. Mr. Ramunno introduced the new Planner, Adam Robb, and introductions were made around the table. 1. Approval of the Agenda Moved by John Kazilis Seconded by James Hoyes That the agenda as circulated by Legislative Services be approved. Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. General Committee Meeting Agenda Tuesday, January 15, 2019 Item A1 Page 1 of 5 Heritage Advisory Committee Meeting Minutes Wednesday, September 5, 2018 Page 2 of 5 3. Receipt of the Minutes Heritage Advisory Committee Meeting Minutes of July 9, 2018 Moved by Ken Turriff Seconded by Councillor Thom That the Heritage Advisory Committee meeting minutes of July 9, 2018, be received for information. Carried 4. Delegations None 5. Matters for Consideration 1. HAC18-013 – Request to Designate Under Part IV of the Ontario Heritage Act 50-100 Bloomington Road West “De La Salle College” including associated heritage feature “Pine Ridge Trail (Monk’s Walk)” Staff provided a brief summary of the report. The Committee made inquiries and discussed with staff regarding various aspects of the report and property, including the Cultural Heritage Evaluation Recommendation report and associated Ontario Regulations, significant heritage features and status of the remaining property, heritage protection and possible future development, and zoning. The Committee suggested that the “front garden/courtyard” be specifically included in the proposed Part IV Designation. Moved by Bob McRoberts Seconded by Councillor Thom 1. That Report No. HAC18-013 be received; and 2. That the Heritage Advisory Committee recommend to Council: General Committee Meeting Agenda Tuesday, January 15, 2019 Item A1 Page 2 of 5 Heritage Advisory Committee Meeting Minutes Wednesday, September 5, 2018 Page 3 of 5 (a) That the building formerly known as “De La Salle College” located at 50-100 Bloomington Road West, which includes the front garden/ courtyard and associated heritage feature “Pine Ridge Trail (Monk’s Walk)”, be Designated under Part IV of the Ontario Heritage Act as a property of Cultural Heritage Value or Interest; and (b) That the Town Clerk be authorized to publish and serve Council’s Notice of Intention to Designate as per requirements of the Act; and (c) That the designation by-law be brought before Council for passing if no objections were received within the thirty (30) day objection period as per requirements of the Act. Carried as amended 2. HAC18-014 – Doors Open Aurora 2018 – Event Summary Report Staff gave a brief overview of the report and successes of the Doors Open Aurora 2018 event. Moved by Councillor Thom Seconded by Barry Bridgeford 1. That Report No. HAC18-014 be received; and 2. That the Heritage Advisory Committee extend a thank you to the following individuals and groups for their support of Doors Open Aurora 2018: (a) All site owners/operators; (b) All volunteers and site staff; (c) The Auroran newspaper; and (d) The Mayor, Members of Council, and supporting Town staff. Carried General Committee Meeting Agenda Tuesday, January 15, 2019 Item A1 Page 3 of 5 Heritage Advisory Committee Meeting Minutes Wednesday, September 5, 2018 Page 4 of 5 6. Informational Items 3. Extract from Council Meeting of July 24, 2018 Re: Heritage Advisory Committee Meeting Minutes of June 11, 2018 Moved by Bob McRoberts Seconded by Martin Paivio 1. That the Extract from Council meeting of July 24, 2018, regarding the Heritage Advisory Committee Meeting Minutes of June 11, 2018, be received for information. Carried 7. New Business The Committee discussed the benefits of including a local advocate member or representative from the Aurora Historical Society (AHS) in the membership of the Heritage Advisory Committee, and suggested that the terms of reference be revised to include an AHS representative on future Heritage Advisory Committees. New Business Motion No. 1 Moved by Neil Asselin Seconded by Barry Bridgeford 1. That the Heritage Advisory Committee recommend to Council: (a) That staff be directed to provide a report to Council on the inclusion of an Aurora Historical Society-appointed member in the terms of reference for the next Heritage Advisory Committee. Carried The Committee and staff discussed the process and options for handling any development and building permit applications during the election period. The Committee expressed its commitment to attend any additional meetings if required, and staff agreed to notify the Committee if necessary. General Committee Meeting Agenda Tuesday, January 15, 2019 Item A1 Page 4 of 5 Heritage Advisory Committee Meeting Minutes Wednesday, September 5, 2018 Page 5 of 5 The Committee inquired about the status of the heritage designation process for the properties on Yonge Street. Staff provided a response regarding public notification, the Conservation Review Board process, and future reporting to Council. The Committee inquired about the pending list, and staff agreed to circulate a pending list update to the Committee. The Committee inquired about the obligations of an owner of a vacant, Part IV- designated property, specifically the Readman House on Yonge Street, respecting maintenance of the property and structural integrity of the building. Staff provided a response, referring to the Town’s Property Standards By-law and the new Vacant Building Registry By-law, and agreed to follow up with By-law Services and the property owner. The Chair expressed appreciation to the Vice Chair, Councillor Jeff Thom, and citizen members for their dedication and efforts on the Committee over the past term of Council. The Committee thanked the Councillors for their participation. The Chair also expressed appreciation to staff for their support. 8. Adjournment Moved by James Hoyes Seconded by Neil Asselin That the meeting be adjourned at 8:47 p.m. Carried Committee recommendations are not binding on the Town unless adopted by Council. General Committee Meeting Agenda Tuesday, January 15, 2019 Item A1 Page 5 of 5 Town of Aurora General Committee Report No. PDS19-006 Subject: Extension of the Interim Control Bylaw for the Stable Neighbourhood Study Area Prepared by: Lawrence Kuk, Manager of Development Planning Department: Planning and Development Services Date: January 15, 2019 Recommendations 1. That Report No. PDS19-006 be received; 2. That, pursuant to Section 38 (2) of the Planning Act, Council enact a by-law to extend the period during which Interim Control By-law No. 6048-18 will be in effect by one additional year, from January 30, 2019 to January 30, 2020; and 3. That the implementing Interim Control By-law be presented at the January 22nd Council Meeting. Executive Summary The existing Interim Control By-law No. 6048-18 will expire on January 30, 2019. This report seeks Council’s approval to extend the By-law for an additional year to January 30, 2020. • An extension of the By-law is required to complete the Stable Neighbourhood Study. • The content of the By-law cannot be amended, however, Council may continue to grant exemptions to locations affected by the By-law. Background On January 30, 2018, the Interim Control By-law No. 6048-18 (the “By-law”) was enacted. On February 28, 2018, the Town of Aurora held a public Open House at the Council Chamber to obtain public feedback on the existing Official Plan and Zoning By-law policies with regard to protecting the Stable Neighbourhood. On May 29, 2018, a Special Council Meeting was held to provide Council with a compilation of feedback received from the public and a review of municipal best practices related to the Stable Neighbourhood Study. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R1 Page 1 of 6 January 15, 2019 Page 2 of 5 Report No. PDS19-006 On June 27, 2018, a statutory Public Planning Meeting was held to consider proposed amendments to the Zoning By-law related to development within the Stable Neighbourhoods. Council did not direct Staff to change the Zoning By-law as recommended. However, Council directed Staff to amend the Site Plan Control By-law to establish Site Plan Review within the Stable Neigbourhood Study Area. On July 24, 2018, Council enacted Site Plan Control By-law No. 6106-18, which included sections regarding site plan review requirements within the Stable Neighbourhood Study Area. On September 18, 2018, Council directed Staff to hire a consultant to review the mature residential neighbourhoods and provide an information report for a future Public Planning Meeting. A Public Planning Meeting is scheduled for January 30, 2019 to review the findings from the consultant. As such, an extension of the interim control by-law is required. The properties subject to the By-law will remain unchanged as shown in Figure 1. Staff recommends that Council approve a one (1) year extension to the By-law to the maximum permitted time period to January 30, 2020. Analysis An extension of the By-law is required to complete the Stable Neighbourhood Study. Notwithstanding the significant progress of the Stable Neighbourhoods Study to date, in order to complete the Consultant’s review of the Stable Neighbourhood Study and present to Council with additional information for consideration, an extension to the By- law is required. If Council chooses to extend the By-law, subsection 38(2) of the Planning Act states that the total period of an interim control by-law (“ICBL”) cannot exceed two years from the date of the passing of the original ICBL. Council passed the By-law on January 30, 2018 and therefore, the By-law cannot be extended past January 30, 2020. Upon the completion of the Stable Neighbourhood Study, Council may repeal the By- law, or keep it in place for the full one year period pending approval of planning documents to implement Council’s decision on the Stable Neighbourhood Study recommendations. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R1 Page 2 of 6 January 15, 2019 Page 3 of 5 Report No. PDS19-006 The content of the By-law cannot be amended, however, Council may continue to grant exemptions to locations affected by the By-law. Subsection 38(7) of the Planning Act prohibits Council from passing a new ICBL for the same area as the original ICBL. Therefore, according to the Planning Act, Council cannot amend the content of the By-law and apply it to the same properties within the study area since that would be considered passing a new ICBL for the same area. During the initial one-year period of the By-law, Council approved an exemption to the By-law through a delegation to Council. On September 18, 2018, Council exempted 11 Patrick Drive from the By-law. The purpose of the exemption was to allow the Owner to submit a minor variance application to construct a one storey single detached dwelling with an increase lot coverage of 40%. On August 2018, the Committee of Adjustment approved a minor variance application to increase the lot coverage from 35% to 40%. With the extension of the By-law, Council will continue to be able to grant site-specific exemptions. Advisory Committee Review N/A Legal Considerations Subsection 38(2) of the Planning Act allows the municipality to amend an interim control by-law to extend the period of time during which it will be in effect, provided that the total period of time does not exceed two years from the date of the passing of the ICBL. Subsection 38 (4.1) permits any person or public body who was given notice of the amending by-law to, within 60 days after the date of the passing of the by-law, appeal to the Tribunal by filing with the clerk of the municipality a notice of appeal setting out the objection to the by-law and the reasons in support of the objection. Financial Implications There is no financial impact associated with this report. Communications Considerations Section 38 (3) of the Planning Act states that no notice of hearing is required prior to the passing of a by-law under subsection (1) or (2) but the clerk of the municipality shall, General Committee Meeting Agenda Tuesday, January 15, 2019 Item R1 Page 3 of 6 January 15, 2019 Page 4 of 5 Report No. PDS19-006 provide notice of Council’s approval of the extension of the By-law within 30 days of its passing. Planning Act notice will be given by newspaper advertisement in the Auroran and Banner. Notice of passing of the extensions of the By-law will also be posted on the Town’s website. Link to Strategic Plan The proposed extension to the By-law and associated study support the Strategic Plan goal of Supporting an exceptional quality of life for all through its accomplishment in satisfying requirements in the following key objectives within this goal statement: Objective 5: Strengthening the fabric of our community • Collaborate with the development community to ensure future growth includes housing opprotunities for everyone; and • Prepare and regularly update the Town’s Official Plan and Zoning By-law Alternative(s) to the Recommendation Receive the report for information only. Council may choose to not extend the By-law. If the By-law is not extended, then the existing zoning related to the Stable Neighbourhoods would come back into force and Council may not pass a further ICBL within the same area for a period of three (3) years. Conclusions Planning and Development Services recommends that Council extend the Interim Control By-law 6048-18 for an additional year, from January 30, 2019 to January 30, 2020, to ensure Council receive all the necessary information before considering making any amendments to the Zoning By-law within the Stable Neighbourhood Study Area. Attachments Figure 1- Map of the Interim Control By-law area Previous Reports General Committee Report No. PBS18-007, dated January 23, 2018 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R1 Page 4 of 6 General Committee Meeting Agenda Tuesday, January 15, 2019Item R1 Page 5 of 6 !!!!!!!!!!!! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!TOWNSHIP OF KINGTOWN OF RICHMOND HILL Hydro Corridor Map of the Interim Control By-law area Map created by the Town of Aurora Planning and Building Services Department, December 18, 2018. Base data provided by York Region & the Town of Aurora. ¯ FIGURE 1 0 0.25 0.5 0.75 1 Kilometers Study Areas St. John's Sideroad Wellington Street West Vandorf Sideroad Henderson Drive Bloomington RoadBathurst StreetYonge StreetBayview AvenueGeneral Committee Meeting Agenda Tuesday, January 15, 2019 Item R1 Page 6 of 6 Town of Aurora General Committee Report No. OPS19-001 Subject: Winter Maintenance Report No.1 Revised Provincial Minimum Maintenance Standards (MMS) and Windrow Clearing Program Prepared by: Jim Tree, Manager of Roads & Water (Acting) Department: Operational Services Date: January 15, 2019 Recommendation 1. That Report No. OPS19-001 be received; and 2. That the recommendations and service levels contained in Table 1 associated with the Revised Provincial Municipal Maintenance Standards (MMS) be approved; and 3. That the 2020 Capital and Operating Budgets contain provisions for road anti-ice pre-treatment equipment, in the amount of $500,000, and additional $35,000 operational funds in 2021; and 4. That the Director of Operational Services be appointed as the designated Official for the purposes of declaring a “Significant Weather Event”; and 5. That Council recommend that the Town of Aurora not proceed with a Windrow Clearing Program. Executive Summary • This report will be the first of three separate reports that deal with winter roads maintenance. Report #1 will discuss the revised Provincial Minimum Maintenance Standards for Roads (MMS) and potential service level increase to provide Snow Plow Windrow clearing. Report #2 will follow in mid-February and will be dedicated to future winter roads maintenance operations and all aspects of contract service providers’ verses in-house services. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 1 of 17 January 15, 2019 Page 2 of 17 Report No. OPS19-001 Report #3 will follow in mid-March and will be dedicated to a single issue associated with rear yard private laneways in the Hollidge Boulevard and Ochalski Road area and the Baywell Crescent and Hollandview Trail area. This report will deal with matters regarding the Town’s current role in maintaining these private laneways. Staff believe the complexities associated with these individual issues warrants considerable time and attention. As such, presenting the issues in a single report would be far too lengthy and potentially time consuming. In an effort to streamline the process, breaking the issues down in this fashion, should result in a more focused and efficient discussion on each issue. • Province amends Municipal Act Regulations for Roads and Sidewalks Minimum Maintenance Standards (MMS). • MMS Standards now specify that roads within the municipality are to be pre-treated to prevent the formation of ice. • MMS Standards now include a provision to permit Municipality to declare a Significant Weather Event. • MMS Standards now requires Winter Sidewalk Patrol and Weather Monitoring including application of salt to prevent formation of ice. • Exploring the cost of Windrow Clearing programs and the issues that need to be considered. • The approximately 18,900 private driveways in Aurora would likely exceed $1,500,000 annually not including Capital Costs for contracted equipment. • Spring 2018 Ice Storm generated fewer than 175 individual windrow removal complaints to Access Aurora. • Conflict with the placement of garbage and recycling may impact both Contracted Service Providers for Garbage, Recycling and Windrow Clearing. • Surveying the public may be a potential next step in determining the desirability of a Windrow Clearing Program. • Limited scope Windrow Clearing Program for seniors or medically challenged requires a substantial validation process to qualify. Background The topic of winter roads maintenance has been an area of significant focus by staff, Council and the community over the past two years and, as such, much information has been conveyed to Council in this regard via two (2) reports (IES2017-37 and OPS18- General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 2 of 17 January 15, 2019 Page 3 of 17 Report No. OPS19-001 012). In addition the former Director of Public Works had presented four (4) reports in 2008/2009 on the subject being: • PW08-26 Investigation of a Snow Windrow Clearing Program for Seniors and Physically Challenged residents • PW08-41 Implementation of a Snow Windrow Clearing Programs for Seniors and Physically Challenged Residents • PW08 -47 Implementation of a Snow Windrow Clearing Programs for Seniors and Physically Challenged Residents • PW09 -023 Update on Windrow Clearing Program The above reports were all centred on a “Pilot” Windrow Clearing Program for seniors and medically challenged residents. The final report, PW09-023, recommended that the program be cancelled. Staff suggest that it may be useful for Council to review these reports as it will help to serve as additional background context for some of the information contained in this report. Analysis Province amends Municipal Act Regulations for Roads and Sidewalks Minimum Maintenance Standards (MMS). Since the submission of the above-noted reports, there have been several new developments that will have an impact on the Town’s winter roads maintenance operation. Most notably, the Province of Ontario amended the Municipal Act Regulations that deal with Minimum Maintenance Standards for Municipal Highways (MMS) as follows: On May 3, 2018, Ont Reg 366/18 came into force, amending O.Reg 239/02 under the Municipal Act, 2001, SO 2001, c.25. While there are a significant number of changes in the Regulation, many of the changes will have little impact on the Town’s winter roads operations and there are no changes anticipated to the Town’s current winter roads maintenance levels of service; however, there are several new standards that Council should be aware of. It is also important to note that virtually all these new standards are prefaced in the Regulation with the words “where, or as soon as, practicable”. This leaves the impression that there is some flexibility in the actual need to conduct a recommended procedure or not to conduct the procedure. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 3 of 17 January 15, 2019 Page 4 of 17 Report No. OPS19-001 MMS AMENDMENT CURRENT STATUS OF COMPLIANCE RECOMMENDATION IMPACTS Pre-treatment of road surface to prevent ice formation Not Completely Compliant To increase service level to become completely compliant commencing in the winter of 2021/2022 Purchase pre-treatment equipment in early 2020 at an estimated cost of $500,000 Monitor weather forecast 3 times per day from October 1-April 30 Compliant Continue to monitor weather forecast in accordance with amended standards No appreciable impact as this function has been an ongoing routine practice Declaration of a Significant Weather Event Not Compliant Appoint a Municipal Official with authority to declare a significant weather event Positive impact with this standard provides the Town with greater flexibility in dealing with a major weather event no financial implications Surface treatment of bicycle lanes on roadways Compliant Continue to maintain cycling routes as part of the traveled road surface No appreciable impact as this amendment applies to on road cycling lanes Remove snow on sidewalks to a depth of less than 8 centimeters within 48 hours following a snowfall Generally Compliant Continue to remove snow from sidewalks as per current standards No appreciable impact as the Town currently meets this standard with the exception of extenuating circumstances Pre-treatment of sidewalks to prevent ice formation Not Completely Compliant Monitor weather and sidewalk surface conditions and apply anti- icing materials as required Additional cost for contracted services to be allocated in future operational budgets Establish a representative sidewalk route and schedule regular inspection patrols Compliant N/A N/A For greater clarity, the following brief overview will focus on the areas of non- compliance as outlined in Table 1 below: MMS Standards now specify that roads within the municipality are to be pre- treated to prevent the formation of ice. This particular amendment in the MMS is perhaps the most significant service level increase which will have a measurable impact on all municipalities and their ability to implement this major new undertaking. This practice has been implemented by several municipalities including the Regional Municipality of York, Richmond Hill and in East Gwillimbury. The purpose of this treatment is to apply a liquid brine to the bare pavement in advance of a probably winter weather event to prevent the formation of ice. The solution is allowed to dry on the road and remain in place until it becomes activated at the very General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 4 of 17 January 15, 2019 Page 5 of 17 Report No. OPS19-001 beginning of a precipitation event. Depending on the ambient temperature there is a rapid formation of a salt brine solution and the inability for ice to form very early in the event. This provides a more rapid de-icing effect and greater road safety. It also provides a window of time to enable the fleet of salt trucks to be dispatched for traditional salting and sanding operations. In discussion with our N6 neighbours, the majority are not yet in a position to immediately comply with this Regulation due to the high costs and the need to obtain the specialized equipment; however, it is likely that most of the N6 will, at some point, be phasing in this new level of service over the coming years in an effort to remain compliant with the MMS. Given the specialized nature of the equipment required to conduct this work (see fig. 1) it will be necessary to purchase a dedicated truck and brine application equipment at a considerable cost. It will not be necessary to employ additional staff resources as the pre-treatment applications occur well before our crews are dispatched for snow removal or routine road salting. Staff recommend that the pre-treatment equipment be placed in the 2020 Capital Budget and that the program be initiated in the winter of 2021/2022. During the interim period, staff will continue to monitor road conditions and although not optimum, staff will make best efforts to comply with the MMS using our existing road salting equipment and are confident that this course of action demonstrates due diligence by the Corporation in meeting the MMS where practical, based on our best efforts to comply Fig.1 anti-icing equipment General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 5 of 17 January 15, 2019 Page 6 of 17 Report No. OPS19-001 MMS Standards now include a provision to permit Municipality to declare a Significant Weather Event. This amendment to the MMS is considered to be a significant benefit to municipalities as it allows for a wider window of opportunity and additional period of time for a municipal road authority to return road conditions to the standard level of service during and following a significant weather event. For example, in the event of an approaching or during a severe weather event, if it is determined by the municipality there is a need to declare a “Significant Weather Event” that is likely to over tax our resources and our ability to maintain service levels within the set MMS timeframes, the Designated Municipal Official can, through the proper channels, declare a significant weather event and by doing so extend the road maintenance period. Once declared, the Regulation deems the roads to be in a state of repair until such time as determined by the Municipality that the significant weather event has ended. Following this period, the Municipality shall declare an end to the significant weather event and complete any required road and sidewalk maintenance within the time frames set out in the MMS. Notification for declaring and ending a significant weather event must be communicated in one or more of the following ways: • Website posting • Social Media platform • Press or news release to media outlets • Notification through the police service • Any other public notification process as defined by applicable municipal by-law Municipalities should appoint a Designated Official for the purposes of declaring the commencement and ending of a significant weather event. Staff recommend that the Director of Operational Services be appointed in this capacity given the close connection to the operational functions and limitations of the Department when faced with a major weather event. It is important to note that declaring a significant weather event should not be viewed as a normal business practice or a method for municipalities to reduce or extend service level response times for an event where there is even moderate pressure on the General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 6 of 17 January 15, 2019 Page 7 of 17 Report No. OPS19-001 resources. Cleary this should only be considered for the more major and exceptional weather events. Two previous events come to mind when the Town would have been well advised to declare such an event, the first being the ice storm in late December of 2013 and the second being April 13th through 15th in 2018. MMS Standards now requires Winter Sidewalk Patrol and Weather Monitoring including application of salt to prevent formation of ice. Currently the Town’s winter sidewalk maintenance service level is among one of the highest in the GTA in that we maintain all sidewalks within the municipality. The amended MMS now requires that Municipalities conduct winter patrols and inspections on a representative sidewalk route. In addition the MMS now requires that based on weather monitoring , if there is a high probability of ice forming on a side walk that the sidewalk be treated to prevent the formation of ice within 48 hours from the time the Municipality determines that there is a high probability of said ice formation. Staff have already established the representative sidewalk route and implemented the sidewalk patrol and we continue dispatch the sidewalk maintenance equipment well within the 48 hour window; however, there may be occasions where it becomes necessary to apply deicing materials in advance of an approaching winter weather event and this may have a yet to be determined financial impact. Staff will monitor this situation over the winter and depending on the frequency of this requirement, any additional costs will be identified and included in future roads operations budgets. Exploring the cost of Windrow Clearing programs and the issues that need to be considered. Fig.2 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 7 of 17 January 15, 2019 Page 8 of 17 Report No. OPS19-001 Driveway window clearing has been a topic of much discussion and a very difficult issue for many years in all urban municipalities. Our roads maintenance staff have a front window view of this issue and take little satisfaction from depositing large amounts of snow at the end of a residents drive way. Unfortunately at this time there is nothing in terms of equipment or process that is either cost effective or efficient in eliminating this problem. Some municipalities have implemented limited scope windrow removal programs for seniors or citizens or for persons with medical related limitations however the only municipality that has a full service windrow program in the GTA is the City of Vaughan where the City provides this service for approximately 80,000 driveways. There has been much discussion among the N6 municipal roads officials on this topic and the common sentiment that continues to be widely shared, is to avoid a windrow clearing program if at all possible. This position is primarily based on the number of issues and problems associated with the program and the negative experiences that other municipalities have encountered not the least of which is the additional costs of a windrow clearing program. The approximately 18,900 private driveways in Aurora would likely exceed $1,500,000 annually not including Capital costs for contracted equipment. Without actually going out to the market it is difficult to provide an accurate estimated cost of a full windrow clearing service for all private driveways. Costs do not include the capital costs that would be incurred in purchasing the specialized equipment required to facilitate the program (see fig.2). In addition, it would be necessary to contract the service out as it is done in several other municipalities due to the limited staff and equipment resources currently available. As such, it is a very reasonable assumption that the annual costs of a full windrow removal program could exceed $1,500,000. This figure would include the capital costs for the windrow equipment that would form part of the contract price. In considering both a full or partial windrow clearing program we need to touch on all aspects of the program, both the beneficial impacts as well as the negative impacts. The following Table 2 provides a brief overview of these issues: General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 8 of 17 January 15, 2019 Page 9 of 17 Report No. OPS19-001 Table 2: Windrow Clearing Impacts Ranking: A = Highly Beneficial to Residents B = Somewhat Beneficial to Residents C = Variably Beneficial to Residents D = Generally little or no Benefit to Residents Aspects of windrow clearing Beneficial impact Ranking Negative impact Ranking Town-wide windrow clearing program tax based funding Very high service level to residents A High cost and a significant tax increase D Some satisfied residents B Residents may not buy into service level increase and tax increase D Brings resolution to long standing issue A Potential to create further issues over new financial burden D Town wide windrow clearing user pay for participants No impact to municipality A costly to residents to provide this service and difficult to predict participation and resources required D Residents who do not wish to participate not impacted financially B Potentially significant administration process and complaint mitigation D Windrow removal timing Timing for windrow removal can vary depending on the individual residence B Typical windrow removal time frame from start to finish is up to 16 hours depending on the snow event ,far to long for some residents which will result in complaints D Quality of windrow removal work Quality of windrow clearing work will vary depending on the amount of snow C Windrow typically cleared to allow the passage of a single driveway width leaving the remaining snow to be removed by resident, significant impact to residents with double or triple wide driveways. D Potentially mixed benefits in snow events less than 8 centimeters, satisfactory results should be achieved C Depending on snow fall spillage may occur on each driveway resulting in poor quality work and complaints D Clearing windrows with obstacles present Little adverse impact on non-garbage collection days B Major conflict with garbage and recycling placed along the bottom of driveway entrance will impact the ability to remove windrow D General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 9 of 17 January 15, 2019 Page 10 of 17 Report No. OPS19-001 Aspects of windrow clearing Beneficial impact Ranking Negative impact Ranking Parked Cars or other obstructions along curb None Parked cars along the curb anywhere in proximity to the driveway will not permit windrow clearing. Where a previously parked car resulted in a snowplow windrow in the street the windrow cannot be completely removed D Risk of damage to driveways and landscaping None Potential risk of damaging driveways particularly driveways surfaced with paving stones , patterned concrete and other landscape upgrades resulting in complaints and costly repairs D Snow storage encroaching travelled road width None A result of continued storage of snow on one side of the driveway the stored snow will incrementally encroach further out to the traveled portion of the road depending on the severity of the winter. In some cases it may become necessary to remove snow on streets where narrowing begins to impact traffic D Additional significant costs would be incurred to remove accumulated snow from travelled road D Windrow clearing program for seniors and physically challenged Satisfies residents needs and resolves their ongoing concerns and difficulties coping with this issue A Depending on the individual timing of windrow removal. The service may not meet expectations as well as quality of windrow removal previously noted D May be a potential cost to individual residents C Potential significant cost of the service to be incurred by the rate payers Including an ongoing administration process required to validate applications D Eligibility for windrow clearing Qualifies residents for service following presentation of validation documents C Complex validation process in meeting criteria .potentially unqualified residents apply for and are granted the provision of service D As shown in Table 2, the number of negative impacts significantly exceeds the benefits of both a full and partial windrow removal program. Notwithstanding these impacts, the General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 10 of 17 January 15, 2019 Page 11 of 17 Report No. OPS19-001 notion of a windrow clearing program may appear on the surface to be a very popular program that would be well received in the community, perhaps even with the additional costs; however, staff suggest that a cautious approach be taken in this matter as many of these negative impacts have been experienced in municipalities who have elected to introduce either a full or partial windrow clearing service. Spring 2018 Ice Storm generated fewer than 175 individual windrow removal complaints to Access Aurora. The winter weather event that happened April 13-15, 2018 was one of the most significant ever recorded in that the combination of well below normal temperatures and the heavy accumulation of ice pellets over a very prolonged 48-hour period made for some very unique and unprecedented road conditions. As a result, it became necessary to plow the roads multiple times over a three-day period to remove an accumulation of up to 10 centimeters of frozen ice pellets throughout the municipality. Unfortunately this led to significant frozen ice being deposited at the entrance to virtually every private driveway in town and rendering many driveways impassable. In response to this issue, Access Aurora received approximately 172 complaints from residents conveying their displeasure and or inability to deal with the situation in clearing their windrow. In cases where there was a pressing medical urgency, Operations staff was able to assist; however, these request were minimal and had no significant impact on our resources or primary responsibilities. Similar to Members of Council, our frontline Operations staff are well positioned to understand many of the issues or problems facing our residents as staff are directly involved in the day to day operations many of which have an impact on people’s lives. Staff also placed a significant amount of value in the feedback we received (both good and bad) and, that very often, no feedback from residents usually indicates that residents are satisfied with the service they received. The best way to analyze this is to consider the number of residents that were impacted by the April 13-15, 2018 winter weather event verses the number of complaints received.as follows: There are 18,900 residential homes and approximately 800 commercial properties in the municipality, excluding apartment buildings and business blocks. The 172 complaints received represents less than 0.91% of all property owners and only .03% of Aurora’s estimated 62,000 population. It is not assumed that the balance of homeowners and residents were satisfied with the Town’s service level in this event or that this single statistic is sufficient evidence to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 11 of 17 January 15, 2019 Page 12 of 17 Report No. OPS19-001 guide a decision on whether or not to implement a windrow clearing program; however, staff believe this finding should be considered in the larger picture surrounding this issue. Conflict with the placement of garbage and recycling may impact both Contracted Service Providers for Garbage, Recycling and Windrow Clearing. Table 2 notes there is potential for conflict between the garbage and recycling contractor and the windrow clearing contractor depending on the day of the weather event. Staff had preliminary discussions with the municipal waste and recycling service provider who indicated that a windrow removal program will conflict with residential waste and recycling pick-ups such that it may be difficult or impossible to clear a windrow or pick up waste and recycling depending on where the resident places the waste and recycling containers. For instance, if containers are placed on the driveway entrance, windrow clearing may not be possible. Alternatively, if containers are placed too far up the driveway, considerable additional time will be required to retrieve and return the containers. Our service garbage and recycling Provider indicated that this will result in a potential contract dispute and perhaps additional costs to the municipality. Surveying the public may be a potential next step in determining the desirability of a windrow clearing program. The City of Vaughan provides a city-wide W indrow Removal Program utilizing a contract service provider, the program came about as a result of a Municipal plebiscite where the residents voted in favor of a windrow removal program and a corresponding mill rate increase. Staff were advised that the W indrow Removal Program virtually doubled the roads snow plowing budget and a tax rate increase by as much as 2%. Notwithstanding this, the program continues. The Town of Richmond Hill, in considering a town-wide Windrow Clearing Program, completed a public survey which was conducted by an outside agency in 2015 (via live telephone interview of 100 residents in each of the municipalities 6 wards). In total, 600 interviews were completed. The survey results were 42% in favour of the program, 52% opposing the program and 6% were unsure. It was reported that adding this service throughout the municipality would cost $2.65 million in 2016 and lead to a property tax increase of 2.8% or an annual cost of $43.75 for a home assessed at $600,000. (Information cited: Richmond Hill Liberal News Feb 15, 2016 by Kim Zarzour). General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 12 of 17 January 15, 2019 Page 13 of 17 Report No. OPS19-001 Limited scope Windrow Clearing Program for seniors or medically challenged requires a substantial validation process to qualify. In considering a limited scope Windrow Program for qualified residents, it will be necessary to follow a similar process that other municipalities have utilised in order to determine ones eligibility for the program. This process can be complicated and perhaps intrusive as very often a medical certificate must be obtained from the applicant’s physician stating that the individual is not able to exert themselves. While this may appear to satisfy the application process it should not be considered to be effective in all cases and very often depending on the situation a physician’s note is not unreasonably withheld. Based on other municipalities’ experiences in this regard, a sworn statement may also be required, stating that there are no other able bodied occupants residing in the subject property. In addition a medical condition may only be a temporary concern where a resident will, after a period of time, regain their full capacity. In stating these issues, we are not inferring that there is a tendency toward level of dishonesty or circumvention of the eligibility process, this is simply to illustrate that, if we are to have confidence that only those residents who actually require assistance are to get it, then there is a need for a robust application process with a sound eligibility criteria for one to qualify followed by ongoing monitoring. In the event Council wishes to pursue a Windrow Clearing Program, staff would suggest that a similar public survey be undertaken well ahead of plans to implement a program of any magnitude. Richmond Hill retained an experienced polling firm and the survey was tailored to the Municipality’s requirements. Staff recommend that a cautious approach be taken in this regard, as with any survey, the results may vary depending on the time of year, the questions posed and the target audience participation in the survey. As was the case with public feedback we received from our residents following the April 2018 winter weather event, information obtained through a public survey may be one more useful tool in assisting us in coming to a suitable conclusion on this matter. Advisory Committee Review Not applicable. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 13 of 17 January 15, 2019 Page 14 of 17 Report No. OPS19-001 Legal Considerations The revised MMS standards are discussed throughout this report. Most of these new standards are prefaced in the Regulation with the words “where, or as soon as, practicable”. This leaves the impression that there is some flexibility in the actual need to conduct a recommended procedure or not to conduct the procedure. By approving the recommendations set out in this report, Council will be compliant, where, or as soon as, practicable. Financial Implications In view of the number of suggested considerations for improvement that have been listed in Table 2, and for the purposes of clarity in the providing the financial implications associated with each area of change, staff provides the following Table 3 Financial Impacts: TABLE 3 FINANCIAL IMPACTS ITEM OR SERVICE LEVEL PROPOSED YEAR OF IMPLEMENTATION ESTIMATED CAPITAL COST ESTIMATED ONGOING ANNUAL OPERATIONAL COST Purchase of Road Pre- treatment brine application vehicle and bulk brine storage equipment 2020 $500,000 $35,000 Pre-treatment of sidewalks 2019/2020 $0 To be determined Windrow clearing public survey 2019/2020 $14,000 $0 Full town-wide windrow clearing program If considered, to be determined following public survey results Included in multi-year contract service providers contract price $1,500,000 Limited windrow removal program If considered, to be determined following public survey results To be determined based on public demand To be determined based on number of participants General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 14 of 17 January 15, 2019 Page 15 of 17 Report No. OPS19-001 As outlined in the above Table, it is currently difficult to provide accurate costing information for a W indrow Clearing Program, of any scale, due to the lack of information and the fact that the work is subject to market conditions. In terms of the New Equipment required for pre-treating our roads for the prevention of ice formation Staff have obtained budget estimates from the various equipment sales representatives. Communications Considerations In the event Council wishes to pursue the matter of windrow clearing further through a public survey, the Operational Services Department will involve our communications staff to assist in guiding the process. Any significant changes to service levels will be posted to the Town of Aurora website and shared with the community through the Notice Board, social media and News and Notices. If a Significant Weather Event (SWE) is called, the Director of Operations will contact the Manager of Corporate Communications, or designate, to advise that a SWE has been commenced. A notice will then be posted to the Town of Aurora website and postings to social media will be completed as soon as possible. At the end of a SWE, notification will be provided to the Manager of Corporate Communications, or designate, and will be communicated in the same manner as the commencement announcement. Mandatory wording regarding the beginning and end of an SWE has been provided by the provincial government. Link to Strategic Plan This project supports the Strategic Plan Goal of Supporting an Exceptional Quality of Life for All by improving transportation, mobility and connectivity. This project establishes a program that enhances the accessibility and safety of vehicular and pedestrian traffic during the winter season. Alternative(s) to the Recommendation 1. Council could select any items in Table 1 that staff have identified as not being completely compliant or not compliant and provide further direction to staff on any aspect of the recommendations. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 15 of 17 January 15, 2019 Page 16 of 17 Report No. OPS19-001 2. Council could direct staff to advance the purchase of the specialized road pre- treatment equipment sooner than 2020 or postpone the purchase of this equipment and or Tender the provision of this service at a date of Council’s choosing. 3. Council could select an alternative Municipal official to be charged with the responsibility of both declaring and ending a significant weather event. Conclusions Staff recommend that the Town of Aurora not proceed with a Windrow Clearing Program based on many negative impacts that have been identified within this report. Also, in light of the most recent amendment to Ontario Municipal Act Regulation No. Reg 366/18, Minimum Maintenance Standards for Municipal Highways (MMS), the recommendations outlined in Table 1 are appropriate and in the best interest of the Corporation to implement. Attachments None. Previous Reports PW08-26 Investigation of a Snow Windrow Clearing Program for Seniors and Physically Challenged residents, June 17, 2008 PW08-41 Implementation of a Snow Windrow Clearing Programs for Seniors and Physically Challenged Residents, October 21, 2008 PW 08-47 Implementation of a Snow Windrow Clearing Programs for Seniors and Physically Challenged Residents, November 18, 2008 PW09 -023 Update on Windrow Clearing Program, May 5, 2009 IES2017-37 Winter Maintenance 2017/18 Report, September 5, 2017 OPS18-012 W inter Maintenance 2017/2018 Report, June 5, 2018 Pre-submission Review Agenda Management Team review on January 7, 2019 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R2 Page 16 of 17 General Committee Meeting Agenda Tuesday, January 15, 2019Item R2 Page 17 of 17 Town of Aurora General Committee Report No. CAO19-001 Subject: Requests for Sponsorship Policy Prepared by: Stephanie Mackenzie-Smith, Corporate Communications Manager Department: Office of the Chief Administrative Officer Date: January 15, 2019 Recommendation 1. That Report No. CAO19-001 be received; and 2. That the Requests for Sponsorship Policy attached to Report No. CAO19-001 as Attachment 1 be approved. Executive Summary The Town of Aurora, through the Corporate Communications Department, welcomes public requests for sponsorship to assist community organizations and groups deliver services or stage events that are beneficial to the residents of Aurora and serve to promote the business plan objectives of the Town. With limited funds of $10,000 currently budgeted annually for sponsorship, it is necessary to evaluate all requests critically to evaluate their potential impact to the community. The purpose of the policy is to: • Provide clear and transparent guidelines for evaluating sponsorship requests • Ensure events or programs seeking sponsorship meet specific criteria related to community benefit • Define instances when sponsorship will not be provided by the Town of Aurora Background Council has traditionally had a $10,000 annual budget allocation for sponsoring community events and programs. Requests for sponsorship would usually be directed to Council for decision, often during the budget process or by organizations delegating to Council. It is proposed that the $10,000 annual budget allocation, as mentioned above, will be transferred to Corporate Communications in 2019 and be evaluated by the Manager of General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 1 of 13 January 15, 2019 Page 2 of 5 Report No. CAO19-001 Corporate Communications using the guidelines as laid out in the attached Sponsorship Policy. As part of the 2019 budget process, the $10,000 allocation may be reassessed. For the purposes of this report, sponsorship is defined as a mutually beneficial business arrangement wherein the Town provides cash and/or in-kind services to an external organization in return for commercial advantage. This advantage may take the form of publicity, promotional consideration, speaking opportunities and/or logo/brand exposure. This policy does not apply to sponsorship of Town events, activities, programs or facilities by other organizations. External sponsorship, advertising and facility naming rights are governed by separate policies. Analysis Provide clear and transparent guidelines for evaluating sponsorship requests A public policy ensures that members of the community and those requesting sponsorship have a clear understanding of the factors used by the Town of Aurora in evaluating requests. It is the goal of the Town of Aurora to ensure sponsorships are allocated in a way that delivers the greatest benefit to the community and in a manner that is reflective of the mission, vision and values of the Town. Twice annually, the Manager of Corporate Communications will provide an Information Report to Council reporting on the allocation of sponsorship funds. With the exception of 2019, requests for sponsorship must be received by Corporate Communications before the second Monday in October in order to be considered for the next year. In 2019, requests will be considered on a first come, first serve basis. Ensure events or programs seeking sponsorship meet specific criteria related to community benefit The Requests for Sponsorship Policy outlines the criteria that the Town of Aurora will use to assist in making decisions regarding sponsorship requests. Events or programs must: • Meet a specific community need, enhance the community, assist residents or promote projects, services or events that contribute to the positive image of the General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 2 of 13 January 15, 2019 Page 3 of 5 Report No. CAO19-001 municipality. • Promote an economic development or tourism opportunity in the Town of Aurora. • Promote and deliver projects, services and events within the boundaries of the Town of Aurora. • Promote projects, services and events that address a community need, contribute to the positive image of the municipality and/or enhance the quality of life for residents. • Benefit a number of people and have a measurable community impact. • Be guided by goals, objectives and results that are clearly defined. • Provide high visibility recognition opportunities for the Town of Aurora (i.e. Posting photos and thank you to the Town on social media, effective branding at event site, etc.) • Be a non-profit organization or have the characteristics of a non-profit group. • For-profit events may be considered but non-profit events will be given higher priority in the evaluation process. Define instances when sponsorship will not be provided by the Town of Aurora The Requests for Sponsorship Policy provides direction regarding when requests from organizations will be denied. Sponsorship will not be provided for: • Individuals, unless said individual would be representing Aurora provincially, nationally or internationally. • Political candidates. • Religious organizations; however, we will consider organizations with religious affiliations seeking funding for non-denominational initiatives that are open to the community-at-large. • Expenses such as salaries, travel costs, fees for workshops or foundations, debt repayment or to subsidize donations to a third party. • Organizations that duplicate the services of the Town of Aurora. • Organizations seeking relief from water, garbage or other municipal service fees. • Programs or events which are already receiving funding from another department within the municipality. Advisory Committee Review Not applicable. Legal Considerations Not applicable. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 3 of 13 January 15, 2019 Page 4 of 5 Report No. CAO19-001 Financial Implications Budget allocation previously designated for corporate sponsorship will move from the Council Administration budget to the 2019 Operating Budget for Corporate Communications. During the 2019 budget considerations, staff may request additional funding for sponsorship. Communications Considerations Information regarding the policy and how organizations can apply for sponsorship will be posted to the Town of Aurora website. Link to Strategic Plan Introducing a Requests for Sponsorship Policy supports the Strategic Plan goals of supporting small business and encouraging a more sustainable business environment, as well as and celebrating and promoting culture. Alternative(s) to the Recommendation 1. Council can decline to approve the policy and continue with the status quo. 2. Council can provide further direction. Conclusions That Council approve the Requests for Sponsorship Policy as attached. Attachments Attachment #1 – Requests for Sponsorship Policy Attachment #2 – Sponsorship Request Submission Form Previous Reports None. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 4 of 13 General Committee Meeting Agenda Tuesday, January 15, 2019Item R3 Page 5 of 13 1 Topic: Requests for Sponsorship Affects: Corporate Communications Section: Insert section based on numbering system Replaces:N/A Original Policy Date: Insert approval date of original policy/ procedure Review Date: Insert most recent approval date Effective Date: Insert effective date of current revision Proposed Revision Date: Insert approval date + two (2) years Prepared By: Corporate Communications Approval Authority: Council 1.0 Policy Statement The Town of Aurora, through the Corporate Communications Department, welcomes public requests for sponsorship to assist community organizations and groups deliver services that are beneficial to the residents of Aurora and serve to promote the business plan objectives of the Town. 2.0 Purpose To provide guidelines for the management and allocation of sponsorship dollars and ensure a consistent and transparent approach to the allocation of Town sponsorship dollars. 3.0 Scope This policy applies to members of the Community and serves to guide the Manager of Corporate Communications and the Office of the CAO in the allocation of Town funds as it relates to sponsoring external projects, services, programs and/or events. This policy does not apply to sponsorship of Town events, activities, programs or facilities by other organizations. External sponsorship, advertising and facility naming rights are governed by separate policies. 4.0 Definitions Administrative Policies & Procedures Policy No. xx – Requests for Sponsorship $WWDFKPHQW# General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 6 of 13 Policy No. XX - Requests for Sponsorship 2 Sponsorship: “Sponsorship” is a mutually beneficial business arrangement wherein the Town provides cash and/or in-kind services to an external organization in return for commercial advantage. This advantage may take the form of publicity, promotional consideration, speaking opportunities and/or logo/brand exposure. External party: An organization, company or individual who is seeking sponsorship in the form of funding or goods in-kind from the Town of Aurora in return for commercial advantage. In-kind: A contribution received in the form of goods and/or services rather than cash. 5.0 Responsibilities Employees: x Ensure all requests for the Town to sponsor events are handled in a manner consistent with this policy and other applicable Town policies and procedures. Management: x Ensure all employees are aware of the policy. Department Heads: x Ensure all managers are aware of the policy. Corporate Communications Manager: x Evaluate all formal and informal application requests as per this policy and act as liaison with the requesting organization. External Parties: x Follow sponsorship request procedure as outlined in this policy. 6.0 Procedure 1. Maximum funding requests General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 7 of 13 Policy No. XX - Requests for Sponsorship 3 x Organizations can request sponsorship up to $500 by contacting communications@aurora.ca or the Manager or Corporate Communications directly. x Requests in excess of $500 require the submission of a written application form in order to be considered by the Town of Aurora. x Requests over $10,000 will require special funding and therefore must be approved by Aurora Town Council. Requestors must contact communications@aurora.ca or the Manager of Corporate Communications directly to begin the request process. 2. Events or programs seeking sponsorship, regardless of amount, must: 6.2.1 Meet a specific community need or enhance the community and assist its residents. 6.2.2 Promote an economic development or tourism opportunity for the Town of Aurora. 6.2.3 Promote and deliver projects, services and events within the boundaries of the Town of Aurora. 6.2.4 Promote projects, services and events that address a community need, contribute to the positive image of the municipality and/or enhance the quality of life for residents. 6.2.5 Benefit a number of people and have a measurable community impact. 6.2.6 Be guided by goals, objectives and results that are clearly defined. 6.2.7 Provide high visibility recognition opportunities for the Town of Aurora (i.e. Posting photos and thank you to the Town on social media, effective branding at event site, etc.) 6.2.8 Be a non-profit organization or have the characteristics of a non- profit group. 6.2.9 For-profit events may be considered but non-profit events will be given higher priority in the evaluation process. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 8 of 13 Policy No. XX - Requests for Sponsorship 4 3. Sponsorship is not provided for: 6.3.1 Individuals, unless said individual would be representing Aurora provincially, nationally or internationally. 6.3.2 Political candidates. 6.3.3 Religious organizations; however, we will consider organizations with religious affiliations seeking funding for non-denominational initiatives that are open to the community-at-large. 6.3.4 Expenses such as salaries, travel costs, fees for workshops or foundations, debt repayment or to subsidize donations to a third party. 6.3.5 Organizations that duplicate the services of the Town of Aurora. 6.3.6 Organizations seeking relief from water, garbage or other municipal service fees. 6.3.7 Programs or events which are already receiving funding from another department within the municipality. 4. Application Process 6.4.1 Formal applications are required for requests between $500 and $10,000. Please see Appendix A. 6.4.2 Formal applications must be received by the second Monday in October of each year for consideration as part of the following year’s sponsorship allocation. The sole exception to this is 2019, when requests will be considered on a first come, first serve basis. 6.4.3 Requests more than $10,000 require Council approval. Requestor should contact communications@aurora.ca or the Manager of Corporate Communications for more information. 5. Requests that meet the requirements listed under Section 2 will be evaluated on the following factors: 6.5.1 Number of Aurora residents and/or businesses impacted by the program/service/event. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 9 of 13 Policy No. XX - Requests for Sponsorship 5 6.5.2 Reach and exposure of the Town brand as part of the sponsorship agreement. 6.5.3 Economic impact to the Town of Aurora. 6.5.4 Community impact to the Town of Aurora and its residents and businesses. 6.5.5 Alignment of the organization and the program/service/event with the Town’s Strategic Plan and the mission, vision and values of the municipality. 6.5.6 Inclusivity of the event. Programs/services/events that are accessible, inclusive and reflective of the values of diversity will be given higher priority. 6.5.7 Non-profit programs/services/events will be given higher priority. 6.5.8 Amount of sponsorship dollars available from the Town to support community programs/services/events. 7.0 Regulatory/References/Codes/Standards Appendix A – Sponsorship Request Submission Form Town of Aurora Facility Naming Rights Policy, 2006 CMS18-017 Facility Advertising and Sponsorship, 2018 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 10 of 13 Manager, Corporate Communications Phone: (905) 727-3123, Ext. 4238 E-Mail: communications@aurora.ca SPONSORSHIP REQUEST SUBMISSION FORM TOWN OF AURORA – Appendix A INSTRUCTIONS: Please complete this form. Additional pages may be added. RETURN TO:Manager of Corporate Communications, Town of Aurora 100 John West Way Box No. 1000 Aurora, Ontario L4G 6J1 or Communications@aurora.ca Date of Request: Name of Organization: Address: Contact Person: Telephone number: Email: Type of request: Financial Sponsorship o Amount Requested: In-kind Sponsorship o Resources Requested: Details of how funds will be utilized: $WWDFKPHQW# General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 11 of 13 What will be the economic impact to the Town of Aurora: What will be the community impact to the Town of Aurora and its residents and businesses? Please specify the amount of funding requested from other organizations or governments: If sponsorship is for an event, please provide the following information: Event date: Event location: Event attendees (Please include information on how many people will be attending and who the attendees will be. Please specify if the event is members-only, or restrictive in any capacity): Information Regarding the Requestor What services or activities does your organization provide to Aurora residents and/or businesses? Principal objectives/mandate: Please describe in broad terms the principal objective or mandate of your organizations: General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 12 of 13 Provide any additional information you consider relevant: How will your organization acknowledge Town sponsorship? TO BE COMPLETED BY TOWN OF AURORA STAFF: MANAGER OF CORPORATE COMMUNICATIONS COMMENTS: FULL NAME SIGNATURE DATE REQUESTED BY: CORPORATE COMMUNICATIONS MANAGER: CAO: General Committee Meeting Agenda Tuesday, January 15, 2019 Item R3 Page 13 of 13 Town of Aurora General Committee Report No. CS19-003 Subject: Building Appraisals – Request for Pre-Budget Approval Prepared by: Sarah Gill, Paralegal – Insurance, Claims & Litigation Department: Corporate Services Date: January 15, 2019 Recommendation 1. That Report No. CS19-003 be received; and 2. That Capital Project No. 13020 – Appraisal of Town Buildings be pre-approved; and 3. That a total budget of $55,000 be approved for Capital Project No. 13020, to be funded from the Studies and Other Reserve. Executive Summary The purpose of this report is to seek pre-budget approval from Council for Capital Project Number 13020 – Appraisal of Town Buildings. • Completing the building appraisals will ensure the Town has full replacement coverage of the buildings in the event of a catastrophic loss so that significant contributions will not be required from the Town’s tax base or reserves. • To ensure Church Street School would be reconstructed with its heritage attributes, the Town must complete a heritage appraisal. Background The Town’s most valuable assets are its capital facilities. The Town’s buildings and structures have not been appraised for replacement cost value since September 2003. While there is no corporate policy driven timeline for establishing the interval in which appraisals should be completed; Legal Services recommends that buildings should be appraised every five (5) years due to increased construction, labour and commodity costs, inflation and changes to the real estate market. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R4 Page 1 of 9 January 15, 2019 Page 2 of 4 Report No. CS19-003 The Town’s insurance policy will expire on January 1, 2020. The Town procures insurance with the Northern Six Municipalities (“N6”). The N6 will issue the RFP for Insurance and Risk Management Services around March 2019, in order to have an insurance policy in place by December 31, 2019. The current insurance policy has an eighteen (18) month term; however, the N6 will be seeking a longer term of insurance. Building values are required for insurance purposes, therefore, Capital Project No. 13020 – Appraisal of Town Buildings was added to the 2019 draft Budget. However, with the Town’s insurance policy expiring on January 1, 2020, and the N6’s tight schedule for release of the RFP in the spring, the completion of the appraisals has become time sensitive and therefore, pre-budget approval for this capital project is necessary. Delays in completing the appraisals will affect the project schedule, which may result in delays to the N6 Partners. Analysis Completing the building appraisals now will ensure the Town has full replacement coverage of the buildings in the event of a catastrophic loss so that significant contributions will not be required from the Town’s tax base or reserves. Since 2003, upon each renewal of the Town’s insurance policy, the Town’s insurance broker has increased the “Current Insured Values”, as shown on the attached 2017 Statement of Values, in accordance with the Consumer Price Index. Notwithstanding this increase, construction and commodity values have changed drastically since 2003 and the insured values are likely considerably different than those reflected on the Town’s Statement of Values. Completing the appraisals is a good risk management practice, improves marketability to insurance underwriters, avoids surprises at the time of loss and allows for quicker loss settlement. To ensure Church Street School would be reconstructed with its heritage attributes, the Town must complete a heritage appraisal. The Town invested approximately $2.2 Million into renovating and preserving the heritage attributes of Church Street School. Currently the building is only insured for the estimated replacement cost value. In the event of a catastrophic loss, the Town’s insurer would not reconstruct the facility preserving the heritage attributes. To ensure General Committee Meeting Agenda Tuesday, January 15, 2019 Item R4 Page 2 of 9 January 15, 2019 Page 3 of 4 Report No. CS19-003 the building would be reconstructed with its heritage attributes, the Town must complete a heritage appraisal. This appraisal is included in this capital project. Advisor y Committee Review None. Financial Implications The budget for the capital project is $55,000. Failure to complete the appraisals could, in the event of a loss, result in significant contributions needing to be made from the Town’s tax base or reserves. Communications Considerations None. Link to Strategic Plan Supporting an exceptional quality of life for all by protecting the Town’s capital infrastructure and assets. Alternative(s) to the Recommendation 1. That Council not approve the request for pre-budget approval, which may result in the Town’s buildings and structures being under-insured that could lead to significant financial losses. Conclusions The Town’s buildings and structures have not been appraised for replacement cost value since September 2003 and as a result, the Town is likely under-insured and may suffer significant financial losses in the event of a catastrophic loss. Pre-budget approval is necessary to ensure the appraisals are completed by March 2019. Delays in completing the appraisals may affect the project schedule, which may result in delays to our N6 Partners. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R4 Page 3 of 9 General Committee Meeting Agenda Tuesday, January 15, 2019Item R4 Page 4 of 9 Town of Aurora Capital Projects Project Department Version Year 13020 Appraisal of Town Buildings - 2019 Corporate Services Draft 1 2019 Description TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 Q1 - Q3 2019 PROJECT DESCRIPTION: Provide a brief overview of the project and include the key goals, objectives and performance measures. The purpose of this project is to determine the cost to replace or rebuild municipal buildings in the event of catastrophic loss and to ensure the Town is adequately insured in the event of a total loss. PROJECT JUSTIFICATION/CAPITAL SERVICE LEVEL IMPACT: Provide the reasons the project should be approved and what will be the impact of the project to service levels. The Town has not appraised the value of its facilities in over 10 years. Construction prices and values have changed considerably during that time which may have altered the replacement costs of the Town's facilities. If the Town does not properly ascertain the cost to rebuild or replace a municipal facility, it may result in the Town being under insured. In the event of a catastrophic loss, the Town would not have sufficient funds to rebuild or replace the municipal facility. PROJECT BENEFITS: Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. There are a number of benefits to doing this appraisal including: improving risk management practices, ensuring that the Town has adequate insurance coverage, improve marketability to underwriters, avoid surprises at the time of loss and prevent a situation where the Town is under-insured for a loss. IMPACT TO THE ORGANIZATION IF THE PROJECT WAS NOT APPROVED: Please provide an explanation of what the outcomes would be if the project was not approved. If the Town does not properly ascertain the cost to rebuild or replace a municipal facility, it may result in the Town being under-insured. In the event of a catastrophic loss, the Town would not have sufficient funds to rebuild or replace the municipal facility. Budget Future20242022202120202019 2023Total Expenditures Estimated Expenditures CONSULTING 55,00055,000 55,000 55,000 55,000 55,000Expenditures Total Funding Other Funding Sources STUDIES & OTHER RES CONT'N 55,00055,000 55,000 55,000 55,000 55,000Funding Total Total Over (Under) Funded Attachment 1 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R4 Page 5 of 9 STATEMENT OF VALUESNAME OF INSURED: Corporation of the Town of AuroraPROPERTY POLICY NUMBER: 2600178POLICY PERIOD: January 1, 2017 to July 1, 2018ITEM NO. STREET NAME AND # CITY OCCUPANCY TYPE CONSTRUCT'N FIRE PROT'N BUILDING VALUE CONTENT / EQUIPMENT VALUE CURRENT INSURED VALUE 1 220 Edward Street Aurora Fire HallFIRESteel framing. Exterior walls consist of a combination of concrete bock and mortared brick veneer over concrete block.Heat/smoke detectors $ 4,371,425 $ - $ 4,371,425 2 1344 Wellington Street AuroraFire HallFIRESteel framing. Exterior walls are mortared brick veneer over concrete block.Heat/smoke detectors/ sprinklered $ 3,824,545 $ 3,824,545 3 100 John West Way AuroraTown HallADMINISTRATIONReinforced concrete framing. Exterior walls are mortared brick veneer over studs.Heat/smoke detectors/ sprinklered $ 19,309,020 $ 1,074,647 $ 20,383,667 4 Yonge StreetAuroraWar MemorialADMINISTRATIONConstruction consists of mortared ornamental granite stones.Outdoors $848,720 $ 848,720 5 90 John West Way Aurora Seniors CentreADMINISTRATIONSteel framing. Exterior walls consist of a combination of concrete block, brick veneer and stucco over studs.Heat/smoke detectors/back up generator/ sprinklered $ 4,304,559 $ 477,621 $ 4,782,179 6215 Industrial Parkway SouthAurora Hydro BuildingHYDROSteel framing with concrete block exterior walls.Heat/smoke detectors & sprinklers $ 4,058,584 $ 4,058,584 7135 Industrial Parkway NorthAurora arboretum storage building PARKS AND RECREATIONConcrete None $47,762 $47,7628Industrial parkway south AuroraSheppard's bush washroom concession PARKS AND RECREATIONConcrete ,steelNone $71,643 $71,6439 1300 Wellington Street AuroraStronach Aurora Recreation Complex (Arena & Pool)PARKS AND RECREATIONCombination of steel in concrete casing, steel, pre-engineered steel and glue laminate framing. Exterior walls consist of a combination of brick veneer over masonry, glass curtain wall and pre-finished aluminium panels.Heat/smoke detectors/ sprinklered $ 31,423,277 $ 1,014,944 $ 32,438,222 Attachment 2General Committee Meeting Agenda Tuesday, January 15, 2019 Item R4 Page 6 of 9 STATEMENT OF VALUESNAME OF INSURED: Corporation of the Town of AuroraPROPERTY POLICY NUMBER: 2600178POLICY PERIOD: January 1, 2017 to July 1, 2018ITEM NO. STREET NAME AND # CITY OCCUPANCY TYPE CONSTRUCT'N FIRE PROT'N BUILDING VALUE CONTENT / EQUIPMENT VALUE CURRENT INSURED VALUE 10135 Industrial Parkway NorthAuroraAurora Family Leisure ComplexPARKS AND RECREATIONFraming is a combination of pre-engineered steel and steel. Exterior walls are concrete block.Pull stations/heat/ smoke detectors, back-up generator/ sprinklered. $ 19,968,777 $ 19,968,777 111 Community Centre LaneAuroraAurora Community Centre - Double Rink Arena & Community CentrePARKS AND RECREATIONFraming is a combination of reinforced concrete and steel. Exterior walls consist of a mixture of concrete block and metal panels on studs/girts.Heat/smoke detectors/ sprinklered $ 15,619,398 $ 1,014,944 $ 16,634,343 12 150 Henderson Drive Aurora Factory TheatrePARKS AND RECREATIONSteel framing. Exterior walls are a combination of concrete block and stucco over masonry.Heat/smoke detectors/ sprinklered $ 1,814,064 $ 1,814,064 13 Machell Street North AuroraQuonset HutPARKS AND RECREATIONWood framing with corrugated metal walls.None $ 92,241 $ 109,273 $ 201,51314 Fleury ParkAuroraWashroomsPARKS AND RECREATIONMasonry framing with concrete block walls.None $ 159,884 $ 159,884 15 McMahon Park AuroraLawn Bowling & Tennis ClubhousePARKS AND RECREATIONWood framing. Exterior walls are a combination of concrete block and wood boards on stud.Heat/smoke detectors $ 381,261 $ 5,970 $ 387,23116 Town ParkAurora Bandshell & ChangeroomPARKS AND RECREATIONFraming is a combination of steel and glue laminate. Exterior walls are a combination of mortared brick over masonry and wood boards on stud.none $ 477,405 $ 477,405 17 Town ParkAurora Washrooms & CanteenPARKS AND RECREATIONSteel framing. Exterior walls are a combination of mortared brick and stone over masonry and wood boards on stud.Heat/smoke detectors $ 273,182 $ 273,182 18 22 Church Street Aurora Cultural CentrePARKS AND RECREATIONCombination of wood framing, steel and masonry. Exterior is mortared brick.Heat/smoke detectors/ sprinklered $ 7,502,231 $ 453,205 $ 7,955,436 19 100 John West Way Aurora Storage GaragePARKS AND RECREATIONReinforced concrete framing. Exterior walls are mortared brick over masonry.None $ 20,908 $ 38,245 $ 59,153General Committee Meeting Agenda Tuesday, January 15, 2019 Item R4 Page 7 of 9 STATEMENT OF VALUESNAME OF INSURED: Corporation of the Town of AuroraPROPERTY POLICY NUMBER: 2600178POLICY PERIOD: January 1, 2017 to July 1, 2018ITEM NO. STREET NAME AND # CITY OCCUPANCY TYPE CONSTRUCT'N FIRE PROT'N BUILDING VALUE CONTENT / EQUIPMENT VALUE CURRENT INSURED VALUE 20 Highland Park Aurora Soccer ClubhousePARKS AND RECREATIONWood framing. Exterior walls are a commination vinyl siding and wood boards over studs.Heat/smoke detectors $ 780,970 $ 23,881 $ 804,851 21 Lambert Wilson Park Aurora WashroomsPARKS AND RECREATIONFraming is load-bearing masonry and exterior walls are predominantly concrete None $ 212,180 $ 212,180 22 Ada Johnson Park Aurora WashroomsPARKS AND RECREATIONPrefab concrete structure None $ 212,180 $ 212,180 23 90 John West Way Aurora Petch HousePARKS AND RECREATIONWooden Structure - historical building None $ 424,360 $ 424,360 24 Various locations Aurora Artificial TurfPARKS AND RECREATIONNone $ 1,092,727 $ 1,092,727 25 Various locations 9 Picnic SheltersPARKS AND RECREATION4 shelters are combination of wood timber and conventional framing - 5 shelters are all steel construction. Framing is wood posts with side braces. Exterior wall consists of wood posts with siding on both ends at roof level.None $ 530,450 $ 530,450 26 Various locations 3 GazebosPARKS AND RECREATIONFraming is wood post columns. None $ 94,700 $ 94,700 27 Various locations Floodlighting EquipmentPARKS AND RECREATIONNone $ 3,874,103 $ 3,874,103 28 Various locations Playground EquipmentPARKS AND RECREATIONNone $ 2,705,723 $ 2,705,723 29 Various locations Spectator BleachersPARKS AND RECREATIONNone $ 135,286 $ 135,286 30 Various locations Recreational FencingPARKS AND RECREATIONNone $ 2,582,735 $ 2,582,735 31 15145 Yonge Street Aurora New LibraryLIBRARYFraming is reinforced concrete. Exterior walls consist of a combination of mortared brick veneer with masonry back-up and glass curtain wall.Heat/smoke detectors, sprinklers $ 17,464,209 $ 7,792,945 $ 25,257,154 32 85 Vandorf Road Aurora Booster StationWATERUnderground concrete structure with metal grating cover at ground level.None $ 1,199,127 $ 1,199,127 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R4 Page 8 of 9 STATEMENT OF VALUESNAME OF INSURED: Corporation of the Town of AuroraPROPERTY POLICY NUMBER: 2600178POLICY PERIOD: January 1, 2017 to July 1, 2018ITEM NO. STREET NAME AND # CITY OCCUPANCY TYPE CONSTRUCT'N FIRE PROT'N BUILDING VALUE CONTENT / EQUIPMENT VALUE CURRENT INSURED VALUE 33 Vandorf Road Aurora Pumping StationSEWAGEFraming is load-bearing masonry and exterior walls consist of concrete panels.Heat/smoke detectors $ 491,950 $ 491,950 34 79 Temperance Street Aurora Pumping StationSEWAGEReinforced concrete framing. Exterior walls are concrete panels.None $ 153,734 $ 153,734 35Brentwood Sewer Lift Station - 3 Woodland Hills Blvd.Aurora Pumping StationSEWAGE $ 762,843 $ 762,843 36 560 St. Johns Sideroad Aurora Pumping StationSEWAGEReinforced concrete framing. Exterior walls are concrete panels.None $ 553,443 $ 553,443 37 89 Mosley Aurora Aurora ArmouryPARKS AND RECREATIONExterior Walls are wood stud with batt insulation and plywood or drywall finishing. Concrete foundation, Interior slab on grade. Vinyl Siding.Portable Fire Extinguishers, Stand pipe system $ 636,540 $ 636,540 38229 Industrial Parkway NorthAurora Joint Operations Centre Concrete, Masonry and Steel $ 10,300,000 $ 463,500 $ 10,763,500 TOTAL $ 158,776,143 $ 12,469,177 $ 171,245,319 A Gross Profits $ 100,000 $ 100,000 B Extra Expense $ 500,000 $ 500,000 C Valuable Papers $ 2,500,000 $ 2,500,000 D Accounts Receivable $ 2,500,000 $ 2,500,000 EFine Arts $ 500,000 $ 500,000 FGH Computer & Media $ 1,500,000 $ 1,500,000 I Rental Income $ 3,000,000 $ 3,000,000 JKLMAurora Museum & Archives Collection $ 170,769 $ 170,769 $ 10,770,769 Total Blanket Limit $ 182,016,088 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R4 Page 9 of 9 Town of Aurora General Committee Report No. CMS19-001 Subject: Sole Source Award for Cimco Refrigeration Prepared by: Mike Spatafora, Manager Facilities and Property Department: Community Services Date: January 15, 2019 Recommendation 1. That Report No. CMS19-001 be received; and 2. That request for the sole source award for the supply of refrigeration equipment service on a contract basis and repair and maintenance on an as- needed basis be awarded to Cimco Refrigeration at the unit prices specified for a five (5) year contract; commencing January 1, 2019 up to and including December 31, 2023; and 3. That a purchase order in the amount of $376,534 excluding taxes, be approved in favour of Cimco Refrigeration; and 4. That the Director of Community Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and 5. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary The purpose of this report is to seek Council approval to award a contract to Cimco Refrigeration to provide proprietary service to refrigeration plants in three (3) Town owned facilities. • Town arena refrigeration ice making systems are controlled by proprietary programs owned by Cimco Refrigeration General Committee Meeting Agenda Tuesday, January 15, 2019 Item R5 Page 1 of 5 January 15, 2019 Page 2 of 5 Report No. CMS19-001 • The Cimco Refrigeration service contract expired December 31, 2018 • A sole source award is utilized without a competitive procurement bid Background The Town of Aurora installed Cimco refrigeration equipment in three (3) ice arenas when they were constructed. The controllers for the equipment are proprietary so that only Cimco can update, program and maintain them. Without this service, the Town would lose control of the ice arena refrigeration systems in the facilities. Analysis Town arena refrigeration ice making systems are controlled by proprietary programs owned by Cimco Refrigeration The Cimco Refrigeration contract covers proprietary ice making controller/program technology and ammonia sensor emergency equipment systems at Town facilities. Cimco Refrigeration provides these services at the Stronach Aurora Recreation Centre (SARC), the Aurora Community Centre (ACC) and the Aurora Family Leisure Complex (AFLC). The Cimco Refrigeration service contract expired December 31, 2018 The contract for Cimco Refrigeration expired on December 31, 2018 therefore a new contract is required. Staff recommends that the Town enter into a five (5) year service agreement with Cimco Refrigeration in order to provide necessary service. A sole source award is utilized without a competitive procurement bid A sole source award may be utilized for the procurement of goods, services, or construction without the competitive procurement process when there is only one source that is able to meet the requirements of the procurement, which may be due to their unique ability or skill, possession of proprietary technology, copyright, patent or other intellectual property as outlined in the procurement By-law No. 6076-18 article 13.5. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R5 Page 2 of 5 January 15, 2019 Page 3 of 5 Report No. CMS19-001 Advisory Committee Review Not Applicable Legal Considerations The Town’s Procurement By-law requires that Sole Source Awards of over $100,000 be approved by Council. Consequently, Council authorization being requested in this report is required for staff to proceed with the proposed procurement. An agreement will be entered into with the vendor for the services that will be reviewed by Legal Services Financial Implications The following is a summary of projected costs over the five (5) year contract (excluding taxes). Table 1 Year Total Cost Contract Repairs and Maintenance 2019 $73,305 $22,305 $51,000 2020 $73,805 $22,305 $51,500 2021 $74,330 $22,305 $52,025 2022 $76,919 $24,373 $52,545 2023 $78,175 $25,104 $53,070 This is a unit contract with facility systems identified in the agreement documents that were based on historic knowledge of service requirements. The operating budget for this service is outlined in Table 1. Annual operating budgets will be prepared as outlined in Table 1. Communications Considerations Not applicable General Committee Meeting Agenda Tuesday, January 15, 2019 Item R5 Page 3 of 5 January 15, 2019 Page 4 of 5 Report No. CMS19-001 Link to Strategic Plan Maintaining the Town’s refrigeration plants supports the strategic plan goal of Supporting an Exceptional Quality of Life for All through its accomplishment in satisfying the requirement in the following key objective within this goal statement: Invest in sustainable infrastructure: Maintain and expand infrastructure to support forecasted population growth through technology, waste management, roads, emergency services and accessibility. Alternative(s) to the Recommendation 1. Council may choose to not award this contract to Cimco Refrigeration. The Town will be without a qualified refrigeration contractor to work and perform maintenance on proprietary ice making controller/program technology and ammonia sensor emergency equipment systems. Conclusions Staff recommend proceeding with the award of a contract to Cimco Refrigeration for a contract period of five (5) years, in the amount of $376,534 excluding taxes. Attachments None Previous Reports None General Committee Meeting Agenda Tuesday, January 15, 2019 Item R5 Page 4 of 5 General Committee Meeting Agenda Tuesday, January 15, 2019Item R5 Page 5 of 5 Town of Aurora General Committee Report No. CMS19-002 Subject: Sole Source Award - Johnson Controls Canada Prepared by: Mike Spatafora, Manager Facilities and Property Department: Community Services Date: January 15, 2019 Recommendation 1. That Report No. CMS19-002 be received; and 2. That request for the sole source award for the supply of Building Automation System (BAS) service on a contract basis and repairs and maintenance on an as-needed basis be awarded to Johnson Controls Canada at the unit prices specified for a three (3) year contract; commencing January 1, 2019 up to and including December 31, 2021; and 3. That a purchase order in the amount of $126,500 excluding taxes, be approved in favour of Johnson Controls Canada; and 4. That the Director of Community Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and 5. That the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary The purpose of this report is to seek Council approval to award a contract to Johnson Controls Canada to provide proprietary services. • Most Town facility Building Automation System (BAS) and Heating, Ventilating and Air Conditioning (HVAC) systems are controlled by proprietary programs owned by Johnson Controls Canada General Committee Meeting Agenda Tuesday, January 15, 2019 Item R6 Page 1 of 5 January 15, 2019 Page 2 of 5 Report No. CMS19-002 • The Johnson Controls Canada service contract expired December 31, 2018 • A sole source award is utilized without a competitive procurement bid Background The Town of Aurora installed Johnson Controls Canada BAS equipment in most buildings when they were constructed and/or when locations changed HVAC equipment. The system is proprietary that only Johnson Controls Canada can update, program and maintain. W ithout this service, the Town could lose control of the heating and air conditioning systems in the various facilities. Analysis Most Town facility BAS and Heating, Ventilating and Air Conditioning (HVAC) systems are controlled by proprietary programs owned by Johnson Controls Canada The Johnson Controls Canada contract covers proprietary systems for building automation controls and programming technology and equipment at most Town facilities. Johnson Controls Canada provides these services in order for the properties to maintain a suitable indoor climate through programmed systems. The BAS system in most of the Town facilities is proprietary that only Johnson Controls Canada can update, program and maintain. The BAS equipment is proprietary to Johnson Controls Canada. The Johnson Controls Canada service contract expired December 31, 2018 The contract for Johnson Controls Canada expired on December 31, 2018 and therefore a new contract is required. Staff is requesting that the Town enters into a three (3) year service agreement with Johnson Controls Canada in order to provide necessary service. A sole source award is utilized without a competitive procurement bid A sole source award may be utilized for the procurement of goods, services, or construction without the competitive procurement process when there is only one source that is able to meet the requirements of the procurement, which may be due to their unique ability or skill, possession of proprietary technology, copyright, patent or other intellectual property as outlined in the procurement By-law No. 6076-18 article 13.5. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R6 Page 2 of 5 January 15, 2019 Page 3 of 5 Report No. CMS19-002 Advisory Committee Review Not Applicable Legal Considerations The Town’s Procurement By-law requires that Sole Source Awards of over $100,000 be approved by Council. Consequently, Council authorization is required for staff to proceed with the proposed procurement. An agreement will be entered into with the vendor for the services that will be reviewed by Legal Services. Financial Implications The following is a summary of projected costs over the three (3) year contract (excluding taxes). Table 1 Year Total Cost Contract Repairs and Maintenance 2019 $41,593 $23,267 $18,326 2020 $42,160 $23,834 $18,326 2021 $42,742 $24,415 $18,326 This is a unit contract with facility systems identified in the agreement documents that were based on historic knowledge of service requirements. The operating budget for this service is outlined in Table 1. Annual operating budgets will be prepared as outlined in Table 1. Communications Considerations Not applicable General Committee Meeting Agenda Tuesday, January 15, 2019 Item R6 Page 3 of 5 January 15, 2019 Page 4 of 5 Report No. CMS19-002 Link to Strategic Plan Maintaining the Town’s BAS equipment supports the strategic plan goal of Supporting an Exceptional Quality of Life for All through its accomplishment in satisfying the requirement in the following key objective within this goal statement: Invest in sustainable infrastructure: Maintain and expand infrastructure to support forecasted population growth through technology, waste management, roads, emergency services and accessibility. Alternative(s) to the Recommendation 1. Council may choose to not award this contract to Johnson Controls Canada. The Town would be without a qualified BAS contractor to work and perform maintenance on proprietary program controls and facility emergency equipment systems. Conclusions Staff recommend proceeding with the award of a contract to Johnson Controls Canada for a contract period of three (3) years; in the amount of $126,500 excluding taxes. Attachments None Previous Reports None General Committee Meeting Agenda Tuesday, January 15, 2019 Item R6 Page 4 of 5 General Committee Meeting Agenda Tuesday, January 15, 2019Item R6 Page 5 of 5 Town of Aurora General Committee Report No. PDS19-003 Subject: Appointments to the Aurora BIA Board of Management Prepared by: Nick Kazakoff, Economic Development Officer Department: Planning and Development Services Date: January 15, 2019 Recommendations 1. That Report No. PDS19-003 be received; and 2. That Council appoint the following (insert name) Representative director to the Aurora BIA Board of Management; and 3. That Council appoint the following eight (8) director nominees as elected by the Aurora BIA membership on December 3rd, 2018 as follows: Mauro Bucci George Condoyannis Sandra Ferri Mary Georgopoulos Jack Laurion Lenard Lind Joanne Russo Kasie Savage; and 4. That the Town Clerk be removed from the Board of Management. Executive Summary This report seeks Council’s appointment of eight (8) director nominees as elected by the Aurora BIA Meeting of Members on Monday, December 3rd, 2018, it is also recommended that Council appoint a Council Representative to serve on the Board. Background On September 18th, 2018, Council enacted By-law Number 6128-18, being a by-law to Designate the Improvement Area to be known as the Aurora Business Improvement Area and to establish the Aurora BIA Board of Management (the “By-law”). General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 1 of 17 January 15, 2019 Page 2 of 5 Report No. PDS19-003 The By-law sets the composition of the Board to be one director appointed directly by the Council, and the remaining eight (8) directors to be selected by a vote of the Members and subsequently appointed by Council. Analysis On November 1st, 2018, Town Staff sent notice to all commercial rateable property owners and business tenants within the Aurora BIA Boundary to notify them of the Meeting of Members – Election of Directors and details of the nomination process for the inaugural Aurora BIA Board of Management. In accordance with the By-law, the minimum thirty (30) day notice period was adhered to. The Town Clerk received a total of ten (10) candidate nomination forms prior to the meeting. Nominations to Aurora BIA Board of Management were open to anyone, however only Members of the BIA were able to vote and no person had more than one vote. On Monday, December 3rd, 2018 at 7pm at Town Hall, the Aurora BIA membership held a meeting and voted by ballot to elect eight (8) directors to the BIA’s Board of Management. The Town Clerk and Staff conducted the election and the eight candidates who received the most votes were the following: Mauro Bucci George Condoyannis Sandra Ferri Mary Georgopoulous Jack Laurion Lenard Lind Joanne Russo Kasie Savage Following appointment by Council, the term of the Directors will run until the end of the current Council (November 2022), unless otherwise rescinded or vacated. With each term of Council, the Aurora BIA membership will be required to elect its Board of Management. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 2 of 17 January 15, 2019 Page 3 of 5 Report No. PDS19-003 Advisory Committee Review None. Legal Considerations Business Improvement Areas are established pursuant to Section 204 of the Municipal Act. Subsection 204(3) which sets out that a board of management of a Business Improvement Area shall be composed of one (or more) director appointed directly by the municipality and the remaining ones are to be selected by a vote of the membership and then appointed by the municipality. An election has been held among the members and the elected individuals now have to be appointed by Council in order for their term to become effective. Further, the Aurora BIA requires the appointment of one director directly by Council, without a nomination or election of such a candidate by the BIA. Consequently, Council is required to select and appoint one Director by putting forth a resolution to that effect. The appointed director is not required to be a resident of the Town of Aurora. Each appointed director shall hold office from the time of his or her appointment until a successor is appointed, unless the appointment is otherwise removed or expired. The circumstances in which an appointment could be revoked or expired, as well as the responsibilities places on a director, are described in the By-law. Financial Implications There are no financial implications. Communications Considerations Communications will announce the appointments through the News and Notices section of the website. Link to Strategic Plan The report supports the Strategic Plan goal of enabling a diverse, creative and resilient economy and to promote and support a plan to revitalize the downtown. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 3 of 17 January 15, 2019 Page 4 of 5 Report No. PDS19-003 Alternative to the Recommendation 1. Council may choose not to appoint any or some of the proposed nominees. This would result in vacancies in the composition of the Board of Management and would require additional recruitment. Conclusions Town staff supports the recommendation from the Aurora BIA to appoint the following eight (8) Directors: Mauro Bucci, George Condoyannis, Sandra Ferri, Mary Georgopoulous, Jack Laurion, Lenard Lind, Joanne Russo, and Kasie Savage to the Board of Management for the current term of Council. The appointment of such directors is now required by Council in order for the board to be able to commence its operations. In addition, Council is required to appoint one additional board director that is to be selected by the Council directly. Attachments Attachment 1 - Town of Aurora Business Improvement Area Meeting Minutes, dated December, 3rd, 2018. Attachment 2 - By-law Number 6128-18, Being a By-law to Designate the Improvement Area to be known as the Aurora Business Improvement Area and to establish the Aurora BIA Board of Management Previous Reports General Committee Report No. PDS18-095, dated September, 11, 2018. Pre-submission Review Agenda Management Team Meeting review on January 7, 2019. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 4 of 17 General Committee Meeting Agenda Tuesday, January 15, 2019Item R7 Page 5 of 17 Town of Aurora Business Improvement Area Meeting Minutes Date: Monday, December 3, 2018 Time and Location: 7 p.m., Holland Room, Aurora Town Hall Committee Members: Michael de Rond, Town Clerk Also in attendance were business owners and representatives from in and around the BIA boundaries Other Attendees: Anthony Ierullo, Manager of Policy Planning and Economic Development, Nick Kazakoff, Economic Development Officer The Town Clerk called the meeting to order at 7:45 p.m. 1.Approval of the Agenda Moved by Joanne Russo Seconded by Mary Georgopoulos That the agenda as circulated by Economic Development be approved. Carried 2.Matters for Consideration 1.Election of Directors for the Board of Management Preceding the meeting, Town staff prepared an election for the first Board of Management for the Aurora BIA. The results of the election are contained in the motion below Moved by Joanne Russo Seconded by Mary Georgopoulos Attachment 1 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 6 of 17 Business Improvement Area Minutes Monday, December 3, 2019 Page 2 of 2 1.That, as per the results of the election, the Aurora BIA recommends to Council that the following eight people be appointed to the Board of Management; •Mauro Bucci •George Condoyannis •Sandra Ferri •Mary Georgopoulos •Jack Laurion •Lenard Lind •Joanne Russo •Kasie Savage Carried 3. Adjournment Moved by Mary Georgopoulos Seconded by Joanne Russo That the meeting be adjourned at 7:50 p.m. Carried General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 7 of 17 Attachment 2 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 8 of 17 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 9 of 17 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 10 of 17 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 11 of 17 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 12 of 17 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 13 of 17 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 14 of 17 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 15 of 17 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 16 of 17 General Committee Meeting Agenda Tuesday, January 15, 2019 Item R7 Page 17 of 17 Town of Aurora General Committee Report No. PDS19-007 Subject: Early Approval of Capital Project No. 42808 - Corporate Energy Management Plan Update Prepared by: Anca Mihail, Manager of Engineering and Capital Delivery Department: Planning and Development Services Date: January 15, 2019 Recommendation 1. That Report No. PDS19-007 be received; and 2. That Capital Project No. 42808 - Corporate Energy Management Plan Update be pre-approved; and 3. That a total budget of $50,000 be approved for Capital Project No. 42808 to be funded from the Studies and Other Reserve Fund. Executive Summary In an effort to ensure that no delays are experienced in the delivery of the Capital Project No. 42808, Corporate Energy Management Plan Update, staff request its early approval. • Only Capital Project No. 42808 is proposed for approval • The proposed project is included in the Town’s ten-year capital plan. Background Ontario Regulation 397/11 made under the Green Energy Act, 2009 requires that on July 1, 2014 and on or before every fifth anniversary thereafter, every public agency shall prepare, publicly report and implement energy conservation and demand management (CDM) measures. The Town’s Corporate Energy Management Plan (CEMP 2014) will expire on July 1, 2019. The Corporate Energy Management Plan (CEMP) provides a 5-year road map for energy conservation and management specific to Town’s facilities, operations and General Committee Meeting Agenda Tuesday, January 15, 2019 Item R8 Page 1 of 5 January 15, 2019 Page 2 of 4 Report No. PDS19-007 service delivery and does not include activities by the broader community within Aurora’s municipal boundary. The Community Energy Plan (CEP) also called Municipal Energy Plan (MEP) provides a road map for the broader community within Aurora’s municipal boundary. At Council request, to complete this study, staff applied for funding from Ontario’s Ministry of Environment and from the federal government, the Federation of Canadian Municipalities (FCM). At this time, FCM has approved the funding for Aurora, however the Ontario Ministry of Environment has indicated that they are waiting to receive direction on the future of MEP program and will inform the Town when the funding is available. In an effort to ensure there are no delays in the completion of the required CEMP, staff request the early approval of Capital Project No. 42808 - Corporate Energy Management Plan Update. Analysis Only Capital Project No. 42808 - Corporate Energy Management Plan Update, is proposed for early approval The estimated timeline for completion of this project is within a four (4) month period from the award of the contract. Given the tight timeline for the project delivery, staff is requesting the early approval of the project. Staff will issue the RFQ requirements for hiring a qualified consultant as soon as the budget for this project is approved by Council. The proposed project is included in the ten year capital plan Capital Project No. 42808 is included in the 10-year capital plan. In addition, Attachment #1, provides the detailed capital sheet outlining details of the recommended project as well as its source of funding. Advisory Committee Review Not Applicable. General Committee Meeting Agenda Tuesday, January 15, 2019 Item R8 Page 2 of 5 January 15, 2019 Page 3 of 4 Report No. PDS19-007 Legal Considerations The Town is required to update the Corporate Energy Management Plan by July 1, 2019 in order to remain in compliance with Ontario Regulation 397/11 and the Green Energy Act. Financial Implications The applicable funding for the project is sourced from the Town’s Studies and Other reserve fund. Communications Considerations Not Applicable. Link to Strategic Plan This report supports 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: Invest in sustainable infrastructure: Maintain and expand infrastructure to support forecasted population growth through technology, waste management, roads, emergency services and accessibility. Alternative to the Recommendation 1. Capital Project No. 42808 is included in the 2019 budget and if it is not pre- approved by Council will be discussed part of the 2019 budget deliberations, however this will delay the delivery of the project by at least one month. Conclusions In an effort to ensure that no delays are experienced in the delivery of the Capital Project No. 42808, Corporate Energy Management Plan Update, staff request the early approval of the project. The total budget for the project is $50,000 to be funded from Studies and Other reserve fund. 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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 (a) Robin McDougall, Director, Community Services Re: Recognition of Town Staff for Exceptional Service in providing Lifesaving Assistance 4. Delegations (a) Miju Stinson, Resident Re: Item R1 – PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area (Added Item) General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 2 of 7 (b) Peter Smith, representing Regency Acres Ratepayer Association (RARA), Aurora Heights Ratepayer Association (AHRPA), and Town Park Ratepayer Association (TPRPA) Re: Item R1 – PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area (Added Item) 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that 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: C1. Memorandum from Mayor Mrakas Re: Aurora Cultural Centre Board of Directors Recommended: 1. That the memorandum regarding Aurora Cultural Centre Board of Directors be received; and 2. That Councillors Wendy Gaertner and John Gallo be appointed to the Aurora Cultural Centre Board of Directors for the 2018-2022 Term of Council. C2. Memorandum from Councillor Gaertner Re: Ontario Drinking Water Source Protection Program (Added Item) Recommended: 1. That the memorandum regarding Ontario Drinking Water Source Protection Program be received; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 3 of 7 2. That Council endorse the Lake Simcoe Region Conservation Authority’s (LSRCA) position regarding the Ontario Drinking Water Source Protection Program; and 3. That a letter of Council support be sent to The Hon. Rod Phillips, Minister, Ministry of Environment, Conservation and Parks. 6. Advisory Committee Meeting Minutes Recommended: That the Advisory Committee meeting minutes, Item A1, be received and the recommendations carried by the Committees be approved: A1. Heritage Advisory Committee Meeting Minutes of September 5, 2018 Recommended: 1. That the Heritage Advisory Committee meeting minutes of September 5, 2018, be received; and 2. That Heritage Advisory Committee recommend to Council: 1. HAC18-013 – Request to Designate Under Part IV of the Ontario Heritage Act 50-100 Bloomington Road West “De La Salle College” including associated heritage feature “Pine Ridge Trail (Monk’s Walk)” (a) That the building formerly known as “De La Salle College” located at 50-100 Bloomington Road West, which includes the front garden/ courtyard and associated heritage feature “Pine Ridge Trail (Monk’s Walk)”, be Designated under Part IV of the Ontario Heritage Act as a property of Cultural Heritage Value or Interest; and (b) That the Town Clerk be authorized to publish and serve Council’s Notice of Intention to Designate as per requirements of the Act; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 4 of 7 (c) That the designation by-law be brought before Council for passing if no objections were received within the thirty (30) day objection period as per requirements of the Act. 7. Consideration of Items Requiring Discussion (Regular Agenda) R1. PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area Recommended: 1. That Report No. PDS19-006 be received; and 2. That pursuant to Section 38(2) of the Planning Act, a by-law be enacted to extend the period during which Interim Control By-law No. 6048-18 will be in effect by one additional year, from January 30, 2019 to January 30, 2020; and 3. That the implementing Interim Control By-law be presented at the Council meeting of January 22, 2019. R2. OPS19-001 – Winter Maintenance Report No. 1 Revised Provincial Minimum Maintenance Standards (MMS) and Windrow Clearing Program Recommended: 1. That Report No. OPS19-001 be received; and 2. That the recommendations and service levels contained in Table 1 associated with the Revised Provincial Municipal Maintenance Standards (MMS) be approved; and 3. That the 2020 Capital Budget contain provisions for road anti-ice pre- treatment equipment, in the amount of $500,000, and additional $35,000 operational funds in 2021; and 4. That the Director of Operational Services be appointed as the designated Official for the purposes of declaring a “Significant Weather Event”; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 5 of 7 5. That the Town of Aurora not proceed with a Windrow Clearing Program. R3. CAO19-001 – Requests for Sponsorship Policy Recommended: 1. That Report No. CAO19-001 be received; and 2. That the Requests for Sponsorship Policy be approved. R4. CS19-003 – Building Appraisals – Request for Pre-Budget Approval Recommended: 1. That Report No. CS19-003 be received; and 2. That Capital Project No. 13020 – Appraisal of Town Buildings, be pre- approved; and 3. That a total budget of $55,000 be approved for Capital Project No. 13020, to be funded from the Studies and Other Reserve Fund. R5. CMS19-001 – Sole Source Award for Cimco Refrigeration Recommended: 1. That Report No. CMS19-001 be received; and 2. That request for the sole source award for the supply of refrigeration equipment service on a contract basis and repair and maintenance on an as-needed basis be awarded to Cimco Refrigeration at the unit prices specified for a five (5) year contract, commencing January 1, 2019 up to and including December 31, 2023; and 3. That a purchase order in the amount of $376,534 excluding taxes be approved in favour of Cimco Refrigeration; and 4. That the Director of Community Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 6 of 7 5. