AGENDA - Finance Advisory Committee - 20200310Finance
Advisory Committee
Meeting Agenda
Tuesday, March 10, 2020
5:45 p.m.
Holland Room
Aurora Town Hall
Public Release
March 3, 2020
Town of Aurora
Finance Advisory Committee
Meeting Agenda
Date: Tuesday, March 10, 2020
Time and Location: 5:45 p.m., Holland Room, Aurora Town Hall
1.Approval of the Agenda
2.Declarations of Pecuniary Interest and General Nature Thereof
3.Receipt of the Minutes
Finance Advisory Committee Meeting Minutes of January 28, 2020
Recommended:
That the Finance Advisory Committee meeting minutes of January 28, 2020, be
received for information.
4.Delegations
5.Consideration of Items
1.FAC20-002 – 2021 to 2022 Budget Process
Recommended:
1.That Report No. FAC20-002 be received; and
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Tuesday, March 10, 2020 Page 2 of 2
2. That Report No. FAC20-002 be endorsed and referred to General
Committee for consideration.
2. Memorandum from Project Management Office
Re: Town’s Major Capital Projects Update
Recommended:
1. That the memorandum regarding Town’s Major Capital Projects Update be
received for information.
3. Distribution and Introduction of Detailed Financial Budget Information
Re: Planning and Development Services
Recommended:
1. That the detailed financial budget information for Planning and
Development Services be received and deferred for discussion and detailed
review at the April 14, 2020 meeting of the Finance Advisory Committee.
4. Updated 2020 Work Plan for Finance Advisory Committee
Recommended:
1. That the updated 2020 Work Plan for the Finance Advisory Committee be
received for information.
6. New Business
7. Adjournment
Town of Aurora
Finance Advisory Committee
Meeting Minutes
Date: Tuesday, January 28, 2020
Time and Location: 5:45 p.m., Holland Room, Aurora Town Hall
Committee Members: Councillor John Gallo (Chair), Councillor Michael Thompson,
Mayor Tom Mrakas
Member(s) Absent: None
Other Attendees: Keith Taylor, Investment Manager, ONE Investment, Colin
Macdonald, Investment Services Manager, Municipal
Finance Officers’ Association of Ontario, David Waters,
Acting Chief Administrative Officer, Robin McDougall,
Director of Community Services, Rachel Wainwright-van
Kessel, Director of Finance, Jason Gaertner, Manager,
Financial Management Services, Tracy Evans, Financial
Management Advisor, Laura Sheardown, Financial
Management Advisor, Ishita Soneji, Council/Committee
Coordinator
Councillor Thompson called the meeting to order at 5:45 p.m.
Appointment of Committee Chair
Moved by Mayor Mrakas
Seconded by Councillor Thompson
That Councillor Gallo be appointed as Chair for Year 2020 of the Finance Advisory
Committee 2018-2022 Term.
Carried
Councillor Gallo assumed the Chair at 5:46 p.m.
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Finance Advisory Committee Meeting Minutes
Tuesday, January 28, 2020 Page 2 of 4
1. Approval of the Agenda
Moved by Mayor Mrakas
Seconded by Councillor Thompson
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.
3. Receipt of the Minutes
Finance Advisory Committee Meeting Minutes of December 18, 2019
Moved by Councillor Thompson
Seconded by Mayor Mrakas
That the Finance Advisory Committee meeting minutes of December 18, 2019, be
received for information.
Carried
4. Delegations
None
5. Consideration of Items
The Committee consented to consider the items in the following order: Items 2, 1,
and 3.
1. Review of Detailed Financial Budget Information
Re: Community Services
Staff presented an overview of the line-by-line analysis and year-to-date
comparison of the final approved 2019 budget for the Community Services
department, including detailed explanations regarding the highlighted budget
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Tuesday, January 28, 2020 Page 3 of 4
variances. Staff responded to questions and provided details on the budget
variances for leases, federal grants, and tax rate stabilization contributions. It
was mentioned that the department has noted a recent history of revenue
surpluses and is working towards aligning its revenue budgets based on
historical trends, and noted that the Facilities budget would be streamlined in
the future.
Moved by Councillor Thompson
Seconded by Mayor Mrakas
1. That the comments and suggestions of the Review of Detailed Financial
Budget Information for Community Services be received and referred to
staff for consideration and action as appropriate.
