100 John West Way, Aurora, Ontario, Canada, L4G 6J1

 

PUBLIC RELEASE
10/09/04

TOWN OF AURORA
COUNCIL MEETING
AGENDA
NO. 04-29

Tuesday, September 14, 2004


7:00 P.M. OPEN FORUM – COUNCIL MEETING TO FOLLOW


I DECLARATIONS OF PECUNIARY INTEREST


II APPROVAL OF AGENDA

RECOMMENDED:

THAT the content of the Agenda as circulated by the Corporate Services Department be approved as presented.


III ADOPTION OF MINUTES

Council Minutes of August 17, 2004, Meeting Number 04-26, Special Council Minutes of August 16, 2004 Meeting Number 04-27, and Council Minutes of September 7, 2004 Meeting number 04-28

RECOMMENDED:

THAT the Special Council Minutes from Meeting Number 04-27 and the Council Minutes from Meeting Numbers 04-26 and 04-28 be adopted as printed and circulated.


IV PRESENTATIONS

None

V DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION


VI ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION


VII DELEGATIONS

(a) Allister Byrne of Grant Thornton
Re: 2003 Year-End Report and Audited Financial Statements
(Item #1 - TR04-015)


VIII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION


IX REGIONAL REPORT


X OTHER BUSINESS, COUNCILLORS


XI READING OF BY-LAWS

THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and enacted:

4589-04.D BEING A BY-LAW to (pg. 171)
adopt Official Plan Amendment No.56

4590-04.D BEING A BY-LAW to (pg. 182)
amend By-law No. 2213-78 (Bricon Construction)

4593-04.C BEING A BY-LAW to (pg. 185)
Confirm Actions by Council Resulting From The Meeting of September 14, 2004.

XII IN CAMERA

Personnel Matter

THAT Council proceed In Camera to address a personnel matter.


XIII ADJOURNMENT

AGENDA ITEMS

1. TR04-015 – 2003 Year-End Report and Audited Financial (pg. 1)
Statements (Deferred from August 17 Council)

RECOMMENDED:

THAT the Treasurer’s Report #TR04-015 “2003 Year-End Report and Audited Financial Statements” be received; and

THAT Council approve a contribution of $622,523 representing the 2003 general (operating) fund surplus to the Municipal Capital Reserve.


2. PL04-100 – Official Plan Amendment and Zoning By-law (pg. 30)
Amendment Applications
Bricon Construction Ltd.
Lot 13 and Blocks A and B, Plan M-51
Allaura Boulevard
Files D09-01-01 and D14-01-01

(ADDITIONAL INFORMATION DISTRIBUTED SEPARATELY)

RECOMMENDED:

THAT Council approve By-law No. 4589-04.D, being a by-law to approve Official Plan Amendment No.56 and By-law No. 4590-04.D, being a by-law to rezone the subject lands.


3. PW04-035 – Approval to Execute a Preservicing Agreement - (pg. 51)
Phase 1 & 2 Preserve Homes Residential
Subdivision
File D12-01-5A

RECOMMENDED:

THAT Council authorize the Mayor and Clerk to execute an agreement between the Town of Aurora and Preserve Homes Corporation to permit the servicing of the Phase 1 and 2 lands in Preserves Residential Subdivision (D12-01-5A) subject to the following conditions:

(a) Issuance of the necessary Certificates of Approval from the Ministry of Energy and Environment and Lake Simcoe Region Conservation Authority for all the underground services; and

(b) Signing of the engineering plans for the construction of the municipal services; and

(c) Receipt of proof of insurance indemnifying the Town in an amount of $10,000,000; and

(d) Receipt of engineering fees and securities in accordance with the standard procedures for subdivision developments in the amounts specified.


4. PW04-042 – Tender Award – Maintenance and Monitoring (pg. 64)
of Stormwater Management Facilities in the
Town of Aurora - Tender No. P.W. 2004-54

RECOMMENDED:

THAT Tender PW2004-54 - “The Maintenance and Monitoring of Stormwater Management Facilities in the Town of Aurora” be awarded to Cannington Excavating 1989 Ltd. for a three year period beginning January 1, 2005 at its total three-year tendered price of $216,100.00 exclusive of GST; and

THAT the funds provided for this project in the 2004 Budget be carried over to the 2005 Budget; and

THAT staff be authorized to expend an additional $47,000, exclusive of GST, for the disposal of sediment from the three stormwater management facilities that will be cleaned out over the period 2005 to 2007 inclusive if the sediment testing program indicates the sediment is not of “residential fill” quality; and

THAT Council authorize the Mayor and Municipal Clerk to execute the attached Form of Agreement between the Town of Aurora and Cannington Excavating 1989 Ltd. for the Maintenance and Monitoring of Stormwater Management Facilities in the Town of Aurora.


5. TSAB04-15 - August 11, 2004 Traffic Safety Advisory Board (pg. 71)
Meeting

RECOMMENDED:

a) THAT the Committee Record of the Traffic Safety Advisory Board Meeting held on August 11, 2004 be received as information; and


b) Report No. TSAB04-011 – McLeod Drive – Speeding and Safety Concerns

THAT the request for traffic calming measures on McLeod Drive be denied; and

THAT multi-way stop sign control be implemented at the intersection of McLeod Drive and Murdock Avenue; and

THAT parking be prohibited on the south and west sides of McLeod Drive from a point 43 meters east of Murdock Avenue to Gilbank Drive (south leg); and

THAT stopping be prohibited from 8:00 a.m. to 4:30 p.m., Monday to Friday on the east and west sides of McLeod Drive from Aurora Heights Drive to Gilbank Drive (north leg); and

THAT the Clerk’s Department be requested to introduce the necessary by-laws to implement the above recommendations; and

THAT a letter be sent to all affected residents with the TSAB’s recommendations.

c) Report No. TSAB04-009 – Kemano Drive Between Crawford Rose Drive and Aurora Heights Drive – Speeding Concerns

THAT staff be requested to monitor Kemano Drive between Aurora Heights Drive and Crawford Rose Drive and report back to the TSAB if necessary; and

THAT a letter be sent to Mr. Derek Sealey with the TSAB’s recommendations.

d) Report No. TSAB04-010 – Intersection of Dunning Avenue and Cameron Avenue – Multi-Way Stop Sign Control

THAT Report No. TSAB04-010 – Intersection of Dunning Avenue and Cameron Avenue – Multi-Way Stop Sign Control be received as information; and

THAT staff be requested to further study the Dunning Avenue and Cameron Avenue intersection and report back to the October TSAB meeting.

e) August 10, 2004 memorandum from the By-law Services Co-ordinator regarding the Super Mailboxes in front of #23 Downey Circle.

THAT the request to relocate the Super Mailbox in front of #23 Downey Circle be denied; and

THAT a letter be sent to Ms. Stacey Crocker with the TSAB’s recommendations.

f) August 4, 2004 memorandum from the Traffic/Transportation Analyst regarding parking concerns on Pinnacle Trail

THAT parking be prohibited at anytime on the east side of Pinnacle Trail from St. John’s Sideroad to Pinnacle Trail (east leg); and

THAT the Clerk’s Department be requested to introduce the necessary by-law; and

THAT a letter be sent to all affected residents with the TSAB’s recommendations.


6. ACCESS04-04 – September 14, 2004 Accessibility Advisory (pg. 79)
Committee Meeting

RECOMMENDED:

a) THAT the Committee Record of the Accessibility Advisory Meeting held on August 26, 2004 be received for information; and

b) THAT Committee members Catherine Couchman and John Lenchak each prepare a list of the most critical maintenance issues pertaining to Accessibility Plan Project Priorities, which need to be addressed promptly; and

THAT these lists be provided to Bob Panizza via e-mail, prior to September 8, 2004, to be included on the September 14, 2004 Council agenda for consideration and approval.

c) THAT the Accessibility Advisory Committee receive and endorse the Draft Request for Proposal for the Accessibility Audit with the following amendments:

• THAT a short paragraph be included at the beginning of the document to read as follows:

“from this point forward all references to the word accessibility should be interpreted to mean “Universal Accessibility Codes and Standards”

• THAT the wording of the Draft Request for Proposal for the Accessibility Audit be amended to include the following:

- Under the heading of “The successful firm or individual will be responsible for but not limited to the following:” an additional bullet be included, which reads as follows:

“preparation of a five year plan outlining phases of implementation and estimated yearly costs to allow for consideration during the annual budget process.”

• Under the heading Relevant Experience, the following sentence be amended to include the bolded text:

“…working knowledge of, and experience with the identification and removal of barriers experienced by a wide range of persons with disabilities

• Under the heading Relevant Experience, the following sentence be amended to include the bolded text:

“For each project listed above, provide an indication of the scope of the project as well as the approximate project cost and timeframe.”

• Under the heading Required Information for your proposal submission, bullet 7 be amended to read as follows:

“The proposed approach to working with the Accessibility Advisory Committee and staff in developing the audit, its methodologies and reporting strategies.”; and

THAT staff be authorized to proceed with the process of issuing the RFP, as amended; and

THAT the Accessibility Advisory Committee be included in the final selection process and be given the opportunity to provide ongoing input pertaining to this matter.

d) THAT the Accessibility Design Guidelines – City of Toronto be received for information.


7. AHC04-03 – August 9, 2004, Aurora Heritage Committee Meeting (pg. 86)

RECOMMENDED:

a) THAT the Committee Record of the Aurora Heritage Committee Meeting held on August 9, 2004 be received for information; and

b) THAT the Heritage Committee has no immediate concerns with the
continued use of the subject properties namely 15387 & 15393 Yonge St. and supports the landscape modifications as shown on the proposed site plan; and

c) THAT the Heritage Committee has no objections to the proposed site plan application as submitted for 74 Wellington St. E.; and

d) THAT the Heritage Committee has no objections to the demolition of the subject building located at 13990 Yonge St. subject to the owner providing the committee with the opportunity to obtain some architectural artifacts from the building; and

e) THAT 22 Marksbury Crt. be added to the heritage inventory list; and

f) THAT the request of the property owners of 59 & 76 Catherine St. be approved and that heritage plaques be presented to both properties.
(59 Catherine St – Myrtle Sisman House circa 1913) (76 Catherine St. – J. H. Knowles House circa. 1917); and

g) THAT the letter of invitation be circulated to the residents of Catherine St., Maple St., Spruce St., and Fleury St. inviting them to attend an information meeting on the establishment of a heritage district in Aurora on Monday Sept. 27 at 7:30 p.m. at Grace Hall; and

h) THAT the information from the Ontario Heritage Foundation be received and that nominations be presented at the next meeting; and

i) THAT the correspondence from Mr. Greenwood be received for information and that the Director of Corporate Services be requested to obtain addition background information on this matter; and

j) THAT the Historical Society be advised that the Heritage Committee has no objections with the repairs to the roof of the Hillary House; and

k) THAT the request from the Aurora United Church for the relocation of the heritage sign on their front lawn be approved.


