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MINUTES - General Committee - 20140224 TOWN OF AURORA SPECIAL GENERAL COMMITTEE – 2014 BUDGET REVIEW MEETING REPORT Council Chambers Aurora Town Hall Saturday, January 11, 2014 (continued January 13, 20, and 27, February 10 and 24, 2014) ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard (arrived 9:57 a.m.), Buck (arrived 9:21 a.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 Building and By-law Services, Director of Corporate and Financial Services/Treasurer, Director of Infrastructure and Environmental Services, Director of Legal Services/Town Solicitor, Director of Parks and Recreation Services, Director of Planning and Development Services, Manager of Financial Planning, and Council/Committee Secretary The Chair called the meeting to order at 9:17 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 (a) Neil Garbe, Chief Administrative Officer, and Dan Elliott, Director of Corporate and Financial Services/Treasurer Re: Item 1 – CFS14-001 – Draft 2014 Business Plan with Operating and Capital Budgets – Overview Report Mr. Garbe presented a brief overview of the administrative direction, budget approach and objectives, with a focus on building financial sustainability including context, accountability, and achievements in financial sustainability. He noted that a separate report would be presented to Council regarding the consolidated picture of the Town’s key performance indicators as the first iteration of a report card to the community. Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 2 of 24 Mr. Elliott highlighted the overarching budget issues including restatements of the 2013 Budgets, the budget approach for salaries and benefits, the corporate approach for conferences and training, key items driving the 2014 tax increase, budget summary and impacts, summary of debt, and the focus of the budget reviews. General Committee recommends: THAT the presentation by Neil Garbe and Dan Elliott be received for information. CARRIED 4. PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2014 BUDGET No members of the public came forward. 5. CONSIDERATION OF ITEMS 1. CFS14-001 – Draft 2014 Business Plan with Operating and Capital Budgets – Overview Report General Committee recommends: THAT Item 1 be tabled. CARRIED 2. BBS14-001 – New Staff Position Request – Licensing and Court Administrator - and - 3. IES14-002 – New Contract Position Request – Construction Projects Administrator - and - 4. IES14-003 – New Staff Position Request – Three Seasonal Winter Roads Operators - and - 5. IES14-004 – New Staff Position Request – Fleet and Facility Assets Supervisor - and - 6. PR14-001 – Special Events Assistant – Conversion from Part-time to Full-time Position – 2014 Budget General Committee recommends: THAT Items 2, 3, 4, 5, and 6 be received and referred to Tabs 10, 11, and 12 respectively. CARRIED 7. 2014 Operating Budget – Summary of Strategic Plan Initiatives General Committee recommends: THAT the Summary of Strategic Plan Initiatives be received and referred to Tab 3. CARRIED Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 3 of 24 General Committee recommends: THAT the meeting be recessed for fifteen minutes. CARRIED The meeting was recessed at 10:29 a.m. and reconvened at 10:50 a.m. General Committee recommends: THAT Item 1 be removed from the table. CARRIED 1. CFS14-001 – Draft 2014 Business Plan with Operating and Capital Budgets – Overview Report General Committee recommends: THAT report CFS14-001 and accompanying presentation be received as an overview of the 2014 Business Plan: Operating Budget; and THAT the detailed draft departmental Operating Budgets be reviewed at Special General Committee meetings scheduled during January and February 2014, beginning on January 11, 2014; 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 14. 2014 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 including the department functions, 2013 strategic achievements, 2014 strategic advancements, and key performance measures. She provided an overview of expenditures and revenues, base pressures and efficiencies/reductions, new items, and forecast pressures. General Committee recommends: THAT the presentation by Techa van Leeuwen be received and referred to Tab 10. CARRIED 11. 2014 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 including the department functions, 2013 strategic achievements, 2014 strategic advancements, and key performance indicators. He provided an overview of expenditures and revenues, base pressures and efficiencies/reductions, and forecast pressures. Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 4 of 24 General Committee recommends: THAT the presentation by Warren Mar be received and referred to Tab 7. CARRIED 10. 