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MINUTES - General Committee - 20131118 TOWN OF AURORA SPECIAL GENERAL COMMITTEE 2014 BUDGET REVIEW MEETING REPORT Council Chambers Aurora Town Hall Monday, November 18, 2013 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard (arrived 2:19 p.m.), Humfryes, Pirri, and Thompson MEMBERS ABSENT Councillors Buck, Gaertner, and Gallo OTHER ATTENDEES Chief Administrative Officer, Deputy Clerk/Manager of Administration, Director of Corporate and Financial Services/Treasurer, Director of Infrastructure and Environmental Services, Director of Parks and Recreation Services, Director of Planning and Development Services, Manager of Financial Planning, Manager of Parks, and Council/Committee Secretary The Chair called the meeting to order at 9:07 a.m. 1. DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 2. APPROVAL OF THE AGENDA General Committee recommends: THAT the agenda as circulated by the Customer and Legislative Services Department be approved. CARRIED 3. DELEGATIONS None 4. PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2014 BUDGET None Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 2 of 13 5. CONSIDERATION OF ITEMS 1. Memorandum from the Financial Analyst, Cash Flow & Investments Re: 2014 Draft Capital Investment Plan Replacement Pages General Committee recommends: THAT the memorandum regarding 2014 Draft Capital Investment Plan Replacement Pages be received; and THAT the replacement pages be inserted into the 2014 Draft Capital Investment Plan binder as substitutes for the previous version. CARRIED 2. Memorandum from the Financial Analyst, Cash Flow & Investments Re: Additional Capital Project 72194 – Water Bottle Fill Stations General Committee recommends: THAT the memorandum regarding Additional Capital Project 72194 – Water Bottle Fill Stations be received; and THAT the new page be inserted into the 2014 Draft Capital Investment Plan binder under Tab 18 – 2014 Draft Growth and New Capital Projects. CARRIED 3. Memorandum from the Director of Corporate and Financial Services/Treasurer Re: Requested Information: Historical Trending on Net Funding Returned to Reserves Upon Capital Project Closure General Committee recommends: THAT the memorandum regarding Requested Information: Historical Trending on Net Funding Returned to Reserves Upon Capital Project Closure be received for information. CARRIED 4. Memorandum from the Director of Corporate and Financial Services/Treasurer Re: Additional Information: Capital Close Report – Large Variances General Committee recommends: THAT the memorandum regarding Additional Information: Capital Close Report – Large Variances be received for information. CARRIED 5. Memorandum from the Director of Corporate and Financial Services/Treasurer Re: Requested Information: 2C Lands Development Charges Forecast Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 3 of 13 General Committee recommends: THAT the memorandum regarding Requested Information: 2C Lands Development Charges Forecast be received for information. CARRIED 6. Approval Options for the 2014 Draft Capital Projects General Committee recommends: THAT the Approval Options for the 2014 Draft Capital Projects be received for information. CARRIED 7. 2014 Draft Capital Investment Plan • Tab 17 – 2014 Draft Repair and Replacement Capital Projects Project 12002 – Accessibility Committee Allocation General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 14047 – Computer and Related Infrastructure Renewal General Committee recommends: THAT the project be approved as presented. CARRIED Project 43044 – Bulk Water Meter Installation General Committee recommends: THAT the project be approved as presented. CARRIED Project 72133 – ACC – Repave Lot General Committee recommends: THAT the project be split and the final construction/acquisition funding be approved conditionally pending a further detailed report following design. CARRIED Project 72177 – ACC – Fire Panel and Security Panel General Committee recommends: THAT the project be approved as presented. CARRIED Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 4 of 13 Project 72197 – Town Hall Access Control System Upgrade General Committee recommends: THAT the project be approved as presented. CARRIED Project 72199 – Library Entrance Doors General Committee recommends: THAT the project be referred to the Operating Budget presentation and discussion with the Aurora Public Library Board. CARRIED Project 34155 – ½ Tonne Pick-up (#500) – Replacement General Committee recommends: THAT the project be deferred to a future year. CARRIED Project 34160 – ½ Tonne Pick-up (#13) – Replacement General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 34237 – Replacement of Asphalt Box (#135) General Committee recommends: THAT the project be approved as presented. CARRIED General Committee recessed at 10:33 a.m. and reconvened at 10:53 a.m. 4. PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2014 BUDGET Ms Svetoslava Topouzova, resident and member of the Environmental Advisory Committee, inquired about the status and cost of Project 34709 – Street Light Conversion to LED and whether any calculations were available regarding the return on investment. 