AGENDA - Special Council - 20201006Town of Aurora
Special Meeting of Council Agenda
Date:Tuesday, October 6, 2020
Time:6:15 p.m.
Location:Video Conference
Pages
1.Procedural Notes
This meeting will be held electronically as per Section 19. i) of the Town's
Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation.
This meeting will serve as the Annual General Meeting of the Aurora Economic
Development Corporation.
2.Approval of the Agenda
3.Declarations of Pecuniary Interest and General Nature Thereof
4.Delegations
Note: At this time, the Municipal Offices are closed. This meeting will be live
streamed at https://www.youtube.com/user/Townofaurora2012/videos. Anyone
wishing to provide comment on an agenda item is encouraged to visit
www.aurora.ca/participation for guidelines on electronic delegation.
5.Consideration of Items Requiring Discussion
5.1 PDS20-063 - Aurora Economic Development Corporation Annual Report
2019
1
(Presentation to be provided by Tim Hammill, Chair, Board of Directors,
Aurora Economic Development Corporation)
That Report No. PDS20-063 be received; and1.
That the Aurora Economic Development Corporation’s Director’s
Report attached hereto as Attachment 1 be received; and
2.
That the requirements regarding the appointment and duties of
the auditor be exempted for the financial year; and
3.
That Council appoint the following two (2) individuals to the
Aurora Economic Development Corporation (AEDC) Board of
4.
Directors for a term of three years:
[Insert Name]
[Insert Name]; and
That Council approve a special resolution passed by the AEDC
Board of Directors to increase the number of local residents or
business owners to nine and to decrease the number of Council
representatives to two.
5.
6.Confirming By-law
6.1 By-law No. XXXX-20 Being a By-law to confirm actions by Council
resulting from a Special Meeting of Council on October 6, 2020
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7.Adjournment
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Special Meeting of Council
Report
No. PDS20-063
______________________________________________________________________
Subject: Aurora Economic Development Corporation Annual Report
2019
Prepared by: Nick Kazakoff, Economic Development Officer
Department: Planning and Development Services
Date: October 6, 2020
______________________________________________________________________
Recommendation
1. That Report No. PDS20-063 be received;
2. That the Aurora Economic Development Corporation’s Director’s Report
attached hereto as Attachment 1 be received;
3. That the requirements regarding the appointment and duties of the auditor be
exempted for the financial year;
4. That Council appoint the following two (2) individuals to the Aurora Economic
Development Corporation (AEDC) Board of Directors for a term of three years:
Insert Name
Insert Name and;
5. That Council approve a special resolution passed by the AEDC Board of
Directors to increase the number of local residents or business owners to
nine and to decrease the number of Council representatives to two.
Executive Summary
This report seeks Council’s approval of the Aurora Economic Development
Corporation’s 2019 Annual Report including receiving the Director’s Report and
appointing two new members to the Board.
The Director’s report outlines all the achievements of the Board over the past
year.
Page 1 of 13
October 6, 2020 2 of 6 Report No. PDS20-063
The AEDC does not control any finances, it does not have any financial
statements and is exempted from providing an auditor’s report.
The AEDC currently has two vacant local resident/business owner Board of
Director positions.
The AEDC Board of Directors passed special resolution to change the
composition of the Board.
Background
On December 18, 2018, the Aurora Economic Development Corporation (AEDC) was
incorporated under the Corporations Act.
Council is the only shareholder of the corporation and Voting Member for the purposes
of the annual meeting. According to both legislation and the operating by-law of the
AEDC Corporation, being By-law No.1 the following must be presented at the Annual
General Meeting:
The report from the Directors
The Financial Statements
The Report of the Auditors
Election of the Board of Directors
Appointment of Auditors for the Next Year, if applicable
Analysis
The Director’s report outlines all the achievements of the Board over the past
year
The Chair of the AEDC, Tim Hammill has submitted a Director’s report which has
outlined the activities of the board over the past year (see Attachment 1). The report
highlights the appointment of the Directors to the Board in early 2019 and the work the
AEDC Board did in creating the Town of Aurora’s Economic Development Strategic
Plan which was adopted by Council on July 23, 2019. The Chair also notes the
establishment of three sub-committees in the fall of 2019 that are advancing the
prioritized action items in the Strategic Plan.
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October 6, 2020 3 of 6 Report No. PDS20-063
The AEDC does not control any finances, it does not have any financial
statements and is exempted from providing an auditor’s report.
