MINUTES - Special Council - 19980526
TOWN OF AURORA
SPECIAL COUNCIL MEETING
NO. 19-98
1998 Budget Review
Council Chambers
Aurora Town Hall
Tuesday, May 26, 1998
5:00 p.m.
ATTENDANCE
COUNCIL MEMBERS Mayor Jones in the Chair; Councillors Griffith,
Hartwell, Hinder, Hogg, McKenzie (5:25 p.m.), Morris,
and West.
Councillor Healy was absent due to a family matter.
STAFF MEMBERS Chief Administrative Officer, Director of Corporate
Services, Director of Planning, Director of Building
Administration, Director of Leisure Services, Director
of Public Works, Fire Chief, Treasurer, and
Administrative Coordinator/Acting Deputy Clerk.
Also in attendance were Manager of Engineering
Services, Operations Manager, Manager of
Facilities/Programs, Parks Supervisor, Revenue
Coordinator, Administrative Coordinator – Public
Works, Fire Prevention Officer, and Secretary to
CAO.
DECLARATIONS OF INTEREST
Mayor Jones declared an interest in the 1998 Budget Discussion with respect to By-law
Enforcement salaries of the Corporate Services Department contained in the General
Government Section of the Budget due to the employment of his spouse in that
Department and did not take part in or vote on any questions in this regard or attempt in
any way to influence the voting on such questions.
APPROVAL OF AGENDA
#334. Moved by Councillor Hinder Seconded by Councillor Hartwell
THAT the content of the Agenda be approved as outlined herein.
CARRIED
PRESENTATIONS
M I N U T E S
Aurora Special Council Minutes No. 19-98 Page 2
Tuesday, May 26, 1998
Barb Cribbett, Treasurer re: Overview of 1998 Corporate
Operating and Capital Budgets
The Treasurer provided a comprehensive overview of the proposed 1998 Operating and
Capital Budgets for the Town of Aurora. By way of a visual presentation, the Council
Members were taken through an introduction to the 1998 Budget Request;
and a review of the comparative proportions of a residential tax bill for 1997 and 1998
imposed by the Town, Region, and School Boards as a result of the impact of the "Who
Does What Panel" and the shift in property taxes. The Treasurer explained that all new
1998 special issues and challenges have been absorbed within the adjusted base
budget of $10,600,423 and through various departmental cuts, solid revenues, and
countering new service levels with assessment growth funding. The 1998 Tax Levy
Budget was reviewed in detail with the new base budget including the "Who Does
What" impacts for loss of the Municipal Support Grant and local services realignment
offset by a corresponding reduction in education property tax and the addition of
assessment growth for an adjusted base budget. As a result the 1998 adjusted base
budget request represents a zero percent (0%) increase to the taxpayers for the eighth
consecutive year. Details respecting the Provincial Grants trend were provided from
1991 to 1998 with the significant reductions made towards gradually eliminating
provincial funding sources during this period. The highlights, issues, and challenges of
the 1998 Budget were reviewed including the elimination of the Municipal Support
Grant, local services realignment cuts, limited provincial grants funded after the "Who
Does What" initiative, and the objective of completely sustaining municipal financial
viability without provincial subsidies. It was explained that the Town has continued to
experience new growth which has resulted in a confirmed net assessment growth of
2.86% and corresponding new growth related service levels are required. Other issues
and challenges identified included the Paid Duty Radar Program, Collective Bargaining
Agreement and adjustments for Non-Union Staff, Public Works Roads Infrastructure
Reserve, and Transit funding. Details were explained of how the corporate trend to
create and build reserves has been protected and enhanced. A redistribution of the
surplus for the 1997 budget was also recommended. Specifics on the financing for the
Community Centre - New Arena were provided.
An analysis of assessment growth for the period 1992 to 1998 and building permit
activity from 1981 to 1997 was also presented. The allocation of how the Town of
Aurora spends its share of the average tax bill was illustrated.
The recommended 1998 Capital Budget Request was reviewed in detail and was based
on the fundamental principle that new growth must pay for itself through appropriate,
accountable development charge allocations. Non-growth, tax base funding continues
to respond to the challenges presented by an aging infrastructure including roads,
facilities, and in 1998 there are additional demands on the municipal vehicle fleet for
repairs and maintenance. Optional programs and their potential funding sources were
also included for Council's consideration.
Finally, Council was apprised of a number of potential financial pressures in store for
1999 including non-dependent provincial funding, annualization of 1998 initiatives with
continued projected positive assessment growth, implementation of a Tax Policy, tax
shifts between older and new properties and property classes, Year 2000 information
and technology problem, outcome of the Provincial Performance Measures Project,
Library service issues, and new opportunities and innovations to evolve in producing
cost effective local, municipal services.
The Budget presentation was concluded with the five (5) Recommendations provided by
Staff including the adoption of the proposed 1998 Operating and Capital Budgets with a
zero percent (0%) mill rate increase to the Town of Aurora's portion of the property tax
for the eighth consecutive year.
#335. Moved by Councillor West Seconded by Councillor Morris
THAT the presentation be received as information.
CARRIED
Aurora Special Council Minutes No. 19-98 Page 3
Tuesday, May 26, 1998
Verna Ross, Chair, Aurora Public Library Board and
Colleen Abbott, Chief Executive Officer, Aurora Public Library
re: 1998 Library Budget Submission
Ms. Verna Ross, Chair of the Aurora Public Library Board introduced Colleen Abbott,
Chief Executive Officer and Dennis Collins, Board Member who were in attendance.
