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AGENDA - Finance Advisory Committee - 20190430 Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 5:45 p.m. Holland Room Aurora Town Hall Public Release April 23, 2019 Town of Aurora Finance Advisory Committee Meeting Agenda Date: Tuesday, April 30, 2019 Time and Location: 5:45 p.m., Holland Room, Aurora Town Hall 1. Approval of the Agenda Recommended: That the agenda as circulated by Legislative Services be approved. 2. Declarations of Pecuniary Interest and General Nature Thereof 3. Receipt of the Minutes Finance Advisory Committee Meeting Minutes of March 27, 2019 Recommended: That the Finance Advisory Committee meeting minutes of March 27, 2019, be received for information. 4. Delegations 5. Consideration of Items Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Page 2 of 3 1. Memorandum from Project Management Office Re: Town’s Major Capital Project Update Recommended: 1. That the memorandum regarding Town’s Major Capital Project Update be received for information. 2. Memorandum from Acting Director of Financial Services Re: A Comparison of Select Municipal Multi-Year Budget Frameworks Recommended: 1. That the memorandum regarding A Comparison of Select Municipal Multi- Year Budget Frameworks be received; and 2. That the Finance Advisory Committee provide staff with comments in regards to its desired multi-year budget framework for the Town of Aurora. 3. Round Table Discussion Re: Draft 2020 Budget Milestones Review Recommended: 1. That the comments and suggestions regarding the Draft 2020 Budget Milestones Review be received and referred to staff for consideration and action as appropriate. 4. Review of Finance Advisory Committee Updated Draft 2019 Work Plan Recommended: 1. That the Finance Advisory Committee Updated Draft 2019 Work Plan be received for information. Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Page 3 of 3 5. Distribution and Introduction of Detailed Financial Budget Information Re: Aurora Public Library Recommended: 1. That the detailed financial budget information for Aurora Public Library be received and deferred for discussion and detailed review at the May 22, 2019 meeting of the Finance Advisory Committee. 6. New Business 7. Adjournment Town of Aurora Finance Advisory Committee Meeting Minutes Date: Wednesday, March 27, 2019 Time and Location: 5:30 p.m., Holland Room, Aurora Town Hall Committee Members: Councillor Michael Thompson (Chair), Councillor John Gallo, and Mayor Tom Mrakas Member(s) Absent: None Other Attendees: Councillor Rachel Gilliland, Doug Nadorozny, Chief Administrative Officer, Jason Gaertner, Acting Director of Financial Services/Treasurer, Tracy Evans, Financial Analyst, Budget, and Ishita Soneji, Council/Committee Coordinator The Chair called the meeting to order at 5:37 p.m. 1. Approval of the Agenda Moved by Mayor Mrakas Seconded by Councillor Gallo That the agenda as circulated by Legislative Services be approved. Carried 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Minutes Page 1 of 5 Finance Advisory Committee Meeting Minutes Wednesday, March 27, 2019 Page 2 of 5 3. Receipt of the Minutes Finance Advisory Committee Meeting Minutes of January 30, 2019 Moved by Councillor Gallo Seconded by Mayor Mrakas That the Finance Advisory Committee meeting minutes of January 30, 2019, be received for information. Carried 4. Delegations None 5. Consideration of Items 1. Memorandum from Acting Director of Financial Services Re: Summary of Finance Advisory Committee’s 2015 to 2018 Accomplishments The committee and staff briefly discussed about the Committee’s 2015 to 2018 accomplishments. Moved by Mayor Mrakas Seconded by Councillor Gallo 1. That the memorandum regarding Summary of Finance Advisory Committee’s 2015 to 2018 Accomplishments be received for information. Carried 2. Memorandum from Acting Director of Financial Services Re: Town’s Major Capital Projects Update Staff provided an overview of the current major capital projects and explained the update summary chart and the status of the ongoing capital projects. The Committee referred to the summary chart and inquired about the methodology behind the