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MINUTES - General Committee - 20130112 THE TOWN OF AURORA SPECIAL GENERAL COMMITTEE 2013 BUDGET REVIEW MEETING REPORT Council Chambers Aurora Town Hall Saturday, January 12, 2013 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard, Buck (arrived 9:20 a.m.), Gallo, Gaertner, Humfryes, Pirri, and Thompson MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Deputy Clerk/Manager of Administration, Director of Corporate and Financial Services/Treasurer, Director of Legal Services/Town Solicitor, Director of Building and By-law Services, Director of Infrastructure and Environmental Services, Director of Parks and Recreation Services, Director of Planning and Development Services, and Council/ Committee Secretary Mayor Dawe called the meeting to order at 9:02 a.m. I DECLARATIONS OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. II APPROVAL OF THE AGENDA General Committee recommends: THAT the agenda as circulated by the Customer and Legislative Services Department be approved. CARRIED III DELEGATIONS (a) Neil Garbe, Chief Administrative Officer, and Dan Elliott, Director of Corporate and Financial Services/Treasurer Re: Item 1 – CFS13-001 – Draft 2013 Business Plan with Operating and Capital Budgets – Overview Report Mr. Garbe presented an overview of the accomplishments and highlights of 2012, a status report on the performance measurement program, and the context and objectives of the 2013 Budget. He stated that 2012 was a very good year, achieved through collaboration, leadership and opportunity, noting that Council Special General Committee – 2013 Budget Review Meeting Report Saturday, January 12, 2013 Page 2 of 7 had demonstrated leadership by seizing opportunities and staff had undertaken unique and successful collaborations that moved the Town’s agenda forward. Mr. Garbe highlighted elements including accountability, alignment with the Town’s Strategic Plan and Corporate Vision, collaboration, innovation, sustainability, quality of life, relationship with businesses, administration, key performance indicators, and a planned performance measures report card for the community. General Committee recommends: THAT the comments of the delegation be received for information. CARRIED Mr. Elliott presented an introduction to the Operating Budget process and approach, highlighting the overarching budget issues and areas for focused review. He explained the components of the 2013 tax rate pressures and impact to the overall residential tax bill. He further provided a history and forecast of Aurora tax increases, an overview of the 2013 Operating Budget by department, and a summary of debt. General Committee recommends: THAT the comments of the delegation be received for information. CARRIED IV PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2013 BUDGET No members of the public came forward. V CONSIDERATION OF ITEMS 6. 2013 Operating Budget – Legal Services Presentation by Warren Mar, Director of Legal Services/Town Solicitor Mr. Mar presented elements of the Legal Services Operating Budget and Business Plan. He reviewed the functions of the Department which are Contract and Procurement, Administrative and Legislative, Real Estate, Planning and Development, and Litigation. Mr. Mar reported on the Achievements of 2012, the Strategic Advancements planned for 2013, and Key Performance Indicators. He provided an overview of expenditures and revenues, base pressures, base efficiencies/reductions, and forecast pressures. General Committee recommends: THAT the presentation by Warren Mar be received for information. CARRIED Special General Committee – 2013 Budget Review Meeting Report Saturday, January 12, 2013 Page 3 of 7 General Committee recommends: THAT the handout entitled “Out-Year Projected Tax Pressure Detail – 2014 to 2016” provided by the Director of Corporate and Financial Services/Treasurer be received for information. CARRIED General Committee recommends: THAT the General Committee meeting be recessed. CARRIED General Committee recessed at 10:27 a.m. and reconvened at 10:47 a.m. 9. 