2014 Operating Budget – Customer and Legislative Services Presentation by John D. Leach, Director of Customer and Legislative Services/Town Clerk Mr. Leach presented elements of the Customer and Legislative Services Operating Budget and Business Plan including the department functions, 2013 strategic achievements, 2014 strategic advancements, 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 John D. Leach be received and referred to Tab 6. CARRIED General Committee recommends: THAT the meeting be recessed until 1 p.m. CARRIED The meeting was recessed at 12:05 p.m. and reconvened at 1:06 p.m. 13. 2014 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 including the department functions, 2013 strategic achievements, 2014 strategic advancements, key performance indicators, and an overview of expenditures and revenues. General Committee recommends: THAT the presentation by Marco Ramunno be received and referred to Tab 9. CARRIED 12. 2014 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 including the department functions, 2013 strategic achievements, 2014 strategic advancements, and key performance indicators. He provided an overview of expenditures and revenues, base pressures, new items, and forecast pressures. Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 5 of 24 General Committee recommends: THAT the presentation by Dan Elliott be received and referred to Tab 8. CARRIED 9. 2014 Operating Budget – CAO/Administration Presentation by Neil Garbe, Chief Administrative Officer Mr. Garbe presented elements of the CAO/Administration Operating Budget and Business Plan including the department functions, 2013 achievements, 2014 strategic advancements, and key performance indicators. He provided an overview of expenditures and revenues, base pressures and efficiencies/reductions, and forecast pressures. General Committee recommends: THAT the presentation by Neil Garbe be received and referred to Tab 5. CARRIED 16. 2014 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 including the department functions, 2013 achievements, 2014 strategic advancements, and key performance indicators. He provided an overview of expenditures and revenues, base pressures and efficiencies/reductions, new items, and forecast pressures. General Committee recommends: THAT the presentation by Al Downey be received and referred to Tab 12. CARRIED The meeting was recessed at 2:26 p.m. and reconvened at 2:38 p.m. 15. 2014 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 including the department functions, 2013 achievements, 2014 planned strategic advancements, and key performance indicators. He provided an overview of expenditures and revenues, base pressures and efficiencies/reductions, new items, and forecast pressures. General Committee recommends: THAT the presentation by Ilmar Simanovskis be received and referred to Tab 11. CARRIED Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 6 of 24 20. 2014 Operating Budget Discussion Re: 2014 Operating Budget – Infrastructure and Environmental Services General Committee recommends: THAT the Request for Complement Change regarding New Staff Position – Fleet and Facility Assets Supervisor be approved. DEFEATED General Committee recommends: THAT the Request for Complement Change regarding New Contract Position – Construction Projects Administrator be approved; and THAT the Request for Complement Change regarding New Staff Positions – Three Seasonal Winter Roads Operators be deferred until a report comes back from staff in April; and THAT the 2014 Operating Budget – Infrastructure and Environmental Services be approved as amended. CARRIED General Committee recommends: THAT the meeting be recessed until 7 p.m. on Monday, January 13, 2014. CARRIED The meeting was recessed at 4:12 p.m. Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 7 of 24 Council Chambers Aurora Town Hall Monday, January 13, 2014 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard, Buck, Gaertner, Gallo, 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 Parks and Recreation Services, Manager of Financial Planning, and Council/Committee Secretary The meeting reconvened at 7:05 p.m. General Committee recommends: THAT the Special General Committee – 2014 Budget Review meeting be reconvened. CARRIED 2. APPROVAL OF THE AGENDA General Committee recommends: THAT the following Additional Item to the agenda be received and referred to the relevant items:  New Item 21 – Memorandum from the Director of Corporate and Financial Services/Treasurer; Re: Additional Information: Three Items Requested by Committee CARRIED 5. CONSIDERATION OF ITEMS 20. 2014 Operating Budget Discussion Re: 2014 Operating Budget – Parks and Recreation Services Mr. Downey provided an update to his presentation of January 11, noting that the base pressure regarding the closure of the AFLC (Aurora Family Leisure Complex), which was identified as an impact of $262,700 on the budget, should not be included in the Parks and Recreation Services budget as it is a non- recurring cost and should be offset in the rate stabilization reserve fund as recommended by the Treasurer. He further noted that the allocation of part- time salaries in the Seniors’ Centre budget had been omitted and $19,000 would need to be added to the Seniors’ Centre fund. Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 8 of 24 General Committee recommends: THAT the 2014 Operating Budget – Parks and Recreation Services be approved as amended. CARRIED 8. 2014 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 and Business Plan including the functions which are Office of the Mayor and Council, Community Grants, and Town Advisory Committees, and an overview of expenditures and base pressures for each function. General Committee recommends: THAT the 2014 Operating Budget – Council Administration be approved as presented. CARRIED General Committee recommends: THAT the presentation by Dan Elliott be received for information. CARRIED 20. 2014 Operating Budget Discussion Re: 2014 Operating Budget – CAO/Administration General Committee recommends: THAT the memorandum from the Manager of Corporate Communications regarding 2014 Corporate Communications Advertising Budget and Background be received and referred to Tab 5. CARRIED General Committee recommends: THAT the Corporate Communications Division budget portion of the 2014 Operating Budget – CAO/Administration be deferred to the Special General Committee – 2014 Budget Review meeting of January 20, 2014. CARRIED General Committee recommends: THAT the 2014 Operating Budget – CAO/Administration be approved as amended. CARRIED Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 9 of 24 20. 2014 Operating Budget Discussion Re: 2014 Operating Budget – Corporate and Financial Services General Committee recommends: THAT the 2014 Operating Budget – Corporate and Financial Services be approved as presented. CARRIED General Committee recommends: THAT the meeting be recessed until 9 a.m. on Monday, January 20, 2014. CARRIED The meeting was recessed at 10 p.m. Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 10 of 24 Council Chambers Aurora Town Hall Monday, January 20, 2014 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard, Buck (arrived 10:15 a.m.), Gaertner, Gallo (arrived 9:10 a.m.), Humfryes (arrived 9:30 a.m.), and Thompson MEMBERS ABSENT Councillor Pirri OTHER ATTENDEES Chief Administrative Officer, Director of Customer and Legislative Services/Town Clerk, Director of Building and By-law Services, Director of Corporate and Financial Services/Treasurer, Director of Infrastructure and Environmental Services, Director of Legal Services/Town Solicitor, Director of Planning and Development Services, Manager of Financial Planning, Manager of Corporate Communications, and Council/Committee Secretary The meeting reconvened at 9:09 a.m. General Committee recommends: THAT the Special General Committee – 2014 Budget Review meeting be reconvened. CARRIED 5. CONSIDERATION OF ITEMS 20. 2014 Operating Budget Discussion Corporate Communications Division Portion of the 2014 Operating Budget – CAO/Administration General Committee recommends: THAT the presentation by Michael Kemp be received for information. CARRIED General Committee recommends: THAT the Corporate Communications Division budget portion of the 2014 Operating Budget – CAO/Administration be approved as presented. CARRIED 20. 2014 Operating Budget Discussion Re: 2014 Operating Budget – Building and By-law Services Mayor Dawe relinquished the Chair to Deputy Mayor Abel at 10:41 a.m. and left the meeting. Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 11 of 24 General Committee recommends: THAT the meeting be recessed. CARRIED The meeting was recessed at 10:47 a.m. and reconvened at 11:02 a.m. General Committee recommends: THAT the meeting be reconvened. CARRIED General Committee recommends: THAT the Request for Complement Change regarding New Staff Position – Licensing & Court Administrator be approved; and THAT the 2014 Operating Budget – Building and By-law Services be approved as presented. CARRIED 20. 2014 Operating Budget Discussion Re: 2014 Operating Budget – Planning and Development Services General Committee recommends: THAT the 2014 Operating Budget – Planning and Development Services be approved as presented. CARRIED 20. 2014 Operating Budget Discussion Re: 2014 Operating Budget – Customer and Legislative Services General Committee recommends: THAT the meeting be recessed until 1 p.m. CARRIED The meeting was recessed at 12:03 p.m. and reconvened at 1:11 p.m. Mayor Dawe returned to the meeting and resumed the Chair at 1:11 p.m. General Committee recommends: THAT the meeting be reconvened. CARRIED General Committee recommends: THAT the funding amount for Corporate Postage be increased by $15,700 to $80,700; and Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 12 of 24 THAT the funding amount increase of approximately 40% for Corporate Insurance be approved subject to a report from staff regarding the projected insurance rate; and THAT the 2014 Operating Budget – Customer and Legislative Services be approved as amended. CARRIED 20. 