reporting structure, and staff provided a response Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Minutes Page 2 of 5 Finance Advisory Committee Meeting Minutes Wednesday, March 27, 2019 Page 3 of 5 noting that the project management office is developing a standardized reporting structure as per the project management guidelines and key pillars such as budget, scope, schedule, and complexity of the particular project. The Committee suggested that explanations on the identified risks, means of tracking change orders and identified financial thresholds should be included as part of the reporting. Moved by Councillor Gallo Seconded by Mayor Mrakas 1. That the memorandum regarding Town’s Major Capital Projects Update be received for information. Carried 3. Round Table Discussion Re: Council Budget Principles The Committee and staff discussed about various approaches to mitigate inflation as per the current budget policy and staff noted that a multi-year budget framework would be incorporated as part of the policy in the future. It was mentioned that details on the approaches of other municipalities would be brought forward for discussion at a future Committee meeting. Moved by Mayor Mrakas Seconded by Councillor Gallo 1. That the comments and suggestions regarding the Council Budget Principles be received and referred to staff for consideration and action as appropriate. Carried 4. Memorandum from Acting Director of Financial Services Re: Order for Detailed Departmental Budget Reviews The Committee discussed about the preferred order of the departmental budget reviews and suggested changes to the staff recommended order. Moved by Councillor Gallo Seconded by Mayor Mrakas Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Minutes Page 3 of 5 Finance Advisory Committee Meeting Minutes Wednesday, March 27, 2019 Page 4 of 5 1. That the memorandum regarding Order for Detailed Departmental Budget Reviews be received; and 2. That the detailed departmental budget reviews be carried out in the following order: • Aurora Public Library • Aurora Historical Society • Community Services • Corporate Services • Planning & Development Services • Aurora Cultural Centre • Financial Services • Operational Services • Council Administration & the Office of the CAO. Carried 5. Round Table Discussion Re: 2019 Budget Process Review – What Worked, Areas of Improvement Staff provided an overview on areas of improvement identified by staff that include improving threshold on level of detail required for capital project business cases, improving the budget binder by reformatting the sections and order of materials provided, and improving the accuracy and technicality of information provided. The Committee suggested that departments should provide update on achievements of key deliverables from the previous year and noted that thorough review of information is necessary. Moved by Mayor Mrakas Seconded by Councillor Gallo Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Minutes Page 4 of 5 Finance Advisory Committee Meeting Minutes Wednesday, March 27, 2019 Page 5 of 5 1. That the comments and suggestions regarding 2019 Budget Process Review be received and referred to staff for consideration and action as appropriate. Carried 6. New Business None 7. Adjournment Moved by Councillor Gallo Seconded by Mayor Mrakas That the meeting be adjourned at 6:50 p.m. Carried Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Minutes Page 5 of 5 Memorandum Date: April 30, 2019 To: Finance Advisory Committee From: Lianne Jalali, Project Management Office, Corporate Services Re: Town’s Major Capital Project Update Recommendation 1. That the memorandum regarding the Town’s Major Capital Project Update be received for information. Background The Town currently has multiple major capital projects underway in varying stages of completion. These major projects include the following: • Library Square • 89 Mosley (Armoury) Renovation • Fire Hall 4-5 • Joint Operations Centre Additional Work – Third floor build out Analysis Library Square This project received Council’s conditional approval to proceed on March 21, 2019. The development of the detailed design is underway and will be presented to Council on July 16, 2019. The RFP to hire the project management firm will be issued by April 22, 2019. At this point, no major risk has been identified. The monthly status update for this project can be found under Attachment #1. 