As per the legislation and their By-law No.1, the Board is required to present the
financial statements of the corporation, a report of the auditors and appoint next year’s
auditor at each annual meeting. However, the Town’s Finance Department and the
Town’s Auditor have confirmed that an audit and financial statements will not be
required based upon the AEDC’s present financial situation as the AEDC does not
control any finances. As long as the AEDC continues to not control any finances, it will
not require an annual audit, nor the generation of financial statements each year.
However, it is required due to it corporation status to submit a tax return to the CRA
each year.
The AEDC currently has two vacant local resident/business owner Board of
Director positions
There are two vacancies currently on the AEDC Board of Directors, both are local
resident/business owner member positions. Both appointed members would serve a
three-year term. Following a public recruitment process, the AEDC Board of Directors
are recommending the appointment of two candidates. In accordance with the Municipal
Act, Council will be reviewing the candidates in a closed session meeting and the
names will be made public once Council selects the new Board members. The term of
the appointment of Directors of the AEDC will be effective starting the day after the
October 6, 2020 Annual General Meeting of the Corporation.
AEDC Board of Directors passed a special resolution to change the composition
of the Board
In May 2020, Council amended the composition of the Board of Directors in terms of
reference by converting the vacant Council representative seat into an additional local
resident/business owner member seat (see Attachment 2). Council directed staff to
present the special resolution to the Board of Directors at the AEDC’s June 23, 2020
board meeting which was passed by the Board (see Attachment 3). As the only
shareholder of the Corporation, Council must now confirm the special resolution.
Advisory Committee Review
None
Page 3 of 13
October 6, 2020 4 of 6 Report No. PDS20-063
Legal Considerations
The first annual meeting for the AEDC was required to occur no later than 18 months
after its incorporation, which would be June 17, 2020. Due to the pandemic, the
Province temporarily suspended the time period and amended the legislation so that
any annual meetings that were to occur during the declared state of emergency were
postponed until the 90th day after the day the emergency is terminated. With the
Provincial state of emergency terminated, the AEDC is now required to hold its annual
meeting by the middle of October.
Since the AEDC does not control any accounts, the legislation permits Council to
exempt the corporation from the requirements of appointing auditors for the upcoming
year.
Lastly, in accordance with the legislation, Council, as the only shareholder of the AEDC,
is required to confirm the special resolution passed by the Board. Once the special
resolution is confirmed, By-law No. 1 of the AEDC will be amended to reflect the change
in the composition of the Board.
Financial Implications
As the AEDC does not control any finances, it is not required to engage an auditor to
undertake an audit and generate financial statements on an annual basis. A minor
annual software cost is required for staff to submit its required annual tax return to the
CRA. This cost will be funded out of the Town’s existing operating budget.
Communications Considerations
Once public, the Town will recognize all members of the AEDC Board of Directors by
way of a public service announcement.
Link to Strategic Plan
Maintaining Ad Hoc and Advisory Committees/ Boards supports the Strategic Plan goal
of supporting an exception quality of life for all through the accomplishment in satisfying
requirements in the following key objectives within this goal statement:
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October 6, 2020 5 of 6 Report No. PDS20-063
Strengthening the fabric of our community: through the identification of new
formats, methods and technologies to effectively and regularly engage the
community.
Alternative(s) to the Recommendation
1. None.
Conclusions
The Aurora Economic Development Corporation (AEDC) has prepared its annual report
as required by both the legislation and By-law No. 1 of the AEDC Corporation for its
Annual General Meeting. As Council is the only shareholder in the Corporation that
annual general meeting may coincide with the Council date.
Staff recommends approving the AEDC’s Annual Report, appointing to the Board of
Directors the candidates approved by Council, confirming the special resolution to
increase the number of local residents or business owners and to decrease the number
of Council representatives.
Attachments
Attachment 1 – AEDC Director’s Report
Attachment 2 – Special Resolution (Amendment to By-law No.1)
Attachment 3 – AEDC Board Minutes – June 23, 2020
Previous Reports
General Committee Report No. PDS19-040, dated May 21, 2019
General Committee Report No. PDS19-016, dated March 19, 2019
General Committee Report No. PDS18-074, dated July 10, 2018
Pre-submission Review
Reviewed by the Chief Administrative Officer and Director of Planning and Development
Services.