8. FAC04-02 – August 16, 2004, Finance Advisory Committee Meeting (pg. 93)


RECOMMENDED:

a) THAT Council Report FAC04-02 be received for information purposes; and

b) TR04-015 Report - 2003 Year-End Report and Audited Financial Statements – Grant Thornton Presentation

THAT the approval of the 2003 Year End Report and Audited Financial Statements be referred to the next meeting of Council for approval; and

c) Core Services Review

THAT the Director of Finance/Treasurer be authorized to further investigate the options and associated costs of carrying out a Core Services Review to be included in the formal recommendation that goes forward to Council; and

d). Report re: Budget Process for 2005

THAT the Director of Finance/Treasurer provide the Finance Advisory Committee with a more detailed Proposed Outlook/Budget Schedule.


9. Item From General Committee - In Camera on September 7, 2004 (pg. 99)
Re: Encroachment Agreement with 15 and 19 Dunham Crescent

RECOMMENDED:

THAT the Town enter into an encroachment agreement with the property owners of 15 and 19 Dunham Crescent for the use of the land between their respective properties currently identified as an easement by the Town.


10. Memo from the Director of Corporate Services (pg. 100)
Re: Councillors Compensation By-law

RECOMMENDED:

THAT the Correspondence be received as information.

11. Correspondence from the Town of Newmarket (pg. 103)
Re: Resolution R8-2004 – Increased Traffic Congestion
and Road Network Improvements

RECOMMENDED:

THAT the Correspondence be received as information.


12. Correspondence from the Town of Newmarket (pg. 105)
Re: Resolution R10-2004 – Ambulance Dispatch Call Processing
and Response Times

RECOMMENDED:

THAT the Correspondence be received as information.


13. Correspondence from the Town of Newmarket (pg. 107)
Re: Resolution R7-2004 – Restricting the Use of Non-Essential
Pesticides

RECOMMENDED:

THAT the Correspondence be received as information.


14. LSAC04-04 – September 9, 2004, Leisure Services Advisory (pg. 109)
Committee Meeting - NO QUORUM REPORT


RECOMMENDED:

THAT the No Quorum Committee Report of the Leisure Services Advisory Committee Meeting 04-04 held on September 9, 2004 be received for information.


15. LS04-045 – Tender L.S. 2004-49 - Purchase of Agricultural (pg. 110)
Tractor with Wide Area Mower Attachment

RECOMMENDED:

THAT Council authorize the purchase of one (1) Agricultural Tractor with Wide Area Mower Attachment from Hutchinson Farm Supply Inc. of Stouffville Ontario in the amount of $90,492.00 not including P.S.T. and G.S.T.


16. PL04-103 – GeoSmart Program (pg. 114)

RECOMMENDED:

THAT Council support participating in a joint submission by “YorkInfo Partners” of an application to obtain GeoSmart Funding; and

THAT the Mayor and Clerk be authorized to sign a letter indicating the Town of Aurora’s support of the partnership application for GeoSmart Funding; and

THAT staff be directed to continue to work with the partnership to finalize the details of the application.


17. LS04-038 – New Fire Hall (pg. 120)

RECOMMENDED:

THAT Council endorse the program and space allocation for the New Fire Hall; and

THAT Council direct staff to prepare an Expression of Interest for an Architect based on the program and approved budget, and report back to Council with a recommendation.


18. General Committee Meeting Report No. 04-18 (pg. 131)
Tuesday, September 7, 2004


RECOMMENDED:

THAT the Report of the General Committee Meeting No. 04-18 be received and the recommendations carried by the Committee be adopted.


19. Memo from the Director of Planning (pg. 137)
Re: Proposed Public Information Meeting
Lebovic Enterprises Inc. and Revlis LTD
(Item #18 (1) Report No. PL04-097 - Lebovic)

RECOMMENDED:

THAT the Public Planning meeting scheduled for Wednesday, October 27, 2004 be cancelled; and

THAT a Public Information Meeting regarding Lebovic Enterprises Inc. and Revlis LTD. be scheduled for Wednesday October 27, 2004 at 7:00 p.m.

20. LS04-044 – Additional 2004 Community Grant Requests (pg. 138)

RECOMMENDED:

THAT Council provide direction with regards to the request for approval of a 2004 grant for support of the York Region Abuse Program in the amount of $400.00; and

THAT Council provide direction with regards to an additional 2004 grant request for the Children’s Aid Foundation of York Region in the amount of $400.00.


21. EAC04-03 – August 31, 2004, Environmental Advisory Committee (pg. 148)
Meeting

RECOMMENDED:

a) THAT the Committee Record of the Environmental Advisory Committee Meeting, held on August 31, 2004, be received for information; and

b) OTHER BUSINESS

THAT Council direct staff to investigate the environmental and financial benefit and the feasibility of utilizing “green roof” technology to replace the existing Town Hall roof and report back to Council.


22. LS04-50 – Seniors Centre Site Pre-Grading Tender Award (pg. 152)

RECOMMENDED:

THAT Council award Tender LS2004-58 Pre-Grading for the new Seniors’ Centre to Gentile Contracting Ltd. in the amount of $239,000 excluding G.S.T.


23. LS04-051 – Award of Tender for Construction the (pg. 156)
New Recreation Complex

RECOMMENDED:

THAT Council award Tender LS2004-55 for the construction of the new Recreation Complex to Bondfield Construction Ltd. in the amount of $16,695,000 excluding G.S.T.; and further

THAT Council recommend that an additional amount of $100,000 be provided for the provision of an alternative pool system (Myrtha Pool); and further

THAT Council recommend that an additional amount of $175,000 be provided for the provision of ice rink conversion mats and related storage facility, subject to acceptability by the Aurora Chamber of Commerce.

ATTACHED REPORTS

ITEM - 1

COUNCIL REPORT No. TR04-015

SUBJECT: 2003 Year-End Report and Audited Financial Statements

FROM: Jim Carey, Director of Finance / Treasurer

DATE: August 17, 2004


RECOMMENDATIONS

THAT the Treasurer’s Report #TR04-015 “2003 Year-End Report and Audited Financial Statements” be received.

THAT Council approve a contribution of $622,523 representing the 2003 general (operating) fund surplus to the Municipal Capital Reserve.


BACKGROUND

For the fiscal period ending December 31, 2003 the Town’s consolidated financial statements have been audited by Grant Thornton LLP Chartered Accountants. The fiscal period ending December 31, 2003 was the second year with Grant Thornton as the Town’s Auditor. Town staff were very satisfied with Grant Thornton and look forward to working with the Grant Thornton team in future years.

There was also an “Actuarial Valuation of the Town of Aurora Retirement Benefit Public Sector Accounting Board (PSAB) Obligations & Expenses” that was produced by Nexus Actuarial Consultants Ltd. This review is required every few years to ensure that the Town complies with PSAB standards. This report is available for review by contacting the Treasurer.

This report is prepared annually by the Treasurer and is presented to Council for information purposes with supporting analysis of the Town’s actual financial performance in relation to the approved 2003 Operating and Capital Budgets. It should be noted that the previous Treasurer, Allan Evelyn, accepted a position with Seneca College in January, 2003 and the new Treasurer, Jim Carey, started on May 31, 2003.

This year, for the first time, the Financial Statements will be presented by Grant Thornton to the Finance Advisory Committee (FAC) on August 16 prior to this report going to Council on August 17. The newly constituted FAC held their first meeting on July 15 and agreed at that meeting that they would like to receive the presentation of the financial statements from the auditors prior to the statements being presented to Council.

As members of management representing the Corporation of the Town of Aurora, it is management responsibility to prepare the Town’s financial statements, on a consolidated basis, in accordance with Canadian generally accepted accounting principals as prescribed by PSAB.

Although this report and the Town’s 2003 consolidated financial statements (attached hereto as Appendix “A”) have been prepared and presented to Council earlier this year than last year, staff will work diligently to present the fiscal 2004 financial statements to Council in June, 2005.


COMMENTS

The following commentary highlights the Town’s 2003 actual financial results for Council’s information.

Overview
The municipal sector continues to experience significant pressure to re-evaluate all aspects of municipal service delivery models to ensure both internal and external clients receive effective and efficient municipal services.

Unfortunately, as the impacts of legislative change, both Federal and Provincial, reach the municipal sector, the scope and breadth of municipal services continue to expand thereby requiring additional financial resources to satisfy redefined roles and responsibilities. In years past the municipal sector attempted to absorb expanded responsibilities through identification of operating efficiencies and/or adjustment to service level standards where absolutely necessary. Staff at the Town of Aurora continuously attempt to identify and evaluate opportunities to realize efficiencies in municipal operations, however during times of consistent economic growth it is increasingly difficult to maintain municipal service level standards with a static staff complement.

Highlights of the Town’s 2003 operating results include:
• Assessment growth of over 6% led to $989,000 in additional municipal property tax revenues for 2003.
• During 2003, the Town:
? Successfully implemented a new Culture and Recreation Master Plan
? Experienced a 100% increase in permit activity over 2002
? Issued a Request For Proposal for a new financial information system and awarded the contract to Vadim Computer Management Group Limited.

Operating Results:

For the fiscal period ended December 31, 2003, the Town’s general fund operations produced an operating surplus of $622,523 compared to a $502,809 surplus for 2002.

The following commentary briefly explains significant variances between 2003 actual / budget and 2002 actual operating results:

Sources of Financing

Budget 2003 Actual 2003 Actual 2002

User Charges (Water & Sewer)
11,834,018
10,527,670
10,360,226

User charge revenues were approximately $1,306k under budget due to water and sewer revenues being $500k and $400k below forecast, $60k shortfall on engineering fees, $52k shortfall on aquatic programs, $75k under budget on ball diamonds, $50k short in garbage tag revenues and the balance of $169k underage spread over a number of services. Licensing revenues were removed from this budget for the 2003 budget and approximately $1,831k has been taken out of the 2002 actuals.

Budget 2003 Actual 2003 Actual 2002

Charges to developers
4,175,000

5,607,100
1,143,268

The variations between 2003 budget versus actual and 2002 actual relate to the implementation of Public Sector Accounting guidelines that require recognition of charges to developers as funds are spent as opposed to when funds are received. Also, there was a very high number of building permits issued reflecting strong demand for housing due to ongoing low interest rates.


Budget 2003 Actual 2003 Actual 2002

Investment Income
1,950,828

1,786,889
1,761,871

The 2003 budget estimate for investment income assumed higher yield expectations than were actually achieved. Note that reserve interest is not budgeted.



Current Expenditures

Generally speaking most corporate divisions were successful in delivering respective municipal services within the guidelines established within the 2003 budget estimates.

Budget 2003 Actual 2003 Actual 2002

General Government
4,017,885
4,295,875
3,459,176

The increase in 2003 over 2002 is due to the Employee Future Benefit Calculation being added in accordance with PSAAB.

Protection to persons
and property
5,863,924
5,921,005
4,324,205

The unfavourable variance between 2003 budget and actual of approximately $57,000 (or 1.0% of the approved divisional budget) was not related to any specific program area.

Transportation
2,495,877
3,068,420
2,493,071

Actual expenditure levels for 2003 (net of contributions to reserves and reserve funds) were higher than anticipated due entirely to collection of engineering services fees in excess of $571k greater than budgeted. It is not uncommon within the development services area of this division to be net accumulators during constant growth periods while design and inspection costs typically follow shortly thereafter.