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-4772 Email: jgaertner@aurora.ca www.aurora.ca Town of Aurora Financial Services Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 1 Page 1 of 3 Town’s Major Capital Project Update April 30, 2019 Page 2 of 2 89 Mosley (Armoury) Renovation This project is on track and the expected completion date is June 28, 2019. The project risk indicated in the attachment #1 is weather that can affect the exterior construction timeline. The mitigation plan is to accelerate completion of the interior works until the weather permits the exterior works to commence. The monthly status update for this project can be found under Attachment #1. Fire Hall 4-5 This project has recently completed its design stage and the request for proposal (RFP) for construction issued on April 12, 2019. This project expected to substantially complete by October 31, 2020. The total completion of this project will be on December 31, 2020. The project risk indicated in attachement#1 is the increasing cost of construction due to the steel tariffs. The monthly status update for this project can be found under Attachment #1. Joint Operations Centre Additional Work – Third floor build out The build of the Joint Operation Centre third floor is a sub-project of the Joint Operation Centre Additional Work project. This project commenced March 1, 2019 and planned to be completed by September 30, 2019. The risk of the project indicated in the attachement#1 is an insufficient budget allocated to build the third floor of JOC. This risk will be mitigated through reallocation of the budget from surplus of the completed sub-projects. The monthly status update for this project can be found under Attachment #1. Attachments Attachment #1 – Major Capital Project Update: • Library Square • 89 Mosley (Armoury) Renovation • Fire Hall 4-5 • Joint Operations Centre Additional Work - Third floor build out Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 1 Page 2 of 3 PROJECT NAMEBEGINFINISH# of DAYS STATUS PROJECTED ACTUAL REMAINDER STATUS HIGH MEDIUM LOW89 Mosley October 9, 2018 June 28, 2019262 On schedule $5,359,900 $1,424,059 $3,935,841On budget 0 1 0FirehallMay 3, 2019 December 31, 2020 608 On schedule $11,087,300 $309,982 $10,777,318On budget 0 1 0JOC - Additional Work - 3rd floor March 1, 2019 September 30, 2019 213 On schedule $300,000 $0$300,000Over budget 0 1 0Library SquareJuly 2, 2018 December 31, 2021 1278 On schedule $2,340,135 $579,638 $1,760,497On budget 0 0 0Total $19,087,335 $2,313,679 $16,773,656030Project Status LegendGreen Everything is progressing as planned. No intervention from the sponsor is required Amber Some risks and issues have been identified but the project team is handling and monitoring them Red Major problems or threats exist. The sponsor's intervention is required in this case Row LabelsSum of REMAINDERSum of ACTUAL Sum of PROJECTED89 Mosley 3935841.21 1424058.79 5359900Firehall10777318.06 309981.94 11087300Library Square1760496.89 579638.11 2340135JOC - Additional Work - 33000000 300000Grand Total16773656.16 2313678.84 19087335Attachement#1Major Capital Project Update Summary Projects Gantt Chart TimelineBUDGET RISKSRow LabelelsSumm ofREREMAINDDERSumofAACTUUALLSSum of PROJE89 Mosleyy 39358411.211422405058.799535990900Firehall1107773118.0633099981944110877300Library SSqquare176049496.8955799234340135JOC - Addditional Workrk - 3303000003300000Grand TTotal167736656.1623313199087335are176004968957923401359999999819819819894494949999993333339999999$0$2,000,000$4,000,000$6,000,000$8,000,000$10,000,000$12,000,00089 Mosley Firehall Library Square JOC - Additional Work - 3rd floorEECCTEDProject Budget SummarySum of REMAINDERSum of ACTUALSum of PROJECTEDValuesPROJECT NAMEFinance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 1 Page 3 of 3 Memorandum Date: April 30, 2019 To: Finance Advisory Committee From: Jason Gaertner, A/Director, Financial