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to the same. R6. CMS19-002 – Sole Source Award – Johnsons Controls Canada Recommended: 1. That Report No. CMS19-002 be received; and 2. That request for the sole source award for the supply of Building Automation System (BAS) service on a contract basis and repair and maintenance on an as-needed basis be awarded to Johnson Controls Canada at the unit prices specified for a three (3) year contract, commencing January 1, 2019 up to and including December 31, 2021; and 3. That a purchase order in the amount of $126,500 excluding taxes, be approved in favour of Johnson Control Canada; and 4. That the Director of Community Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and 5. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to the same. R7. PDS19-003 – Appointments to the Aurora Business Improvement Area (BIA) Board of Management Recommended: 1. That Report No. PDS19-003 be received; and 2. That Council appoint (insert name) as the Council Representative director to the Aurora BIA Board of Management; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 7 of 7 3. That Council appoint the following eight (8) director nominees as elected by the Aurora BIA membership on December 3, 2018: • Mauro Bucci • George Condoyannis • Sandra Ferri • Mary Georgopoulos • Jack Laurion • Lenard Lind • Joanne Russo • Kasie Savage; and 4. That the Town Clerk be removed from the Board of Management. R8. PDS19-007 – Early Approval of Capital Project No. 42808 – Corporate Energy Management Plan Update Recommended: 1. That Report No. PDS19-007 be received; and 2. That Capital Project No. 42808 – Corporate Energy Management Plan Update be pre-approved; and 3. That a total budget of $50,000 be approved for Capital Project No. 42808, to be funded from the Studies and Other Reserve Fund. 8. Notices of Motion 9. New Business 10. Closed Session 11. Adjournment Delegation Request This Delegation Request form and any written submissions or background information for consideration by either Council or Committees of Council must be submitted to the Clerk’s office by the following deadline: 9 a.m. One (1) Business Day Prior to the Requested Meeting Date Council/Committee Meeting and Date: Subject: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: Have you been in contact with a Town staff or Council member regarding your matter of interest? Yes ☐ No ☐ If yes, with whom? Date: ☐I acknowledge that the Procedure By-law permits five (5) minutes for Delegations. Legislative Services 905-727-3123 Clerks@aurora.ca Town of Aurora 100 John West Way, Box 1000 Aurora, ON L4G 6J1 4 Marco Ramunno Oct 9 , 2018 Tuesday January 15, 2019 Item R1 - PDS 19-006. Extension of the Interim Control Bylaw for The stable neighbourhood study area X Miju Stinson Application for 29 Church St to be exempt from the interim control by-law A house plan will require a minor variance but is not a 'monster home' and therefore should not be affected by this by-law and A plan should be allowed to go to the committee of adjustments X Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Delegation (a) Page 1 of 1 Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019Delegation (b) Page 1 of 1 Memorandum Date: January 15, 2019 To: Mayor and Members of Council From: Councillor Wendy Gaertner Re: Ontario Drinking Water Source Protection Program Recommendations 1. That the memorandum regarding Ontario Drinking Water Source Protection Program be received; and 2. That Council endorse the Lake Simcoe Region Conservation Authority’s (LSRCA) position regarding the Ontario Drinking Water Source Protection Program; and 3. That a letter of Council support be sent to The Hon. Rod Phillips, Minister, Ministry of Environment, Conservation and Parks. Attachments Attachment No. 1 – Letter from Mike Walters, CAO, LSRCA to The Hon. Rod Phillips, Minister, Ministry of Environment, Conservation and Parks dated December 6, 2018, re: Ontario Drinking Water Source Protection Program 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 ext. 4265 Email: wgaertner@aurora.ca www.aurora.ca Town of Aurora Councillor Wendy Gaertner Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Item C2 Page 1 of 3 December 6, 2018 Via email @ minister.mecp@ontario.ca The Hon. Rod Phillips Minister Ministry of Environment, Conservation and Parks Ferguson Block, 11th Floor 77 Wellesley Street West Toronto, ON M7A 2T5 Dear Minister Phillips: Re: Ontario Drinking Water Source Protection Program It is with great concern that I write you today regarding recent news that the Province’s funding for source protection authorities to implement the requirements of the Clean Water Act may be in jeopardy. Source Water Protection is the first step in the multi-barrier approach to drinking water protection, and a lack of funding is sure to put the public safety of Ontarians at risk. As you know, in 2000 a tragedy related to municipal water in Walkerton led to the death of six people and many others who to this day continue to suffer with ongoing health consequences from that tragic event. Eighteen years later, however, residents of Ontario have greater confidence in the safety of the water at their taps, due in large part to the ongoing partnership between the Provincial government, Source Protection Authorities, and municipalities, through the Drinking Water Source Protection Program. This program, based on the tenets of sound science and local decision making, has resulted in the development of 38 Source Protection Plans. In the South Georgian Bay Lake Simcoe Source Protection Region alone, the implementation of our plan has removed over 2000 threats to municipal drinking water. The removal of these threats has come about with minimal economic burden to Ontario families and businesses. While great progress has been made, more critical work remains to be done. Additional threats to drinking water still remain on the landscape and with the pace of development and changes in land use, ongoing vigilance is necessary to ensure that new threats are not inadvertently created. Maintaining confidence in the safety of our drinking water requires maintaining the multi-barrier approach, where the partnership between the Province, Source Protection Authorities and municipalities through the Drinking Water Source Protection Program is the most important first step. The MECP staff premise that the Drinking Water Source Protection is wholly a municipal responsibility and that the cost should be born solely by those municipalities will not result in saving to Ontario tax payers. By decentralizing regional funding, it will ultimately lead to increased costs, losses in efficiencies and subsequent increases in local taxes and development charges. Any increase in development charges will result in the cost being passed onto the potential homebuyers, increasing housing costs and limiting affordability. Attachment No. 1 Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Item C2 Page 2 of 3 The Hon. Rod Phillips Ministry of Environment, Conservation and Parks December 6, 2018 Page 2 While large municipalities may have the capacity to deliver a program, many smaller rural municipalities will struggle to afford the additional cost and in these situations risk to the community’s source of drinking water will increase. On November 30th, the Lake Simcoe Region Conservation Authority Board of Directors passed a resolution to request that provincial funding provided to Source Protection Authorities be, at a minimum, maintained so that requirements of the Clean Water Act can be met, so Ontario residents can remain confident the Province is taking all necessary steps to ensure a safe source of their drinking water. I would be pleased to provide any additional information that you may require and can be reached @ 905-895- 1281 ext 234 or m.walters@lsrca.on.ca. Yours truly, Michael Walters Chief Administrative Officer cc: The Hon. Doug Ford, Premier of Ontario Lake Simcoe Watershed MPPs Jamie McGarvey, Mayor Town of Parry Sound / AMO President Ontario’s Conservation Authorities c/o Kim Gavine, Conservation Ontario Lyn Dollin, Mayor Town of Innisfil / Chair, South Georgian Bay Lake Simcoe Source Protection Committee LSRCA Member Municipalities c/o Regional and Municipal Clerks Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Item C2 Page 3 of 3 Public Release January 14, 2019 Town of Aurora Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 7 p.m., Council Chambers • Revised General Committee Meeting Agenda Index • Delegation (a) Miju Stinson, Resident Re: Item R1 – PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area • Delegation (b) Peter Smith, representing Regency Acres Ratepayer Association (RARA), Aurora Heights Ratepayer Association (AHRPA), and Town Park Ratepayer Association (TPRPA) Re: Item R1 – PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area • Item C2 – Memorandum from Councillor Gaertner Re: Ontario Drinking Water Source Protection Program Public Release January 14, 2019 Town of Aurora General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 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 (a) Robin McDougall, Director, Community Services Re: Recognition of Town Staff for Exceptional Service in providing Lifesaving Assistance 4. Delegations (a) Miju Stinson, Resident Re: Item R1 – PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area (Added Item) General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 2 of 7 (b) Peter Smith, representing Regency Acres Ratepayer Association (RARA), Aurora Heights Ratepayer Association (AHRPA), and Town Park Ratepayer Association (TPRPA) Re: Item R1 – PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area (Added Item) 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that 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: C1. Memorandum from Mayor Mrakas Re: Aurora Cultural Centre Board of Directors Recommended: 1. That the memorandum regarding Aurora Cultural Centre Board of Directors be received; and 2. That Councillors Wendy Gaertner and John Gallo be appointed to the Aurora Cultural Centre Board of Directors for the 2018-2022 Term of Council. C2. Memorandum from Councillor Gaertner Re: Ontario Drinking Water Source Protection Program (Added Item) Recommended: 1. That the memorandum regarding Ontario Drinking Water Source Protection Program be received; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 3 of 7 2. That Council endorse the Lake Simcoe Region Conservation Authority’s (LSRCA) position regarding the Ontario Drinking Water Source Protection Program; and 3. That a letter of Council support be sent to The Hon. Rod Phillips, Minister, Ministry of Environment, Conservation and Parks. 6. Advisory Committee Meeting Minutes Recommended: That the Advisory Committee meeting minutes, Item A1, be received and the recommendations carried by the Committees be approved: A1. Heritage Advisory Committee Meeting Minutes of September 5, 2018 Recommended: 1. That the Heritage Advisory Committee meeting minutes of September 5, 2018, be received; and 2. That Heritage Advisory Committee recommend to Council: 1. HAC18-013 – Request to Designate Under Part IV of the Ontario Heritage Act 50-100 Bloomington Road West “De La Salle College” including associated heritage feature “Pine Ridge Trail (Monk’s Walk)” (a) That the building formerly known as “De La Salle College” located at 50-100 Bloomington Road West, which includes the front garden/ courtyard and associated heritage feature “Pine Ridge Trail (Monk’s Walk)”, be Designated under Part IV of the Ontario Heritage Act as a property of Cultural Heritage Value or Interest; and (b) That the Town Clerk be authorized to publish and serve Council’s Notice of Intention to Designate as per requirements of the Act; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 4 of 7 (c) That the designation by-law be brought before Council for passing if no objections were received within the thirty (30) day objection period as per requirements of the Act. 7. Consideration of Items Requiring Discussion (Regular Agenda) R1. PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area Recommended: 1. That Report No. PDS19-006 be received; and 2. That pursuant to Section 38(2) of the Planning Act, a by-law be enacted to extend the period during which Interim Control By-law No. 6048-18 will be in effect by one additional year, from January 30, 2019 to January 30, 2020; and 3. That the implementing Interim Control By-law be presented at the Council meeting of January 22, 2019. R2. OPS19-001 – Winter Maintenance Report No. 1 Revised Provincial Minimum Maintenance Standards (MMS) and Windrow Clearing Program Recommended: 1. That Report No. OPS19-001 be received; and 2. That the recommendations and service levels contained in Table 1 associated with the Revised Provincial Municipal Maintenance Standards (MMS) be approved; and 3. That the 2020 Capital Budget contain provisions for road anti-ice pre- treatment equipment, in the amount of $500,000, and additional $35,000 operational funds in 2021; and 4. That the Director of Operational Services be appointed as the designated Official for the purposes of declaring a “Significant Weather Event”; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 5 of 7 5. That the Town of Aurora not proceed with a Windrow Clearing Program. R3. CAO19-001 – Requests for Sponsorship Policy Recommended: 1. That Report No. CAO19-001 be received; and 2. That the Requests for Sponsorship Policy be approved. R4. CS19-003 – Building Appraisals – Request for Pre-Budget Approval Recommended: 1. That Report No. CS19-003 be received; and 2. That Capital Project No. 13020 – Appraisal of Town Buildings, be pre- approved; and 3. That a total budget of $55,000 be approved for Capital Project No. 13020, to be funded from the Studies and Other Reserve Fund. R5. CMS19-001 – Sole Source Award for Cimco Refrigeration Recommended: 1. That Report No. CMS19-001 be received; and 2. That request for the sole source award for the supply of refrigeration equipment service on a contract basis and repair and maintenance on an as-needed basis be awarded to Cimco Refrigeration at the unit prices specified for a five (5) year contract, commencing January 1, 2019 up to and including December 31, 2023; and 3. That a purchase order in the amount of $376,534 excluding taxes be approved in favour of Cimco Refrigeration; and 4. That the Director of Community Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 6 of 7 5. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to the same. R6. CMS19-002 – Sole Source Award – Johnsons Controls Canada Recommended: 1. That Report No. CMS19-002 be received; and 2. That request for the sole source award for the supply of Building Automation System (BAS) service on a contract basis and repair and maintenance on an as-needed basis be awarded to Johnson Controls Canada at the unit prices specified for a three (3) year contract, commencing January 1, 2019 up to and including December 31, 2021; and 3. That a purchase order in the amount of $126,500 excluding taxes, be approved in favour of Johnson Control Canada; and 4. That the Director of Community Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and 5. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to the same. R7. PDS19-003 – Appointments to the Aurora Business Improvement Area (BIA) Board of Management Recommended: 1. That Report No. PDS19-003 be received; and 2. That Council appoint (insert name) as the Council Representative director to the Aurora BIA Board of Management; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 7 of 7 3. That Council appoint the following eight (8) director nominees as elected by the Aurora BIA membership on December 3, 2018: • Mauro Bucci • George Condoyannis • Sandra Ferri • Mary Georgopoulos • Jack Laurion • Lenard Lind • Joanne Russo • Kasie Savage; and 4. That the Town Clerk be removed from the Board of Management. R8. PDS19-007 – Early Approval of Capital Project No. 42808 – Corporate Energy Management Plan Update Recommended: 1. That Report No. PDS19-007 be received; and 2. That Capital Project No. 42808 – Corporate Energy Management Plan Update be pre-approved; and 3. That a total budget of $50,000 be approved for Capital Project No. 42808, to be funded from the Studies and Other Reserve Fund. 8. Notices of Motion 9. New Business 10. Closed Session 11. Adjournment Delegation Request This Delegation Request form and any written submissions or background information for consideration by either Council or Committees of Council must be submitted to the Clerk’s office by the following deadline: 9 a.m. One (1) Business Day Prior to the Requested Meeting Date Council/Committee Meeting and Date: Subject: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: Have you been in contact with a Town staff or Council member regarding your matter of interest? Yes ☐ No ☐ If yes, with whom? Date: ☐I acknowledge that the Procedure By-law permits five (5) minutes for Delegations. Legislative Services 905-727-3123 Clerks@aurora.ca Town of Aurora 100 John West Way, Box 1000 Aurora, ON L4G 6J1 4 Marco Ramunno Oct 9 , 2018 Tuesday January 15, 2019 Item R1 - PDS 19-006. Extension of the Interim Control Bylaw for The stable neighbourhood study area X Miju Stinson Application for 29 Church St to be exempt from the interim control by-law A house plan will require a minor variance but is not a 'monster home' and therefore should not be affected by this by-law and A plan should be allowed to go to the committee of adjustments X Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Delegation (a) Page 1 of 1 Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019Delegation (b) Page 1 of 1 Memorandum Date: January 15, 2019 To: Mayor and Members of Council From: Councillor Wendy Gaertner Re: Ontario Drinking Water Source Protection Program Recommendations 1. That the memorandum regarding Ontario Drinking Water Source Protection Program be received; and 2. That Council endorse the Lake Simcoe Region Conservation Authority’s (LSRCA) position regarding the Ontario Drinking Water Source Protection Program; and 3. That a letter of Council support be sent to The Hon. Rod Phillips, Minister, Ministry of Environment, Conservation and Parks. Attachments Attachment No. 1 – Letter from Mike Walters, CAO, LSRCA to The Hon. Rod Phillips, Minister, Ministry of Environment, Conservation and Parks dated December 6, 2018, re: Ontario Drinking Water Source Protection Program 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 ext. 4265 Email: wgaertner@aurora.ca www.aurora.ca Town of Aurora Councillor Wendy Gaertner Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Item C2 Page 1 of 3 December 6, 2018 Via email @ minister.mecp@ontario.ca The Hon. Rod Phillips Minister Ministry of Environment, Conservation and Parks Ferguson Block, 11th Floor 77 Wellesley Street West Toronto, ON M7A 2T5 Dear Minister Phillips: Re: Ontario Drinking Water Source Protection Program It is with great concern that I write you today regarding recent news that the Province’s funding for source protection authorities to implement the requirements of the Clean Water Act may be in jeopardy. Source Water Protection is the first step in the multi-barrier approach to drinking water protection, and a lack of funding is sure to put the public safety of Ontarians at risk. As you know, in 2000 a tragedy related to municipal water in Walkerton led to the death of six people and many others who to this day continue to suffer with ongoing health consequences from that tragic event. Eighteen years later, however, residents of Ontario have greater confidence in the safety of the water at their taps, due in large part to the ongoing partnership between the Provincial government, Source Protection Authorities, and municipalities, through the Drinking Water Source Protection Program. This program, based on the tenets of sound science and local decision making, has resulted in the development of 38 Source Protection Plans. In the South Georgian Bay Lake Simcoe Source Protection Region alone, the implementation of our plan has removed over 2000 threats to municipal drinking water. The removal of these threats has come about with minimal economic burden to Ontario families and businesses. While great progress has been made, more critical work remains to be done. Additional threats to drinking water still remain on the landscape and with the pace of development and changes in land use, ongoing vigilance is necessary to ensure that new threats are not inadvertently created. Maintaining confidence in the safety of our drinking water requires maintaining the multi-barrier approach, where the partnership between the Province, Source Protection Authorities and municipalities through the Drinking Water Source Protection Program is the most important first step. The MECP staff premise that the Drinking Water Source Protection is wholly a municipal responsibility and that the cost should be born solely by those municipalities will not result in saving to Ontario tax payers. By decentralizing regional funding, it will ultimately lead to increased costs, losses in efficiencies and subsequent increases in local taxes and development charges. Any increase in development charges will result in the cost being passed onto the potential homebuyers, increasing housing costs and limiting affordability. Attachment No. 1 Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Item C2 Page 2 of 3 The Hon. Rod Phillips Ministry of Environment, Conservation and Parks December 6, 2018 Page 2 While large municipalities may have the capacity to deliver a program, many smaller rural municipalities will struggle to afford the additional cost and in these situations