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MINUTES - General Committee - 20040117 TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING BUDGET MEETING REPORT NO. 04-01 Holland Room Aurora Town Hall Saturday, January 17, 2004 ATTENDANCE COMMITTEE MEMBERS Mayor Jones in the Chair; Councillors Buck, Gaertner, Hogg, Kean, Wallace and West. MEMBERS ABSENT Councillors Morris and Vrancic were absent due to a family commitment and vacation, respectively. OTHER ATTENDEES Chief Administrative Officer, Director of Corporate Services/Town Clerk, Director of Building, Director of Leisure Services, Director of Planning, Director of Public Works, Treasurer, Acting Solicitor and CEO of Aurora Public Library. Mayor Jones called the meeting to order at 9:00 a.m. I DECLARATIONS OF PECUNIARY INTEREST Mayor Jones declared a pecuniary interest in the By-Law section of the Corporate Services budget and did not take part in or vote on any questions in this regard or attempt in any way to influence the voting on such questions. II APPROVAL OF AGENDA Moved by Councillor West Seconded by Councillor Wallace THAT the content of the Agenda as circulated by the Corporate Services Department be approved as presented. CARRIED III DELEGATIONS Ms Rebecca Beaton Ms Rebecca Beaton appeared before the Committee and raised a number of issues and concerns, specifically, construction of a new soccer field, repairs to the Town Hall and proposed installation of the splash pad at the Lambert Wilson Park. Special General Committee Budget Meeting Report No. 04-01 Page 2 Saturday, January 17, 2004 Mr. Milos Prikryl Mr. Milos Prikryl appeared before the Committee to encourage Council to proceed with the construction of youth sport facilities, in particular multi-use sports facilities that can be used for both winter and summer sports. Mr. Prikryl indicated that any proposed buildings should be practical, attractive and multi- use facilities and that the Town should participate in public/private partnerships if possible. Mr. Al Wilson Mr. Al Wilson expressed concerns about any additional tax increases and commented on the priorities that should be included in the budget process including the introduction of the practice of 0 base budgeting, maximizing strategies of private/public partnerships, and exploring outsourcing services Mr. Wilson also expressed concerns regarding certain capital items. Mr. John Gallo Mr. John Gallo, Bayview Wellington Association, appeared before the Committee to address issues regarding the Civic Square Parkette. Mr. Gallo inquired whether funding for the parkette is a service funded through development charges. Mr. Gallo urged the Committee to provide funding within the budget in order to build the park in the forthcoming year. IV CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. Central York Fire Services The Fire Chief provided new estimates that would increase the budgeted allocation for Central York Fire Services. Moved by Councillor Buck Seconded by Councillor West THAT the Central York Fire Services budget be received. CARRIED 2. Planning Department Councillor Hogg requested that staff investigate the development of a procedures policy regarding placement of co-op students within the Corporation and shared service agreements with other municipalities. Moved by Councillor West Seconded by Councillor Hogg THAT the Planning Department budget be received. CARRIED 3. Building Department Moved by Councillor Wallace Seconded by Councillor Kean THAT the Building Department budget be received. CARRIED Special General Committee Budget Meeting Report No. 04-01 Page 3 Saturday, January 17, 2004 4. Leisure Services Department The Committee requested that the allocation of $2,500 in revenue from the Chamber of Commerce account #5011 be reviewed. The Director of Leisure Services is to provide a copy of the pricing policy to all Councillors. Moved by Councillor Hogg Seconded by Councillor Wallace THAT the Leisure Services Department budget be received and that a separate budget discussion for Leisure Services be convened in the future. CARRIED 5. Public Works Department The Director provided an overview listing the areas of the budget where fiscal pressures exist. Moved by Councillor Wallace Seconded by Councillor Hogg THAT the Public Works Department budget be received. CARRIED 6. Library Board Colleen Abbott, C.E.O., Douglas Hubley, Chair and John McLean, Vice Chair representing the existing Library Board presented the draft budget, which was developed by the outgoing Board and will be further revised by the new Board, when it is selected. Committee suggested that at the next presentation, the budget be divided to show current service levels and proposed changes. Moved by Councillor Buck Seconded by Councillor Wallace THAT the Library Board budget be received; and THAT the Treasurer examine the feasibility of accelerating the paying down of the debt related to the new building utilizing the Library Board's annual surplus funds. CARRIED 7. Corporate Services Department Mayor Jones, having previously declared an interest in the By-Law section of the Corporate Services budget, did not take part in the vote called for in regard to the adoption of this item. Moved by Councillor West Seconded by Councillor Wallace THAT the By-Law Enforcement section of the Corporate Services Department budget be received. CARRIED Special General Committee Budget Meeting Report No. 04-01 Page 4 Saturday, January 17, 2004 Moved by Councillor Kean Seconded by Councillor Wallace THAT the Clerk's section of the Corporate Services Department budget be received. CARRIED 8. Human Resources Department Moved by Councillor Kean Seconded by Councillor Gaertner THAT the Human Resources Department budget be received. CARRIED 9. Marketing and Communications Committee proposed that sponsorship of other publications such as the Council Newsletter should be reviewed. Moved by Councillor Kean Seconded by Councillor Wallace THAT the Marketing and Communications budget be received. CARRIED 10. Animal Control Moved by Councillor Kean Seconded by Councillor Hogg THAT the Animal Control budget be received. CARRIED 11. Committee of Adjustment Moved by Councillor Hogg Seconded by Councillor Wallace THAT the Committee of Adjustment budget be received. CARRIED 12. Treasury Department Clarification was requested regarding the number of mobile telephones that are in use at the Town. Moved by Councillor Kean Seconded by Councillor Wallace THAT the Treasury Department budget be received. CARRIED Special General Committee Budget Meeting Report No. 04-01 Page 5 Saturday, January 17, 2004 13. Mayor and Council Committee requested budget details to be prepared for the Core Review Committee to support an increased allocation for the Farmers' Market. Committee further requested that staff consolidate Council training and expenses into one account. Moved by Councillor Kean Seconded by Councillor Wallace THAT the Mayor and Council budget be received. CARRIED 14. Administration Department Moved by Councillor Kean Seconded by Councillor Hogg THAT the Administration Department budget be received. CARRIED 15. Economic Development Department Moved by Councillor Kean Seconded by Councillor Gaertner THAT the Economic Development Department budget be received. CARRIED 16. Legal Department Moved by Councillor West Seconded by Councillor Kean THAT the Legal Department budget be received. CARRIED 17. General Item Moved by Councillor West Seconded by Councillor Wallace THAT staff review the budget in order to identify further savings and that the Treasurer prepare a summary of all adjustments. CARRIED V OTHER BUSINESS, COUNCILLORS Committee requested that a one page summary be provided, showing all expenditures and revenues for the 2004 budget year. Committee requested that a summary of all training expenditures be provided. Committee requested that, at the next Budget meeting, each department head provide a presentation summary of their budget. Special General Committee Budget Meeting Report No. 04-01 Page 6 Saturday, January 17, 2004 Committee suggested that, as part of the 2004 final budget approval, direction be given to staff to develop a revised process for the 2005 draft budget which would identify as part of the process a Core Services Review and its correlation to the Strategic Plan. VI ADJOURNMENT Moved by Councillor Kean THAT the meeting be adjourned at 3:10 p.m. CARRIED THE REPORT OF THE GENERAL COMMITTEE MEETING NO. 04-01 WAS CONSIDERED AND ADOPTED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, JANUARY 27, 2004. T. JONES, MAYOR B. PANIZZA, TOWN CLERK