Services Re: A Comparison of Select Municipal multi-year Budget Frameworks Recommendation 1.That the memorandum regarding a comparison of select municipal multi-year budget frameworks be received; and 2.That the Finance Advisory Committee provide staff with comments in regards to its desired multi-year budget framework for the Town of Aurora. Background The Province of Ontario’s Municipal Act, 2001, section 291, prescribes how municipalities may prepare and adopt multi-year. The act allows municipalities to approve up to a maximum of five years worth of annual operating budgets as long as Council re-confirms the planned tax increase for each previously approved upcoming year. A multi-year budgeting framework offers several advantages to a municipality. A multi- year budget framework: •Allows for the tightening of links between budgeting and the Strategic Plan by allowing the municipality to plan how it will direct financial resources toward priority areas during the complete current Council term •Improves fiscal discipline by showing the longer-term spending impacts of choices made in an individual year •Reduces uncertainty about future year tax levies 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-4772 Email: jgaertner@aurora.ca www.aurora.ca Town of Aurora Financial Services Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 2 Page 1 of 4 A comparison of select municipal multi-year budget frameworks April 30, 2019 Page 2 of 3 • Provides a longer term outlook to outside organizations that rely upon the Town for a share of their funding, which enables them to plan and deliver their programs more efficiently. In light of these benefits, many municipalities across the country have adopted multi-year budgeting as vital component of their budget/planning framework. Analysis Considering the above noted advantages offered through the adoption of a multi-year budgeting framework, staff have undertaken an analysis of what other select municipalities across Canada have implemented in this regard. While the examples available to choose from are numerous, staff undertook a review of the multi-year budget frameworks in place for the following municipalities: 1. City of Brampton, ON 2. City of Campbell River, BC 3. City of London, ON 4. City of Edmonton, AB 5. City of Waterloo, ON 6. York Regional Municipality, ON A summary of staff’s findings in regards to each of these noted municipalities can be found under attachment #1. This summary outlines each examined municipality’s multi- year budget framework time horizon, budget process highlights, as well as staff’s assessment of the advantages and disadvantages. This analysis has revealed that most of the multi-year budget frameworks reviewed have a similar look and feel to them where Council is asked to approve or approve in principal the desired budget. The time horizon over which these multiyear budgets are completed and their alignment with the Council’s term differs. In addition, the degree of flexibility offered for the modification of a previously approved future year budget differs. Staff feel that the City of Waterloo’s multi-year budget framework would be the best example upon which to build the Town of Aurora’s framework Based upon the above noted municipal examples examined by staff and their advantages and disadvantages identified in Attachment #1, staff feel that the Town Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 2 Page 2 of 4 A comparison of select municipal multi-year budget frameworks April 30, 2019 Page 3 of 3 should build its framework upon the one currently being utilized by the City of Waterloo for the following key reasons: •Its budget horizon aligns with Council’s term •It requires its Council to approve only the first year of its term initially, thus allowing a year for the strategic objectives of the new Council to be clarified and then integrated into the next three year multi-year budget •It allows sufficient flexibility for the Town to adjust its previously approved future year budget in order to accommodate any arising extraordinary pressures Attachments Attachment #1: Various Municipality Multi-Year Budget Approval Framework