MINUTES - General Committee - 20080407
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING MINUTES
NO. 08-18
Council Chambers
Aurora Town Hall
Monday, April 7, 2008
ATTENDANCE
COMMITTEE MEMBERS Mayor Morris in the Chair; Councillors Buck (arrived at
7:10 p.m.), Collins-Mrakas, Gaertner, Granger, Marsh,
MacEachern, McRoberts and Wilson
MEMBERS ABSENT None
OTHER ATTENDEES Director of Financial Services/Treasurer, Director of
Leisure Services, Financial Analyst/Budget
Supervisor and Administrative Co-ordinator/Deputy
Clerk
Mayor Morris called the meeting to order at 7:05 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
None
II APPROVAL OF AGENDA
General Committee recommends:
THAT the agenda as circulated by the Corporate Services Department,
with the following additional items, be approved.
Correction to the recommendation of Item 9 to read as follows:
“THAT the matter of a Capital Budget Adjustment of
2% be considered at the end of the budget process.”
WITHDRAWAL OF ITEM 3 – considered and received for information
at the March 31, 2008 Special General
Committee meeting
DISTRIBUTION OF MATERIAL LISTED ON THE AGENDA
ITEM 6 - Memorandum from the Director of Financial
Services/Treasurer
Re: Questions Asked at Previous Budget Meeting
ITEM 7 - Summary of Current 2008 Budget Position
ITEM 8 - Revised 2008 Capital Summary
CARRIED
Special General Committee Report No. 08-18 Page 2 of 6
Monday, April 7, 2008
III DELEGATIONS
None
Councillor Buck arrived at 7:10 p.m.
IV MATTERS FOR CONSIDERATION
1. LS08-016 – Aurora Heritage Centre
(deferred from March 31, 2008 Special General Committee meeting)
(attachments pertaining to the HVAC System have been omitted,
as that matter was addressed at the March 31, 2008 Special General
Committee meeting)
General Committee recommends:
THAT all the works shown in the summary chart listed below be included
in the Aurora Heritage Centre renovations to achieve a $0.00 cost of the
project.
Expenditures
Original Project
Contract (Rutherford) Per LS07-047 $ 1,734,956 1
Contingency $ 188,126 1
Sub Total Contract $ 1,923,082
Other Project Costs
Architects $ 41,096 1
Cuppola (belfry) $ 42,435 1
Administration
Taxes $ 154,452 1
Sub Total Other $ 237,983
Consultants (Strat Plan) 2 $ -
Total Approved by Council $ 2,161,065
Items Included in Grant
New HVAC (Base Case 2) $ 498,000
Additional Framing and Millwork $ 9,000
Improved Lighting Fixtures Multi Purpose Room $ 5,000
Picture Hanging Rails $ 5,000
Picture Hanging Rails Basement $ 16,000
New Moulding in Multi Purpose Room $ 9,000
Fixture $ 10,400
Fixture $ 10,300
Store Front Framing $ 12,000
Interior Storm Windows $ 180,000
Roller Shades $ 5,200
Grant Items $ 759,900
Other Items (Costs Incurred After August 17)
Tender Documents $ 3,761
Advertising Tender $ 682
Mold Assessment $ 9,712
Project Management Consultant (done in house) $ -
HVAC Review LS07-028 $ 10,000
Sound System and Stage $ 100,000
Furniture $ 75,000
Display case millwork $ 135,000
Teleconference Equipment
Premium after hours Mechanical
Premium after hours Electrical
Audit Costs
Administration Expense $ -
Other Items $ 334,155
Special General Committee Report No. 08-18 Page 3 of 6
Monday, April 7, 2008
Additional Items
Additional Abatement of Asbestos $ 18,210
Repairs to Stone Foundation Wall $ 62,000
Brick repairs and replacement $ 23,000
Repairs to damaged Soffit and Facia $ 5,000
Repair cracks to all windows and sills, and broken glass $ 8,860
Foundation Repairs to main building $ 141,200
Alarm System $ -
New Roof $ 80,000
Additional Items $ 338,270 $ 1,432,325
Projected Expenditures $ 3,593,390
Revenue
Town of Aurora $ 2,510,500
Town of Aurora (Strat/Bus Plan) 2
Church St. School Discretionary Reserve Fund $ 82,890
Cultural Spaces Grant $ 750,000
Municipal Capital Reserve $ 75,000
Capacity Building for Arts and Heritage Organizations Grant $ -
Estate of Margaret Brevik $ 155,000
Belinda Stronach Donation $ 5,000
Aurora Historical Society $ 15,000
Projected Revenue $ 3,593,390
Projected Surplus/(Deficit) $ 0
CARRIED
2. Memorandum from the Chief Administrative
Re: Calendar of Staff Initiative Events – 2007 and Preliminary Calendar -
2008
(deferred from March 31, 2008 Special General Committee meeting)
General Committee recommends:
THAT the calendar of staff initiative events – 2007 and preliminary
calendar – 2008 be received for information.