Carried
2. FAC20-001 – FAC Review of Prudent Investor Regime
Staff provided an overview of the staff report providing details on the benefits of
investing under a prudent investor regime, modelling of the expected returns
under this regime, and comparison of historical rates of returns for various
investment portfolios as managed per the Legal List and the regime. It was
noted that quarterly reports to the Finance Advisory Committee has been added
to the draft investment policy. Mr. Keith Taylor, Investment Manager, ONE
Investment, and Mr. Colin Macdonald, Investment Services Manager, Municipal
Finance Officers’ Association of Ontario, presented a draft investment plan for
the Town’s funds not required immediately, and outlined the specific risk
tolerances and projected return on investments.
The Committee sought clarification on the annual return expectation range
mentioned in the Municipal Client Questionnaire and the probability of incurring
loss, and staff noted that a risk aversive investment plan could be considered
and updated as needed.
The Committee was in agreement with a report to a future General Committee
meeting and requested that a side-by-side comparison of the Town’s current
investment model’s historical returns and the new prudent investor regime
including the costs and risks, and information regarding ONE JIB’s cost
recovery framework be included in the forthcoming report to Council.
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Moved by Mayor Mrakas
Seconded by Councillor Thompson
1. That Report No. FAC20-001 be received; and
2. That the comments and suggestions regarding the Prudent Investor
Regime be received and referred to staff to be incorporated into a report to
General Committee.
Carried
3. 2020 Work Plan for Finance Advisory Committee
Staff provided a brief overview of the work plan. The Committee requested that
the February 11, 2020 meeting be rescheduled due to lack of quorum on the
scheduled day, and staff agreed to follow up.
Moved by Councillor Thompson
Seconded by Mayor Mrakas
1. That the proposed 2020 Work Plan for the Finance Advisory Committee be
received; and
2. That the 2020 Work Plan be approved.
Carried
6. New Business
The Committee referred to Item 2 and suggested that background information on
the ONE Investment organization be included in forthcoming report to Council for
information purposes for the members of public.
7. Adjournment
Moved by Mayor Mrakas
Seconded by Councillor Thompson
That the meeting be adjourned at 6:50 p.m.
Carried
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Minutes Page 4 of 4
Town of Aurora
Finance Advisory Committee No. FAC20-002
Subject: 2021 to 2022 Budget Process
Prepared by: Rachel Wainwright-van Kessel, Director, Finance
Department: Finance
Date: March 10, 2020
Recommendation
1. That Report No. FAC20-002 be received; and
2. That Report No. FAC20-002 be endorsed and referred to General Committee for
consideration.
Executive Summary
This report outlines the changes proposed to the budget process for the 2021 to 2022
Budget:
A December budget approval is proposed
• The operating budget reaffirmation process will focus on any changes to the
previously approved 2021 and 2022 budget
• Previously approved capital projects and the 10-year plan will be presented
together in the capital budget
• The capital budget will include the project approval and planned cash flows
• The in-year and annual financial reporting on the capital budget will be improved
• Reserve management will be improved by funding projects as the work is
completed
• The 2021 Budget will bring the Town’s operating and capital budgets together as a
single package
• A December budget approval is proposed
Background
Town of Aurora is in the process of modernizing its budget process. As part of the 2020
budget process, Council approved the Town’s first three-year multi-year operating
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 1 Page 1 of 8
March 10, 2020 Page 2 of 8 Report No. FAC20-002
budget. For the 2021 budget, the Town must establish a process to reaffirm the operating
budget as provincial legislation requires that multi-year budgets must be reaffirmed by
Council on an annual basis.
It has been the Town’s past best practice to review and approve its capital budgets prior
to the commencement of its operating budgets review and approval.
Analysis
The operating budget reaffirmation process will focus on any changes to the
previously approved 2021 and 2022 budget
In December 2019 Council approved the 2020 to 2022 operating budget which included
the same level of detail for each of the three years. The budget included the identification
of all the resources, funds and staff, needed to deliver the Town’s core services, manage
growth and implement the new initiatives for each year.
A multi-year operating budget must be reaffirmed by Council on an annual basis. This
means that as part of the 2021 budget process, Council will be asked to reaffirm the
budget for years 2021 and 2022. However what will be different is the budget will only
focus on any changes to the previously approved budget. This should streamline the
outer-year operating budget review process.
Previously approved capital projects and the 10-year plan will be presented
together in the capital budget
Traditionally in Aurora, the 10-Year Capital Investment Plan has included the current and
future capital projects whereas the previously approved capital projects were reviewed
separately in the semi-annual Capital Projects Close & Status Report. As of December
31, 2019 the Town of Aurora has $113.4 million in open approved capital projects.