Analysis Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 2 Page 3 of 4 Attachment #1 Municipality Budget Time Horizon Description of Budget Process(s)Advantages Disadvantages - Council approves the first year of the budget and approves 'in principal' the core operating budget for the 2nd and 3rd years. - Does not align its multi-year budget horizon with its Council term - Council establishes its acceptable tax increase thresholds for all three years. - Enhanced service tax pressures are addressed in each future year at the time of re-confirmation. - It is legislated in BC that municipalities complete a long term financial plan at least every five years. The required tax increases within this plan are maintained within a Council defined exceptable tax increase range of 2 to 3.5%. Council receives the full ten year financial plan only. - Council approves each annual budget within the ten year financial plan on an annual basis. - Council fully approves all three years. (a re-confirmation by Council is not required under Alberta's Municipal Act). - A formal budget process is required only once every three years. - Any budget pressures arising over and above the approved budget must be brought to Council for its approval in any year of the plan. - Offers some flexibility through its allowance for the management of unanticipated budget pressures 'in-year'. - Regular financial and service level performance reporting to Council - Council fully approves all four years of budgets within the plan. However, annual re-confirmations are completed as per the Municipal Act. - A formal budget process is required only once every four years. - Should a net tax pressure arise over and above the previously approved given year's budget, at the time of re-confirmation, a Budget Amendment Business Case may be presented to Council for its approval for inclusion in that year's final budget. - Offers greater flexibility through its allowance for the adjustment of previously approved future year budgets through its budget amendment business case process. - Council approves only the first year's budget of its term and only receives the three outlook years. - Budget process allows for new Council to become orientated and adjust/define the Town's strategic priorities prior to creating a multi-year budget for the Town. - In year two, Council approves the operating budgets and resultant tax increases for the remaining three years of its term. Each of the future year budgets are re-confirmed by Council prior to each year commencing. - Offers greater flexibility through its allowance for the adjustment of previously approved future year budgets through its budget adjustment process. - Future year proposed budget tax increases are subject to Council defined acceptable tax increase thresholds. - A formal budget process is required for only two of the four years of the Council term. - Allows for the adjustment of previously approved future budgets at the time of re- confirmation under defined certain circumstances. - Budget time horizon is aligned with Council term. - At the beginning of each term, Council approves the first year plus three outlook year budgets. - Budget time horizon is aligned with Council term. - The approved outlook budgets form the starting point for each of the next three year's operating budgets which are re- confirmed each year. Any emerging pressures are considered for inclusion in the final approved budget at the time of each budget's re-confirmation. In the absence of extraordinary pressures, departments are expected to stay within their orignally approved outlook budget. - Offers greater flexibility through its allowance for the adjustment of previously approved future outlook year budgets through its budget adjustment process. - Includes a process for the management of 'in-year' emerging operating budget pressures. Note(s) 1) As per the municpal act, every municipality's Council must re-confirm any future budget year's approved tax increases. 2) All of these municipalities strive to align their multi-year budgets with their municipalities strategic and business plans. 3) Most of these multi-year plans are guided by Council approved budgetting principles. 