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October 6, 2020 6 of 6 Report No. PDS20-063
Approvals
Approved by David Waters, Director, Planning and Development Services
Approved by Doug Nadorozny, Chief Administrative Officer
Page 6 of 13
Aurora Economic Development Corporation’s 2019 Director’s Report
As Chairman of the Aurora Economic Development Corporation, I would like to submit this report to our
shareholder of our activities during 2019, our first fiscal year. We were able to accomplish several
necessary steps to meet our goal of encouraging increased economic development in the community.
The Aurora Economic Development Corporation was created in December 2018. The first directors of
the corporation were appointed in March 2019 as follows:
Mayor Tom Mrakas Tim Hammill
Councillor Sandra Humfryes Marilee Harris
Councillor Michael Thompson Steve Hinder
Vern Cunningham Mae Khamissa
Richard Gong Craig Youdale
In May, the Board formally appointed the Officers of the Corporation as follows:
Tim Hammill, Chair of the Board
Marilee Harris, Vice Chair of the Board
Doug Nadorozny, President and CEO
Anthony Ierullo, Executive Director, Secretary and Treasurer
During the first half of 2019, the AEDC Board initiated the development of the Town of Aurora Economic
Development Strategic Plan. McSweeney & Associates were retained to develop the strategy.
McSweeney prepared a situational analysis of important demographic and economic trends of the
Town. The consultants conducted interviews with stakeholders and a focus group with the Board in
February. The Board then hosted a working group session with all economic development stakeholders
to develop the action items for the strategy. The Board adopted the Economic Development Strategy in
June to be presented to Council. The plan was approved by Council on July 23rd, 2019.
In the summer and fall of 2019, the AEDC Board developed an Implementation Plan and prioritized the
Top Ten Action Items from the Strategic Plan. In November the AEDC established three sub-committees
to advance three specific action items linked to the Strategic Plan:
1.Target Sector Analysis Sub-Committee
2.Downtown Mix Strategy Sub-Committee
3.C-Suite Residence Outreach Sub-Committee
We ended the year well positioned to make a difference for our community.
I would like to thank our directors for their continuing, enthusiastic commitment to the Board. They
have volunteered many hours of their time this year on behalf of this initiative. As well, I would like to
recognize the Mayor, Council and Town Staff who have provided us the necessary support to meet our
goals throughout the year.
Tim Hammill, Chairman
Attachment 1
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RESOLVED as an amendment to By-Law No. 1 and as a Special Resolution of
Aurora Economic Development Corporation (hereinafter called the "Corporation") the following:
1.The first two sentence of Section 3 of By-Law No. 1 are amended and the Number ofBoard Members and Quorum shall be as follows:
"Until changed by special resolution or supplementary letters patent, the number of the Board of Directors of the Corporation shall be eleven (11) Directors of whom two (2) Directors shall be Class 1 Directors and nine (9) Directors shall be Class 2 Directors. Six (6)
Directors, which include at least five (5) Class 2 Directors and at least
one (1) Class 1 Director shall constitute a quorum for the transaction of business at any meeting of the Board of Directors."
2.The first two sentences of Section 6 of By-Law No. 1 are amended and the
categories and number of Class 2 Directors and their respective categories shall be as follows:
"The Class 2 Directors shall be divided into three (3) categories (Category A, Category B and Category C). Category A shall have two (2) Class 2 Directors. Category B shall have six (6) Class 2
Directors and Category C shall have one (1) Class 2 Director."
THIS AMENDMENT to By-Law No. 1 and Special Resolution are passed by the Board of Directors of the Corporation on the date set forth below.
DATED the __________ day of June, 2020.
_____________________________________ Tim David Hammill _____________________________________ James Vernon Cunningham
_____________________________________
Marilee Gail Harris
_____________________________________
Steven William Hinder
_____________________________________ Craig Anthony Youdale _____________________________________ Richard Chen Gong
_____________________________________ Mehroonnisha Khamissa _____________________________________ Tom Mrakas
_____________________________________
Sandra Humfryes
Attachment 2
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1
Aurora Economic Development Corporation
Board of Directors
MINUTES
Date and Time: June 23rd, 2020 at noon to 1:30pm
Location: Zoom Online Meeting
Board Members: Tim Hammill (Chair), Marilee Harris (Vice Chair),
Mayor Tom Mrakas, Councillor Sandra Humfryes,
Vern Cunningham, Mae Khamissa, Steve Hinder,
Richard Gong and Doug Nadorozny (non-voting)
Member(s) Absent: Craig Youdale
Other Attendees: Councillor, Wendy Gaertner, Councillor Rachel
Gilliland; David Waters, Director Planning &
Development Services; and Nick Kazakoff, Economic
Development Officer
1.Call to Order & Disclosure of Conflict of Interest
The meeting was called to order at 12:05pm by Tim Hammill and quorum was met.