2014 Operating Budget Discussion Re: 2014 Operating Budget – Legal Services General Committee recommends: THAT the 2014 Operating Budget – Legal Services be approved as presented. CARRIED 22. 2014 Operating Budget – Water, Wastewater and Stormwater Systems Presentation by Ilmar Simanovskis, Director of Infrastructure and Environmental Services (Added Item) Mr. Simanovskis presented elements of the Water, Wastewater and Stormwater Systems Operating Budget and Business Plan including legislative and regulatory requirements, full cost recovery, systems overview, 2014 objectives, gross cost summary, operating budget history and forecast, regional rate forecast, wholesale water supply, budget overview, 2014 program costs, cost/revenue summary, and the 2014 rates and components. General Committee recommends: THAT the presentation by Ilmar Simanovskis be received and referred to Tab 16. CARRIED 23. 2014 Operating Budget – Water, Wastewater and Stormwater Systems 2014 Business Plan and Budget (Added Item) Councillor Gallo left the meeting at 2:44 p.m. General Committee recommends: THAT the 2014 Operating Budget – Water, Wastewater and Stormwater Systems be received for information. CARRIED 24. IES14-007 – Water, Wastewater and Stormwater Budget (Added Item) General Committee recommends: THAT report IES14-007 be received; and Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 13 of 24 THAT Council approve the 2014 Water, Wastewater, and Stormwater budgets with a combined net recoverable expenditure of $16,767,050; and THAT a one-time operating expense of $474,000 be added to 2014 to complete Tender IES2013-72 – Remedial Works to Reduce Inflow and Infiltration in the Wastewater Collection System within the Town of Aurora, to be funded from reserves created from the 2013 surplus distribution; and THAT Council approve the 2014 retail water rate of $1.8015 per cubic meter and the retail wastewater rate of $1.5287 per cubic meter of water; and THAT Council approve the 2014 flat rate stormwater charge of $4.78 per unit per month for residential and condominium properties and $62.96 per unit per month for metered non-residential commercial/industrial and multi-residential properties; and THAT the new approved rates become effective for all billings issued by the Town on or after May 1, 2014, and be retroactive for all consumption newly billed on such billings; and THAT Council approve the 2014 bulk water purchase rate of $3.3301 per cubic meter dispensed effective May 1, 2014; and THAT Council adopt the necessary by-law to implement the above rate changes recommendations effective May 1, 2014. CARRIED General Committee recommends: THAT the meeting be recessed. CARRIED The meeting was recessed at 2:51 p.m. and reconvened at 3:10 p.m. General Committee recommends: THAT the meeting be reconvened. CARRIED 17. 2014 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 and Business Plan which contains items that are corporate- wide in nature and are 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 and referred to Tab 13. CARRIED Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 14 of 24 20. 2014 Operating Budget Discussion Re: 2014 Operating Budget – Corporate Revenues and Expenses General Committee recommends: THAT the reliance on the interest from the Hydro Reserve Fund be reduced by $100,000; and THAT the 2014 Operating Budget – Corporate Revenues and Expenses be approved as amended. CARRIED 18. CFS14-004 – Budget Strategy for Supplementary Taxes for 2C Lands Councillors Ballard and Gaertner left the meeting at 4:06 p.m. General Committee recommends: THAT report CFS14-004 be received; and THAT the budget strategy for supplementary taxes for the period to 2020 as outlined in this report be adopted. CARRIED General Committee recommends: THAT the meeting be recessed until 7 p.m. on Monday, January 27, 2014. CARRIED The meeting was recessed at 4:18 p.m. Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 15 of 24 Council Chambers Aurora Town Hall Monday, January 27, 2014 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Ballard, Gaertner, Gallo, Humfryes, and Thompson MEMBERS ABSENT Councillors Abel, Buck, and Pirri OTHER ATTENDEES Chief Administrative Officer, Deputy Clerk/Manager of Administration, Director of Corporate and Financial Services/Treasurer, Manager of Financial Planning, and Council/Committee Secretary The meeting reconvened at 7 p.m. General Committee recommends: THAT the Special General Committee – 2014 Budget Review meeting be reconvened. CARRIED 2. APPROVAL OF THE AGENDA General Committee recommends: THAT the following Additional Items be added to the agenda:  Item 25 – 2014 Operating Budget – Aurora Public Library Board