4) All muncipalities provide regular financial performance updates to their Councils. 5) Most multi-year plans allow for 'Net Zero Adjustments' to be made within and across approved budget years. - Reduces the need to forecast enhanced service requirements, as they are addressed at the time of each future year's budget's re-confirmation. Various Municipality Multi-Year Budget Approval Framework Analysis City of Campbell River, BC Ten years - Because enhanced tax pressures are not addressed until the year of re- confirmation, this impedes the municipalities abiliy to project and manage longer term tax rate impacts. City of Brampton Three years Three yearsCity of Edmonton - Does not appear to offer an easy ability to re-visit the planned tax increae for any given year within the approval planning period. Therefore, future year funding requirements must be accurate. - Time horizon extends further out into the future allowing for improved fiscal discipline allowing for the analysis and management of longer term spending impacts of decisions made and further reducing the uncertainty about future tax levies. - Does not align with Council term and would be difficult to project requirements so far into the future; higher risk for unanticipated change. - In order to ensure a draft four year budget is available for a new Council's review and approval, the full budget will need to be completed without knowledge of the new Council's strategic objectives. Consequently, required adjustments to approved outlook budgets may be significant.York Region Four years - Requires two formal budget processes, one for year one and one for year two. - Does not align its multi-year budget horizon with its Council term. City of London Four years City of Waterloo One + three years Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 2 Page 4 of 4 DRAFT 2020 Budget Milestones Date Milestone May 2019 FAC: Review and recommendation of 2020 to 2022 Council Direction to Staff June 2019 Council 2020-2022 Budget Direction to Staff June 2019 (if req’d) Public Stakeholder Consultation – Operating & Capital June 2019 FAC: Review of 2020 R&R plan July 23, 2019 Council 10 Year Capital Plan Review and R&R Plan Approval September 24, 2019 2020 Capital Budget Kick-off with Budget Committee September 2019 2020 Rates & Fees Schedule review and update October 2019 FAC: Review of draft 2020-2022 operating budget summary October 2019 2020 Capital Budget Approval November 5, 2019 2020-2022 Operating Budget Kick-off with Budget Committee December 2019 2020-2022 Operating Budget Approval 2020 Water Budget Approval Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 3 Page 1 of 1 Finance Advisory Committee: DRAFT 2019 Work Plan Outline Page 1 of 2 (All meetings currently scheduled for Wednesdays 5:30 p.m.) January 30, 2019: • Review of approved FAC terms of reference • Review and approval of FAC 2019 Work Plan • Agreement upon materials to be reviewed by FAC as part of detailed departmental budget reviews • Review of Budget Committee Schedule – 2019 Budget Process April 30, 2019: • Major Project Update • Review of proposed multi-year budgeting framework for the Town of Aurora • Receipt of Aurora Public Library budget materials • Identification of specific areas of focus for the Aurora Public Library to be reviewed • 2020-2021 Budget Milestones • FAC milestones May 22, 2019: • Major Project Update • Detailed Budget Review: Aurora Public Library (45 minutes) • Final review and recommendation of 2020-2022 budget direction to staff • Receipt of Aurora Historical Society budget materials (review at next meeting) • Identification of specific areas of focus for the Aurora Historical Society June 26, 2019: • Major Project Update • Detailed Budget Review: Aurora Historical Society • Review of 2019 Ten Year Capital Investment Plan & 2020 R&R Capital Plan • Receipt of Community Services budget materials (review at next meeting) • Identification of specific areas of focus for Community Services to be reviewed Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 4 Page 1 of 2 Finance Advisory Committee: DRAFT 2019 Work Plan Outline Page 2 of 2 September 25, 2019: • Major