5. CONSIDERATION OF ITEMS 7. 2014 Draft Capital Investment Plan • Tab 17 – 2014 Draft Repair and Replacement Capital Projects Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 5 of 13 Project 71069 – 1 Tonne Dump Truck (#251) – Replacement General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 71070 – ½ Tonne Pick-up (#250) – Replacement General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 71097 – Light Industrial Loader to Replace Agricultural Tractor (#221) General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 71098 – Dump Truck (#252) General Committee recommends: THAT the project be approved as presented. CARRIED Project 31079 – Reconstruction – Elderberry Trail (part), Springmaple Chase, Houdini Way General Committee recommends: THAT the project be approved as presented. CARRIED Project 31096 – Reconstruction – Bluegrass Drive, Steeplechase Avenue, Woodsend Crescent, Skyview Lane General Committee recommends: THAT the project be approved as presented. CARRIED Project 31099 – Reconstruction – Tyler Street and George Street (Sections) General Committee recommends: THAT the project be approved as presented. CARRIED Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 6 of 13 Project 31103 – Design – Centre Street (Yonge Street to Walton Drive) General Committee recommends: THAT the project be approved as presented. CARRIED Project 31112 – Reconstruction – Industrial Parkway South General Committee recommends: THAT the project be approved as presented. CARRIED Project 31139 – Intersection – Wellington Street East and John West Way General Committee recommends: THAT the project be approved as presented. CARRIED General Committee recommends: THAT staff be directed to report back to General Committee regarding the necessity and feasibility of adding northbound and southbound right-turn lanes, in conjunction with other activities, at the intersection of Wellington Street East and John West Way. CARRIED General Committee recommends: THAT the meeting be recessed until 1 p.m. CARRIED General Committee recessed at 12:12 p.m. and reconvened at 1:01 p.m. Project 34609 – Sidewalk and Boulevard – Gurnett Street (Harrison Avenue to Cousins Drive) General Committee recommends: THAT the project be approved as presented. CARRIED Project 34709 – Street Light Conversion to LED General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 7 of 13 Project 34710 – Street Light Poles – St. John’s Sideroad General Committee recommends: THAT the project be approved as presented. CARRIED Project 42052 – Channel Improvements – Child Drive General Committee recommends: THAT the project be approved as presented. CARRIED Project 42053 – Rehabilitation of Culvert on Yonge Street General Committee recommends: THAT the project be split and the final construction/acquisition funding be approved conditionally pending a further detailed report following design. CARRIED Project 42055 – Machell Park Storm Outfall Reconstruction General Committee recommends: THAT the project be approved as presented. CARRIED Project 43029 – Structural Watermain Relining Program General Committee recommends: THAT the project be approved as presented. CARRIED General Committee recommends: THAT staff be directed to report back with an outline of the benefits and savings of the Structural Watermain Relining Program. CARRIED Project 81013 – Plotter Equipment General Committee recommends: THAT the project be approved as presented. CARRIED 7. 2014 Draft Capital Investment Plan • Tab 18 – 2014 Draft Growth and New Capital Projects Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 8 of 13 Project 34610 – Sidewalk, Multi-use Trail and Illumination on Leslie Street from Wellington Street to Don Hillock Drive General Committee recommends: THAT the project be approved as presented. CARRIED 7. 