Presentation by Jill Foster, Chief Executive Officer, Aurora Public Library, and Discussion  Item 26 – 2014 Operating Budget – Aurora Cultural Centre 2014 Operating Grant, Presentation by Frank Pulumbarit, President, Board of Directors, and Laura Schembri, Executive Director, Aurora Cultural Centre, and Discussion, and revised 2014 Operating Budget Summary  Item 27 – 2014 Operating Budget – Aurora Historical Society 2014 Operating Grant, Presentation by Suzanne Reiner, President, Board of Directors, Aurora Historical Society, and Discussion  Item 28 – 2014 Operating Budget – Fire and Emergency Services CARRIED 4. PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2014 BUDGET Ms. Svetoslava Topouzova, resident, presented her suggestion that the Town reconsider its room booking process for non-profit groups who are contributing to the Town, proposing that room booking fees be waived for those groups that qualify on a certain and defined basis. She advised that she had recently started a European Club in Aurora and would appreciate support from the Town regarding room booking fees while establishing the Club. She further suggested the creation of a formal municipal Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 16 of 24 register for clubs and non-profit groups in Aurora to include their goals and purposes, members, and contribution to the Town, to be presented to Council on an annual basis. Mayor Dawe indicated that Ms. Topouzova’s suggestions would be referred to the Director of Parks and Recreation Services. 5. CONSIDERATION OF ITEMS 25. 2014 Operating Budget – Aurora Public Library Board Presentation by Jill Foster, Chief Executive Officer, Aurora Public Library, and Discussion (Added Item) Mr. Matt Maddocks, Chair of the Board of Directors, thanked Council for the opportunity to present the Library’s 2014 Operating Budget and acknowledged that several members of the Board and staff were also present. He advised that the Library Budget was approved by the Board at their November 20, 2013 meeting and requested Council’s consideration and continued support. Ms. Foster presented elements of the 2014 Library Operating Budget including the Library’s mission, community value, 2013 Library usage, key achievements in 2013, the 2014 business plan, the budget development process and framework, and 2014 budget highlights, pressures, and assessment growth. General Committee recommends: THAT the presentation by Matt Maddocks and Jill Foster be received; and THAT the 2014 Operating Budget – Aurora Public Library Board be approved as presented. CARRIED 26. 2014 Operating Budget – Aurora Cultural Centre 2014 Operating Grant Presentation by Frank Pulumbarit, President, Board of Directors, and Laura Schembri, Executive Director, Aurora Cultural Centre, and Discussion (Added Item) Mr. Pulumbarit presented elements of the Aurora Cultural Centre Operating Budget and plans for 2014 as well as their goals to 2015, achievements of 2013, and key performance indicators. Ms. Schembri presented highlights of the Centre’s programming and an overview of their status as an IGNITE community partner, an outreach initiative on behalf of the Toronto 2015 Pan/Parapan American Games. Mr. Pulumbarit thanked Council for their continued support. General Committee recommends: THAT the presentation by Frank Pulumbarit and Laura Schembri be received; and THAT the 2014 Operating Grant to the Aurora Cultural Centre be approved in the amount of $377,000 and referred to final approval of the entire 2014 Operating Budget by Council. CARRIED The meeting was recessed at 8:40 p.m. and reconvened at 8:46 p.m. Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 17 of 24 27. 2014 Operating Budget – Aurora Historical Society 2014 Operating Grant Presentation by Suzanne Reiner, President, Board of Directors, Aurora Historical Society, and Discussion (Added Item) Ms. Reiner presented an overview of their 2013 achievements and recognized the dedication of their staff, Board, members, and volunteers. She highlighted the ways in which the Aurora Historical Society has contributed to the community, and reviewed the 2014 performance measures metrics and elements of the 2014 Operating Budget. Ms. Reiner thanked Council for its continued support. General Committee recommends: THAT the presentation by Suzanne Reiner be received as revised; and THAT the 2014 Operating Grant to the Aurora Historical Society be approved in the amount of $70,000 and referred to final approval of the entire 2014 Operating Budget by Council; and THAT the additional amount of $20,000 be referred to staff to identify the funding source. CARRIED 28. 