Project Update • Detailed Budget Review: Community Services (45 minutes) • Receipt of Corporate Services budget materials (review at next meeting) • Identification of specific areas of focus for Corporate Services October 23, 2019: • Major Project Update • Detailed Budget Review: Corporate Services (45 minutes) • Review of 2020-2022 Draft Operating Budget Summary • Receipt of Planning and Development Services budget materials (review at next meeting) • Identification of specific areas of focus for Planning and Development Services November 27, 2019: • Major Project Update • Detailed Budget Review: Planning and Development Services (45 minutes) • Receipt of Aurora Cultural Centre budget materials (review at next meeting) • Identification of specific areas of focus for the Aurora Cultural Centre December 18, 2019: • Major Project Update • Detailed Budget Review: Aurora Cultural Centre • Receipt of Financial Services budget materials (review at next meeting) • Identification of specific areas of focus for Financial Services Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 4 Page 2 of 2 2016 2017 2018 2018 2019 2019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full Year Approved Approved 2018 2018 2017 Actual 2017 ActualVariance ExplanationActuals Actuals Actuals Budget Budget + / - + / - + / - + / -REVENUE: 3-1116 PROCTORING FEES(224) (500) (553) (350) (350) - - 53 10.6%3-1202 GENERAL(92)------ --3-1206 DONATIONS(294) (1,491) (69) --- - (1,422) (95.4%)3-1300 RENTAL-- (21,479) (6,000) (15,000) 9,000 150.0% 21,479 -3-1302 CONCESSION----(2,000) 2,000 -- -3-1305 MEMBERSHIP FEES(1,470) (645) (360) (180) (300) 120 66.7% (285) (44.2%)3-1313 PROGRAM - ADULT-- (224) (100) (1,000) 900 900.0% 224 -3-1314 PROGRAM - CHILDREN(6,250) (9,364) (6,249) (8,000) (5,550) (2,450) (30.6%) (3,115) (33.3%)3-1401 INVESTMENT INCOME(54) (76) (107) (100) (100) - - 31 40.8%3-1410 SERVICE CHARGES(492) (643) (276) (600) (600) - - (367) (57.1%)3-1501 BOOK SALES(6,688) (5,298) (6,359) (6,200) (7,000) 800 12.9% 1,061 20.0%3-1502 FINES(41,204) (39,329) (42,023) (42,000) (42,000) - - 2,694 6.8%3-1503 LOST & DAMAGED FEES(6,036) (7,045) (7,251) (6,600) (7,000) 400 6.1% 206 2.9%3-1505 PRINTING FEES(11,984) (13,175) (14,219) (12,000) (12,000) - - 1,044 7.9%3-1508 PILOT PROJECT(250) (217) (235) (300) (300) - - 18 8.3%3-1802 PROVINCIAL OPERATING GRANT(44,140) (44,138) (44,138) (44,140) (44,140) - -- -3-1803 OTHER GRANTS(13,926) (7,122) (1,284) (1,285) (1,285) - - (5,838) (82.0%)3-1901 CONTRIBUTION FROM DISCRETIONARY RESERVES(8,254) (15,362)-----(15,362) (100.0%)Total Revenue(141,358) (144,405) (144,826) (127,855) (138,625) 10,770 8.4% 421 0.3%EXPENSE:4-2000 SALARIES - F/T1,988,135 1,893,224 1,709,262 2,078,667 1,936,598 (142,069) (6.8%) (183,962) (9.7%)4-2001 SALARIES - O/T13,830 12,841 12,198 --- - (643) (5.0%)4-2002 SALARIES - P/T254,525 402,647 472,413 423,778 513,557 89,779 21.2% 69,766 17.3% contract staff to fill vacancies and conversion of 1 full-time position to 2 part-time staff4-2003 VACATION PAY7,562------ --4-2004 SICK PAY722------ --4-2090 YEAR END ACCRUALS12,541 (10,457) 9,481 --- - 19,938 190.7%4-2100 BENEFITS - OMERS216,995 207,608 194,999 --- - (12,609) (6.1%)4-2101 BENEFITS - EHT43,988 45,324 42,540 --- - (2,784) (6.1%)4-2102 BENEFITS - WSIB7,685 7,827 7,826 --- -(1) (0.0%)4-2103 BENEFITS - CPP81,496 84,265 82,877 --- - (1,388) (1.6%)4-2104 BENEFITS - EI45,685 41,238 41,246 --- -8 0.0%4-2105 BENEFITS - DENTAL43,151 50,781 47,658 --- - (3,123) (6.1%)4-2106 BENEFITS - HEALTH74,221 75,491 73,619 --- - (1,872) (2.5%) 4-2107 BENEFITS - LTD/ADD30,867 29,773 31,653 --- - 1,880 6.3% 4-2108 BENEFITS - OTHER1,262 24,598 9,469 --- - (15,129) (61.5%)4-2109 BENEFITS - ALLOCATED--- 625,050 621,810 (3,240) (0.5%) - - TOTAL SALARIES & BENEFITS2,822,665 2,865,160 2,735,241 3,127,495 3,071,965 (55,530) (1.8%) (129,919) (4.5%) 4-3000 PURCHASE CARD CLEARING--8----8- 4-4000 OFFICE SUPPLIES4,023 4,654 4,373 4,000 5,000 1,000 25.0% (281) (6.0%) 4-4002 RECEPTIONS3,485 5,170 5,411 5,730 5,730 - - 241 4.7% 4-4007 COMPUTER SUPPLIES2,057 4,511 7,137 8,200 8,200 - - 2,626 58.2%4-4029 COLLECTION - ADULT- AUDIOVISUAL39,52548,289-----(48,289) (100.0%) moved to new account