Environmental
6,978,567
6,724,736
7,238,421

Environmental expenditures (actual) were reduced by $254k savings realized within the waste collection program area as well as lower than anticipated water and sanitary sewer operations related charges at the Town level. The latter factor was attributed to the Town’s commitment to undertake the major remedial works on the sanitary sewer lateral connections over the preceding 18 or so months.

Budget 2003 Actual 2003 Actual 2002

Leisure & Cultural Services
7,157,540
7,246,631
6,669,155

Leisure and cultural services are marginally over budget, by about $89k or 1.2% of the budget, after taking into consideration transfers to reserves and reserve funds. The most significant factor effecting operating results for the Leisure Services division in 2003 was the closure of the complex swimming pool in October 2002. Unfortunately, the impact of the pool’s extended closure for emergency repairs will also carry forward and impact operating results for 2003.

Planning and development
776,210
781,517
656,429

The marginal unfavourable variance in this division can be attributed to salary & wage gaps as a result of a maternity leave from September to December 2002. Otherwise issues relating to subdivision and site plan applications generally dictate ability to perform in accordance with annual budget estimates.


Capital Expenses:

Capital fund activity often fluctuates from year to year as major capital projects carry over multiple fiscal periods. Hence, it is not uncommon for the incurrence of costs to vary from year to year as major multi-year municipal infrastructure projects are completed.

Budget 2003 Actual 2003 Actual 2002

General Government
860,000
5,522,722
288,984

The significant variance between the 2003 budget and actual results relate to the unbudgeted purchase of the Burnett Lands for $6,000,000.

Protection to persons
and property
82,012
74,305
34,336

The 2003 budget to actual variance related to the completion of certain 2001 initiatives in 2002 that were approved and funded as part of the 2001 budget approval process.


Budget 2003 Actual 2003 Actual 2002

Transportation

4,423,500
2,038,769
1,941,036

Actual transportation costs for 2003 are under budget (by approximately $2,385k) as a result of timing issues associated with the construction of the Maple Street and St. John’s Sideroad reconstruction projects.


Environmental services
840,000
757,196
2,489,359

The 2003 actual costs include the majority of costs associated with completion of the Wellington Street East project. The budget for which was provided for within the 2000 budget period.


Leisure & Cultural Services
3,247,000
1,808,704
2,033,738

The significant 2003 budget to actual variance (approximately $1,438k) relates to capital initiatives carried forward from previous years for which the projects were started and/or completed during 2002.


Planning and Development
0
108,979
91,545

The favourable Planning and Development budget to actual variance relates to timing issues associated with the completion of growth related studies in support of future development initiatives. The variance will be carried forward to subsequent periods as an unexpended capital balance that will be allocated as growth related study projects are completed. Therefore, there was no capital budget for 2003, the surplus would be used for any expenditures.

Staff will report to Council prior to approval of the 2005 Operating and Capital Budget process the funding status of completed capital projects and recommend allocation or funding alternatives for all projects with unfinanced or unexpended capital balances. This exercise will ensure that related reserve and reserve fund balances through the forecast period reflect appropriate funding of completed capital projects.


Statement of Changes in Financial Position

Under financial reporting guidelines defined by the Public Sector Accounting Board, all changes in financial balances reported on the Statement of Financial Position (formerly known as the Balance Sheet) are itemized within the Statement of Changes in Financial Position. This statement provides Council with an overview of non-cash related working capital balances that ultimately impact the Municipality’s net cash position during the year.


OPTIONS

N / A


CONCLUSIONS

The Town’s audited consolidated financial statements reflect financial results for the year ending December 31, 2003.

The financial results for 2003 will be used to guide the budget process for the period 2005-2007. Staff will present the annual update of the Town’s three year financial forecast for operating activities and the 5 year forecast for capital, reserve and reserve fund projections through December 31, 2009 in mid October.

With the corporate goal of continuously delivering quality municipal services in an effective and efficient manner, staff is committed to providing Council with the necessary information to make informed decisions that ultimately lead to maximizing resource (human and financial) allocation.


FINANCIAL IMPLICATIONS

The allocation of the Town’s 2003 general operating surplus into the general municipal capital (discretionary) reserve will assist the Town in its goal of financing new or existing capital initiatives that are intended to provide an enduring benefit to all stakeholders in the Town of Aurora.


LINK TO STRATEGIC PLAN

Goal “A” – Maintaining a well managed and fiscally responsible municipality.


ATTACHMENTS

• Appendix “A” - Consolidated Financial Statements, Town of Aurora December 31, 2003

PRE-SUBMISSION REVIEW

Management Team Meeting – Wednesday, August 11, 2004

Prepared by: Jim Carey, ext. 4111


_________________________________
Jim Carey
Director of Finance / Treasurer

ITEM - 2

GENERAL COMMITTEE MEETING No. PL04-100

SUBJECT: Official Plan Amendment and Zoning By-law Amendment Applications
Bricon Construction Ltd.
Lot 13 and Blocks A and B, Plan M-51
Allaura Boulevard
Files D09-01-01 and D14-01-01

FROM: Sue Seibert, Director of Planning

DATE: September 7, 2004


RECOMMENDATION:

THAT Council approve By-law No. 4589-04.D, being a By-law to approve Official Plan Amendment No.56 and By-law No. 4590-04.D, being a By-law to rezone the subject lands.

BACKGROUND:

The subject lands, comprised of approximately 2.6 hectares (6.4 acres) are “pie” shaped, located on the south and east sides of Allaura Boulevard and are situated approximately 300 metres east of the intersection with Yonge Street. They are legally described as Lot 13 and Blocks A and B, Registered Plan M-51 (see Figure 1 ). Access is from Allaura Boulevard.

On February 8, 2000, Council authorized the Mayor and Clerk to execute Option to Purchase Agreements in regard to an exchange of lands on Allaura Boulevard with the adjoining landowner, Bricon Construction Ltd. The Option Agreements were the result of a proposal initiated by Bricon whereby they were seeking to exchange lands for the purpose of creating a parcel that would be more viable for industrial development. The proposal consisted of the transfer of a part of Block A and the whole of Block B from the Town to Bricon. The Town retained a portion of Block A and received from Bricon the east portion of Lot 13. The exchange of lands between the Town and Bricon has occurred and the former and existing configuration of land ownership between the Town and Bricon are illustrated on Figure 2. The lands that are now owned by the Town are situated within the eastern portion of the subject lands and comprise approximately 0.8 hectares (2 acres). The reconfigured parcel now owned by Bricon consists of approximately 1.8 hectares (4.4 acres). Approximately one third of the land is in the Town's ownership. The balance of the property belongs to Bricon Construction Limited.

As part of the Option Agreements, Bricon was required to construct certain works which included the realignment of a tributary of Tannery Creek and the construction of a new stormwater management facility by December 31, 2002. Further, Bricon was to obtain the approvals necessary to conduct the various site works from the Ministry of Natural Resources, Lake Simcoe Region Conservation Authority, and the Federal Department of Fisheries and Oceans and obtain a rezoning of the reconfigured lands by December 31, 2000. Subsequently, on February 27, 2001, Council approved an extension to allow the Ministry approvals by September 30, 2001 and furthermore on June 12, 2001, Council approved the deletion of the zoning by-law amendment requirement from the Option Agreements. In accordance with the Option Agreements, the Town has a right to exercise an option to reverse the land exchange until September 30, 2004 if the works are not satisfied, however, the applicant has completed the on-site changes needed to facilitate the land exchange including the realignment of the watercourse which was carried out in accordance with approvals from the Conservation Authority as well as Federal and Provincial authorities and Town Staff and the applicable Certificates of Completion have been issued.

Bricon is now prepared to proceed with obtaining the planning approvals necessary to reflect the new configuration of their landholding and that of the Town of Aurora and has therefore submitted the Official Plan and Zoning By-law amendment applications that are the subject of this report.

The applications were before Council at the Pubic Planning Meeting held on March 28, 2001. At the meeting, Council directed Staff to continue to work with the applicant in respect of issues noted within the staff report prior to finalizing the Official Plan and Zoning By-law Amendments. Subsequent to that, the subject applications were held in abeyance during the Oak Ridges Moraine moratorium on the processing of development applications. Several other minor changes have been made during the ensuing time period including the removal of the applicants request to include offices as a permitted use and withdrawal of their conceptual site plan. As a result, the Official Plan and Zoning By-law amendments now reflect only the changes in land use deriving from the land exchange.

FINANCIAL IMPLICATIONS:

If approved, the change in land use and zoning of the developable portion of the lands for industrial purposes would still maintain their employment function.

OPTIONS:

Council has the option of approving Official Plan Amendment No. 56 and the corresponding implementing Zoning By-law if they are satisfied with the draft documents attached to this report. Alternatively, they also have the option of directing Staff to make any changes they feel are necessary.


CONCLUSIONS:

At the Public Planning Meeting held on March 28, 2001, Council directed Staff as follows:

“THAT Council direct staff to continue to work with the applicant in respect of the applicable issues as noted within the report which have arisen as a result of the circulation of the above noted Official Plan Amendment Application D09-01-01 and Zoning By-law Amendment Application D14-01-01, regarding Lot 13 and Blocks A and B, Plan M-51, Allaura Boulevard.

THAT Staff be directed to report further on the resolution of the issues noted within the report and any public input received at the Public Meeting in regard to the proposed Official Plan and Zoning By-law Amendments, prior to Council finalising its position respecting the applications.

The subject official plan amendment which would redesignate the lands to change the land use designations as follows: from “Industrial” to “Public Open Space”, from “Public Open Space” to “Industrial”, from “Industrial” to “Private Open Space”, and from “Public Open Space” to “Private Open Space”. The lands acquired by Bricon would remain designated Industrial while the Town would own the lands designed Public Open Space.”


These matters have been satisfactorily addressed including the implementation of works on the site. Accordingly, Official Plan Amendment No. 56 and the implementing Zoning By-law have been drafted and are attached to the report for Council’s review and approval.

LINK TO STRATEGIC PLAN:

The Strategic Plan contains objectives to ensure high quality, comprehensive community planning to protect the overall investment of citizens in the community. Critical review of the subject applications through the Official Plan and Zoning By-law amendment processes facilitates this objective.

ATTACHMENTS:

Figures

Figure 1 - Location Plan


Appendixes

Appendix 1: Draft Copy of Official Plan Amendment No. 56
Appendix 2: Draft Copy of Zoning By-law 4590-04.D


PRE-SUBMISSION REVIEW:

Management Team Meeting – July 7, 2004

Prepared by: Sue Seibert, Extension 4341.