2013 Operating Budget – Building and By-law Services Presentation by Techa van Leeuwen, Director of Building and By-law Services Ms van Leeuwen presented elements of the Building and By-law Services Operating Budget and Business Plan. She reviewed the functions of the Department which are Office of the Director & Chief Building Official, Building Services, Plan Review and Inspections, By-law Services, and Customer Service. Ms van Leeuwen reported on the Achievements of 2012, the Strategic Advancements planned for 2013, and Key Performance Indicators. She provided an overview of expenditures and revenues, base pressures, base efficiencies/reductions, new items, and forecast pressures. General Committee recommends: THAT the presentation by Techa van Leeuwen be received for information. CARRIED 8. 2013 Operating Budget – Planning and Development Services Presentation by Marco Ramunno, Director of Planning and Development Services Mr. Ramunno presented elements of the Planning and Development Services Operating Budget and Business Plan. He reviewed the functions of the Department which include Development Planning, Long Range and Strategic Planning, and Heritage Planning. Mr. Ramunno reported on the Achievements of 2012, the Strategic Advancements planned for 2013, and Key Performance Indicators. He provided an overview of expenditures and revenues, base pressures, and forecast pressures. General Committee recommends: THAT the presentation by Marco Ramunno be received for information. CARRIED Special General Committee – 2013 Budget Review Meeting Report Saturday, January 12, 2013 Page 4 of 7 5. 2013 Operating Budget – Customer and Legislative Services Presentation by Cindy Maher, Deputy Clerk/Manager of Administration Ms Maher presented elements of the Customer and Legislative Services Operating Budget and Business Plan. She reviewed the functions of the Department which include Office of the Director and Clerk, Customer and Legislative Services, Secretariat Services, and Procurement Services. Ms Maher reported on the Achievements of 2012, the Strategic Advancements planned for 2013, and Key Performance Indicators. She provided an overview of expenditures and revenues, base pressures, base efficiencies/reductions, new items, and forecast pressures. General Committee recommends: THAT the presentation by Cindy Maher be received for information. CARRIED General Committee recommends: THAT the General Committee meeting be recessed. CARRIED General Committee recessed at 11:58 a.m. and reconvened at 1 p.m. Councillor Humfryes returned to the meeting at 1:01 p.m. Councillor Ballard returned to the meeting at 1:06 p.m. 4. 2013 Operating Budget – C.A.O./Administration Presentation by Neil Garbe, Chief Administrative Officer Mr. Garbe presented elements of the C.A.O./Administration Operating Budget and Business Plan. He reviewed the functions of the Department which include Office of the Chief Administrative Officer, Human Resources, and Corporate Communications. Mr. Garbe reported on the Achievements of 2012, the Strategic Advancements planned for 2013, and Key Performance Indicators. He provided an overview of expenditures, base pressures, base efficiencies/ reductions, new items, and forecast pressures. General Committee recommends: THAT the presentation by Neil Garbe be received for information. CARRIED 3. 2013 Operating Budget – Council Administration Presentation by Dan Elliott, Director of Corporate and Financial Services/Treasurer Mr. Elliott presented elements of the Council Administration Operating Budget. He reviewed the functions of the Department which include Office of the Mayor and Council, Community Grants, and Town Advisory Committees. Mr. Elliott provided an overview of expenditures and revenues, base pressures, base efficiencies/reductions, and budget line items. Special General Committee – 2013 Budget Review Meeting Report Saturday, January 12, 2013 Page 5 of 7 General Committee recommends: THAT the presentation by Dan Elliott be received for information. CARRIED 7. 2013 Operating Budget – Corporate and Financial Services Presentation by Dan Elliott, Director of Corporate and Financial Services/Treasurer Mr. Elliott presented elements of the Corporate and Financial Services Operating Budget and Business Plan. He reviewed the functions of the Department which include Office of the Director and Treasurer, Corporate Accounting, Financial Planning, and Information Technology Services. Mr. Elliott reported on the Achievements of 2012, the Strategic Advancements planned for 2013, and Key Performance Indicators. He provided an overview of expenditures and revenues, base pressures, new items, and forecast pressures. General Committee recommends: THAT the presentation by Dan Elliott be received for information. CARRIED 12. 