2014 Operating Budget – Fire and Emergency Services (Added Item) Councillor Humfryes declared a pecuniary interest in this item, as a family member is employed by Central York Fire Services, and neither participated in the discussion nor voted on this item. Councillor Humfryes left the meeting at 9:40 p.m. General Committee recommends: THAT the 2014 Operating Budget – Fire and Emergency Services be received and approved. CARRIED Councillor Humfryes returned to the meeting at 9:46 p.m. General Committee recommends: THAT the Special General Committee – 2014 Budget Review meetings scheduled for February 3 and February 24, 2014 be cancelled; and THAT the final report of the 2014 Operating Budget be submitted for final Council approval on February 25, 2014. CARRIED General Committee recommends: THAT the meeting be recessed until 7 p.m. on Monday, February 10, 2014. CARRIED The meeting was recessed at 9:53 p.m. Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 18 of 24 Council Chambers Aurora Town Hall Monday, February 10, 2014 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard, Buck, Gaertner, Gallo, 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 and Legislative Services/Town Solicitor, Manager of Financial Planning, and Council/Committee Secretary The meeting reconvened at 7:05 p.m. General Committee recommends: THAT the Special General Committee – 2014 Budget Review meeting be reconvened. CARRIED 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 following Additional Items be added to the agenda:  Delegation (b) Dan Elliott, Director of Corporate & Financial Services/Treasurer; Re: 2014 Budget – Status Update  Delegation (c) Warren Mar, Director of Legal & Legislative Services/Town Solicitor; Re: Additional Information to 2014 Operating Budget – Customer and Legislative Services (Tab 6); Re: Item 29 – LLS14-001 – Insurance Premiums for the Town – Background Information, Options, and Analysis  Delegation (d) Robin McCleave, Vice President, Insurance & Risk Management, Public Sector Division, BFL CANADA Risk and Insurance Services Inc.; Re: Additional Information to 2014 Operating Budget – Customer and Legislative Services (Tab 6); Re: Item 29 – LLS14-001 – Insurance Premiums for the Town – Background Information, Options, and Analysis  Item 29 – LLS14-001 – Insurance Premiums for the Town – Background Information, Options, and Analysis Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 19 of 24  Item 30 – CFS14-008 – 2014 Budget: Funding Options for Aurora Historical Society Increase, and One Housekeeping Matter  Item 31 – Consideration of Motions to Move 2014 Budget to Council for Adoption CARRIED 3. DELEGATIONS (b) Dan Elliott, Director of Corporate & Financial Services/Treasurer Re: 2014 Budget – Status Update (Added Item) Mr. Elliott provided a brief summary on the status of the 2014 Operating Budget, noting that no public input from the community had been received via email. He presented a 2013 residential tax rate comparison to other municipalities of York Region and summarized the status of the area municipal budgets for 2014, including the municipal burden of the average 2013 residential tax rates and water costs. Mr. Elliott highlighted several elements of the 2014 Operating Budget and presented the 2014 Aurora tax change and tax pressure summary. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED (c) Warren Mar, Director of Legal & Legislative Services/Town Solicitor Re: Additional Information to 2014 Operating Budget – Customer and Legislative Services (Tab 6); Re: Item 29 – LLS14-001 – Insurance Premiums for the Town – Background Information, Options, and Analysis (Added Item) Mr. Mar reviewed elements of report LLS14-001 – Insurance Premiums for the Town – Background Information, Options, and Analysis and addressed questions from Council. 29. LLS14-001 – Insurance Premiums for the Town – Background Information, Options, and Analysis (Added Item) General Committee recommends: THAT the comments of the delegate be received; and THAT report LLS14-001 be received; and THAT Council authorize the renewal of the Town’s insurance coverage with BFL CANADA Risk and Insurance Services Inc. and maintain the existing $10,000 deductible limits for the insurance policy in 2014; and THAT Council approve the payment of the applicable insurance premium for 2014, and that the Mayor and Town Clerk be authorized to execute any necessary agreements or documentation required to give effect to the same; and THAT Council approve a 2014 budget increase of $82,100 to cover the increase for insurance premium expenses, to be allocated as follows: $75,100 to the tax levy and $7,000 to the water rate program. CARRIED Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 20 of 24 (d) Robin McCleave, Vice President, Insurance & Risk Management, Public Sector Division, BFL CANADA Risk and Insurance Services Inc. Re: Additional Information to 2014 Operating Budget – Customer and Legislative Services (Tab 6); Re: Item 29 – LLS14-001 – Insurance Premiums for the Town – Background Information, Options, and Analysis (Added Item) Ms. McCleave thanked Council for the opportunity to present and provided an overview of municipal insurance including the current marketplace, joint and several liability, recent municipal liability cases, the impact on municipal insurers and the Town of Aurora, how liability premiums are assessed, and BFL’s promise to continue assisting staff in their efforts with regard to risk management. