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MINUTES - General Committee - 20150207 TOWN OF AURORA SPECIAL GENERAL COMMITTEE – 2015 BUDGET REVIEW MEETING MINUTES Council Chambers Aurora Town Hall Saturday, February 7, 2015 (continued Tuesday, February 10, 2015) ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Abel, Gaertner, Humfryes (departed 2:55 p.m.), Kim, Mrakas, Pirri, Thom, and Thompson MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Director of Corporate and Financial Services/Treasurer, Director of Infrastructure and Environmental Services, Director of Parks and Recreation Services, Manager of Engineering and Capital Delivery, Manager of Financial Planning, Financial Analyst – Budget, Financial Analyst, Town Clerk, and Council/Committee Secretary The Chair called the meeting to order at 9:02 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 approved the agenda as circulated by Legal and Legislative Services with the following addition:  Delegation (b) Bill Hughes, Commissioner of Finance and Regional Treasurer, York Region Re: Financial Sustainability, Asset Management, and York Region Long-Term Financing Overview Special General Committee – 2015 Budget Review Meeting Minutes Saturday, February 7, 2015 and Tuesday, February 10, 2015 Page 2 of 8 3. PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2015 BUDGET Mr. Dave Giroux, representing the Aurora King Baseball Association (AKBA), a newly merged association of the Aurora Minor Baseball Association (AMBA) and the King Township Baseball Association, presented a brief overview of the history and accomplishments of the AMBA. He reviewed elements of a proposed maintenance agreement for the baseball diamond at Stewart Burnett Park. Mr. Giroux requested that Council consider waiving the fees for the 2015 season in lieu of the infield being maintained by the AKBA. General Committee received and referred the comments of Dave Giroux to the Director of Parks and Recreation Services. 4. DELEGATIONS General Committee consented, on a two-thirds vote, to waive the requirements of section 3.8(c) of the Procedural By-law to permit both Delegation (a) and Delegation (b) to speak for more than five (5) minutes. General Committee consented to hear Delegation (b) prior to Delegation (a). The meeting was recessed at 10:05 a.m. following Delegation (b) and reconvened at 10:22 a.m. prior to Delegation (a). (a) Dan Elliott, Director of Corporate and Financial Services/Treasurer Re: Town’s Asset Management Plan and Ten Year Capital Investment Plan Mr. Elliott presented an overview of the Budget process including: building financial sustainability; reserve funds; Asset Management Plan; Ten Year Capital Investment Plan; review of reserve fund balances and forecasts; types of debt and the Town’s debt position; and the 2015 Capital Budget. General Committee received the comments of the delegation for information. (b) Bill Hughes, Director, Commissioner of Finance and Regional Treasurer, York Region Re: Financial Sustainability, Asset Management, and York Region Long-Term Financing Overview (Added Item) Mr. Hughes presented an overview of the Region’s approach to financial sustainability, asset management, and the proposed Regional Budget. General Committee received the comments of the delegation for information. Special General Committee – 2015 Budget Review Meeting Minutes Saturday, February 7, 2015 and Tuesday, February 10, 2015 Page 3 of 8 5. CONSIDERATION OF ITEMS 1. Review of Town’s Asset Management Plan (AMP) General Committee recommends: THAT the Town’s Asset Management Plan (AMP) be received for information. CARRIED 2. Review of 2014 Ten Year Capital Investment Plan General Committee recommends: THAT the 2014 Ten Year Capital Investment Plan be received for information. CARRIED The meeting was recessed at 12:15 p.m. following approval of the 2015 Draft Repair & Replacement Capital Projects not pulled for discussion under Item 3; and reconvened at 12:35 p.m. prior to the approval of the 2015 Draft Growth & New Capital Projects not pulled for discussion under Item 4. 