2013 Operating Budget – Corporate Revenues and Expenses Presentation by Dan Elliott, Director of Corporate and Financial Services/Treasurer Mr. Elliott presented elements of the Corporate Revenues and Expenses Operating Budget which contains items that are Corporation-wide in nature and difficult to associate with a specific department. He provided an overview of expenses and revenues, including line item detail and variances. General Committee recommends: THAT the presentation by Dan Elliott be received for information. CARRIED General Committee recommends: THAT the General Committee meeting be recessed. CARRIED General Committee recessed at 2:15 p.m. and reconvened at 2:30 p.m. 10. 2013 Operating Budget – Infrastructure and Environmental Services Presentation by Ilmar Simanovskis, Director of Infrastructure and Environmental Services Mr. Simanovskis presented elements of the Infrastructure and Environmental Services Operating Budget and Business Plan. He reviewed the functions of the Department which are Engineering and Capital Projects, Facilities and Fleet Services, Road Network Operations, Solid Waste and Recycling, and Water and Wastewater Operations. Mr. Simanovskis reported on the Achievements of 2012, the Strategic Advancements planned for 2013, and Key Performance Special General Committee – 2013 Budget Review Meeting Report Saturday, January 12, 2013 Page 6 of 7 Indicators. He provided an overview of expenditures and revenues, base pressures, base efficiencies/reductions, enhancements, new items, fleet cost drivers and opportunities, and forecast pressures. General Committee recommends: THAT the presentation by Ilmar Simanovskis be received for information. CARRIED 11. 2013 Operating Budget – Parks and Recreation Services Presentation by Al Downey, Director of Parks and Recreation Services Mr. Downey presented elements of the Parks and Recreation Services Operating Budget and Business Plan. He reviewed the functions of the Department which are Administration, Parks and Open Spaces and Trails, Recreation, and Business Support. Mr. Downey reported on the Achievements of 2012, the Strategic Advancements planned for 2013, and Key Performance Indicators. He provided an overview of expenditures and revenues, base pressures, base efficiencies/reductions, new items, and forecast pressures. General Committee recommends: THAT the presentation by Al Downey be received for information. CARRIED 13. PR13-004 – Absorbing e-PLAY User Fees within Town Program Fees General Committee recommends: THAT report PR13-004 be received; and THAT Council authorize the Director of Parks and Recreation Services to absorb the e-PLAY user fees within existing Program Fee rates; and THAT Council authorize the Director of Parks and Recreation Services to revise the agreement with Active Networks to amend the Hosted Software Licence and Service Agreement so that user fees are no longer collected as an additional fee at the time of registration; and THAT the Director of Parks and Recreation Services be authorized to execute the amended Hosted Software Licence and Service Agreement, including any and all documents and ancillary agreements required to give effect to same. CARRIED 14. Revised 2013 Budget Presentation and Discussion Timetable General Committee recommends: THAT the Revised 2013 Budget Presentation and Discussion Timetable be received for information. CARRIED Special General Committee – 2013 Budget Review Meeting Report Saturday, January 12, 2013 Page 7 of 7 1. CFS13-001 – Draft 2013 Business Plan with Operating and Capital Budgets – Overview Report General Committee recommends: THAT report CFS13-001 and accompanying presentation be received as an overview of the 2013 Business Plan: Operating Budget; and THAT the detailed draft departmental Operating Budgets be reviewed at Special General Committee meetings scheduled during January and February 2013, beginning on January 12, 2013; and THAT following the budget deliberation meetings, staff prepare an updated consolidated budget report and presentation for Council reflecting all changes approved by Committee to this Draft Operating Budget. CARRIED 2. 2013 Operating Budget – Summary of Strategic Plan Initiatives General Committee recommends: THAT the Summary of Strategic Plan Initiatives be received for information. CARRIED VI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 3:57 p.m. CARRIED MAYOR GEOFFREY DAWE CINDY MAHER, DEPUTY CLERK THE REPORT OF THE SPECIAL GENERAL COMMITTEE – 2013 BUDGET REVIEW MEETING OF JANUARY 12, 2013 WAS RECEIVED BY COUNCIL ON JANUARY 22, 2013.