________________________________
Sue Seibert, MCIP, RPP
Director of Planning


ITEM - 3

COUNCIL REPORT No. PW04-035

SUBJECT: Approval to Execute a Preservicing Agreement – Phase 1 & 2
Preserve Homes Residential Subdivision (D12-01-5A)

FROM: W. H. Jackson, Director of Public Works

DATE: September 14, 2004


RECOMMENDATIONS

THAT Council authorize the Mayor and Clerk to execute an agreement between the Town of Aurora and Preserve Homes Corporation to permit the servicing of the Phase 1 and 2 lands in Preserves Residential Subdivision (D12-01-5A) subject to the following conditions:

(e) Issuance of the necessary Certificates of Approval from the Ministry of Energy and Environment and Lake Simcoe Region Conservation Authority for all the underground services;

(f) Signing of the engineering plans for the construction of the municipal services;

(g) Receipt of proof of insurance indemnifying the Town in an amount of $10,000,000; and

(h) Receipt of engineering fees and securities in accordance with the standard procedures for subdivision developments in the amounts specified.

BACKGROUND

The owner of the subject lands (see Appendix B) has applied to the Director of Public Works for a Preservicing Agreement (see Appendix A) so that construction of municipal services for this subdivision can proceed. All underground servicing plans and specifications have been reviewed and are generally acceptable to the Director of Public Works. A few minor issues remain to be resolved with regard to the engineering plans, and these are expected to be finalized shortly.

In addition, all matters respecting the services are generally complete except the provision of fees and securities, and proof of insurance indemnifying the Town in the amount of $10,000,000 and submission of an acceptable acoustic study.

It is anticipated that the Developer will be entering into a Subdivision Agreement as soon as possible to allow for the timely issuance of building permits (early 2005) for lots within the lands. This will allow the commencement of house construction and the occupancy of homes in the near future.

COMMENTS

It has been the practice of the Town to allow servicing to proceed in other subdivision developments in this manner and it is suggested that it is appropriate to do so in this case for the Phase 1 & 2 lands. It is understood that all arrangements have been made by the current owner of these lands to complete all works satisfactorily to permit the timely completion of development of this area.

Appropriate securities (50%) will be provided at this time in accordance with current Town preservicing practices.

It is noted that the developer has recently submitted plans to other departments for review and comment. As part of the Preservicing Agreement, the developer acknowledges that the servicing of the development will be done at his own risk, and that there are no guarantees that the plans will not have to be changed as part of the review and approval of the development by other Town departments.

OPTIONS

Council may decide to not grant approval at this time, and wait until the Subdivision Agreement is completely executed.

FINANCIAL IMPLICATIONS

Town engineering fees in the amount of 4% of the total servicing costs will be received from the Developer.

The development will be assumed by the Town at some point in the future. Normal operational and maintenance costs will be incurred after that time.

CONCLUSIONS

The reason for Preservicing Agreements is to allow Developers to get a head start on the construction of services within their projects during favourable weather conditions. The Developers must still fulfil their mandates as required by the Subdivision Agreement that includes the provision of servicing securities in an amount of 50% of the estimated costs.

LINK TO STRATEGIC PLAN

One of the objectives under “Goal E - Promoting Accessible Municipal Government” is to “maintain Aurora’s high standards and integrity”. Staff has ensured that the specifications for the construction of the municipal services are in accordance with currently accepted standards.

ATTACHMENTS

• Appendix “A” - Preservicing Agreement
• Appendix “B” - Key Map showing location of the Preserve Homes Subdivision

PRE-SUBMISSION REVIEW

Management Team Meeting – September 8, 2004


Prepared by: Patrick Ngo, Municipal Engineer, Extension 4375


_____________________
W. H. Jackson
Director of Public Works


ITEM - 4

COUNCIL REPORT No. PW04-042

SUBJECT: Tender Award – Maintenance and Monitoring of Stormwater Management Facilities in the Town of Aurora
Tender No. P.W. 2004-54

FROM: W. H. Jackson, Director of Public Works

DATE: September 14, 2004

RECOMMENDATIONS

THAT Tender PW2004-54 the “The Maintenance and Monitoring of Stormwater Management Facilities in the Town of Aurora” be awarded to Cannington Excavating 1989 Ltd. for a three year period beginning January 1, 2005 at its total three-year tendered price of $216,100.00 exclusive of GST;

THAT the funds provided for this project in the 2004 Budget be carried over to the 2005 Budget;

THAT staff be authorized to expend an additional $47,000, exclusive of GST, for the disposal of sediment from the three stormwater management facilities that will be cleaned out over the period 2005 to 2007 inclusive if the sediment testing program indicates the sediment is not of “residential fill” quality; and

THAT Council authorize the Mayor and Municipal Clerk to execute the attached Form of Agreement between the Town of Aurora and Cannington Excavating 1989 Ltd. for the Maintenance and Monitoring of Stormwater Management Facilities in the Town of Aurora.

BACKGROUND

After considering Report PW03-16 on April 22, 2003, Council resolved:

“THAT Tender PW-2003-07, Maintenance and Monitoring of Stormwater Management Facilities in the Town of Aurora, be withdrawn;

THAT staff be directed to reconsider the proposed Maintenance and Monitoring of Stormwater Management Facilities program and revise the program as detailed in Report PW03-016 such that the anticipated cost more closely mirrors the budgeted amount for these works;

THAT staff reissue the revamped program in the appropriate format once it is complete; and

THAT staff be directed to report to Council on the results of the above matters.”

COMMENTS

Following Council’s decision on April 22, 2003 staff critically examined the entire proposed maintenance and monitoring program for the Town’s stormwater management facilities with a view to create a program that meets the Town’s goals at a reduced cost. The revised program established priority items, extended the time for completion of certain works, reduced some works and allocated a greater proportion of the works to in-house staff. The program is scheduled to begin January 1, 2005.

1. Revised Program of Contracted Works

The revised contracted program now includes:

• Sediment Removal: This operation will include 3 wet facilities over a 3-year period (one facility per year).

• Sediment Monitoring: The annual measurement and analysis of sediment build-up in 12 wet facilities.

• Facility Inspection and General Maintenance: Annual inspection of facilities and associated structures of 30 stormwater management facilities.

It is noted that one of the facilities previously scheduled for monitoring and maintenance (Kennedy Pond by Deerhorn Crescent) is being retrofitted in 2004 and accordingly, the number of ponds has been reduced from 31 to 30.

• Aquatic Vegetation Maintenance: To maintain and re-establish aquatic vegetation in the 3 wet facilities that will undergone sediment removal.

2. Other Works to be done Outside of the Contracted Works

In addition to the contracted works, there are other works that will be either conducted in-house or will be the subject of a future tender. These works include:

• Sediment Removal: Removal of sediment from other wet facilities as required primarily based on the sediment monitoring program.

• Trash Removal: Cleanup of 30 facilities twice per year by in-house staff will include removal of litter and visible submergent debris in the wet facilities as well as unclogging inlet/outlet grates.
• Aquatic Vegetation Maintenance: Aquatic vegetation restoration and/or removal as required for wet facilities.

• Upland Vegetation Maintenance: Prepare an annual programme for the maintenance of upland vegetation within the stormwater facilities.

3. Tender Results

The revised tender was issued on August 4, 2004 and closed on August 18, 2004.
A total of 8 companies purchased the tender documents. As noted above, the work under this tender has been scheduled to begin January 1, 2005.

The Tender was issued by the Town’s Treasury Department and advertised according to the requirements of the Town’s standard purchasing procedures.

On August 18, 2004, the Tendering Opening Committee opened 4 tenders for this project. One tender did not contain all required documentation (agreement to bond) and therefore was rejected. The tender prices (total for the 3-year contract) were as follows:

Cannington Excavating 1989 Ltd. $216,100.00*
Golder Associates Innovative Applications (GAIA) Inc. $275,367.50
Vic Priestly Contracting Ltd. $352,850.00*

* Maintenance work for Deerhorn Crescent facility had been included in these bids. Inasmuch as retrofit work is underway at this time, the Town will decide later when and if this facility will undergo monitoring and maintenance. The bids were therefore revised to exclude the costs associated with this facility and the corrected totals are shown.
Funds for this project are provided in the “Storm Water Account” together with funds for curb/catchbasin repair, catchbasin cleaning and ditch/watercourse work.

From the total of $216,100.00 for a 3-year contract, funds will be allocated as follows:

Table 1: Yearly Cost to Maintain and Monitor Storm Water Management Facilities

Year Sediment Removal Monitoring and Reporting Maintenance Total*
2005 $30,800 $26,600 $5,300 $62,700
2006 $52,000 $26,600 $5,300 $83,900
2007 $37,600 $26,600 $5,300 $69,500
Total $120,400 $79,800 $15,900 $216,100
* Exclusive of GST

It should be noted that the cost of disposing of the pond sediment is dependant on the quality of the sediment. The tender calls for the successful bidder to test the sediment. The cheapest disposal cost is for sediment classified as “residential fill”. Quality assessments of “industrial fill”, “non-hazardous waste” and “hazardous waste” will be progressively more costly to dispose of although it is noted that experience in other jurisdictions indicates the sediment will most likely be rated as either “residential” or “industrial” fill.

The above noted tender prices are for the disposal of sediment classified as residential fill. The tender document, however, requested the bidders to price sediment disposal under all four quality assessments and Cannington Excavating 1989 Ltd. was the low bidder under each case.

As an example, the additional cost to dispose of industrial fill versus residential fill is $47,000 over the three year contract (almost $16,000 per year) and, it would be prudent to allow staff to expend this additional cost if the testing proves that it is necessary. In this way, the project would not be delayed while staff comes back to Council for additional funding.

OPTIONS

Council may not wish to proceed with this project and may wish to delay the maintenance and monitoring of the Storm Water Management facilities in the Town for a later date.

FINANCIAL IMPLICATIONS

Funds in the amount of $62,700 are required in the 2005 budget (Storm Water Account) for the maintenance and monitoring of the Storm Water Management facilities in the Town. The 2004 Public Works operating budget anticipated an expenditure of $60,000 for this activity in case the work was done in 2004. However, it is now planned to start this contract in 2005 and accordingly, staff are requesting the carryover of the 2004 funding to 2005 with an additional $2,700 added in 2005.

The 2006 and 2007 costs shown in Table 1 ($83,900 and $69,500 respectively) will be included in the 2006 and 2007 budgets.

As noted previously, the cost of sediment disposal is dependant on the quality of sediment. Accordingly, to avoid having to stop the project and request additional funds from Council if the sediment proves to be of lesser quality than residential fill, staff is also proposing to include in the respective budgets the additional funds that would be necessary to dispose of industrial fill if this is necessary.

All of the above funds will come from the self supporting Storm Water Account.

CONCLUSIONS

The tender submission from Cannington Excavating 1989 Ltd. was the lowest responsive bidder at $216,100.00.
The tender price from Cannington Excavating 1989 Ltd. is $59,267.50 lower than the second bid and is $65,339.17 lower than the average bid. Accordingly it is believed that the tender price submitted by Cannington Excavating 1989 Ltd. is a very competitive price.

LINK TO STRATEGIC PLAN

Goal “C” speaks to continuing the well-planned moderate growth of the Town. The Strategic Plan includes the action to “address matters affecting public safety, property and the environment and will formulate specific measures to deal with them”.