risk to the community’s source of drinking water will increase. On November 30th, the Lake Simcoe Region Conservation Authority Board of Directors passed a resolution to request that provincial funding provided to Source Protection Authorities be, at a minimum, maintained so that requirements of the Clean Water Act can be met, so Ontario residents can remain confident the Province is taking all necessary steps to ensure a safe source of their drinking water. I would be pleased to provide any additional information that you may require and can be reached @ 905-895- 1281 ext 234 or m.walters@lsrca.on.ca. Yours truly, Michael Walters Chief Administrative Officer cc: The Hon. Doug Ford, Premier of Ontario Lake Simcoe Watershed MPPs Jamie McGarvey, Mayor Town of Parry Sound / AMO President Ontario’s Conservation Authorities c/o Kim Gavine, Conservation Ontario Lyn Dollin, Mayor Town of Innisfil / Chair, South Georgian Bay Lake Simcoe Source Protection Committee LSRCA Member Municipalities c/o Regional and Municipal Clerks Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Item C2 Page 3 of 3 Public Release January 15, 2019 Town of Aurora Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 7 p.m., Council Chambers • Item R9 – PDS19-011 – Application for Site Plan Approval Gottardo Construction – Flex Office Site 95 Eric T Smith Way Lot 3 and Part of Block 11, Registered Plan 65M-4324 File Number: SP-2018-06 Related File Number: D14-05-04 and D12-05-1A Town of Aurora General Committee Report No. PDS19-011 Subject: Application for Site Plan Approval Gottardo Construction – Flex Office Site 95 Eric T Smith Way Lot 3 & Part of Block 11, Registered Plan 65M-4324 File Number: SP-2018-06 Related File Number: D14-05-04 & D12-05-1A Prepared by: Michael Logue, Program Manager, Economic Planning Department: Planning and Development Services Date: January 15, 2019 Recommendations 1. That Report No. PDS19-011 be received; 2. That site plan application number SP-2018-06 (Gottardo Construction Limited) to permit the development of the subject lands for a one storey, flex office building be approved; and 3. That the Mayor and Town Clerk be authorized to execute the Site Plan Agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary This report seeks Council’s approval of the application for site plan on 95 Eric T Smith Way. Proposed is a one storey, multiple occupancy, mixed use flex office, totaling 4,723 square metres (50,843 square feet). • The site plan application is consistent with Provincial, Regional and Town land use planning policy; • Planning and Development Services has reviewed the subject application in accordance with the provisions of the Town’s Official Plan, Zoning By-law and municipal development standards respecting the subject lands; Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 1 of 12 January 15, 2019 Page 2 of 8 Report No. PDS19-011 • All departments and agencies have provided comment and are able to support the site plan application now that all technical comments have been addressed; • All technical revisions reviewed to the satisfaction of Town staff, the application is ready to proceed to execution of the site plan agreement; • Staff recommends approval of site plan application number SP-2018-06. Background The subject lands were formerly part of the larger Town owned lands known municipally as 15059 Leslie Street. The lands were rezoned by the Town from Rural General to a site-specific Business Park zone and a Plan of Subdivision was registered. The subject lands were purchased by the developer from the Town, and the proposed site plan application (Figure 2) is consistent with the concept presented by the applicant at the time of purchase. Application History Originally part of the same parcel but conveyed separately, a Holiday Inn Express hotel (Identified as “under separate application” on Figure 2) to the north-east of the proposed flex office was the applicant’s first Site Plan, approved by Council on June 12, 2018. Location / Land Use As illustrated on Figure 1, the subject lands are located within an existing business park subdivision towards the eastern end of Eric T Smith Way, municipally known as 95 Eric T Smith Way. The subject lands has a lot area of 1.9 Hectares (4.7 Acres). The subject lands are currently vacant. Surrounding Land Uses The surrounding land uses are as follows: North: Eric T Smith Way; Bulk Barn headquarters; Hallgrove Business Park; South: Public Open Space; protected “Countryside”; East: Holiday Inn Express Hotel (under construction); Future Phase 2 development (Business Park); Highway 404; and West: Recently built & future development Business Park lots on Eric T Smith Way. Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 2 of 12 January 15, 2019 Page 3 of 8 Report No. PDS19-011 Policy Context Provincial Policies All Planning Act development applications are subject to provincial policies. The Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest. These policies support the development of strong communities through the promotion of efficient land use and development patterns. The Growth Plan for the Greater Golden Horseshoe is a guiding document for growth management within the Greater Golden Horseshoe (GGH) Area to 2041. The Growth Plan provides a framework which guide decisions on how land will be planned, designated, zoned and designed. The Lake Simcoe Protection Plan (LSPP) is a provincial document that provides policies which addresses aquatic life, water quality, water quantity, shorelines and natural heritage, other threats and activities (including invasive species, climate change and recreational activities) and implementation. York Region Official Plan (YROP) The Regional Official Plan designated the subject lands as “Urban Area”. Eric T Smith Way is not on a Regional road, and is located within Wellhead Protection Area ‘Q’ (Recharge Management Area). Town of Aurora Official Plan The subject lands are designated “Business Park” in the Bayview Northeast Area 2B Secondary Plan. “The Business Park designation is intended to provide opportunities for a mix of high quality employment uses and a variety of supporting commercial and community facilities geared to satisfying the needs of residents, businesses and employees in the Town of Aurora and the Region. The Business Park designation permits an integrated mix of employment activities and businesses that occur within buildings and on sites that are designed, and landscaped to present a high quality, prestige image.” The Business Park designation specifically permits “business and professional offices;” and, “daycare centres”. Zoning By-law 6000-17, as amended The subject lands are zoned “Business Park E-BP(349) Exception Zone.” The E-BP Zone specifically permits the site to be used for Offices and Day Care Centre, provided that no part of the building is used for Industrial uses or Warehouses. Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 3 of 12 January 15, 2019 Page 4 of 8 Report No. PDS19-011 Reports and Studies The Owner submitted the following documents as part of a complete application to the proposed Site Plan application: Report Name Report Author Site Plan Global Architect Inc. Standard Details Global Floor Plan Global Building Elevations Global Building Elevations (Colour) Global Site Grading Plan Urban Watershed Group Ltd. Site Servicing Plan Urban Watershed Erosion Control Plan Urban Watershed Construction Notes & Details Plan Urban Watershed Storm Water Management Report Urban Watershed Sanitary Sewer Capacity Report Urban Watershed Civil Cost Estimate Gottardo Construction Ltd. Landscape Plan Terraplan Landscape Architects Landscape Details Terraplan Landscape Details Terraplan Landscape Cost Estimate Terraplan Electrical Site Plan e-Lumen International Inc. Site Plan Analysis e-Lumen Electrical Details e-Lumen Electrical Site Plan Details e-Lumen Phase 1 Environmental Report Pinchin Ltd. Hydrogeological Investigation Pinchin Ltd. Hydrogeological Response Letter Pinchin Ltd. Traffic Brief LMM Engineering Inc. Traffic Impact Study LMM Engineering Colour Rendering/ Materials Legend Gottardo Construction Limited Plan of Survey 65R-37769 J.D. Barnes Limited Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 4 of 12 January 15, 2019 Page 5 of 8 Report No. PDS19-011 Proposed Application Proposed Site Plan As illustrated on Figure 2, the site plan proposes a one storey multiple occupancy mixed use flex office, totaling 4,723 square metres (50,843 square feet). A total of 201 parking spaces, including 6 barrier free spaces will be provided along the north and west sides of the building. As illustrated on Figure 3, landscaped strips are proposed along all lot lines. Landscaping is also proposed within the parking areas, as well as along the sides of the building. The building is proposed to be divided into four units, with one unit to be a daycare centre, and the remainder intended to be traditional business park uses such as office. The daycare use is located in the southern most unit in the proposed development. The proposed building elevations are illustrated on Figure 4, consisting primarily of white architectural precast panels, black prefinished metal panels, and gray tint spandrel glass panels. Analysis Site Plan Review and Comments The site plan application is consistent with Provincial, Regional and Town land use planning policy. The proposed application conforms to provincial policy by supporting the development of strong communities through the addition of new employment opportunities within employment lands that are adjacent to a major transportation corridor. The lands are also within the Region’s urban area, where development is permitted to occur and conform to the required wellhead protection policies. The proposed uses and design conform with the in the Town’s Official Plan and Zoning By-law. The proposed site plan was reviewed by both internal departments and external agencies. There were no objections to the proposed site plan. All comments from staff and external agencies have been satisfactorily addressed. Given the Town’s goal of promoting development of their employment lands and given that this application is being processed by the Business Concierge team as part of the office of economic development, staff are recommending site plan approval at this time, so that the applicant can proceed immediately to building permits and secure the required project funding. Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 5 of 12 January 15, 2019 Page 6 of 8 Report No. PDS19-011 Advisory Committee Review The Town’s Accessibility Advisor has made comments on behalf of the Accessibility Advisory Committee, which have been addressed satisfactorily by the applicant. (If they had comments and the applicant addressed them, we should report on what those changes were. Otherwise say “The proposed application was reviewed by the Accessibility Advisory Committee with no further comments.” Legal Considerations The proposed Planning Application has been submitted to the Town pursuant to the provisions of the Planning Act, and as such may be subject to future appeal and litigation, which may require Legal Services review and comments for Council consideration. Financial Implications At the time of execution of the Site Plan agreement, fees, securities and cash in lieu of parkland will be applied to the development. The development of the lands will also generate development charges and yearly tax assessment. Communications Considerations The proposed Site plan application submitted under Section 41 of the Planning Act do not require public notification. All planning applications are listed on the Town’s website through the Planning Application Status List which is reported to Council and updated quarterly. Link to Strategic Plan The proposed site plan application supports the Strategic Plan goal of Enabling a diverse, creative and resilient economy through the following key objective within this goal statement: Promoting economic opportunities that facilitate the growth of Aurora as a desirable place to do business: Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 6 of 12 January 15, 2019 Page 7 of 8 Report No. PDS19-011 The application will assist in attracting business in accordance with the “Develop plans to attract businesses that provide employment opportunities for our residents” action item. Alternatives to the Recommendation 1. Direct staff to report back to another Council Meeting addressing any issues that may be raised at the General Committee Meeting. 2. Refusal of the application with an explanation for the refusal. Conclusions Planning and Development Services reviewed the proposed site plan application in accordance with the provisions of the Provincial, Regional, the Town’s Official Plan, Zoning By-law and municipal development standards respecting the subject lands. The proposed site plan is considered to be in keeping with the development standards of the Town. All technical revisions to the proposed plans have been reviewed by Town Staff, and the application is ready to proceed to execution of the site plan agreement. Staff recommends approval of the Site Plan SP-2018-06. Attachments Figure 1- Location Map Figure 2- Proposed Site Plan Figure 3- Proposed Landscape Plan Figure 4- Proposed Building Elevations Previous Reports None. Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 7 of 12 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019Item R9 Page 8 of 12 E x i t 4 5 Highway 404Goulding AvenueDon Hillock DriveEric T Smith WayHighway 404Don Hillock DriveLOCATION MAPMap created by the Town of Aurora Planning & Building Services Department, January 14, 2019. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2018, © First Base Solutions Inc., 2018 Orthophotography.¯FIGURE 1St John's SdrdWellington St EVandorf SdrdHenderson Drive^Wellington St WUV404UV404Leslie StYonge StBathurst StBayview AveBloomington Rd0255075100MetresAPPLICANT: Gottardo Construction LimitedFILES: SP-2018-06SUBJECT LANDSAdditional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 9 of 12 4546BUILDING AREA: 1,112 SM GROSS FLOOR AREA: 6,612 SMFLEX OFFICE DEVELOPMENT17-166 Leswyn Road,ph: 416 256 4440Toronto, Ontario M6A 1K2 fx: 416 256 4449277 Pennsylvania Avenue tel: (905)761-7707Concord, Ontario, L4K 5R9 fax (905)761-6588A101SITE PLANFLEX OFFICE DEVELOPMENT17-166 Leswyn Road,ph: 416 256 4440Toronto, Ontario M6A 1K2 fx: 416 256 4449277 Pennsylvania Avenue tel: (905)761-7707Concord, Ontario, L4K 5R9 fax (905)761-6588 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 10 of 12 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 11 of 12 COMMERCIAL DEVELOPMENTOFFICES, OTEL, IND STRIAL17-166 Leswyn Road,ph: 416 256 4440Toronto, Ontario M6A 1K2 fx: 416 256 4449277 Pennsylvania Avenue tel: (905)761-7707Concord, Ontario, L4K 5R9 fax (905)761-6588A 02 ILDIN ELEVATIONSNORT ILDIN ELEVATION1 02SO T ILDIN ELEVATION2 02EAST ILDIN ELEVATION 02NORT - EST ILDIN PERSEPCTIVE5 02 EST ILDIN ELEVATION4 02Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 12 of 12 Public Release January 14, 2019 Town of Aurora Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 7 p.m., Council Chambers • Revised General Committee Meeting Agenda Index • Delegation (a) Miju Stinson, Resident Re: Item R1 – PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area • Delegation (b) Peter Smith, representing Regency Acres Ratepayer Association (RARA), Aurora Heights Ratepayer Association (AHRPA), and Town Park Ratepayer Association (TPRPA) Re: Item R1 – PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area • Item C2 – Memorandum from Councillor Gaertner Re: Ontario Drinking Water Source Protection Program Public Release January 14, 2019 Town of Aurora General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 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 (a) Robin McDougall, Director, Community Services Re: Recognition of Town Staff for Exceptional Service in providing Lifesaving Assistance 4. Delegations (a) Miju Stinson, Resident Re: Item R1 – PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area (Added Item) General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 2 of 7 (b) Peter Smith, representing Regency Acres Ratepayer Association (RARA), Aurora Heights Ratepayer Association (AHRPA), and Town Park Ratepayer Association (TPRPA) Re: Item R1 – PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area (Added Item) 5. Consent Agenda Items listed under the Consent Agenda are considered routine or no longer require further discussion, and are enacted in one motion. The exception to this rule is that 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: C1. Memorandum from Mayor Mrakas Re: Aurora Cultural Centre Board of Directors Recommended: 1. That the memorandum regarding Aurora Cultural Centre Board of Directors be received; and 2. That Councillors Wendy Gaertner and John Gallo be appointed to the Aurora Cultural Centre Board of Directors for the 2018-2022 Term of Council. C2. Memorandum from Councillor Gaertner Re: Ontario Drinking Water Source Protection Program (Added Item) Recommended: 1. That the memorandum regarding Ontario Drinking Water Source Protection Program be received; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 3 of 7 2. That Council endorse the Lake Simcoe Region Conservation Authority’s (LSRCA) position regarding the Ontario Drinking Water Source Protection Program; and 3. That a letter of Council support be sent to The Hon. Rod Phillips, Minister, Ministry of Environment, Conservation and Parks. 6. Advisory Committee Meeting Minutes Recommended: That the Advisory Committee meeting minutes, Item A1, be received and the recommendations carried by the Committees be approved: A1. Heritage Advisory Committee Meeting Minutes of September 5, 2018 Recommended: 1. That the Heritage Advisory Committee meeting minutes of September 5, 2018, be received; and 2. That Heritage Advisory Committee recommend to Council: 1. HAC18-013 – Request to Designate Under Part IV of the Ontario Heritage Act 50-100 Bloomington Road West “De La Salle College” including associated heritage feature “Pine Ridge Trail (Monk’s Walk)” (a) That the building formerly known as “De La Salle College” located at 50-100 Bloomington Road West, which includes the front garden/ courtyard and associated heritage feature “Pine Ridge Trail (Monk’s Walk)”, be Designated under Part IV of the Ontario Heritage Act as a property of Cultural Heritage Value or Interest; and (b) That the Town Clerk be authorized to publish and serve Council’s Notice of Intention to Designate as per requirements of the Act; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 4 of 7 (c) That the designation by-law be brought before Council for passing if no objections were received within the thirty (30) day objection period as per requirements of the Act. 7. Consideration of Items Requiring Discussion (Regular Agenda) R1. PDS19-006 – Extension of the Interim Control By-law for the Stable Neighbourhood Study Area Recommended: 1. That Report No. PDS19-006 be received; and 2. That pursuant to Section 38(2) of the Planning Act, a by-law be enacted to extend the period during which Interim Control By-law No. 6048-18 will be in effect by one additional year, from January 30, 2019 to January 30, 2020; and 3. That the implementing Interim Control By-law be presented at the Council meeting of January 22, 2019. R2. OPS19-001 – Winter Maintenance Report No. 1 Revised Provincial Minimum Maintenance Standards (MMS) and Windrow Clearing Program Recommended: 1. That Report No. OPS19-001 be received; and 2. That the recommendations and service levels contained in Table 1 associated with the Revised Provincial Municipal Maintenance Standards (MMS) be approved; and 3. That the 2020 Capital Budget contain provisions for road anti-ice pre- treatment equipment, in the amount of $500,000, and additional $35,000 operational funds in 2021; and 4. That the Director of Operational Services be appointed as the designated Official for the purposes of declaring a “Significant Weather Event”; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 5 of 7 5. That the Town of Aurora not proceed with a Windrow Clearing Program. R3. CAO19-001 – Requests for Sponsorship Policy Recommended: 1. That Report No. CAO19-001 be received; and 2. That the Requests for Sponsorship Policy be approved. R4. CS19-003 – Building Appraisals – Request for Pre-Budget Approval Recommended: 1. That Report No. CS19-003 be received; and 2. That Capital Project No. 13020 – Appraisal of Town Buildings, be pre- approved; and 3. That a total budget of $55,000 be approved for Capital Project No. 13020, to be funded from the Studies and Other Reserve Fund. R5. CMS19-001 – Sole Source Award for Cimco Refrigeration Recommended: 1. That Report No. CMS19-001 be received; and 2. That request for the sole source award for the supply of refrigeration equipment service on a contract basis and repair and maintenance on an as-needed basis be awarded to Cimco Refrigeration at the unit prices specified for a five (5) year contract, commencing January 1, 2019 up to and including December 31, 2023; and 3. That a purchase order in the amount of $376,534 excluding taxes be approved in favour of Cimco Refrigeration; and 4. That the Director of Community Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 6 of 7 5. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to the same. R6. CMS19-002 – Sole Source Award – Johnsons Controls Canada Recommended: 1. That Report No. CMS19-002 be received; and 2. That request for the sole source award for the supply of Building Automation System (BAS) service on a contract basis and repair and maintenance on an as-needed basis be awarded to Johnson Controls Canada at the unit prices specified for a three (3) year contract, commencing January 1, 2019 up to and including December 31, 2021; and 3. That a purchase order in the amount of $126,500 excluding taxes, be approved in favour of Johnson Control Canada; and 4. That the Director of Community Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and 5. That the Mayor and Town Clerk be authorized to execute the necessary agreement, including any and all documents and ancillary agreements required to give effect to the same. R7. PDS19-003 – Appointments to the Aurora Business Improvement Area (BIA) Board of Management Recommended: 1. That Report No. PDS19-003 be received; and 2. That Council appoint (insert name) as the Council Representative director to the Aurora BIA Board of Management; and General Committee Meeting Agenda (Revised) Tuesday, January 15, 2019 Page 7 of 7 3. That Council appoint the following eight (8) director nominees as elected by the Aurora BIA membership on December 3, 2018: • Mauro Bucci • George Condoyannis • Sandra Ferri • Mary Georgopoulos • Jack Laurion • Lenard Lind • Joanne Russo • Kasie Savage; and 4. That the Town Clerk be removed from the Board of Management. R8. PDS19-007 – Early Approval of Capital Project No. 42808 – Corporate Energy Management Plan Update Recommended: 1. That Report No. PDS19-007 be received; and 2. That Capital Project No. 42808 – Corporate Energy Management Plan Update be pre-approved; and 3. That a total budget of $50,000 be approved for Capital Project No. 42808, to be funded from the Studies and Other Reserve Fund. 8. Notices of Motion 9. New Business 10. Closed Session 11. Adjournment Delegation Request This Delegation Request form and any written submissions or background information for consideration by either Council or Committees of Council must be submitted to the Clerk’s office by the following deadline: 9 a.m. One (1) Business Day Prior to the Requested Meeting Date Council/Committee Meeting and Date: Subject: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Please complete the following: Have you been in contact with a Town staff or Council member regarding your matter of interest? Yes ☐ No ☐ If yes, with whom? Date: ☐I acknowledge that the Procedure By-law permits five (5) minutes for Delegations. Legislative Services 905-727-3123 Clerks@aurora.ca Town of Aurora 100 John West Way, Box 1000 Aurora, ON L4G 6J1 4 Marco Ramunno Oct 9 , 2018 Tuesday January 15, 2019 Item R1 - PDS 19-006. Extension of the Interim Control Bylaw for The stable neighbourhood study area X Miju Stinson Application for 29 Church St to be exempt from the interim control by-law A house plan will require a minor variance but is not a 'monster home' and therefore should not be affected by this by-law and A plan should be allowed to go to the committee of adjustments X Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Delegation (a) Page 1 of 1 Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019Delegation (b) Page 1 of 1 Memorandum Date: January 15, 2019 To: Mayor and Members of Council From: Councillor Wendy Gaertner Re: Ontario Drinking Water Source Protection Program Recommendations 1. That the memorandum regarding Ontario Drinking Water Source Protection Program be received; and 2. That Council endorse the Lake Simcoe Region Conservation Authority’s (LSRCA) position regarding the Ontario Drinking Water Source Protection Program; and 3. That a letter of Council support be sent to The Hon. Rod Phillips, Minister, Ministry of Environment, Conservation and Parks. Attachments Attachment No. 1 – Letter from Mike Walters, CAO, LSRCA to The Hon. Rod Phillips, Minister, Ministry of Environment, Conservation and Parks dated December 6, 2018, re: Ontario Drinking Water Source Protection Program 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 ext. 4265 Email: wgaertner@aurora.ca www.aurora.ca Town of Aurora Councillor Wendy Gaertner Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Item C2 Page 1 of 3 December 6, 2018 Via email @ minister.mecp@ontario.ca The Hon. Rod Phillips Minister Ministry of Environment, Conservation and Parks Ferguson Block, 11th Floor 77 Wellesley Street West Toronto, ON M7A 2T5 Dear Minister Phillips: Re: Ontario Drinking Water Source Protection Program It is with great concern that I write you today regarding recent news that the Province’s funding for source protection authorities to implement the requirements of the Clean Water Act may be in jeopardy. Source Water Protection is the first step in the multi-barrier approach to drinking water protection, and a lack of funding is sure to put the public safety of Ontarians at risk. As you know, in 2000 a tragedy related to municipal water in Walkerton led to the death of six people and many others who to this day continue to suffer with ongoing health consequences from that tragic event. Eighteen years later, however, residents of Ontario have greater confidence in the safety of the water at their taps, due in large part to the ongoing partnership between the Provincial government, Source Protection Authorities, and municipalities, through the Drinking Water Source Protection Program. This program, based on the tenets of sound science and local decision making, has resulted in the development of 38 Source Protection Plans. In the South Georgian Bay Lake Simcoe Source Protection Region alone, the implementation of our plan has removed over 2000 threats to municipal drinking water. The removal of these threats has come about with minimal economic burden to Ontario families and businesses. While great progress has been made, more critical work remains to be done. Additional threats to drinking water still remain on the landscape and with the pace of development and changes in land use, ongoing vigilance is necessary to ensure that new threats are not inadvertently created. Maintaining confidence in the safety of our drinking water requires maintaining the multi-barrier approach, where the partnership between the Province, Source Protection Authorities and municipalities through the Drinking Water Source Protection Program is the most important first step. The MECP staff premise that the Drinking Water Source Protection is wholly a municipal responsibility and that the cost should be born solely by those municipalities will not result in saving to Ontario tax payers. By decentralizing regional funding, it will ultimately lead to increased costs, losses in efficiencies and subsequent increases in local taxes and development charges. Any increase in development charges will result in the cost being passed onto the potential homebuyers, increasing housing costs and limiting affordability. Attachment No. 1 Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Item C2 Page 2 of 3 The Hon. Rod Phillips Ministry of Environment, Conservation and Parks December 6, 2018 Page 2 While large municipalities may have the capacity to deliver a program, many smaller rural municipalities will struggle to afford the additional cost and in these situations risk to the community’s source of drinking water will increase. On November 30th, the Lake Simcoe Region Conservation Authority Board of Directors passed a resolution to request that provincial funding provided to Source Protection Authorities be, at a minimum, maintained so that requirements of the Clean Water Act can be met, so Ontario residents can remain confident the Province is taking all necessary steps to ensure a safe source of their drinking water. I would be pleased to provide any additional information that you may require and can be reached @ 905-895- 1281 ext 234 or m.walters@lsrca.on.ca. Yours truly, Michael Walters Chief Administrative Officer cc: The Hon. Doug Ford, Premier of Ontario Lake Simcoe Watershed MPPs Jamie McGarvey, Mayor Town of Parry Sound / AMO President Ontario’s Conservation Authorities c/o Kim Gavine, Conservation Ontario Lyn Dollin, Mayor Town of Innisfil / Chair, South Georgian Bay Lake Simcoe Source Protection Committee LSRCA Member Municipalities c/o Regional and Municipal Clerks Additional Items to General Committee Meeting Agenda Tuesday, January 15, 2019 Item C2 Page 3 of 3 Public Release January 15, 2019 Town of Aurora Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 7 p.m., Council Chambers • Item R9 – PDS19-011 – Application for Site Plan Approval Gottardo Construction – Flex Office Site 95 Eric T Smith Way Lot 3 and Part of Block 11, Registered Plan 65M-4324 File Number: SP-2018-06 Related File Number: D14-05-04 and D12-05-1A Town of Aurora General Committee Report No. PDS19-011 Subject: Application for Site Plan Approval Gottardo Construction – Flex Office Site 95 Eric T Smith Way Lot 3 & Part of Block 11, Registered Plan 65M-4324 File Number: SP-2018-06 Related File Number: D14-05-04 & D12-05-1A Prepared by: Michael Logue, Program Manager, Economic Planning Department: Planning and Development Services Date: January 15, 2019 Recommendations 1. That Report No. PDS19-011 be received; 2. That site plan application number SP-2018-06 (Gottardo Construction Limited) to permit the development of the subject lands for a one storey, flex office building be approved; and 3. That the Mayor and Town Clerk be authorized to execute the Site Plan Agreement, including any and all documents and ancillary agreements required to give effect to same. Executive Summary This report seeks Council’s approval of the application for site plan on 95 Eric T Smith Way. Proposed is a one storey, multiple occupancy, mixed use flex office, totaling 4,723 square metres (50,843 square feet). • The site plan application is consistent with Provincial, Regional and Town land use planning policy; • Planning and Development Services has reviewed the subject application in accordance with the provisions of the Town’s Official Plan, Zoning By-law and municipal development standards respecting the subject lands; Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 1 of 12 January 15, 2019 Page 2 of 8 Report No. PDS19-011 • All departments and agencies have provided comment and are able to support the site plan application now that all technical comments have been addressed; • All technical revisions reviewed to the satisfaction of Town staff, the application is ready to proceed to execution of the site plan agreement; • Staff recommends approval of site plan application number SP-2018-06. Background The subject lands were formerly part of the larger Town owned lands known municipally as 15059 Leslie Street. The lands were rezoned by the Town from Rural General to a site-specific Business Park zone and a Plan of Subdivision was registered. The subject lands were purchased by the developer from the Town, and the proposed site plan application (Figure 2) is consistent with the concept presented by the applicant at the time of purchase. Application History Originally part of the same parcel but conveyed separately, a Holiday Inn Express hotel (Identified as “under separate application” on Figure 2) to the north-east of the proposed flex office was the applicant’s first Site Plan, approved by Council on June 12, 2018. Location / Land Use As illustrated on Figure 1, the subject lands are located within an existing business park subdivision towards the eastern end of Eric T Smith Way, municipally known as 95 Eric T Smith Way. The subject lands has a lot area of 1.9 Hectares (4.7 Acres). The subject lands are currently vacant. Surrounding Land Uses The surrounding land uses are as follows: North: Eric T Smith Way; Bulk Barn headquarters; Hallgrove Business Park; South: Public Open Space; protected “Countryside”; East: Holiday Inn Express Hotel (under construction); Future Phase 2 development (Business Park); Highway 404; and West: Recently built & future development Business Park lots on Eric T Smith Way. Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 2 of 12 January 15, 2019 Page 3 of 8 Report No. PDS19-011 Policy Context Provincial Policies All Planning Act development applications are subject to provincial policies. The Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest. These policies support the development of strong communities through the promotion of efficient land use and development patterns. The Growth Plan for the Greater Golden Horseshoe is a guiding document for growth management within the Greater Golden Horseshoe (GGH) Area to 2041. The Growth Plan provides a framework which guide decisions on how land will be planned, designated, zoned and designed. The Lake Simcoe Protection Plan (LSPP) is a provincial document that provides policies which addresses aquatic life, water quality, water quantity, shorelines and natural heritage, other threats and activities (including invasive species, climate change and recreational activities) and implementation. York Region Official Plan (YROP) The Regional Official Plan designated the subject lands as “Urban Area”. Eric T Smith Way is not on a Regional road, and is located within Wellhead Protection Area ‘Q’ (Recharge Management Area). Town of Aurora Official Plan The subject lands are designated “Business Park” in the Bayview Northeast Area 2B Secondary Plan. “The Business Park designation is intended to provide opportunities for a mix of high quality employment uses and a variety of supporting commercial and community facilities geared to satisfying the needs of residents, businesses and employees in the Town of Aurora and the Region. The Business Park designation permits an integrated mix of employment activities and businesses that occur within buildings and on sites that are designed, and landscaped to present a high quality, prestige image.” The Business Park designation specifically permits “business and professional offices;” and, “daycare centres”. Zoning By-law 6000-17, as amended The subject lands are zoned “Business Park E-BP(349) Exception Zone.” The E-BP Zone specifically permits the site to be used for Offices and Day Care Centre, provided that no part of the building is used for Industrial uses or Warehouses. Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 3 of 12 January 15, 2019 Page 4 of 8 Report No. PDS19-011 Reports and Studies The Owner submitted the following documents as part of a complete application to the proposed Site Plan application: Report Name Report Author Site Plan Global Architect Inc. Standard Details Global Floor Plan Global Building Elevations Global Building Elevations (Colour) Global Site Grading Plan Urban Watershed Group Ltd. Site Servicing Plan Urban Watershed Erosion Control Plan Urban Watershed Construction Notes & Details Plan Urban Watershed Storm Water Management Report Urban Watershed Sanitary Sewer Capacity Report Urban Watershed Civil Cost Estimate Gottardo Construction Ltd. Landscape Plan Terraplan Landscape Architects Landscape Details Terraplan Landscape Details Terraplan Landscape Cost Estimate Terraplan Electrical Site Plan e-Lumen International Inc. Site Plan Analysis e-Lumen Electrical Details e-Lumen Electrical Site Plan Details e-Lumen Phase 1 Environmental Report Pinchin Ltd. Hydrogeological Investigation Pinchin Ltd. Hydrogeological Response Letter Pinchin Ltd. Traffic Brief LMM Engineering Inc. Traffic Impact Study LMM Engineering Colour Rendering/ Materials Legend Gottardo Construction Limited Plan of Survey 65R-37769 J.D. Barnes Limited Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 4 of 12 January 15, 2019 Page 5 of 8 Report No. PDS19-011 Proposed Application Proposed Site Plan As illustrated on Figure 2, the site plan proposes a one storey multiple occupancy mixed use flex office, totaling 4,723 square metres (50,843 square feet). A total of 201 parking spaces, including 6 barrier free spaces will be provided along the north and west sides of the building. As illustrated on Figure 3, landscaped strips are proposed along all lot lines. Landscaping is also proposed within the parking areas, as well as along the sides of the building. The building is proposed to be divided into four units, with one unit to be a daycare centre, and the remainder intended to be traditional business park uses such as office. The daycare use is located in the southern most unit in the proposed development. The proposed building elevations are illustrated on Figure 4, consisting primarily of white architectural precast panels, black prefinished metal panels, and gray tint spandrel glass panels. Analysis Site Plan Review and Comments The site plan application is consistent with Provincial, Regional and Town land use planning policy. The proposed application conforms to provincial policy by supporting the development of strong communities through the addition of new employment opportunities within employment lands that are adjacent to a major transportation corridor. The lands are also within the Region’s urban area, where development is permitted to occur and conform to the required wellhead protection policies. The proposed uses and design conform with the in the Town’s Official Plan and Zoning By-law. The proposed site plan was reviewed by both internal departments and external agencies. There were no objections to the proposed site plan. All comments from staff and external agencies have been satisfactorily addressed. Given the Town’s goal of promoting development of their employment lands and given that this application is being processed by the Business Concierge team as part of the office of economic development, staff are recommending site plan approval at this time, so that the applicant can proceed immediately to building permits and secure the required project funding. Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 5 of 12 January 15, 2019 Page 6 of 8 Report No. PDS19-011 Advisory Committee Review The Town’s Accessibility Advisor has made comments on behalf of the Accessibility Advisory Committee, which have been addressed satisfactorily by the applicant. (If they had comments and the applicant addressed them, we should report on what those changes were. Otherwise say “The proposed application was reviewed by the Accessibility Advisory Committee with no further comments.” Legal Considerations The proposed Planning Application has been submitted to the Town pursuant to the provisions of the Planning Act, and as such may be subject to future appeal and litigation, which may require Legal Services review and comments for Council consideration. Financial Implications At the time of execution of the Site Plan agreement, fees, securities and cash in lieu of parkland will be applied to the development. The development of the lands will also generate development charges and yearly tax assessment. Communications Considerations The proposed Site plan application submitted under Section 41 of the Planning Act do not require public notification. All planning applications are listed on the Town’s website through the Planning Application Status List which is reported to Council and updated quarterly. Link to Strategic Plan The proposed site plan application supports the Strategic Plan goal of Enabling a diverse, creative and resilient economy through the following key objective within this goal statement: Promoting economic opportunities that facilitate the growth of Aurora as a desirable place to do business: Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 6 of 12 January 15, 2019 Page 7 of 8 Report No. PDS19-011 The application will assist in attracting business in accordance with the “Develop plans to attract businesses that provide employment opportunities for our residents” action item. Alternatives to the Recommendation 1. Direct staff to report back to another Council Meeting addressing any issues that may be raised at the General Committee Meeting. 2. Refusal of the application with an explanation for the refusal. Conclusions Planning and Development Services reviewed the proposed site plan application in accordance with the provisions of the Provincial, Regional, the Town’s Official Plan, Zoning By-law and municipal development standards respecting the subject lands. The proposed site plan is considered to be in keeping with the development standards of the Town. All technical revisions to the proposed plans have been reviewed by Town Staff, and the application is ready to proceed to execution of the site plan agreement. Staff recommends approval of the Site Plan SP-2018-06. Attachments Figure 1- Location Map Figure 2- Proposed Site Plan Figure 3- Proposed Landscape Plan Figure 4- Proposed Building Elevations Previous Reports None. Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 7 of 12 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019Item R9 Page 8 of 12 E x i t 4 5 Highway 404Goulding AvenueDon Hillock DriveEric T Smith WayHighway 404Don Hillock DriveLOCATION MAPMap created by the Town of Aurora Planning & Building Services Department, January 14, 2019. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2018, © First Base Solutions Inc., 2018 Orthophotography.¯FIGURE 1St John's SdrdWellington St EVandorf SdrdHenderson Drive^Wellington St WUV404UV404Leslie StYonge StBathurst StBayview AveBloomington Rd0255075100MetresAPPLICANT: Gottardo Construction LimitedFILES: SP-2018-06SUBJECT LANDSAdditional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 9 of 12 4546BUILDING AREA: 1,112 SM GROSS FLOOR AREA: 6,612 SMFLEX OFFICE DEVELOPMENT17-166 Leswyn Road,ph: 416 256 4440Toronto, Ontario M6A 1K2 fx: 416 256 4449277 Pennsylvania Avenue tel: (905)761-7707Concord, Ontario, L4K 5R9 fax (905)761-6588A101SITE PLANFLEX OFFICE DEVELOPMENT17-166 Leswyn Road,ph: 416 256 4440Toronto, Ontario M6A 1K2 fx: 416 256 4449277 Pennsylvania Avenue tel: (905)761-7707Concord, Ontario, L4K 5R9 fax (905)761-6588 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 10 of 12 Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 11 of 12 COMMERCIAL DEVELOPMENTOFFICES, OTEL, IND STRIAL17-166 Leswyn Road,ph: 416 256 4440Toronto, Ontario M6A 1K2 fx: 416 256 4449277 Pennsylvania Avenue tel: (905)761-7707Concord, Ontario, L4K 5R9 fax (905)761-6588A 02 ILDIN ELEVATIONSNORT ILDIN ELEVATION1 02SO T ILDIN ELEVATION2 02EAST ILDIN ELEVATION 02NORT - EST ILDIN PERSEPCTIVE5 02 EST ILDIN ELEVATION4 02Additional Items No. 2 to General Committee Meeting Agenda Tuesday, January 15, 2019 Item R9 Page 12 of 12