collections digital 4066TOWN OF AURORA (Line by Line Analysis - YTD Comparison)LIBRARYFinance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 5 Page 1 of 2 2016 2017 2018 2018 2019 2019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full Year Approved Approved 2018 2018 2017 Actual 2017 ActualVariance ExplanationActuals Actuals Actuals Budget Budget + / - + / - + / - + / -4-4030 COLLECTION - ADULT- ELECTRONIC RESOURCES51,36764,685-----(64,685) (100.0%) moved to new account collections digital 40664-4031 COLLECTION - ADULT- PERIODICALS16,19411,998-----(11,998) (100.0%) 4-4032 COLLECTION - ADULT- PRINT115,551 127,104-----(127,104) (100.0%) moved to new account collections physical 40684-4033 COLLECTION - ADULT- SERIALS19,14514,694-----(14,694) (100.0%) 4-4034 COLLECTION - JUVENILE - AUDIOVISUAL15,29417,185-----(17,185) (100.0%) 4-4035 COLLECTION - JUVENILE- ELECTRONIC RESOUR8,1399,469-----(9,469) (100.0%) 4-4036 COLLECTION - JUVENILE- PERIODICALS2,8382,268-----(2,268) (100.0%) 4-4037 COLLECTION - JUVENILE- PRINT74,40380,792-----(80,792) (100.0%) moved to new account collections physical 40684-4039 PROCESSING SUPPLIES30,771 48,180 21,959 25,400 25,000 (400) (1.6%) (26,221) (54.4%) in preparation of the renovation less physical items being placed into the collection 4-4040 BUILDING SUPPLIES473 915 109 500 - (500) (100.0%) (806) (88.1%) 4-4041 EQUIPMENT & FURNISHINGS3,469 966 873 3,000 2,000 (1,000) (33.3%) (93) (9.6%) 4-4042 PHOTOCOPIER SUPPLIES167------ -- 4-4043 CONTINGENCY2,364 1,356 5,718 3,000 3,000 - - 4,362 321.7%4-4061 2010 DVD COLLECTIONS3,000------ --4-4066 COLLECTIONS-DIGITAL-- 167,367 80,000 115,000 35,000 43.8% 167,367 -4-4067 COLLECTIONS-PERIODICALS-- 23,131 14,500 15,000 500 3.4% 23,131 -4-4068 COLLECTIONS-PHYSICAL-- 188,284 230,500 220,000 (10,500) (4.6%) 188,284 -4-5002 HEALTH & SAFETY PROGRAM502 2,237 4,304 2,500 2,500 - - 2,067 92.4%4-5018 TELEPHONE LINES12,146 14,988 15,544 15,000 17,000 2,000 13.3% 556 3.7% 4-5023 INTERNET LINE-- 20,094 20,000 21,000 1,000 5.0% 20,094 - 4-5026 COURSES & SEMINARS12,296 18,876 17,702 17,000 17,000 - - (1,174) (6.2%) 4-5028 MEMBERSHIPS975 6,988 3,739 4,500 4,000 (500) (11.1%) (3,249) (46.5%) 4-5029 MILEAGE3,223 2,805 2,003 4,000 3,500 (500) (12.5%) (802) (28.6%) 4-5033 EQUIPMENT REPAIRS1,115 1,312 1,000 7,200 7,200 - - (312) (23.8%) 4-5034 EQUIPMENT RENTALS9,957 18,055 16,111 18,000 19,500 1,500 8.3% (1,944) (10.8%) 4-5042 ADVERTISING2,500 973 949 1,000 1,000 - - (24) (2.5%) 4-5043 CONSULTING1,747 3,915 26,623 8,000 8,000 - - 22,708 580.0% one time HR consulting fee related to hiring new CEO4-5044 POSTAGE6,144 (14) 3,201 3,000 2,000 (1,000) (33.3%) 3,215 22,964.3% 4-5046 PRINTING16,698 11,856 12,321 17,130 16,130 (1,000) (5.8%) 465 3.9% 4-5048 AUDIT FEES4,995 5,043 3,271 5,200 5,000 (200) (3.8%) (1,772) (35.1%) 4-5053 GENERAL LEGAL21,263 801 - 2,500 2,500 - - (801) (100.0%) 4-5060 COST RECOVERY129 594 133 --- - (461) (77.6%)4-5061 SOFTWARE ANNUAL MTCE SUPPORT120,085 120,137 102,180 96,800 131,800 35,000 36.2% (17,957) (14.9%)4-5070 PROGRAMS - ADULT1,271 1,201 2,614 2,500 3,500 1,000 40.0% 1,413 117.7%4-5071 PROGRAMS - YOUTH14,723 13,936 13,539 15,100 17,500 2,400 15.9% (397) (2.8%)4-5072 CATALOGUING SERVICES57,106 40,575 43,009 66,000 66,000 - - 2,434 6.0%4-5073 BOARD TRAINING & DEVELOPMENT183 - 448 1,000 1,000 - - 448 -4-5074 PUBLIC RELATIONS7,661 8,931 8,675 8,000 8,000 - - (256) (2.9%)4-5078 ORGANIZATIONAL DEVELOPMENT2,098 24,779 - 20,000 20,000 - - (24,779) (100.0%) no CEO business plan initiatives for 20184-5090 COURIER- 3,399 3,929 3,000 5,500 2,500 83.3% 530 15.6% 4-5097 MAINTENANCE CONTRACTS1,154 1,111 932 1,200 1,200 - - (179) (16.1%) 4-8003 CONTRIBUTIONS TO DISCRETIONARY RESERVES277,368 302,211 525,991 130,000 130,000 - - 223,780 74.0% Board motion July 25/19 (18.07.75) to use operating surplus to fund the Library Interior TOTAL OTHER EXPENSES967,604 1,046,945 1,252,682 843,460 909,760 66,300 7.9% 205,737 19.7% TOTAL EXPENSES3,790,269 3,912,105 3,987,923 3,970,955 3,981,725 10,770 0.3% 75,818 1.9% NET BUDGET3,648,911 3,767,700 3,843,097 3,843,100 3,843,100 - - 75,397 2.0% Finance Advisory Committee Meeting Agenda Tuesday, April 30, 2019 Item 5 Page 2 of 2