ATTACHMENTS

• Form of Agreement P.W. 2004-54

PRE-SUBMISSION REVIEW

Management Team Meeting – September 8, 2004

Prepared by: Anca Mihail, Municipal Engineer, Ext. #4383


_________________________________
W. H. Jackson
Director of Public Works

ITEM - 5

COUNCIL REPORT No. TSAB04-015

SUBJECT: August 11, 2004 Traffic Safety Advisory Board Meeting

FROM: Chair - John West
Committee Members - Carmen Zambri, Mike Walters, Robert Cook

MEMBERS ABSENT: Brett Cole, Juergen Daurer

DATE: September 14, 2004

RECOMMENDATIONS

1. THAT the Committee Record of the Traffic Safety Advisory Board Meeting held on August 11, 2004 be received as information; and

2. Report No. TSAB04-011 – McLeod Drive – Speeding and Safety Concerns.

THAT the request for traffic calming measures on McLeod Drive be denied;

THAT multi-way stop sign control be implemented at the intersection of McLeod Drive and Murdock Avenue;

THAT parking be prohibited on the south and west sides of McLeod Drive from a point 43 meters east of Murdock Avenue to Gilbank Drive (south leg);

THAT stopping be prohibited from 8:00a.m. to 4:30p.m., Monday to Friday on the east and west sides of McLeod Drive from Aurora Heights Drive to Gilbank Drive (north leg);

THAT the Clerks Department be requested to introduce the necessary by-laws to implement the above recommendations; and

THAT a letter be sent to all affected residents with the TSAB’s recommendations.

3. Report No. TSAB04-009 – Kemano Drive Between Crawford Rose Drive and Aurora Heights Drive – Speeding Concerns.

THAT staff be requested to monitor Kemano Drive between Aurora Heights Drive and Crawford Rose Drive and report back to the TSAB if necessary; and

THAT a letter be sent to Mr. Derek Sealey with the TSAB’s recommendations.


4. Report No. TSAB04-010 – Intersection of Dunning Avenue and Cameron Avenue – Multi-Way Stop Sign Control.

THAT Report No. TSAB04-010 – Intersection of Dunning Avenue and Cameron Avenue – Multi-Way Stop Sign Control be received as information; and

THAT staff be requested to further study the Dunning Avenue and Cameron Avenue intersection and report back to the October TSAB meeting.

5. August 10, 2004 memorandum from the By-law Services Co-ordinator regarding the Super Mailboxes in front of #23 Downey Circle.

THAT the request to relocate the Super Mailbox in front of #23 Downey Circle be denied; and

THAT a letter be sent to Ms. Stacey Crocker with the TSAB’s recommendations.

6. August 4, 2004 memorandum from the Traffic/Transportation Analyst regarding parking concerns on Pinnacle Trail.

THAT parking be prohibited at anytime on the east side of Pinnacle Trail from St. John’s Sideroad to Pinnacle Trail (east leg);

THAT the Clerks Department be requested to introduce the necessary by-law; and

THAT a letter be sent to all affected residents with the TSAB’s recommendations.


BACKGROUND

All matters on the agenda were discussed fully.

COMMENTS

Alan Wilson attended the TSAB meeting as a delegate requesting Town Council to request information from the Region to determine how the Region is going to handle the traffic impacts in Aurora.

CONCLUSIONS

The Board believes the recommendations contained herein to be appropriate and that Council should adopt them.

FINANCIAL IMPLICATIONS

There will be individual costs for the following:
• Installation of multi-way stop sign control at the intersections of McLeod Drive and Murdock Avenue; and

• Installation of No Parking and No Stopping Prohibitions on McLeod Drive and Pinnacle Trail.

The total cost for the above is estimated at $1200.00, which includes labor, equipment and materials. Funds for which are available in the Public Works Operating Budget.

ATTACHMENTS

• August 11, 2004 Committee Record 04-04

Prepared by: Brent Jefferson, Traffic/Transportation Analyst ext. 4374


______________________
John G. West, Chair
Traffic Safety Advisory Board


COMMITTEE RECORD
NO. 04-04

Committee: Traffic Safety Advisory Board

Date: Wednesday August 11, 2004

Time and Location: Leksand Room, Aurora Town Hall, 7:00p.m.

From: Chair: John West Committee Members Carmen Zambri, Mike Walters, Robert Cook

Members Absent: Brett Cole, Juergen Daurer

Other Attendees: Brent Jefferson (Recording Secretary)
Chris Alexander (By-Law Services Co-ordinator)
Constable Sandra Staley (York Regional Police)

DECLARATIONS OF INTEREST

There were no declarations of interest.

APPROVAL OF AGENDA

Moved by Mike Walters Seconded by Robert Cook

THAT the agenda be approved as circulated.

CARRIED


MINUTES OF PREVIOUS MEETINGS

Moved by Mike Walters Seconded by Robert Cook

THAT the minutes of the July 14, 2004 TSAB meeting be adopted by Council.

CARRIED


DELIGATIONS

Alan Wilson – 132 Delayne Drive

Mr. Wilson expressed concerns regarding the impacts the Regional reconstruction programs will have on the Town. Mr. Wilson is hoping the Town can be proactive to avert a potential crisis. Now that St. John’s Sideroad is closed and the Wellington Street watermain construction is underway the Region is blocking the two main arterial roadways through Aurora and will remain this way for over a year.

Mr. Wilson is requesting Town Council to request information from the Region to determine how the Region is going to handle the traffic impacts in Aurora.


John Belgue – 30 McLeod Drive

Mr. Belgue indicated he has been working with the TSAB for a number of years to address the eastbound sightline deficiency at the intersection of McLeod Drive and Murdock Avenue which is caused by the bend on McLeod Drive east of Murdock Avenue. Mr. Belgue indicted the residents requested for traffic calming measures but the request was denied as McLeod Drive will have having regular transit services starting in the fall.

Mr. Belgue supports the recommendations to install multi-way stop signs at the intersection of McLeod Drive and Murdock Avenue and the proposed parking prohibitions.

Moved by Mike Walters Seconded by Carmen Zambri

THAT item #4 be moved forward at this time.

CARRIED

Moved by Mike Walters Seconded by Carmen Zambri

THAT the request for traffic calming measures on McLeod Drive be denied;

THAT multi-way stop sign control be implemented at the intersection of McLeod Drive and Murdock Avenue;

THAT parking be prohibited on the south and west sides of McLeod Drive from a point 43 meters east of Murdock Avenue to Gilbank Drive (south leg);

THAT stopping be prohibited from 8:00a.m. to 4:30p.m., Monday to Friday on the east and west sides of McLeod Drive from Aurora Heights Drive to Gilbank Drive (north leg);

THAT the Clerks Department be requested to introduce the necessary by-laws to implement the above recommendations; and
THAT a letter be sent to all affected residents with the TSAB’s recommendations.

CARRIED


Georgia Stronach – 67 Poplar Crescent

Ms. Stronach addressed the Board to request that the existing parking prohibition on the west side of Poplar Crescent in the vicinity of the pool be changed from “No Parking” from June 1 to September 1 to “No Parking Anytime”. Ms. Stronach indicted Poplar Crescent is constantly used by the drive test centre for parallel parking because of the cars parked on the street. Ms. Stronach indicated there is also a park on the west side and many children cross the street. Ms. Stronach indicted there is a 30 car parking lot available for residents to use but they don’t use it.

Ms. Stronach indicted By-Law Services is very hard to contact on the weekends and cars are constantly violating the existing restrictions. Ms. Stronach indicted she has the support of the property management staff and numerous homeowners.

Ms. Stronach indicted she has difficulty existing her driveway caused by the parked cars which is worse in the winter with the accumulation of the snow banks.

Moved by Robert Cook Seconded by Carmen Zambri

THAT item #9 be moved forward at this time.

CARRIED

Moved by Robert Cook Seconded by Carmen Zambri

THAT the August 6, 2004 email from Georgia Stronach regarding parking concerns on Poplar Crescent be received as information.

CARRIED


MATTERS FOR CONSIDERATION


2. Report No. TSAB04-009 – Kemano Drive Between Crawford Rose Drive and Aurora Heights Drive – Speeding Concerns.

Moved by Mike Walters Seconded by Robert Cook
THAT Report No. TSAB04-009 be received as information;

THAT staff be requested to monitor Kemano Drive between Aurora Heights Drive and Crawford Rose Drive and report back to the TSAB if necessary; and

THAT a letter be sent to Mr. Derek Sealey with the TSAB’s recommendations.

CARRIED

3. Report No. TSAB04-010 – Intersection of Dunning Avenue and Cameron Avenue – Multi-Way Stop Sign Control.

Moved by Mike Walters Seconded by Carmen Zambri

THAT Report No. TSAB04-010 – Intersection of Dunning Avenue and Cameron Avenue – Multi-Way Stop Sign Control be received as information; and

THAT staff be requested to further study the Dunning Avenue and Cameron Avenue intersection and report back to the October TSAB meeting.

CARRIED


5. August 10, 2004 memorandum from the By-law Services Co-ordinator regarding the Super Mailboxes in front of #23 Downey Circle.

Moved by Mike Walters Seconded by Robert Cook

THAT the request to relocate the Super Mailbox in front of #23 Downey Circle be denied; and

THAT a letter be sent to Ms. Stacey Crocker with the TSAB’s recommendations.

CARRIED


6. August 4, 2004 memorandum from the Traffic/Transportation Analyst regarding parking concerns on Pinnacle Trail.

Moved by Mike Walters Seconded by Robert Cook

THAT parking be prohibited at anytime on the east side of Pinnacle Trail from St. John’s Sideroad to Pinnacle Trail (east leg);

THAT the Clerks Department be requested to introduce the necessary by-law; and

THAT a letter be sent to all affected residents with the TSAB’s recommendations.

CARRIED
7. July 29, 2004 email from Alan Wilson regarding safety and traffic concerns at various locations.

THAT July 29, 2004 email from Alan Wilson regarding safety and traffic concerns at various locations be received as information.

8. July 8, 2004 email from Jane Zanibbi Reeves regarding speeding concerns on Cousins Drive.

THAT the July 8, 2004 email from Jane Zanibbi Reeves regarding speeding
concerns on Cousins Drive be received on information.


10. Pending List.

11. Traffic Calming Activity List.

Moved by Mike Walters Seconded by Carmen Zambri

THAT the Pending List and Traffic Calming Activity List be received as information.

CARRIED


OTHER BUSINESS BY MEMBERS

Brent Jefferson informed committee members that a request to review the need for parking on the south side of Kennedy Street East from Yonge Street to the first parking lot be submitted to the TSAB for consideration. Committee members this request and suggested it be included in the Gurnett Street parking report.

Chris Alexander informed the Board that the new consolidated parking and traffic by-law will be submitted to the September 17, 2004 Council meeting for consideration.

Constable Sandra Staley informed the committee that a request for speeding enforcement was received from a resident on Kennedy Street West and on Batson Drive. Sandra indicted these requests will be addressed and the results will be submitted to the Board. Sandra also indicted the police are enforcing the speed limits on Kemano Drive, Richardson Drive, Cousins Drive and Orchard Height Boulevard.

ADJOURNMENT

The meeting was adjourned at 8:30p.m.