The 2021 10-Year Capital Budget will bring both of these items together to provide a
clear picture of all the current open capital projects along with the forecasted capital plan.
The budget will clearly show which capital was previously approved in prior years, what
Council is being asked to approve for 2021, along with the forecast for the remaining
years of the 10-year plan.
Showing the previously approved open capital projects in the budget will also provide an
opportunity to confirm the budget required for these projects. This way if a previously
approved capital project requires more or less funds to complete the project its approved
budget can be updated on an annual basis through this budget process. These changes
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March 10, 2020 Page 3 of 8 Report No. FAC20-002
will be presented as a change to the previously approved budget. By following this
process it will enable the Town to improve in-year and annual reporting on the Town’s
capital projects.
The capital budget will include the project approval and planned cash flows
In prior budgets the amounts shown in the 10-Year Capital Investment Plan have often
reflected the full budget needed to complete the project. Some projects in the plan would
take multiple years to complete but the budget was shown all in the first year. While it is
important to understand the full planned cost of each project when making funding
commitments, understanding the timing of the capital cash outflow is important for the
effective management of reserves.
The 2021 10-Year Capital plan will be modernized to identify both the total project budget
commitment along with the expected cash outflows for all capital projects. Council will
still be asked to approve the full budget for each project as part of the proposed 2021
budget. This full budget will reflect the total budget that is being committed to the project.
For projects which take multiple years to complete, the budget will also show how much
is expected to be spent/completed in each year. This will reflect the actual planned cash
outflows for the project and will be captured in the Town’s 10-year capital plan and
funded from reserves as they are expected to occur.
For example, the Town plans to build a new facility which will cost $3 million. The project
will include two distinct phases with the first being the design of the building at an
estimated cost of $0.5 million and the second for the construction of the building at a cost
of $2.5 million. The design phase of this project is expected to start and complete in 2021
while the construction is expected to start in 2022 and complete in 2023. In this example,
Council would be asked to approve $0.5 million in the 2021 budget for only the design of
the project because no spending commitment is needed for the construction in 2021. The
2021 10-year capital plan would show the future planned spending of $2.5 million over
the two years the construction is expected to take place. In the 2022 budget Council
would then be asked to add the construction portion to the budget commitment. At this
time the design work would be able to inform the remaining budget needed to construct
the facility. This project would be funded from reserves according to staff’s estimated
actual cash outflows which are expected to take place over the next three years.
Historically, the Town would fully fund each capital project’s approved budget as it is
approved regardless of when the funds are actually required to build the project.
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March 10, 2020 Page 4 of 8 Report No. FAC20-002
The in-year and annual financial reporting on the capital budget will be improved
The changes to the capital budget will enable the Town to improve its in-year and annual
reporting on capital projects. The budget will provide an annual opportunity to update the
budget for existing and previously approved capital projects and provide the reasoning
for any changes. The budget will also show the expected timing of the approved capital
projects through each projects expected cash flows.
The annual budget will also include each capital project’s planned expenditures for the
first budget year 2021. This will enable the Town to provide regular in-year reporting to
Council which will take a similar form to its existing Interim operating budget forecast. In
2021, the Town’s interim forecast update report will offer updates relating to both the
Town’s operating and capital programs.
The traditional semi-annual Capital Projects Close & Status report will be replaced by
these changes to the budget and the addition of capital to the Town’s interim forecast
update report.
In addition, knowing the planned cash outflows for capital will allow the Town to more
closely present its budgets on a full accrual basis upon which the Town’s audited
financial statements are based. The Town will better understand how much capital is
planned annually and will also be able to better forecast amortization from knowing when
projects will be completed thus enabling the Town to also present the multi-year budget
on a full-accrual basis.
Reserve management will be improved by funding projects as the work is
completed
Currently the Town fully funds project budgets as they are approved. This method is
effective when previously approved and future capital are reported separately. However,
it becomes more challenging to appropriately manage reserves when the planned cash
outflows are different from what is budgeted. For example, if a total budget of $1 million
is approved and immediately fully funded in a given fiscal year while the actual cash
outflows for that year was only $0.2 million, this would result in an understatement of the
Town’s ending reserve balance at fiscal year-end of $0.8 million.