The Chair presented the Library's Budget Request to Council. The major challenges
faced by the Library Board and Staff in this budget year in response to growth and
change were outlined including changing information technology, information needs of
users, demands created by growth of Aurora and increased use of the Library's
resources. Ms. Ross further expressed concerns with the constraints imposed on the
Library facility and the need to address the Library's facility expansion needs through
the recently appointed Joint Library Expansion Committee. Potential impact on the
1999 budget with respect to capital expenditures to maintain the existing Library facility
were outlined, the value of which was dependent on deliberations pertaining to a new or
expanded facility. The 1998 Budget Request was outlined for the funding required to
maintain service and Staff levels, provide Staff training and development, and support
capital projects for the Library. The Chair requested that favourable consideration be
given for the 1998 Budget allocation proposed by the Library Board for $1,128,950
representing an increase in net municipal funding of 2% by $ 22,000.
#336. Moved by Councillor McKenzie Seconded by Councillor Morris
THAT the presentation be referred for consideration with the Budget
Discussion section of the Agenda.
CARRIED
At 5:50 p.m. Council recessed. At 6:01 p.m. Council reconvened.
1998 BUDGET DISCUSSION
The Mayor outlined the process by which Council's deliberations would occur by
discussing the sections of the proposed budget in order. Council Members raised a
number of points for clarification throughout the course of the budget deliberations.
Issues respecting Council courses and seminars and memberships, Council
promotions, Business Development Committee marketing, Museum and Special Events
grant allocations, funding for the costs associated in implementing the initiatives of the
Communications Committee, 1997 actual costs for certain administrative items to be
allocated, reserve for future Ontario Municipal Board matters, fines for parking offences,
salary distributions, computer equipment, capital equipment, fire service issues,
contracted services, staffing levels, consultants and consulting fees, vehicle repairs,
winter control, organizational plan and staffing responsibilities of Leisure Services, parks
operations and user fees, Leisure Services calendar, memberships and use of the
Fitness Centre and investment and impact of growth on the Leisure Complex facility,
and Community Recognition Awards were all put forward for discussion. The budget for
the Library was further discussed in comparison to the budget request versus the staff
recommendation and the issue of the recent Council decision regarding retention of the
Library 1997 operating surplus. Details respecting the Capital Budget Request and
Reserve Funds were also discussed. Responses and explanations were provided by
Staff to the budget matters raised by Council Members in this regard.
#337. Moved by Councillor Hartwell Seconded by Councillor Hinder
THAT the By-law Enforcement section of the Corporate Services
Department budget be approved.
CARRIED
Aurora Special Council Minutes No. 19-98 Page 4
Tuesday, May 26, 1998
Mayor Jones, having previously declared an interest in the 1998 Budget Discussion with
respect to By-law Enforcement salaries of the Corporate Services Department,
relinquished the Chair to Councillor Morris during consideration of this item and did not
take part in the vote called for in this regard. Upon conclusion of this matter, Mayor
Jones resumed the Chair for the remainder of the budget to be considered.
THAT the Town Treasurer’s and Chief Administrative Officer’s
recommended 1998 Current and Capital Budgets requiring a tax levy of
$10,600,423 and resulting in an adjusted base budget increase of 0% to
the Town of Aurora’s portion of the property tax for the eighth consecutive
year, be approved;
THAT the policy to distribute previous year surpluses to reserves be
amended as follows;
• Municipal Capital Reserve 40%
• Major Capital Repair Reserve 30%
• Mill Rate Stabilization Reserve 20%
• Self-Insurance Reserve 10%
THAT the creation of a new Leisure Services Parks Capital Infrastructure
Reserve, be approved;
THAT the deferred Revenues set aside for disabled transit be reallocated
to an interest earning “Disabled Transit Reserve”; and
THAT the 1998 Reserve and Reserve Fund Projections be received.
AMENDMENT: Upon the question of the adoption of the resolution, it was:
#338. Moved by Councillor Griffith Seconded by Councillor Hartwell
THAT the increased budget request in the amount of $1,128,950 be
approved for the 1998 Library Budget.
WITHDRAWAL: The amendment was withdrawn with the consent of the mover
and seconder.
On a recorded vote, the main resolution was CARRIED UNANIMOUSLY
YEAS: 8 NAY: 0
VOTING YEA: Councillors Griffith, Hartwell, Hinder, Hogg, McKenzie, Morris, West
and Mayor Jones.
STAFF REPORTS
CO98-032-126 – 1998 Corporate Staff Complement Adjustments
#339. Moved by Councillor Hartwell Seconded by Councillor Hinder
THAT approved full time staff complement for the Planning Department be
increased by one Planner position, with a corresponding decrease in one
other than continuous full time Planner position;
THAT the approved full time staff complement of the Aurora Professional
Firefighters Association in the Fire Department be increased by four
Firefighters;
THAT the employment commencement date for two of the four Firefighters
referred to above be deferred until the second quarter of 1999;
Aurora Special Council Minutes No. 19-98 Page 5
Tuesday, May 26, 1998
THAT the approved full time staff complement within the members of the
Aurora Professional Firefighters Association in the Fire Department be
increased by one Fire Prevention Technician;
THAT staff be authorized to negotiate the compensation rate with the
Association for the new Technician’s position, in accordance with the
terms and provisions of the current Collective Agreement;
THAT the approved full time staff complement within the Fire Department
be increased by one Secretarial position, with a corresponding deletion of
two other than continuous full time secretarial positions;
THAT approved full time staff complement in the Corporate Services
Department be increased by the addition of one Legal Assistant; and
THAT the revised organizational charts for the Corporate Services
Department, the Fire Department, and the Planning Department appended
as Appendix B to Report CO98-032-126, incorporating the above
complement additions and deletions described herein, be approved.
CARRIED
ADJOURNMENT
#340. Moved by Councillor Hartwell
THAT the meeting be adjourned at 8:55 p.m.
CARRIED