ITEM - 6

COUNCIL REPORT No. ACCESS 04-04

SUBJECT: 04-04 Accessibility Advisory Committee Meeting

FROM: Chair John West
Committee Members – Catherine Couchman, Vice-Chair; Helen Kogan, Ivy Henriksen, and John Lenchak, Jim Hamilton

DATE: September 14, 2004

RECOMMENDATIONS

e) THAT the Committee Record of the Accessibility Advisory Meeting held on August 26, 2004 be received for information; and

f) THAT Committee members Catherine Couchman and John Lenchak each prepare a list of the most critical maintenance issues pertaining to Accessibility Plan Project Priorities, which need to be addressed promptly; and

THAT these lists be provided to Bob Panizza via e-mail, prior to September 8, 2004, to be included on the September 14, 2004 Council agenda for consideration and approval.

g) THAT the Accessibility Advisory Committee receive and endorse the Draft Request for Proposal for the Accessibility Audit with the following amendments:

• THAT a short paragraph be included at the beginning of the document to read as follows:

“from this point forward all references to the word accessibility should be interpreted to mean “Universal Accessibility Codes and Standards”

• THAT the wording of the Draft Request for Proposal for the Accessibility Audit be amended to include the following:

- Under the heading of “The successful firm or individual will be responsible for but not limited to the following:” an additional bullet be included, which reads as follows:

“preparation of a five year plan outlining phases of implementation and estimated yearly costs to allow for consideration during the annual budget process.”

• Under the heading Relevant Experience, the following sentence be amended to include the bolded text:

“…working knowledge of, and experience with the identification and removal of barriers experienced by a wide range of persons with disabilities

• Under the heading Relevant Experience, the following sentence be amended to include the bolded text:

“For each project listed above, provide an indication of the scope of the project as well as the approximate project cost and timeframe.”

• Under the heading Required Information for your proposal submission, bullet 7 be amended to read as follows:

“The proposed approach to working with the Accessibility Advisory Committee and staff in developing the audit, its methodologies and reporting strategies.”; and

THAT staff be authorized to proceed with the process of issuing the RFP, as amended; and

THAT the Accessibility Advisory Committee be included in the final selection process and be given the opportunity to provide ongoing input pertaining to this matter.

h) THAT the Accessibility Design Guidelines – City of Toronto be received for information:


ATTACHMENTS

1. Committee Record 04-04


Prepared by: Carrie Eastwood, Council and Committee Secretary


__________________________
Councillor John West, Chair
Accessibility Advisory Committee


ITEM - 7

COUNCIL REPORT No. AHC 04-03

SUBJECT: August 9, 2004, Aurora Heritage Committee Meeting

FROM: Diane Fergueson (Chair), Margaret Brevik, Councillor Nigel Kean,
Bob McRoberts, Walter Mestrinaro, John McIntyre, Stan Rycombel,
Jane Staunton, Councillor Ron Wallace

DATE: September 14, 2004


RECOMMENDATIONS

1. THAT the Committee Record of the Aurora Heritage Committee Meeting held on August 9, 2004 be received for information; and

2. THAT the Heritage Committee has no immediate concerns with the
continued use of the subject properties namely 15387 & 15393 Yonge St. and supports the landscape modifications as shown on the proposed site plan; and

3. THAT the Heritage Committee has no objections to the proposed site plan application as submitted for 74 Wellington St. E.; and

4. That the Heritage Committee has no objections to the demolition of the subject building located at 13990 Yonge St. subject to the owner providing the committee with the opportunity to obtain some architectural artifacts from the building; and

5. That 22 Marksbury Crt. be added to the heritage inventory list; and

6. That the request of the property owners of 59 & 76 Catherine St. be approved and that heritage plaques be presented to both properties.
(59 Catherine St – Myrtle Sisman House circa 1913) (76 Catherine St. – J. H. Knowles House circa. 1917); and

7. That the letter of invitation be circulated to the residents of Catherine St., Maple St., Spruce St., and Fleury St. inviting them to attend an information meeting on the establishment of a heritage district in Aurora on Monday Sept. 27 at 7:30 p.m. at Grace Hall; and


8. That the information from the Ontario Heritage Foundation be received and that nominations be presented at the next meeting; and

9. That the correspondence from Mr. Greenwood be received for information and that the Director of Corporate Services be requested to obtain addition background information on this matter; and

10. That the Historical Society be advised that the Heritage Committee has no objections with the repairs to the roof of the Hillary House; and

11. That the request from the Aurora United Church for the relocation of the heritage sign on their front lawn be approved.

ATTACHMENTS

Committee Record 04-03
Prepared by: Bob Panizza

___________________________
Bob McRoberts, Vice Chair
Aurora Heritage Committee


ITEM - 8

COUNCIL REPORT No. FAC04-02

SUBJECT: August 16, 2004, Finance Advisory Committee Meeting

FROM: Chair - Councillor Hogg
Council Members - Mayor Jones and Councillor Buck
Staff Attendees - Jim Carey

DATE: August 17, 2004


RECOMMENDATIONS

1. THAT Council Report FAC04-02 be received for information purposes; and


2 TR04-015 Report - 2003 Year-End Report and Audited Financial Statements – Grant Thornton Presentation

THAT the approval of the 2003 Year End Report and Audited Financial Statements be referred to the next meeting of Council for approval; and

3. Core Services Review

THAT the Director of Finance/Treasurer be authorized to further investigate the options and associated costs of carrying out a Core Services Review to be included in the formal recommendation that goes forward to Council; and


4. Report re: Budget Process for 2005

THAT the Director of Finance/Treasurer provide the Finance Advisory Committee with a more detailed Proposed Outlook/Budget Schedule.


BACKGROUND

Attached for the information of Council are the Minutes of the Finance Advisory Committee Meeting FAC04-02, held on August 16, 2004.


COMMENTS

Nil.


OPTIONS

Nil.


CONCLUSIONS

Nil.


FINANCIAL IMPLICATIONS

None.


ATTACHMENTS

1. Copy of Committee Record No. FAC04-02.

Prepared by: Karen Ewart, Administrative Assistance/Deputy Clerk ext. 4222
Reviewed by: Jim Carey, Director of Finance, ext. 4111

___________________________
Councillor Bill Hogg, Chair
Finance Advisory Committee



ITEM - 14

LEISURE SERVICES ADVISORY COMMITTEE RECORD MEETING NO. 04-04 NO QUORUM REPORT

Date: Thursday, September 9, 2004

Time and Location: 7:00 p.m., Holland Meeting Room, Aurora Town Hall,
100 John West Way

Committee Members: Councillor Gaertner, Stephen Dupuis, John Gallo, Al Wilson

Staff Attendees: Allan Downey, Director of Leisure Services; Carol Clark, Council/Committee Secretary

Absent: Councillors Kean and Vrancic, Diane Buchanan, Alan Dean, Dawn Irwin

Other Attendees: None


Due to lack of quorum, the Leisure Services Advisory Committee meeting of Thursday, September 9, 2004 was adjourned.


NEXT MEETING

The next meeting of the Leisure Services Advisory Committee will take place on Thursday, October 14, 2004 at 7:00 pm in the Leksand Room.

COUNCIL REPORT No. LS04-045

SUBJECT: Tender L.S. 2004-49 Purchase of Agricultural Tractor with Wide Area Mower Attachment

FROM: Allan D. Downey, Director of Leisure Services

DATE: September 14, 2004


RECOMMENDATIONS

THAT Council authorize the purchase of one (1) Agricultural Tractor with Wide area Mower Attachment from Hutchinson Farm Supply Inc. of Stouffville Ontario in the amount of $90,492.00 not including P.S.T. and G.S.T.


BACKGROUND


In the year 2004 Department of Leisure Services Capital Budget, staff recommended the purchase of an agricultural tractor and mower attachment to replace an aging tractor/mower unit currently in operation in the Parks Division Fleet. This particular piece of equipment (LS #220) was also identified for replacement in the 10 Year Vehicle and Equipment Fleet Replacement Schedule.

On July 19th, 2004 the Treasury Department Purchasing Office issued Tender L.S. 2004-49. All known local suppliers of this type of equipment were contacted and advised of the Tender closing date and the Tender notice was posted in the Era Banner Notice Board page, the Electronic Tendering Network and the Town’s web site.

Tender L.S. 2004-49 closed on August 3rd, 2004 at 12:00 noon with only one Tender submitted by Hutchinson Farm Supply Inc. in the amount of $90,492.00 not including P.S.T. or G.S.T.


COMMENTS


LS #220 was put into service in early 1996 and has logged over 6,400 hours of excellent service in the Parks Division with non other than the normal minor repairs and regular service and maintenance. This equipment has been thoroughly inspected and evaluated for further service life by our own mechanics and it has been determined that the equipment has reached the end of its service life cycle. It has been further determined that to retain this equipment for further use will require a major expenditure of funds (estimated at $10,000 - $15,000) during the off season and not considered practical based on these costs, the age of the equipment and the likelihood of equipment failure.

This primary mower is heavily relied upon to provide the reliable weekly maintenance requirements on all municipal sports fields, now totaling 56 fields and additional regular maintenance on much of our high use park areas. This equipment is solely dedicated to wide area turf maintenance operations on a town wide basis, cutting approximately 150 acres of turf on a weekly basis.

The replacement wide area mower attachment that was specified in Tender L.S. 2004-49 is identical to the unit currently in service based on the fact that this unit has proven to be an extremely low maintenance, highly productive and well designed for our specific application. The tractor power unit which operated the wide area mower attachment was specified with slightly more horse power to provide a more efficient operation and lower fuel consumption.

Staff are not overly concerned that only one Tender was submitted for this equipment based on the fact that the equipment is somewhat specialized and a unique tractor mower combination.

In addition, staff had obtained a quotation for this equipment in July 2003 for the purposes of our Capital Budget preparation and this quotation is very much in line with the Tender results with a marginal increase which reflects the slightly larger tractor horse power that was specified. As such, staff are confident that the Corporation is obtaining fair value for it’s investment in this equipment.

OPTIONS


1. Council could defer purchase of this equipment and continue use of the existing equipment. This may result in increased maintenance expenses and inefficiencies associated with downtime and inconvenience to our user groups and residents.

2. Council could direct staff to contract out this service to the private sector thereby avoiding this capital investment, however experience with contracting out of this type of turf maintenance has proven problematic in terms of achieving a quality product on a consistent basis which may not be in the Corporation’s best interest.

FINANCIAL IMPLICATIONS

Current Year

In the year 2004 Capital Budget staff submitted for Council’s approval a total amount of $120,000.00 for the replacement of the Tractor Mower combination. These funds were allocated from the Vehicle and Equipment Reserve and currently available in account #1-5500-0500-5604.

Actual funding required for the purchase of these vehicles is $90,492.00 less P.S.T. and G.S.T.

Purchase Price $ 90,492.00
G.S.T. $ 6,334.44
P.S.T. $ 7,239.36

Total: $104,065.80 …./3

The existing equipment will be declared surplus and sent to auction for liquidation. Proceeds from this sale will be returned to the Vehicle and Equipment Reserves.