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED 5. CONSIDERATION OF ITEMS 30. CFS14-008 – 2014 Budget: Funding Options for Aurora Historical Society Increase, and One Housekeeping Matter (Added Item) General Committee recommends: THAT, if the $20,000 budget increase is granted to the Aurora Historical Society, $10,000 be funded through the Council Contingency Fund. CARRIED General Committee recommends: THAT report CFS14-008 be received; and THAT Budget Committee approve the conversion of the Part-time Special Events Assistant to full-time status. CARRIED 31. Consideration of Motions to Move 2014 Budget to Council for Adoption (Added Item) General Committee recommends: THAT this item be deferred to a Special General Committee – 2014 Budget Review meeting to be reinstated on February 24, 2014. CARRIED General Committee recommends: THAT the Procedural By-law be waived in order that Council may provide direction to staff. CARRIED (two-thirds vote) Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 21 of 24 General Committee recommends: THAT staff be directed to provide a further report regarding questions raised respecting corporate insurance and risk management. CARRIED General Committee recommends: THAT the meeting be recessed until 7 p.m. on Monday, February 24, 2014. CARRIED The meeting was recessed at 10:05 p.m. Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 22 of 24 Council Chambers Aurora Town Hall Monday, February 24, 2014 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard (arrived 8:05 p.m.), Buck, Humfryes, Pirri, and Thompson MEMBERS ABSENT Councillors Gaertner and Gallo OTHER ATTENDEES Director of Parks and Recreation Services (Acting Chief Administrative Officer), Deputy Clerk/Manager of Administration, Director of Corporate and Financial Services/Treasurer, Director of Legal and Legislative Services/Town Solicitor, Manager of Financial Planning, and Council/Committee Secretary The meeting reconvened at 7:03 p.m. General Committee recommends: THAT the Special General Committee – 2014 Budget Review meeting be reconvened. CARRIED 2. APPROVAL OF THE AGENDA General Committee recommends: THAT the following Additional Items be added to the agenda:  Delegation (e) Christopher Watts, Resident Re: Community Grants  Item 32 – CFS14-009 – Final Budget Matters – 2014 Operating Budget  Item 33 – Consideration of Motions to Move 2014 Budget to Council for Adoption  Item 34 – LLS14-005 – Risk Management CARRIED 3. DELEGATIONS (e) Christopher Watts, Resident Re: Community Grants (Added Item) Mr. Watts expressed concerns regarding the $50,000 grant to the Aurora Historical Society and the need for discussion regarding the sustainability of the organization. He noted that he was seeking confirmation from the Town whether a change of use permit had been filed and approved for the site to be properly utilized and whether fire codes were being met. Mr. Watts suggested that the Canadian Conservation Institute Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 23 of 24 be approached to conduct a facilities assessment of Hillary House before funds were granted. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED 5. CONSIDERATION OF ITEMS 32. CFS14-009 – Final Budget Matters – 2014 Operating Budget (Added Item) General Committee recommends: THAT report CFS14-009 be received; and THAT the Budget adjustments recommended in Table 2 be adopted by Budget Committee. CARRIED 33. Consideration of Motions to Move 2014 Budget to Council for Adoption (Added Item) General Committee recommends: THAT the draft 2014 Operating Budget with approved changes be referred back to staff for preparation of a final Budget report and presentation to Council; and THAT the draft Water, Wastewater and Stormwater Systems 2014 Budget be referred back to staff for preparation of a final Budget report and presentation to Council. CARRIED 34. LLS14-005 – Risk Management (Added Item) General Committee recommends: THAT report LLS14-005 be referred to the Audit Committee. CARRIED 6. ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 8:11 p.m. CARRIED Special General Committee – 2014 Budget Review Meeting Report Saturday, January 11 (continued Jan. 13, 20, 27, Feb. 10, and 24), 2014 Page 24 of 24 _________________________________ _________________________________ GEOFFREY DAWE, MAYOR CINDY MAHER, DEPUTY CLERK THE REPORT OF THE GENERAL COMMITTEE MEETING OF JANUARY 11 (CONTINUED JAN. 13, 20, 27, FEB. 10, AND 24), 2014 WAS RECEIVED BY COUNCIL ON MARCH 18, 2014 WITH THE EXCEPTION THAT THE RECOMMENDATIONS REGARDING ITEM 24 BE APPROVED AS PRESENTED.