2014 Draft Capital Investment Plan • Tab 17 – 2014 Draft Repair and Replacement Capital Projects Project 72167 – Expand Referees Room at SARC General Committee recommends: THAT the project be approved as presented. CARRIED Project 72198 – ACC 1 Bench Configuration General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 71123 – Tow Behind Wide Area Mower (#253 Attachment) – Replacement General Committee recommends: THAT the project be approved as presented. CARRIED Project 73117 – Parks Pathway System – Various Parks General Committee recommends: THAT the project be approved as presented. CARRIED Project 73134 – Parks/Trails Signage Strategy Study and Implementation General Committee recommends: THAT the project be approved as presented. CARRIED Project 73152 – Bowling Green Perimeter Border Replacement General Committee recommends: THAT the project be approved as presented. CARRIED Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 9 of 13 Project 73153 – Replace Shade Structure – Hamilton Park General Committee recommends: THAT the project be approved as presented. CARRIED Project 73154 – Playground Surface Restoration – Various Parks General Committee recommends: THAT the project be approved as presented. CARRIED Councillor Ballard arrived to the meeting at 2:19 p.m. Project 73160 – Emerald Ash Borer Management Program General Committee recommends: THAT the project be approved as presented. CARRIED Project 73194 – Case Woodlot Retaining Wall (Trail Repair) General Committee recommends: THAT the project be approved as presented. CARRIED Project 73197 – Fencing – Diamonds 1/2/3 General Committee recommends: THAT the project be approved as presented. CARRIED General Committee recessed at 2:32 p.m. and reconvened at 2:49 p.m. Councillor Humfryes left the meeting at 2:32 p.m. Project 73199 – Field Drainage – Diamonds/Soccer General Committee recommends: THAT the project be approved as presented. CARRIED Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 10 of 13 Project 73205 – Playground Replacement – Khamissa Park General Committee recommends: THAT the project be approved as presented. CARRIED Project 73225 – Splash Pad Surface Upgrade – Ada Johnson Park General Committee recommends: THAT the project be approved as presented. CARRIED Project 74007 – AFLC Fitness Equipment Replacement General Committee recommends: THAT the project be approved as presented. CARRIED 7. 2014 Draft Capital Investment Plan • Tab 18 – 2014 Draft Growth and New Capital Projects Project 14035 – Records and Information Management System General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 34635 – Sidewalk, Multi-use Trail and Illumination – St. John’s Sideroad (from Bayview Avenue to Leslie Street) General Committee recommends: THAT the project be approved as presented. CARRIED Project 41006 – Sanitary Sewer on Leslie Street to Service 2C Lands General Committee recommends: THAT the project be approved as presented. CARRIED Project 73085 – Arboretum Development General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council. CARRIED Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 11 of 13 Project 71089 – ¾ Tonne Pick-up General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 81015 – Community Improvement Plan General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 12028 – HRIS/Payroll System General Committee recommends: THAT the project be approved as presented. CARRIED Project 73252 – Queen’s Diamond Jubilee Park Accessible Playground General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 73233 – Natural Ice Rink Cells General Committee recommends: THAT the project be approved as presented. CARRIED Project 12029 – Streaming Advisory Committees Live Via Internet General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 73151 – Pathway Lighting – Lambert Willson to Optimist Park General Committee recommends: THAT the project be approved as presented. CARRIED Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 12 of 13 Project 34608 – Sidewalk on Golf Links General Committee recommends: THAT the project be approved as presented. CARRIED Project 72194 – Water Bottle Fill Stations General Committee recommends: THAT the project be referred to the Environmental Advisory Committee for confirmation of locations. CARRIED 7. 2014 Draft Capital Investment Plan • Tab 19 – 2014 Draft Studies and Other Capital Projects Project 12003 – Employee Engagement Survey General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 12024 – Resident Survey General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Project 12027 – N6 Shared Service Study General Committee recommends: THAT the project be approved as presented. CARRIED Project 14063 – IT Strategic Plan General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED Special General Committee – 2014 Budget Review Meeting Report Monday, November 18, 2013 Page 13 of 13 Project 73148 – Update Tree Inventory General Committee recommends: THAT the project be approved as presented. CARRIED Project 81014 – Special Study – Aurora Promenade North General Committee recommends: THAT the project be given conditional budget approval pending a further detailed report to Council prior to bidding. CARRIED 6. ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 4:53 p.m. CARRIED GEOFFREY DAWE, MAYOR CINDY MAHER, DEPUTY CLERK THE REPORT OF THE SPECIAL GENERAL COMMITTEE – 2014 BUDGET REVIEW MEETING OF NOVEMBER 18, 2013 WAS RECEIVED BY COUNCIL ON NOVEMBER 25, 2013.