Future Years

Not applicable.


CONCLUSIONS


That Council authorize the purchase of this equipment as outlined herein.


LINK TO STRATEGIC PLAN


The purchase of these replacement vehicles will enable the Leisure Services Parks and Operations Departments to continue to maintain high standards for parks and facilities as outlined in Goal ”D”.

Goal “A” speaks to ensuring that adequate revenues are available for the maintenance and replacement of rolling stock and equipment.


ATTACHMENTS


1. Copy of 2004 Capital Budget Analysis Sheet for Tractor/Mower Replacement.
2. Copy of Tender L.S. 2004-49 is available in the Treasury Department Purchasing Office.

PRE-SUBMISSION REVIEW

Management Team Meeting, Wednesday, September 8, 2004.

Prepared by: Jim Tree, Parks Mgr./Acting Mgr. Facilities/Property, Extension 3222


_________________________________
ALLAN D. DOWNEY
Director of Leisure Services

ITEM - 16

COUNCIL REPORT No. PL04-103-

SUBJECT: GeoSmart Program

FROM: Sue Seibert, Director of Planning

DATE: September 14, 2004


RECOMMENDATIONS

THAT Council support participating in a joint submission by “YorkInfo Partners” of a application to obtain GeoSmart Funding, AND;

THAT the Mayor and Clerk be authorized to sign a letter indicating the Town of Aurora’s support of the partnership application for GeoSmart Funding, AND;

THAT staff be directed to continue to work with the partnership to finalize the details of the application.

BACKGROUND

Recognizing the benefits of GIS and land information, the Province of Ontario established GeoSmart, a $32 million SuperBuild initiative led by the Ministry of Natural Resources - the Provincial lead for land information. GeoSmart has been re-focussed to facilitate the implementation and enhancement of Geographic Information Systems in Ontario communities.
GeoSmart provides funding up to 50 per cent of a project's total eligible costs, generally not exceeding $500,000.00 per project. Projects can focus on accessing information and implementing technologies to address a variety of local business areas, including, but not limited to:
1. Support local economic development.
2. Improve local government efficiency.
3. Increase access to land information over the Internet.

As part of the 2003 MIS Strategic Plan Update conducted by Prior and Prior and presented to Council on June 10, 2003 in report TR03-013, one of the key recommendations was clear, implement a corporate Geographic Information System. The action steps associated with this strategy as recommended by the consultant were to pursue GeoSmart funding to assist in the implementation. Following this, the Treasury Department of the Town of Aurora sent a letter of intent to the Province in 2003, however shortly after the letter was accepted, the Province placed the GeoSmart funding program on hold. In addition, the Treasury Department indicated in Report TR03-013 pertaining to the Management Information Systems Plan Update that the GeoSmart program would be a good way to accelerate the Town’s Geographic Information Systems. The Province has now reinstated the GeoSmart Program and set a submission deadline of September 17, 2004.

COMMENT

The Town of Aurora is a partner (“YorkInfo Partners”) with York Region, the other municipalities, the school boards and the conservation authorities pertaining to the creation and sharing of GIS data and knowledge. In this regard the Region of York has suggested that the partnership apply for GeoSmart funding collectively in order to achieve a common of goal of providing enhanced infrastructure to enable efficient integration and access to mapping. This would allow members of the public to view online interactive/current mapping showing frequently requested information such as zoning, floodplains, addresses, and other relevant information. The following provides a brief outline of the aims of the partnership proposal:

? a interconnected system that would enable local municipalities and economic development agencies to update the data online. This would give the Town control over its own information.

? applications that would allow public and private sector users to view spatial information seamlessly through any partners’ internet site (without having to know which was the host site), with appropriate interface branding (so that, for example a visitor to the Aurora website would be able to see maps appropriate to Aurora’s extent, in a format that duplicates the look and feel of Aurora’s website). The intention would be to build application appropriate search tools that would allow intelligent use of the data.

The advantages of the partner’s proposal is that the Town would be able to utilize the Regional web mapping infrastructure. In addition the Town will obtain data editing software and other enhancements to ensure that our data is kept current. The data would also be available to all Town staff on a web browser platform and using this type of system would allow staff to view more sensitive information than the public.

Town staff have spoken to Derek Landry the manager of the GeoSmart progam to discuss a partnership proposal and Mr. Landry has indicated that this approach is preferred over individual municipal applications. Mr. Landry has also indicated that it is not necessary for all municipalities in the Region to be involved in order for the application for funding to be successful.

It is our understanding at this time that the following municipalities and organizations have agreed to participate in the GeoSmart Application:

? Region of York
? East Gwillimbury
? Georgina
? King
? Newmarket (Tentative)
? Richmond Hill
? Whitchurch-Stouffville
? Lake Simcoe Region Conservation Authority
? York Catholic District School Board
? York Region District School Board


In order to effectively participate in the proposed data sharing arrangement and to advance the Town’s GIS capabilities through the GeoSmart Program the following hardware and software is recommended by the Region of York (It should be noted that each partner will have different requirement based on their existing infrastructure and short term GIS goals):

Items Unit Cost QTY Total Yr2-Maint

Hardware
Editing Workstation 8000 1 8000
Wide Format Scanner Chroma XL 42 Base Colour (Optional) 27900 1 27900
Software
ArcEditor CU 11400 1 11400 2700
ArcView CU 5300 2 10600 1260
ArcScan CU (Optional) 4250 1 4250 1100
AutoDesk Map 3D 2005 6280 1 6280 800
WS_FTP Client 200 1 200
GIS Connect for AutoCAD 400 1 400
Bandwidth Increase per service provider
Total with Scanner 69030 5860
Total without Scanner 36680 4760

The above hardware and software will be owned by the Town of Aurora and the cost to the Town should the GeoSmart application be accepted will be 50% or $34,515.00 with the scanner and $18,340.00 without the scanner. The year two and beyond maintenance costs will not be offset by GeoSmart funding. In addition to the above costs the Town of Aurora, MIS Department will have to determine the cost associated with firewalls, bandwidth increases and other infrastructure improvements to support the new software and to support the key deliverables from the partnership. These costs have been estimated at $15,000.00 and will be added to the partnership application to request funding for 50% of such costs for a total additional cost to the Town of $7,500.00. Additional maintenance costs for the internal infrastructure will be approximately $1,500.00 per year which will not be offset by GeoSmart funding.

The above costs have not been fixed at this time, however they represent the best available information and will be further perfected as the application proceeds through the approval process.

The scanner and related software has been added as an option, however the long term plans for the Building and Planning Department were to purchase such a scanner and the GeoSmart program will offset 50% of the costs required to purchase the scanner. The large format scanner will allow staff to scan large AutoCAD and other drawings and convert them into a GIS format to add to the information available pertaining to plans of subdivision and other infrastructure.

Town staff view the GeoSmart program as an excellent way to help advance the Town’s GIS network and to obtain hardware and software for 50% or less (software vendors have indicated that they are interested in participating in the project by reducing costs of software) of the typically required amounts. This will lead to cost avoidance and cost saving for the Town in future budget years. In addition the approved re-organization of the Planning Department also includes a new position for a GIS Database Analyst and the GeoSmart funding will offset the cost of the software and hardware required to support this position.

In order to proceed with the Geosmart application the following commitments must be made:

1. Council must be committed to provide funding for 50% of the project. The amounts are set out above and within the financial implications section of this report. This cost could be reduced if the Town could obtain partners or in kind contributions from staff and from software vendors such as ESRI. These costs are for the implementation of the program within the one year time period additional costs would be associated with the long term maintenance of the system.
2. Council and Senior Management must be committed to provide staffing time necessary to implement the project. The main departments impacted would be Treasury and Planning. Staff are in discussions with the Region to determine the amount of assistance that they are willing to provide with the implementation and training required to initiate and complete the project.

The application for funding must be submitted to the Province by September 17, 2004 and as such an extremely quick turn around time is required from all partners. The actual funding and project start after the application is approved will occur in April or May 2005 and the project will need to be complete within one year of commencement. Thus there may be means to delay certain costs until the 2006 budget and staff will discuss this possibility with representatives from the Province.


OPTIONS

Council has the options of supporting the application for GeoSmart funding with the partners or of not supporting the application and proceeding with building up a GIS network
over a longer term time period. Council also has the option of including a large scale scanner within the application for funding in order to achieve cost savings for this item.

FINANCIAL IMPLICATIONS

With a large scale plotter included in the budget the total cost to the Town will be approximately $42,015.00 (50% of total costs) for year one with a subsequent yearly maintenance fee of $7,360.00. Certain costs may be able to be delayed until 2006 as indicated within the comments section of the report.

Without the plotter the total cost to the Town will be approximately $25,840.00 (50% of total costs) for year one with a subsequent yearly maintenance fee of $6,260.00.

These costs can be reduced by in kind services provided by Town Staff, for example should detailed address points or other data be created by the Town to benefit all partners, then the overall cost to the Town will be reduced. The details of these in kind contributions are being further discussed with the Region. The Region is also discussing in kind contributions with the software vendors to help reduce the total cost

CONCLUSIONS

The GeoSmart program is an excellent opportunity for the Town to reduce the costs incurred in facilitating the implementation and enhancement of Geographic Information System and providing a better level of service for the residents of Aurora. However the Town must be willing to make a strong commitment in the short and long term to providing staffing and financial resources to maintaining the service levels. Should the Town proceed with a partnership arrangement the financial and staffing costs will be significantly reduced. The application for funding is not guaranteed to succeed and as such the commitments set out in this report are only required should the application be approved.

LINK TO STRATEGIC PLAN

The Strategic Plan has goals of promoting open, accountable, transparent and accessible municipal government.

ATTACHMENTS

None

PRE-SUBMISSION REVIEW

Management Team Meeting – September 7, 2004.


Prepared by:
Jim Kyle, Manager of Policy Planning ext. 4345

_________________________________
Sue Seibert, M.C.I.P., R.P.P.
Director of Planning

 


ITEM - 17

COUNCIL REPORT LS04-038

SUBJECT: New Fire Hall

FROM: Allan D. Downey, Director of Leisure Services

DATE: September 14, 2004


RECOMMENDATIONS

THAT Council endorse the program and space allocation for the New Fire Hall; and

THAT Council direct staff to prepare an Expression of Interest for an Architect based on the program and approved budget, and report back to Council with a recommendation.


BACKGROUND

The requirement for a New Fire Hall has been identified in the Development Charges By-law to be constructed in 2005. It was also identified in the Master Fire Service Plan and the subject of a report to the Joint Council Committee on July 28, 2003 (attached). Staff prepared a budget for the Fire Hall based on the amounts identified within the By-law and presented it to Council as part of the 2004 Budget. Council approved the budget (attached), allocating funds in 2004 for design purposes and funds in 2005 for construction purposes. Lands have been identified on the Burnett property to construct the new Fire Hall.


COMMENTS

Upon the approval of the budget, staff contacted John Molyneaux, Fire Chief to ascertain their program needs for the new Fire Hall. This is a similar exercise that established the spatial requirements for both the Seniors Centre and the Recreation Centre.