3. Review of 2015 Draft Repair & Replacement Capital Projects General Committee recommends: THAT the 2015 Draft Repair & Replacement Capital Projects be received; and THAT the following 2015 Draft Repair & Replacement Capital Projects be approved as presented: 72133 ACC - Re-pave Lot 72203 TH - Building Humidifiers Replacement 72204 Cameras - HDIP 72205 TH - Elevator Card Access 72219 22 Church St/Library - Exterior Repairs 72226 AFLC - HVAC Arena 72232 Library - Exterior Concrete Re & Re 72233 Library - Horizontal Interior Drain Replacement 72235 ACC - Roof Top H & S Equipment 72239 ACC - Elevator Cab and Mech Controller Update 72244 New Sign Board - Yonge St & Aurora Hts 34155 1/2 Tonne Pick-Up #500 Replacement 34156 Ice Resurfacer Replacement #591 34194 Frt/FL80 #29 Special General Committee – 2015 Budget Review Meeting Minutes Saturday, February 7, 2015 and Tuesday, February 10, 2015 Page 4 of 8 31105 Reconstr - Haida Dr & Trillium Dr (Sections) 31107 Reconstr - Brookland Ave (Yonge St to Banbury Ct) 31111 Reconstr - Catherine Ave 31144 Field Asset Data Wireless Devices 34710 Streetlight Poles - St John's Sdrd 34711 Streetlight Poles - Bayview Ave 73154 Playground Surface Restoration - Various Parks 73160 Emerald Ash Borer Management Program 73268 Wildlife Park - North Dam Rehabilitation 12002 Accessibility Committee 14047 Computer & Related Infrastructure Renewal 41007 Decommission Sewer Line Behind Wells St PS 41009 3 Phase Electrical Power 42054 Maintenance of Culverts - Yonge St & Batson Dr 43038 Water Meter Replacement Program 43053 Watermain Reconnection - Bathurst St/Orchard Hts; and THAT the following 2015 Draft Repair & Replacement Capital Projects, which were pulled for discussion, be approved as presented: 72201 Work Station Refresh Carpet Paint 72236 SARC - Ice Plant, Starters, Motors, VFDs 72238 TH - Council Chambers A/V System Upgrades 34189 GMC Savana #11 34190 GMC Savana #12 31025 Asphalt Paving - Old Bloomington Rd 31108 Reconstr - Algonquin Cr & Haida Dr (Sections) 31147 Pavement Condition Assessment 73134 Parks/Trails Signage Strategy Study & Implementation 73193 Parks - Bridge Assessment 73206 Playground Replacement - E Hader Park 73272 Hillary House Heritage Fencing Repair 42052 Channel Improvements - Child Dr 42058 Bridge Assessment; and THAT the following 2015 Draft Repair & Replacement Capital Projects be given conditional budget approval pending a further detailed report to Council prior to bid solicitation or spending, or following detailed design: 72164 SARC - Rubber Flooring 72228 AFLC - Rink Floor 72242 AFLC - Arena Deficiencies - Roof, Building Envelope 34191 GMC Savana #501 31112 Reconstr - Industrial Pkwy S - Wellington St to Industry St 73269 Case Woodlot Perimeter Fencing; and Special General Committee – 2015 Budget Review Meeting Minutes Saturday, February 7, 2015 and Tuesday, February 10, 2015 Page 5 of 8 THAT the following 2015 Draft Repair & Replacement Capital Project be deferred to a future year: 72151 52/56 Victoria St Master Plan; and THAT the following 2015 Draft Repair & Replacement Capital Project be approved, based on the “Estimate of Probable Repair Costs” provided on page 3-73 of the Capital Budget binder, plus the cost for removal of asbestos- containing material, to a limit of $150,000, with any additional costs subject to a report to Council and further approval: 72241 89 Mosley - Condition Assessment Report Recommendations. CARRIED The meeting was recessed at 1:57 p.m. following consideration of Item 3 – Capital Project 72228 – AFLC - Rink Floor, and reconvened at 2:10 p.m. prior to consideration of Capital Project 72242 – AFLC - Arena Deficiencies - Roof, Building Envelope. 4. Review of 2015 Draft Growth & New Capital Projects General Committee recommends: THAT the 2015 Draft Growth & New Capital Projects be received; and THAT the following 2015 Draft Growth & New Capital Projects be approved as presented: 12030 Hydro-Seeding of Leslie St Lands 13008 Meeting Management Software 14035 Records & Information Management System 72194 Water Bottle Fill Stations - Various Facilities 24009 Pick-Up Truck - By-law Services 34182 Additional 2 Tonne Flatbed Truck w/Plow 34522 Speed Message Board 34614 Sidewalk - Murray Dr/Kennedy St - 275m north 34615 Sidewalk - Edward St/Firehall to Dunning Ave 34621 Sidewalk - Bayview Ave/Hartwell Way to St. John's Sdrd 34642 Sidewalk on Civic Square Gate 43048 St John's Sdrd - Leslie St to 2C 73085 Arboretum Development 73107 Former Kwik Kopy Trail Connection 73161 Site Servicing - Stewart Burnett 73169 Wildlife Park - Phase 1/2/3 73252 Queen's Diamond Jubilee Park - Accessible Playground 81015 Community Improvement Plan; and Special General Committee – 2015 Budget Review Meeting Minutes Saturday, February 7, 2015 and Tuesday, February 10, 2015 Page 6 of 8 THAT the following 2015 Draft Growth & New Capital Projects, which were pulled for discussion, be approved as presented: 