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MINUTES - General Committee - 20040304 TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING 2004 DRAFT CAPITAL BUDGET REPORT NO. 04-09 Holland Room Aurora Town Hall Thursday, March 4, 2004 ATTENDANCE COMMITTEE MEMBERS Mayor Jones in the Chair, Councillors Buck, Gaertner, Hogg, Kean, Morris, Vrancic and Wallace. MEMBERS ABSENT Councillor West was absent due to vacation. OTHER ATTENDEES Chief Administrative Officer, Director of Leisure Services, Director of Public Works, Acting Treasurer, Manager of Engineering Services, Acting Facilities Manager, and Administrative Co-ordinator/Deputy Clerk. Mayor Jones called the meeting to order at 6:00 p.m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. II APPROVAL OF AGENDA Moved by Councillor Wallace Seconded by Councillor Morris THAT the content of the Agenda as circulated by the Corporate Services Department be approved as presented. CARRIED III ITEM REQUIRING SEPARATE DISCUSSION Draft 2004 Capital Budget - Overview The Chief Administrative Officer gave the Committee an overview of the Draft 2004 Capital Budget and described the methodology involved in developing the proposed Capital Budget. The Chief Administrative Officer advised that further information pertaining to the 10-year forecast would be provided to the Committee prior to the next review of the Draft 2004 Capital Budget. It was pointed out that the update to the 5-year estimated reserve fund forecast, as a result of Council commitments to move forward with the design of the proposed Recreation Complex and Seniors’ Centre, was creating some shortfalls in reserve balances at the end of the 5-year period and alternatives to future capital programs may become necessary as a result. Special General Committee Report No. 04-09 Page 2 of 4 Thursday, March 4, 2004 Corporate Services/Treasury/MIS Moved by Councillor Kean Seconded by Councillor Wallace THAT proposed Town of Aurora Signage in the amount of $90,000 be deferred to 2005. CARRIED Moved by Councillor Kean Seconded by Councillor Morris THAT the Telecommunication System Implementation (Phase 2) in the amount of $100,000 be deferred to 2005. DEFEATED Public Works – Engineering & Works (including Roads, Water, Sanitary & Storm Sewer) Moved by Councillor Wallace Seconded by Councillor Morris THAT the proposed traffic signals at Yonge Street and Church Street in the amount of $140,000 be deferred to 2005. CARRIED Moved by Councillor Vrancic Seconded by Councillor Morris THAT the repayment of the reserve respecting the completion of the outstanding work in the Beavertop Subdivision be deferred to 2005. CARRIED Public Works – Equipment (Tax & Rate Supported) Moved by Councillor Morris Seconded by Councillor Gaertner THAT the purchase of a new van for the Public Works Department in the amount of $30,000 be deferred to 2005. CARRIED Leisure Services General Facility Construction, Repairs, Renovations & Other Moved by Councillor Vrancic Seconded by Councillor Hogg THAT the 2003 funding in the amount of $500,000 in Municipal Capital Reserve for a Youth Centre be reallocated to reduce the tax rate component of financing for the new Recreation Complex; and THAT the $539,000 allocated for a Youth Centre in the Draft 2004 Capital Budget be deferred to 2005. CARRIED Special General Committee Report No. 04-09 Page 3 of 4 Thursday, March 4, 2004 Moved by Councillor Buck Seconded by Councillor Vrancic THAT the Youth Centre Expansion in the amount of $1,155,000 and Multi- Purpose Room/Gym in the amount of $3,190,000 be deferred from 2008 to 2009. CARRIED Moved by Councillor Vrancic Seconded by Councillor Hogg THAT Council support the implementation of an hourly surcharge for all facility rentals effective September 1, 2004, and the surcharge be allocated to the Leisure Services Capital Maintenance Reserve for the maintenance and repair of the existing rink facilities; and THAT staff report back on the quantum of the surcharge, in consultation with the user groups, and a strategy for the implementation in 2004 of necessary capital improvements to the Aurora Community Centre Arena 1. CARRIED Moved by Councillor Vrancic Seconded by Councillor Hogg THAT the advertising revenue collected by Corporate Services for rink facilities, rink boards, programs and ice be directed to the Leisure Services Facilities Capital Maintenance Reserve to be allocated to capital repairs to the ice facilities. CARRIED Leisure Services – Parks Moved by Councillor Kean Seconded by Councillor Buck THAT the proposed Spray Pad/Irrigation System for Lambert Willson Park, be deleted from the Capital Budget and the projected funding of $175,000 be reallocated to the capital maintenance reserve for the Aurora Community Centre. CARRIED Moved by Councillor Buck Seconded by Councillor Kean THAT the proposed Field Water Irrigation System for Highland Park in the amount of $8,000 be deleted from the Draft 2004 Capital Budget. DEFEATED Leisure Services – Parks Moved by Councillor Kean Seconded by Councillor Wallace THAT the Self-Propelled Line Painter in the amount of $16,000 be deleted from the Capital Budget. CARRIED Special General Committee Report No. 04-09 Page 4 of 4 Thursday, March 4, 2004 Aurora Public Library The Committee had several questions with respect to the proposed Draft 2004 Capital Budget for the Aurora Public Library, including allocation for the collection, and bar code standardization. The Chief Administrative Officer advised the Committee that more information would be provided by the Chief Executive Officer of the Library prior to final approval of the 2004 Capital Budget. Moved by Councillor Kean Seconded by Councillor Wallace THAT staff make the necessary amendments to the Draft 2004 Capital Budget as previously approved in the meeting; and THAT staff present a revised 5-year reserve forecast as part of the second update of the Draft 2004 Capital Budget being presented on March 23, 2004; and THAT staff provide clarification of the Library issues at the March 23, 2004 meeting; and THAT staff continue to work on the 10-year impact of this program with the inclusion of the new recreation facilities. CARRIED IV ADJOURNMENT Moved by Councillor Wallace THAT the meeting be adjourned at 9:45 p.m. CARRIED _________________________________ T. JONES, MAYOR K. EWART, DEPUTY TOWN CLERK (THE REPORT OF THE GENERAL COMMITTEE MEETING NO. 04-09 TO BE CONSIDERED AT THE MARCH 30, 2004 COUNCIL MEETING)