CARRIED
3. Memorandum from the Chief Administrative Officer
Re: Staff Justifications – Economic Development Division
WITHDRAWN
Special General Committee Report No. 08-18 Page 4 of 6
Monday, April 7, 2008
4. Extract from Arts and Culture Advisory Committee - March 27, 2008
Re: Request for an Interim Staff Position - Aurora Heritage Centre - 22
Church Street
(deferred from March 31, 2008 Special General Committee meeting)
General Committee recommends:
THAT the salary and benefits operating budget (Account 07409) for the
Aurora Heritage Centre be increased in the amount of $20,000 for a total
amount of $102,795.
CARRIED
General Committee recommends:
THAT the recommendation of the Arts and Culture Advisory Committee be
received.
CARRIED
5. Correspondence from Federation of Canadian Municipalities (FCM) Centre
for Sustainable Community Development
Re: 2008 Call for Applications: Energy New GMF Funding Opportunity for
Green Buildings
(deferred from March 31, 2008 Special General Committee meeting)
General Committee recommends:
THAT the correspondence from the Federation of Canadian Municipalities
(FCM) Centre for Sustainable Community Development be received and
referred to staff to investigate potential submissions for a grant under the
Energy New GMF Funding Opportunity for Green Buildings program.
CARRIED
6. Memorandum from the Director of Financial Services/Treasurer
Re: Questions Asked at Previous Budget Meeting
(to be distributed at the Meeting)
6.1 Funding for the Aurora Heritage Centre Roof Replacement
General Committee recommends:
THAT the funding for the roof replacement be funded from the Municipal
Capital Discretionary Fund.
CARRIED
6.2 Conditions of the Brevik Bequeath
General Committee recommends:
THAT update regarding the Brevik bequeath be received for information
CARRIED
Special General Committee Report No. 08-18 Page 5 of 6
Monday, April 7, 2008
6.3 Terms and Conditions of the Beavertop Reserve Fund
General Committee recommends:
THAT the update regarding the Beavertop Reserve Fund be received for
information.
CARRIED
7. Summary of Current 2008 Budget Position
(to be distributed at the Meeting)
General Committee recommends:
THAT the summary of the current 2008 Budget position be received for
information.
CARRIED
8. Revised 2008 Capital Summary
(to be distributed at the Meeting)
General Committee recommends:
THAT the revised 2008 Capital summary be received for information.
CARRIED
9. Deferral from Special General Committee Meeting March 3, 2008
Re: Capital Budget Adjustment of 2%
(deferred from March 3, 2008 General Committee meeting)
General Committee recommends:
THAT the Council approve an increase in the tax levy by a dollar amount
of $460,000 which is equivalent to 2%; and
THAT these funds be specifically earmarked to begin to address the
capital funding shortfall as recommended by the Treasurer; and
THAT the amount be placed into the municipal capital reserve; and
THAT this philosophy be carried forward to future years for Council
consideration.
DEFEATED
General Committee recommends:
THAT the hour be extended to consider the remaining items of the
agenda.
CARRIED
General Committee recommends:
THAT Council approve an increase in the tax levy of 1% to be placed in
the Municipal Capital Reserve Fund.
CARRIED
Special General Committee Report No. 08-18 Page 6 of 6
Monday, April 7, 2008
10 Finalization of the 2008 Capital and Operating Budget
General Committee recommends:
THAT the final budget be presented at the April 22, 2008 Council meeting
for adoption.
CARRIED
VI ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 10:42 p.m.
CARRIED
THE REPORT OF THE GENERAL COMMITTEE MEETING 08-18 WAS CONSIDERED
AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, APRIL 22,
2008.
_______________________________ ________________________________
PHYLLIS M. MORRIS, MAYOR KAREN EWART, DEPUTY CLERK