Staff have attached the list submitted by Chief Molyneaux which requests a total floor area of 6,710 square feet plus hall and entranceways. The approved budget of $1,620,000 would provide a per square foot estimate of approximately $241/sq. ft.

With the approval of these program requirements for the new Fire Hall, staff are requesting that we proceed with the recruitment of an Architect for the Fire Hall through our Standard Purchasing Procedures.


OPTIONS

Council may consider delaying the project or the Expression of Interest until a future date. The Fire Chief is concerned that a delay at this time will have an effect on service levels and response times and not provide sufficient time to complete the design and construction of the Fire Hall in 2005 as indicated in the Master Fire Service Plan.

FINANCIAL IMPLICATIONS

The Capital Budget has been attached which indicates the source of funding for the project. These funds have been committed to the project as part of the 2004 Budget process and have been identified in the present balance of Reserve Funds.


CONCLUSIONS


The spatial program submitted appears reasonable and within budget. Staff recommends that the attached spatial program be endorsed and that the recruitment process for an Architect commence immediately.


LINK TO STRATEGIC PLAN


Goal “A” speaks to maintaining a well managed and fiscally responsible municipality.


ATTACHMENTS


1. 2004 Capital Budget Analysis by Project Sheet.
2. Space Program Requirements and letter dated April 15, 2004 from John Molyneaux, Fire Chief.
3. Fire Services Report 2003-11, dated July 28, 2003.


PRE-SUBMISSION REVIEW


Management Team Meeting, Wednesday, September 8, 2004.

Prepared by: Allan D. Downey, Director of Leisure Services, Extension 4752

___________________________ _____________________________
ALLAN D. DOWNEY JOHN MOLYNEAUX
Director of Leisure Services Fire Chief

 

ITEM - 20

COUNCIL REPORT No. LS04-044

SUBJECT: Additional 2004 Community Grant Requests

FROM: Allan D. Downey, Director of Leisure Services

DATE: September 14, 2004


RECOMMENDATIONS


THAT Council provide direction with regards to the request for approval of a 2004 Grant for support of the York Region Abuse Program in the amount of $400.00; and

An additional 2004 Grant request for the Children’s Aid Foundation of York Region in the amount of $400.00.


BACKGROUND


Staff are in receipt of two (2) requests for funding from the Community Grant Account. On April 20, 2004 Council approved funding for Community Grants in the amount of $67,210.00.

Since that date several requests for funding have been considered and approved leaving a balance in the account of $842.00.


COMMENTS


The applicants for the Grant requests do not quality under the current Recreation Grant Policy and Procedures since neither group is Aurora based or observe the Town’s 80% residency rule. Council is requested to provide staff with direction with regards to their request.


OPTIONS

Council may wish to alter the proposed amount or reject the request for funding.


FINANCIAL IMPLICATIONS

The Treasurer has confirmed that sufficient funds remain in the Community Grants Account #0-1010-0400-4335 in the amount of $842.00.


LINK TO STRATEGIC PLAN


Goal “D” speaks to conserving our natural and cultural heritage and Goal “F” speaks to encouraging, supporting and recognizing volunteer involvement in community activities and special events.


ATTACHMENTS


1. Extract from Council Meeting No. 04-26 held on August 17, 2004.
2. Letter from Town of Newmarket dated July 20, 2004.
3. Letter from York Region Abuse Program.
4. Copy of request from The Children’s Aid Foundation of York Region dated August 18, 2004.
5. Recreation Grant Policy.


PRE-SUBMISSION REVIEW


C.A.O. Review, Friday, September 10, 2004.

Prepared by: Allan Downey, Director of Leisure Services, Extension 4752


_________________________________
ALLAN D. DOWNEY
Director of Leisure Services


ITEM - 21

COUNCIL REPORT No. EAC04-03

SUBJECT: August 31, 2004 Environmental Advisory Committee Meeting

FROM: Chair - Councillor Morris
Council Members - Councillor Gaertner
Committee Members - Robert Cook, Ellen Mole, Darryl Moore, David Tomlinson, Susan Walmer, Klaus Wehrenberg

DATE: September 14, 2004


RECOMMENDATIONS

1. THAT the Committee Record of the Environmental Advisory Committee Meeting, held on August 31, 2004, be received for information; and


2. OTHER BUSINESS

THAT Council direct staff to investigate the environmental and financial benefit and the feasibility of utilizing “green roof” technology to replace the existing Town Hall roof and report back to Council.


BACKGROUND

Attached for the information of Council are the Minutes of the Environmental Advisory Committee Meeting EAC04-03, held on August 31, 2004.


COMMENTS

Nil.


OPTIONS

Nil.


CONCLUSIONS

Nil.


FINANCIAL IMPLICATIONS

None.


ATTACHMENTS

2. Copy of Committee Record No. EAC04-03

Prepared by: Karen Ewart, Administrative Co-ordinator/Deputy Clerk, ext. 4222


___________________________
Councillor Phyllis Morris, Chair
Environmental Advisory Committee


ITEM - 22

COUNCIL REPORT No. LS04-050

SUBJECT: Seniors Centre Site Pre-Grading Tender Award

FROM: Allan D. Downey, Director of Leisure Services

DATE: September 14, 2004

RECOMMENDATIONS

THAT Council award Tender LS2004-58 Pre-Grading for the new Seniors Centre to Gentile Contracting Ltd. in the amount of $239,000 excluding G.S.T.


BACKGROUND

Council at their meeting of July 13, 2004 directed staff to proceed with the Tendering of Pre-Grading for the new Seniors Centre.


COMMENTS

Tender LS2004-58 was prepared and submitted to the Purchasing Department for Public Tender and advertising. Six (6) Tender documents were picked-up and four (4) Contractors submitted. Tenders were publicly opened on August 20, 2004 and the results are as follows:

1. Gentile Contracting Ltd. $239,000.00 excluding G.S.T.
2. Deciantis Construction Ltd. $249,900.00 excluding G.S.T.
3. Moretti Excavating Ltd. $312,302.06 excluding G.S.T.
4. G. Gordon Enterprises $512,000.00 excluding G.S.T.

The Tender results have been reviewed for completeness by the Project Manager, Norm Grey-Noble and the low bidder is recommended (see attached letter).


FINANCIAL IMPLICATIONS

The Tender is below the approved Budget of $300,000 and funding is available.


CONCLUSIONS


That Council award the Contract to Gentile Contracting Ltd. and proceed with Site Pre-Grading as soon as possible.

LINK TO STRATEGIC PLAN


Goal “A” speaks to ensuring that adequate revenues are available for the maintenance and replacement of rolling stock and equipment.


ATTACHMENTS


3. Copy of letter from Grey-noble Associates Inc. dated September 9, 2004.
2. Copy of 2004 Capital Budget Analysis Sheet for the new Seniors Centre.


PRE-SUBMISSION REVIEW

C.A.O. Review, Scott Somerville, Friday, September 10, 2004.

Prepared by: Allan Downey, Director of Leisure Services, Extension 4752


_________________________________
ALLAN D. DOWNEY
Director of Leisure Services

 

ITEM - 23
COUNCIL REPORT No. LS04-051

SUBJECT: Award of Tender for Construction the New Recreation Centre

FROM: Allan D. Downey, Director of Leisure Services

DATE: September 14, 2004


RECOMMENDATIONS

THAT Council award Tender LS2004-55 for the construction of the new Recreation Centre to Bondfield Construction Ltd. in the amount of $16,695,000 excluding G.S.T.; and further

THAT Council recommend that an additional amount of $100,000 be provided for the provision of an alternative pool system (Myrtha Pool); and further

THAT Council recommend that an additional amount of $175,000 be provided for the provision of ice rink conversion mats and related storage facility, subject to acceptability by the Aurora Chamber of Commerce.


BACKGROUND

Tender LS2004-55 was released to the Council approved pre-qualified bidders for the construction of the new Recreation Centre.


COMMENTS

Tender LS2004-55 was publicly opened on September 8, 2004 with the following results.

5. Bondfield Construction Ltd. $16,595,000.00 excluding G.S.T.
6. Ball Construction $17,478,209.00 excluding G.S.T.
7. Atlas Corporation $18,074,000.00 excluding G.S.T.
8. Maystar General Contractors $18,250,000.00 excluding G.S.T.
5. Aquicon Construction Co. $18,455,000.00 excluding G.S.T.

The Tender documents have been reviewed by the Project Manager and Architect for the new Recreation Centre and both have determined that the document is complete and recommend the low bidder (see letters attached).

As part of the Tendering package the contractors were requested to provide alternative costing for two (2) items.

1. Pool system
2. Ice conversion mats and storage


1. Pool System

During our design review process an alternative to the traditional tile pool was researched and investigated by the Building Committee. Staff have included correspondence for our pool design Architect and the supplier of the Myrtha Pool System.

The alternative pool system is constructed of plated aluminium panels with a bottom liner. The pool wall panels are fastened together into the desired shape and the bottom of the pool is a cushioned liner. Staff have also contacted other municipalities who have the Myrtha Pool System to determine their level of satisfaction with the product. All comments received were very complimentary and they would recommend consideration.

2. Ice Conversion Mats and Storage

Staff have been in contact with the Aurora Chamber of Commerce to look at the new centre as an alternative location of their annual Home Show. The Aurora Chamber of Commerce has always waited until the ice is removed from the Aurora Community Centre to hold their show and at times conflicts with our present ice schedule. The ice conversion mats will permit staff to place an insulated wood floor over the existing ice surface at any time of the year to accommodate alternative events.

The Aurora Chamber of Commerce is in support of this alternative provided that the floor structure will accommodate heavy traffic for landscape displays etc. Staff are investigating the structural stability of the floor to determine if it can withstand the weight of a tractor or fork lift.

Since the ice conversion mats have a storage requirement a storage facility is also included in the alternative. This alternative will permit the Aurora Chamber of Commerce to alter their dates for the Home Show to maximize the business opportunities it presents.


OPTIONS

Council may wish to approve one or none of the alternatives presented or defer for further information.


FINANCIAL IMPLICATIONS

Capital Budget sheet is attached and the Tender results are all below the estimated Budget for the project.


CONCLUSIONS

That Council award the Tender for the construction of the new Recreation Centre to Bondfield Construction Ltd. and proceed with the addition of the two (2) alternatives presented in this report.

…./3


LINK TO STRATEGIC PLAN


Goal “A” speaks to ensuring that adequate revenues are available for the maintenance and replacement of rolling stock and equipment.


ATTACHMENTS


4. Copy of letter from MHPM Project Managers dated September 10, 2004.
2. Bid Results.
3. Copy of letter from NORR Limited dated September 9, 2004.
4. Correspondence from Nationwide Commercial Aquatics Inc. on Myrtha Pool Systems.
5. Copy of 2004 Capital Budget Analysis Sheet for the new Recreation Centre.


PRE-SUBMISSION REVIEW

C.A.O. Review, Scott Somerville, Friday, September 10, 2004.

Prepared by: Allan Downey, Director of Leisure Services, Extension 4752


_________________________________
ALLAN D. DOWNEY
Director of Leisure Services


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