2.Approval of the Agenda
The Agenda for the meeting of the Aurora Economic Development Corporation Board of
Directors held on Tuesday, June 23rd, 2020 was distributed for review.
Motion Moved by: Vern Cunningham
Seconded by: Steve Hinder
That the agenda be approved.
Carried.
Attachment 3
Page 9 of 13
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3. Declarations of Conflict
No conflict of interest was declared.
4. Approval of Previous Minutes
The Board reviewed the minutes of the Board of Directors’ meeting held on February 25th,
2020.
Motion Moved by: Mae Khamissa
Seconded by: Vern Cunningham
That the minutes from the February 25th, 2020 board meetings be approved.
Carried.
5. Regular Business
5.1 Board Composition – Special Resolution
Staff presented a Special Resolution directed by Council to amend the AEDC board
composition to increase the number of local residents or business owners to nine seats
and to decrease the number of Council representatives to two members as well as change
the quorum requirement for only one Councillor to be present to have quorum.
Motion Moved by: Steve Hinder
Seconded by: Vern Cunningham
That the Special Resolution to By-Law No.1 be approved
Carried.
5.2 Recruitment of New Board Members
The Board discussed the two vacant director positions and the need to review the skills
matrix to identify gaps in the Board. The Board will review and determine candidate
criteria at the next meeting followed by the recruitment period and selection in late August
and early September.
Page 10 of 13
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5.3 ABC Task Force Review and Discussion
The Chair provided a review of the Aurora Business Continuity Task Force which was
initiated by the Mayor and the Aurora Chamber of Commerce early on in the COVID
pandemic. The Task Force activities included conducting a business impact survey, Shop
Aurora marketing campaign and creating reopening guidelines for businesses. The board
discussed the potential need for a follow up business survey to gather more information.
5.4 Sub-Committee Reports
5.4.1 Downtown Business Mix Strategy
Steve Hinder informed the Board that discussions had been had with the downtown’s
major landlord in the winter and would like to have a follow up to see how things are going.
5.4.2 Target Sector Analysis
Marilee Harris informed the Board that the sub-committee met early on during the
pandemic and decided to put the target sector analysis on hold due to COVID. Staff will
be reporting on the estimates for developing the analysis internally, noting time required
and costs for off setting labour required.
5.4.3 C-Suite
Mae Khamissa informed the Board that there was no further update from the C-Suite sub-
committee.
5.5 Business Visitation Program and Patio Extension Update
Staff provided an update on the Town’s Business Visitation Program which was launched
in early June as well as the patio extension program which is providing support for
restaurant and bars looking to temporarily extend their patios.
Page 11 of 13
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6. New Business
The Chair inquired about the hiring of the Manager, Policy Planning and Economic
Development. David Waters informed the Board that the recruitment had paused due to
COVID but has no resumed and three candidates have been identified and the Town is
currently evaluating and will have a decision by end of the week.
Marilee Harris inquired about Town initiatives. The Mayor provided an update on Town
initiatives including the potential for weekend road closures to support local business.
7. Next Meeting
The next meeting of the Aurora Economic Development Corporation Board of Directors will
be held on Tuesday July 28th, 2020.
8. Closed Session
Meeting went into Closed Session at 1:00 pm.
9. Adjournment
The meeting was adjourned
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The Corporation of The Town of Aurora By-law Number XXXX-20 Being a By-law to confirm actions by Council resulting from a Special Meeting of Council on October 6, 2020. The Council of the Corporation of The Town of Aurora hereby enacts as follows:
1. That the actions by Council at its Special Meeting of Council held on October 6,
2020, in respect of each motion, resolution and other action passed and taken by
the Council at the said meeting is hereby adopted, ratified and confirmed.
2. That the Mayor and the proper officers of the Town are hereby authorized and
directed to do all things necessary to give effect to the said action or to obtain
approvals where required and to execute all documents as may be necessary in
that behalf and the Clerk is hereby authorized and directed to affix the corporate
seal to all such documents.
Enacted by Town of Aurora Council this 6th day of October, 2020.
Tom Mrakas, Mayor
Michael de Rond, Town Clerk
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