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MINUTES - General Committee - 20110131 TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING MINUTES BUDGET OVERVIEW & PUBLIC CONSULTATION Council Chambers Aurora Town Hall Monday, January 31, 2011 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard, Buck (arrived at 7:15 p.m.), Gaertner, Gallo, Humfryes, Pirri, and Thompson MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Director of Customer and Legislative Services/Town Clerk, Director of Legal Services/Town Solicitor, Director of Building and By-law Services, Director of Parks and Recreation Services, Director of Planning and Development Services, Director of Infrastructure and Environmental Services, Director of Corporate and Financial Services/Treasurer, and Council/Committee Secretary Mayor Dawe called the meeting to order at 7:05 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 General Committee recommends: THAT the agenda as circulated by the Customer and Legislative Services Department be approved as presented. CARRIED III DELEGATIONS (a) Mr. Neil Garbe, Chief Administrative Officer, and Mr. Dan Elliott, Director of Corporate and Financial Services/Treasurer Re: Item 1 – CFS11-002 – Draft 2011 Business Plan with Operating and Capital Budgets – Overview Report Mr. Neil Garbe welcomed the Mayor and Council, members of the public, and organizations to the kick-off meeting of the annual Budget process. He presented a review of the key accomplishments and results delivered in 2010, which included a Capital plan and priority list of projects that staff could deliver, and a tax rate increase of 1.9% with a blended, net impact to the taxpayers of Special General Committee Meeting Minutes Budget Overview – Public Consultation Monday, January 31, 2011 Page 2 of 5 1.6%. Mr. Garbe reported that Aurora had a very strong year economically with business growth at 2.3% and employment growth at 4.4%. He advised that the Executive Leadership Team and the Manager of Strategic Initiatives had worked hard to develop the Corporation’s vision, mission, and values, and to further identify the goals and priorities of the Corporation. Mr. Garbe introduced the concept of one plan with three objectives that provide shape to the 2011 departmental work plans. He then reviewed the 2011 Budget objectives that are in line with the three corporate objectives: Improved Operational Efficiency; Positioning for Our Future; and Enhancing Customer Service and Satisfaction. Mr. Dan Elliott presented a 2011 Budget overview, including a brief review of the Budget process to date, the Provincial Offences Act revenue swap with York Region, combined tax rates, and budget and infrastructure pressures. He reported that the 2011 Budget demonstrates constraint and restraint, but clearly outlines some of the pressures to be faced and discussed over the coming weeks. Mr. Elliott added that as the community grows, service demands and the need for specialized resources also grow. He then discussed elements of the 2011 Draft Operating and Capital Budgets, Capital Investments, Reserve Funds, and the next steps. General Committee recommends: THAT the comments of the delegates be received. CARRIED IV PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2011 BUDGET (a) Mr. Dan Elliott, Director of Corporate and Financial Services/Treasurer Re: Summary of Budget Comments Received by E-mail Mr. Dan Elliott presented the content of public submissions that had been received by e-mail from Mr. Wes Thiessen and Mr. Robert Cook. He reviewed their suggestions which included: review/reduce/eliminate non-essential services; no more traffic calming unless requesting parties pay; ensure user fees are affordable, but appropriate; cut back on recreation programming; eliminate Integrity Commissioner; task each department with 5% reduction; new development costs should be covered in full by the developer and new area’s tax revenue; and identify road salt as a toxic substance and conscientiously reduce its use. General Committee recommends: THAT the comments of the delegate be received. CARRIED (b) Ms Debra Scott, President and CEO, Newmarket Chamber of Commerce Re: Smart Commute Central York Funding Request Ms Debra Scott stated that Smart Commute Central York (SCCY) is a program operated through the Newmarket Chamber of Commerce. She advised that Ms Judy Marshall, Executive Director of the Aurora Chamber of Commerce, was unable to attend this meeting and had asked Ms Scott to convey the message Special General Committee Meeting Minutes Budget Overview – Public Consultation Monday, January 31, 2011 Page 3 of 5 that the Aurora Chamber of Commerce represents 750 businesses and supports SCCY’s request for funding. Ms Scott explained that the SCCY program is a transportation management association dedicated to enhancing the mobility of northern York Region’s workforce and local residents, and provided an overview of SCCY’s program and results. She advised that SCCY, a non-profit organization, was seeking operational funding from the Town of Aurora in the amount of $20,000, which would be matched by Metrolinx. General Committee recommends: THAT the comments of the delegate be received. CARRIED (c) Ms Suzanne Reiner, President, Aurora Historical Society/Hillary House National