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MINUTES - General Committee - 20151123 TOWN OF AURORA SPECIAL GENERAL COMMITTEE – 2016 BUDGET REVIEW MEETING MINUTES Council Chambers Aurora Town Hall Monday, November 2, 2015 (continued on November 16 and 23, 2015) ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Abel, Gaertner (arrived 5:34 p.m.), Kim, Mrakas, Pirri, Thom, and Thompson MEMBERS ABSENT Councillor Humfryes OTHER ATTENDEES Interim Chief Administrative Officer, Acting Director of Building and By-law Services, Director of Corporate and Financial Services/Treasurer, 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, Manager of Financial Planning, Town Clerk, and Council/Committee Secretary The Chair called the meeting to order at 5:32 p.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 Moved by Councillor Kim Seconded by Councillor Abel Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 2 of 16 THAT the agenda as circulated by Legal and Legislative Services, with the following changes, be approved:  Agenda Items 1 and 2 to be considered prior to “Public Consultation – Open Session – Opportunity for Members of the Public to Provide Input Regarding the 2016 Budget”; and  Agenda Item 3 to be considered after “Public Consultation – Open Session – Opportunity for Members of the Public to Provide Input Regarding the 2016 Budget”. CARRIED 3. DELEGATIONS General Committee consented, on a two-thirds vote, that the requirements of section 3.8(c) of the Procedural By-law be waived to permit the delegation of Patrick Moyle, Interim Chief Administrative Officer, and Dan Elliott, Director of Corporate & Financial Services/Treasurer, to speak for more than five (5) minutes. (a) Patrick Moyle, Interim Chief Administrative Officer, and Dan Elliott, Director of Corporate & Financial Services/Treasurer Re: Item 1 – CFS15-045 – 2016 Operating Budget Mr. Moyle gave a brief overview of the 2016 Operating Budget process, outlining changes and improvements that have been made to the Budget process from previous years, as well as the inclusion of the 10-year Capital Investment Plan, the Asset Management Plan, and the Development Charges By-law. He also noted the outcomes that have resulted from changes to the Budget process. Mr. Elliott presented an overview of the 2016 Draft Operating Budget process, including: factors affecting the 2016 Operating Budget; achievements in financial planning; the 2016 Property Tax increase; the 2016 Net Operating Budget; and the 2016 Gross Revenues. Moved by Councillor Thom Seconded by Councillor Kim THAT the comments of the delegation be received and referred to Item 1. CARRIED 4. PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2016 BUDGET Mr. Terry Jones inquired about the treatment of supplemental assessment information and staff noted the differences between the 2015 and 2016 Budgets. Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 3 of 16 The Director of Corporate & Financial Services/Treasurer presented a summary of the forty-three emailed submissions of comments from the public, the majority of which were concerning indoor tennis facilities. 5. CLOSED SESSION None 6. CONSIDERATION OF ITEMS 1. CFS15-045 – 2016 Operating Budget Moved by Councillor Thompson Seconded by Councillor Mrakas THAT Report No. CFS15-045 be received; and THAT the 2016 draft Operating Budget be approved; and THAT the necessary bylaw establishing tax rates and due dates for 2016 property taxation be presented for adoption at a future Council meeting. Motion to table Moved by Councillor Thompson Seconded by Councillor Mrakas THAT the question be laid on the table. CARRIED 2. 2016 Operating Budget – Departmental Business Plans Presentations by Department (a) Infrastructure & Environmental Services Ilmar Simanovskis, Director of Infrastructure & Environmental Services Mr. Simanovskis gave a brief presentation outlining the services delivered by the department, the achievements of 2015, and the advancements for 2016. Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 4 of 16 Moved by Councillor Thom Seconded by Councillor Pirri THAT the presentation by the Director of Infrastructure & Environmental Services be received and referred to the 2016 Operating Budget discussions. CARRIED (b) Parks, Recreation, & Cultural Services Al Downey, Director of Parks & Recreation Services Mr. Downey gave a brief presentation outlining the services delivered by the department, the achievements of 2015, and the advancements for 2016. Moved by Councillor Thompson Seconded by Councillor Kim THAT the presentation by the Director of Parks & Recreation Services be received and referred to the 2016 Operating Budget discussions. CARRIED (c) Corporate & Financial Services, Administrative Services Dan Elliott, Director of Corporate & Financial Services/Treasurer Mr. Elliott gave brief presentations outlining the services delivered by the departments, the achievements of 2015, and the advancements for 2016. Moved by Councillor Gaertner Seconded by Councillor Thompson THAT the presentations by the Director of Corporate & Financial Services/Treasurer be received and referred to the 2016 Operating Budget discussions. CARRIED (d) Legal & Legislative Services Warren Mar, Director of Legal & Legislative Services/Town Solicitor Mr. Mar gave a brief presentation outlining the services delivered by the department, the achievements of 2015, and the advancements for 2016. Moved by Councillor Thom Seconded by Councillor Kim Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 5 of 16 THAT the presentation by the Director of Legal & Legislative Services/Town Solicitor be received and referred to the 2016 Operating Budget discussions. CARRIED (e) Building & By-law Services Techa van Leeuwen, Director of Building & By-law Services Ms. van Leeuwen gave a brief presentation outlining the services delivered by the department, the achievements of 2015, and the advancements for 2016. Moved by Councillor Pirri Seconded by Councillor Thom THAT the presentation by the Director of Building & By-law Services be received and referred to the 2016 Operating Budget discussions. CARRIED (f) Planning & Development Services Marco Ramunno, Director of Planning & Development Services Mr. Ramunno gave a brief presentation outlining the services delivered by the department, the achievements of 2015, and the advancements for 2016. Moved by Councillor Abel Seconded by Councillor Thompson THAT the presentation by the Director of Planning & Development Services be received and referred to the 2016 Operating Budget discussions. CARRIED 3. 2016 Operating Budget – General Discussion None 7. ADJOURNMENT Moved by Councillor Thompson Seconded by Councillor Pirri THAT the meeting be recessed at 8:30 p.m., until November 16, 2015 at 7 p.m. CARRIED Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 6 of 16 Council Chambers Aurora Town Hall Monday, November 16, 2015 ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Abel (arrived 7:40 p.m.), Humfryes, Kim, Mrakas, Thom, and Thompson MEMBERS ABSENT Councillors Gaertner and Pirri OTHER ATTENDEES Interim Chief Administrative Officer, Director of Corporate and Financial Services/Treasurer, Director of Parks and Recreation Services, Manager of Financial Planning, Town Clerk, and Council/Committee Secretary Moved by Councillor Thompson Seconded by Councillor Thom THAT the Special General Committee – 2016 Budget Review meeting, which recessed on November 2, 2015, be reconvened at 7:01 p.m. 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 Moved by Councillor Kim Seconded by Councillor Humfryes THAT the agenda as circulated by Legal and Legislative Services, with the following additions, be approved:  Item 4 – 2016 Operating Budget – Aurora Public Library Board (Budget Binder Tab 7); Presentation by Jill Foster, Chief Executive Officer and Secretary-Treasurer, Aurora Public Library Board; and Discussion Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 7 of 16  Item 5 – 2016 Operating Budget – Aurora Cultural Centre 2016 Operating Grant; Report and Presentation by Bonnie Kraft, President, Board of Directors, and Laura Schembri, Executive Director, Aurora Cultural Centre; and Discussion  Item 6 – 2016 Operating Budget – Aurora Historical Society 2016 Operating Grant; Report and Presentation by Bill Albino, President, Board of Directors, Aurora Historical Society; and Discussion CARRIED 3. DELEGATIONS None 4. PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2016 BUDGET None 5. CLOSED SESSION None 6. CONSIDERATION OF ITEMS 3. 