14065 Mobility Solutions 73147 Trail Construction as per Trail Master Plan 73271 Hartwell Way Overpass Contribution; and 5. Review of 2015 Draft Studies & Other Capital Projects General Committee recommends: THAT the 2015 Draft Studies & Other Capital Projects be received; and THAT the following 2015 Draft Studies & Other Capital Projects be approved as presented: 12026 Organization Structural Review 14062 Business Continuity/IT Disaster Recovery Study 72202 Building Condition Report 72237 Library - LED Light Study 41004 Wastewater Hydraulic Model for the Town 42057 Town-wide Stream Erosion Master Plan 43040 Water Hydraulic Model for the Town 73270 Parks & Recreation Master Plan Review; and THAT the following 2015 Draft Studies & Other Capital Projects, which were pulled for discussion, be approved as presented: 12015 Update Town of Aurora Strategic Plan 14064 Contamination Investigations of Surplus Sites; and THAT the following 2015 Draft Studies & Other Capital Project be revised to include Victoria Hall, 27 Mosley Street in the scope of the study and be approved as amended: 73195 Community Buildings Use Study. CARRIED 6. ADJOURNMENT General Committee consented to recess the Special General Committee – 2015 Budget Review meeting at 3:52 p.m. until Tuesday, February 10, 2015 at 7 p.m. Special General Committee – 2015 Budget Review Meeting Minutes Saturday, February 7, 2015 and Tuesday, February 10, 2015 Page 7 of 8 Council Chambers Aurora Town Hall Tuesday, February 10, 2015 (continued from Saturday, February 7, 2015) ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Abel, Gaertner, Humfryes, Kim, Mrakas, Pirri, Thom, and Thompson MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Director of Corporate and Financial Services/Treasurer, Director of Building and By-law Services, Director of Infrastructure and Environmental Services, Director of Legal and Legislative Services/Town Solicitor, Director of Parks and Recreation Services, Director of Planning and Development Services, Town Clerk, and Council/Committee Secretary General Committee consented to reconvene the Special General Committee – 2015 Budget Review meeting at 7:13 p.m. 3. PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2015 BUDGET Ms. Judy Marshall, representing the Aurora Chamber of Commerce, provided an update regarding the Aurora Chamber of Commerce Home Show to be held April 10, 11, and 12, 2015 at the Stronach Aurora Recreation Complex. She reviewed the challenges, additional expenses, and planning required for the relocation of the Home Show formerly held at the Aurora Community Centre. Ms. Marshall requested that Council waive the facility rental fees, estimated at $10,000 per year, for the next three years. General Committee received and referred the comments of Judy Marshall to the discussions of the 2015 Operating Budget Review. Ms. Elizabeth Crowe, Chair of the York Catholic District School Board and Trustee for Aurora, King, and Whitchurch-Stouffville, noted the Board’s partnership with the Town respecting the artificial turf field at St. Maximilian Kolbe Catholic High School. She presented details of the planned enhancements to the athletic facility including bleachers to accommodate 1,080 people, fencing, and an additional pathway to a secondary entrance and parking lot. Ms. Crowe advised that the Board had approved the purchase and installation of these upgrades at the low tender cost of $138,000 and, on behalf of the Special General Committee – 2015 Budget Review Meeting Minutes Saturday, February 7, 2015 and Tuesday, February 10, 2015 Page 8 of 8 Board of Trustees, she requested that the Town consider making a financial contribution in the suggested amount of $40,000 to offset some of the costs. General Committee received and referred the comments of Elizabeth Crowe to the Director of Parks and Recreation Services. 5. CONSIDERATION OF ITEMS 4. Review of 2015 Draft Growth & New Capital Projects General Committee recommends: THAT the following 2015 Draft Growth & New Capital Project be deferred until after a report is received from the Director of Planning and Development Services: 81016 Promenade Streetscape Design & Implementation Plan Capital Works CARRIED 6. ADJOURNMENT General Committee consented to adjourn the meeting at 8 p.m. GEOFFREY DAWE, MAYOR STEPHEN M. A. HUYCKE, TOWN CLERK THE MINUTES OF THE SPECIAL GENERAL COMMITTEE – 2015 BUDGET REVIEW MEETING OF FEBRUARY 7, 2015 AND FEBRUARY 10, 2015 RECEIVED FINAL APPROVAL BY COUNCIL ON FEBRUARY 24, 2015.