Historic Site Re: Proposal 2011 to the Town of Aurora: Access to Heritage for Aurorans Ms Suzanne Reiner thanked the Town of Aurora for its ongoing support and provided a presentation regarding the Aurora Historical Society’s (AHS) mission and the services provided to Aurorans. She explained that AHS is currently operating with a deficit and that more staff is needed. Ms Reiner proposed that the current support of $50,000 be continued and that an additional $50,000 of funding be provided toward a full-time curator position to focus on public access, exhibits, and exhibit-based programs, specifically with respect to the Aurora Collection at the Cultural Centre. She also proposed that the funding for AHS be moved from the “grant” line of the Town of Aurora’s Budget into a more secure line in the Operating Budget to allow some level of stability and long-term planning capability. General Committee recommends: THAT the comments of the delegate be received. CARRIED (d) Ms Catherine Richards, Curator-Manager, Aurora Historical Society/Hillary House National Historic Site Re: 2011 Proposal to the Town of Aurora: Time to Celebrate! The 150th Anniversary of Hillary House in 2012 Ms Catherine Richards provided a brief history and overview of achievements and activities at the Hillary House National Historic Site. She advised that the upcoming 150th Anniversary in 2012 would be an opportunity to market the Site to a wider audience. Ms Richards presented a proposal for the Town of Aurora to partner with the Aurora Historical Society for the delivery of programming, events and marketing initiatives that celebrate the 150th Anniversary. She requested funding support in the amount of $10,000 in 2011 and a projected amount of $10,000 in 2012. General Committee recommends: THAT the comments of the delegate be received. CARRIED Special General Committee Meeting Minutes Budget Overview – Public Consultation Monday, January 31, 2011 Page 4 of 5 (e) Mr. Gordon Barnes, Resident Re: 2011 Budget, Leisure Services, Aurora Community Arboretum Request Mr. Gordon Barnes reviewed the accomplishments and projects delivered by the Aurora Community Arboretum in 2010. He then presented the Arboretum’s planned projects for 2011 and their budget request for $100,000. Mr. Barnes reported that volunteers had donated more than 2,400 hours of their time in 2010 and that more volunteers would be needed to help with the upcoming tree and shrub planting projects through April and May, 2011. General Committee recommends: THAT the comments of the delegate be received. CARRIED (f) Ms Susan Morton-Leonard, HEAT Representative Re: Heritage East Aurora Taxpayers (HEAT) Request Funding for Heritage Study Ms Susan Morton-Leonard spoke on behalf of the newly-formed ratepayers association, Heritage East Aurora Taxpayers, to formally request funding for a heritage study toward a heritage designation for their community. She described their neighbourhood as the oldest part of Town, including many heritage buildings and the Town Park. However, she indicated that there is no by-law to protect their heritage and historical buildings, including their homes. Further, Ms Morton-Leonard stated that they too wish to enjoy the benefits of other designated areas such as: preservation of neighbourhood identity; balanced growth; protection and promotion of economic value; stable neighbourhood environment; and environmental improvements. General Committee recommends: THAT the comments of the delegate be received. CARRIED (g) Mr. David Amborski, Resident Re: Performance Budgeting Mr. David Amborski offered his ideas and suggestions to enhance the budget process, provide value for the taxpayers’ dollars, and to be more cost effective and efficient. He suggested a way of moving forward is to: identify the priorities, both Council and Public, through strategic planning; link the priorities to the budget and implementation; and identify key performance indicators for evaluation. Mr. Amborski further suggested that the strategic plan should be citizen-based and that the public should be involved throughout the process of visioning, setting priorities, creating an action plan, and implementation. General Committee recommends: THAT the comments of the delegate be received. CARRIED Special General Committee Meeting Minutes Budget Overview – Public Consultation Monday, January 31, 2011 Page 5 of 5 V CONSIDERATION OF ITEM REQUIRING SEPARATE DISCUSSION 1. CFS11-002 – Draft 2011 Business Plan with Operating and Capital Budgets – Overview Report General Committee recommends: THAT report CFS11-002 and accompanying presentation be received as an overview of the 2011 Business Plan and Operating and Capital Budgets; and THAT the detailed Draft Capital and departmental Operating Budgets be reviewed at Special General Committee meetings scheduled during February and March, 2011; and THAT, following the budget deliberations, staff prepare an updated consolidated budget report and presentation for Council reflecting all changes approved to this Draft Budget report. CARRIED VI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 9:27 p.m. CARRIED GEOFFREY DAWE, MAYOR JOHN D. LEACH, TOWN CLERK THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING OF JANUARY 31, 2011 RECEIVED FINAL APPROVAL AT COUNCIL ON FEBRUARY 8, 2011.