2016 Operating Budget – General Discussion General Committee considered Item 3 following consideration of Item 5. Councillor Abel requested additional information on the on the Operating Budget for the Aurora Museum at the Aurora Cultural Centre. Councillor Thom requested additional information on revenue respecting ice time for the Aurora Tigers Junior A hockey team. Councillor Mrakas inquired about the distribution of detailed expenditure listings and staff advised on the timing. 4. 2016 Operating Budget – Aurora Public Library Board (Budget Binder Tab 7); Presentation by Jill Foster, Chief Executive Officer and Secretary- Treasurer, Aurora Public Library Board; and Discussion (Added Item) Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 8 of 16 Ms. Foster presented an overview of the Aurora Public Library’s 2016 Operating Budget including: the Library’s mission and value to the community; activities and growth; 2015 key achievements; 2016 business plan; and elements of the 2016 Budget development process including framework, highlights, pressures, and assessment growth. Moved by Councillor Kim Seconded by Councillor Mrakas THAT the presentation from the Aurora Public Library Board be received; and THAT the 2016 Operating Grant to the Aurora Public Library Board in the amount of $3,659,000 be approved. CARRIED 5. 2016 Operating Budget – Aurora Cultural Centre 2016 Operating Grant; Report and Presentation by Bonnie Kraft, President, Board of Directors, and Laura Schembri, Executive Director, Aurora Cultural Centre; and Discussion (Added Item) Ms. Kraft and Ms. Schembri presented an overview of the Aurora Cultural Centre’s 2016 Operating Budget including: elements of the Centre’s activities including programming, fundraising, and community facility rentals; governance and awards; partnership with the Town; volunteer contribution; 2016 new initiatives; 2016 pressures; and details of the 2016 Operating Budget. Moved by Councillor Abel Seconded by Councillor Mrakas THAT the report and presentation from the Aurora Cultural Centre Board be received. CARRIED Moved by Councillor Humfryes Seconded by Councillor Abel THAT the 2016 Operating Grant to the Aurora Cultural Centre in the amount of $420,000 be approved. Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 9 of 16 Motion to table Moved by Councillor Abel Seconded by Councillor Humfryes THAT the question be laid on the table. CARRIED 6. 2016 Operating Budget – Aurora Historical Society 2016 Operating Grant; Report and Presentation by Bill Albino, President, Board of Directors, Aurora Historical Society; and Discussion (Added Item) Mr. Albino presented an overview of the Aurora Historical Society’s 2016 Operating Budget including: mission statement; request for Town support; background; Hillary House National Historic Site; 2015 highlights including exhibitions, programs, and fundraising; 2015 key performance and financial metrics; plans and special projects for 2016; and plans for 2017. Moved by Councillor Mrakas Seconded by Councillor Abel THAT the report and presentation from the Aurora Historical Society Board be received. CARRIED Moved by Councillor Abel Seconded by Councillor Humfryes THAT the 2016 Operating Grant to the Aurora Historical Society in the amount of $67,500 be approved. Motion to table Moved by Councillor Thom Seconded by Councillor Thompson THAT the question be laid on the table. CARRIED 7. ADJOURNMENT Moved by Councillor Mrakas Seconded by Councillor Thompson THAT the meeting be recessed at 9:40 p.m., until November 23, 2015 at 7 p.m. CARRIED Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 10 of 16 Council Chambers Aurora Town Hall Monday, November 23, 2015 ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Abel (arrived 7:32 p.m.), Gaertner, Humfryes, Kim, Mrakas, Pirri, Thom, and Thompson MEMBERS ABSENT None OTHER ATTENDEES Interim Chief Administrative Officer, Director of Building and By- law Services, Director of Corporate and Financial Services/Treasurer, Director of Infrastructure and Environmental Services, Acting Director of Legal and Legislative Services/Associate Solicitor, Director of Parks and Recreation Services, Director of Planning and Development Services, Manager of Financial Planning, Town Clerk, and Council/Committee Secretary Moved by Councillor Thom Seconded by Councillor Humfryes THAT the Special General Committee – 2016 Budget Review meeting, which recessed on November 16, 2015, be reconvened at 7 p.m. 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 Moved by Councillor Gaertner Seconded by Councillor Thom THAT the agenda as circulated by Legal and Legislative Services, with the following additions, be approved: Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 11 of 16  Item 7 – Memorandum from Director of Planning & Development Services Re: Zoning By-law Review and Update  Item 8 – Memorandum from Director of Parks & Recreation Services Re: 2016 Operating Budget – Response to Committee Inquiries  Item 9 – Memorandum from Director of Corporate & Financial Services/Treasurer Re: Aurora Cultural Centre and Aurora Historical Society Budget Funding Requests CARRIED 3. DELEGATIONS None 4. PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2016 BUDGET Mr. Stephen Kimmerer, on behalf of the Board of Directors of Sport Aurora and the member sport organizations, presented an overview of Sport Aurora’s activities and contributions to the quality of life in Aurora. He noted that the Sport Aurora Sport Plan Advisory Committee had presented a white paper, which made 47 recommendations, many directed towards cooperative solutions, within the seven pillars identified by Town staff. Mr. Kimmerer requested that Council consider the appropriate financial support for the Sport Plan being proposed, and that Sport Aurora be considered for a service agreement with a set of deliverables established to assure success for the mutual benefit of the Town and sport. Mr. David Heard, resident, expressed his appreciation of the positive work accomplished by Shawna White, Curator of the Aurora Museum and Archives, and spoke in support of additional space being provided for the Museum and Archives within the Church Street School. Mr. Bob McRoberts, resident, expressed concerns regarding accessibility and space for the maintenance, storage, display, and exhibitions of the Aurora Museum and Archives, and spoke in support of additional space being provided for the Museum and Archives within the Church Street School. Moved by Councillor Thompson Seconded by Councillor Thom THAT the comments of the public be received for information. CARRIED Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 12 of 16 5. CLOSED SESSION None 6. CONSIDERATION OF ITEMS 1. CFS15-045 – 2016 Operating Budget General Committee considered Item 1 following consideration of Item 3. Motion to take from the table Moved by Councillor Thompson Seconded by Councillor Mrakas THAT the question be taken from the table. CARRIED Moved by Councillor Thompson Seconded by Councillor Mrakas THAT Report No. CFS15-045 be received; and THAT the 2016 draft Operating Budget be approved; and THAT the necessary bylaw establishing tax rates and due dates for 2016 property taxation be presented for adoption at a future Council meeting. Amendment Moved by Councillor Thom Seconded by Councillor Mrakas THAT the main motion be amended by replacing the second clause with the following clause: THAT the 2016 draft Operating Budget, including any amendments previously adopted by Special General Committee – Budget, be approved; and THAT the main motion be further amended by adding the following clause: THAT the Director of Corporate and Financial Services/Treasurer present the 2016 Operating Budget, as recommended by Special General Committee – Budget, for Council approval. CARRIED Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 13 of 16 Main motion as amended Moved by Councillor Thompson Seconded by Councillor Mrakas THAT Report No. CFS15-045 be received; and THAT the 2016 draft Operating Budget, including any amendments previously adopted by Special General Committee – Budget, be approved; and THAT the Director of Corporate and Financial Services/Treasurer present the 2016 Operating Budget, as recommended by Special General Committee – Budget, for Council approval; and THAT the necessary bylaw establishing tax rates and due dates for 2016 property taxation be presented for adoption at a future Council meeting. CARRIED AS AMENDED 3. 2016 Operating Budget – General Discussion General Committee considered Item 3 following consideration of Item 6. Moved by Councillor Thompson Seconded by Councillor Thom THAT $100,000 be set aside for implementation of the Sport Plan, pending Council approval of a detailed 2016 implementation budget, to be funded from the Council Discretionary Reserve Fund. CARRIED Moved by Councillor Kim Seconded by Councillor Thompson THAT the 2016 Budget be amended to set aside $20,000 for the implementation of a Community Multicultural Event, to be funded from the Council Discretionary Reserve Fund. CARRIED Moved by Councillor Abel Seconded by Councillor Thom THAT $50,000 be set aside as a placeholder for the implementation of a Live Music Strategy, to be funded from the Council Discretionary Reserve Fund. CARRIED Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 14 of 16 5. 2016 Operating Budget – Aurora Cultural Centre 2016 Operating Grant; Report and Presentation by Bonnie Kraft, President, Board of Directors, and Laura Schembri, Executive Director, Aurora Cultural Centre; and Discussion (Added Item) Motion to take from the table Moved by Councillor Pirri Seconded by Councillor Thom THAT the question be taken from the table. CARRIED Main motion Moved by Councillor Humfryes Seconded by Councillor Abel THAT the 2016 Operating Grant to the Aurora Cultural Centre in the amount of $420,000 be approved. Amendment No. 1 Moved by Councillor Pirri Seconded by Councillor Mrakas THAT the main motion be amended by replacing “$420,000” with “$393,900”. CARRIED Main motion as amended Moved by Councillor Humfryes Seconded by Councillor Abel THAT the 2016 Operating Grant to the Aurora Cultural Centre in the amount of $393,900 be approved. CARRIED AS AMENDED 6. 2016 Operating Budget – Aurora Historical Society 2016 Operating Grant; Report and Presentation by Bill Albino, President, Board of Directors, Aurora Historical Society; and Discussion (Added Item) Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 15 of 16 Motion to take from the table Moved by Councillor Pirri Seconded by Councillor Thom THAT the question be taken from the table. CARRIED Main motion Moved by Councillor Abel Seconded by Councillor Humfryes THAT the 2016 Operating Grant to the Aurora Historical Society in the amount of $67,500 be approved. Amendment Moved by Councillor Thompson Seconded by Councillor Abel THAT the main motion be amended by replacing “$67,500” with “$70,500”. CARRIED Main motion as amended Moved by Councillor Abel Seconded by Councillor Humfryes THAT the 2016 Operating Grant to the Aurora Historical Society in the amount of $70,500 be approved. CARRIED AS AMENDED General Committee considered Items 7, 8, and 9 prior to consideration of Items 5 and 6. 7. Memorandum from Director of Planning & Development Services Re: Zoning By-law Review and Update (Added Item) Moved by Councillor Thompson Seconded by Councillor Mrakas THAT the memorandum regarding Zoning By-law Review and Update be received for information. CARRIED 8. Memorandum from Director of Parks & Recreation Services Re: 2016 Operating Budget – Response to Committee Inquiries (Added Item) Special General Committee – 2016 Budget Review Meeting Minutes November 2, 16, and 23, 2015 Page 16 of 16 Moved by Councillor Mrakas Seconded by Councillor Humfryes THAT the memorandum regarding 2016 Operating Budget – Response to Committee Inquiries be received for information. CARRIED 9. Memorandum from Director of Corporate & Financial Services/Treasurer Re: Aurora Cultural Centre and Aurora Historical Society Budget Funding Requests (Added Item) Moved by Councillor Thompson Seconded by Councillor Kim THAT the memorandum regarding Aurora Cultural Centre and Aurora Historical Society Budget Funding Requests be received for information. CARRIED 7. ADJOURNMENT Moved by Councillor Thom Seconded by Councillor Kim THAT the meeting be adjourned at 9:14 p.m. CARRIED GEOFFREY DAWE, MAYOR STEPHEN M. A. HUYCKE, TOWN CLERK THE MINUTES OF THE SPECIAL GENERAL COMMITTEE – 2016 BUDGET REVIEW MEETING OF NOVEMBER 2, 16, AND 23, 2015, ARE SUBJECT TO APPROVAL BY COUNCIL ON DECEMBER 8, 2015.