By bringing the approved and future capital plans together the Town can use better
methods to manage its reserves and cash outflows. Effective January 1st, 2021 the Town
will adopt a ‘fund as the Town spends’ funding strategy whereby it will only transfer
funding to its capital projects based on the capital work which has been completed to
date. This means each capital project’s total funding will always be equal to its total
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March 10, 2020 Page 5 of 8 Report No. FAC20-002
expenditures. In an effort to align its previously approved open capital project funding
with this methodology, all unspent project funding as of the end of December 31, 2019
for these projects will be returned to their original reserve funding sources. These
projects will then be funded periodically throughout the year based upon what is actually
spent until such time their maximum approved budget is reached. This means money
only comes out of the reserve as it is required.
Using this method, the Town’s reserve balances will more accurately reflect the amount
of funds available at any given point in time and its capital plan will more accurately
reflect when these funds planned to be used. This will significantly improve the overall
cash management for the Town where it is able to obtain a better understanding of when
cash is required.
The 2021 Budget will bring the Town’s operating and capital budgets together as a
single package
The budget presented later this year will include both the 2021 to 2022 operating and
capital budget, in addition to the Town’s 2021 10-Year Capital Plan. The operating
budget includes both the Town’s tax levy and water, wastewater and storm water funded
budgets.
Operating and capital budgets include elements which impact each other with the most
important being reserve management. Water and tax reserves are funded accordingly
from the Town’s tax levy and rate funded operating budgets. These reserves are used to
fund capital projects in current and future years. A change to how much is contributed to
capital reserves will have a material impact on long-term reserve health.
The budget presented as one package can be more adaptable to managing a changing
information technology market as more products are cloud based solutions. Traditionally,
IT projects have been considered to be capital, however, cloud-based solutions have a
lower initial capital investment where the on-going license/maintenance costs are higher.
These ongoing costs belong in the operating budget. The 2021 budget must consider
how to manage this changing market.
A December budget approval is proposed
Staff are proposing to aim for a December budget approval. This timing ensures that a
budget is in place prior to the start of 2021 and also ensures the budget can include the
latest assessment growth information.
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 1 Page 5 of 8
March 10, 2020 Page 6 of 8 Report No. FAC20-002
Staff propose tabling the 2021 Budget at General Committee on October 20th, 2020.
Then reviewing the budget over four weekly Budget Committee meetings on Monday
evenings starting at 6pm. These meetings would run from Monday November 9th to
Monday November 30th. These meetings will provide more time than was required last
year to review the 2020 capital budget and operating budgets. Then the budget could be
considered for approval on December 15th, 2020 at Council as shown in Table 1 below.
Table 1
Proposed budget meeting schedule
Meeting Description Date
General Committee – Budget Kickoff Tuesday October 20th
Budget Committee Reviews
Monday November 9th Monday November 16th
Monday November 23rd Monday November 30th
Council Approval Tuesday December 15th
These meetings will include the review of the following content:
• 2021 to 2022 Operating Budget Reaffirmation
o Changes from the previously approved multi-year budget
o Community Partner Presentations
• 2021 Capital Budget and 10-Year Capital Plan
o Repair and replacement capital projects
o Growth and new capital projects
o Studies and other capital projects
Finance will work with the Clerk’s Office to coordinate the scheduling of these meetings.
Advisory Committee Review
None
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March 10, 2020 Page 7 of 8 Report No. FAC20-002
Legal Considerations
None
Financial Implications
There are no financial implications at this time.
Communications Considerations
The Town of Aurora will use ‘Inform’ as the level of engagement for this project. There
are five different levels of community engagement to consider, with each level providing
the community more involvement in the decision making process. These levels are:
Inform, Consult, Involve, Collaborate and Empower. Examples of each can be found in
the Community Engagement Policy. These options are based on the International
Association of Public Participation (IAP2) Spectrum and assist in establishing guidelines
for clearly communicating with our public and managing community engagement. Staff
will inform the public of the changes to the budget process by posting information to the
Town website. The calendar of budget-related meetings will also be shared on the
website and through social media.
Link to Strategic Plan
None
Alternative(s) to the Recommendation
1. Finance Advisory Committee to provide direction.
Conclusions
The 2021 to 2022 Budget process and format be modernized to combine the operating
and capital budgets into one package. Also implement the improvements to the capital
budget to provide a complete document including all previously approved capital along
with the proposed 10-Year Capital Plan, provide better cash flow information for financial
reporting and reserve management.
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 1 Page 7 of 8
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 1 Page 8 of 8
Memorandum
Date:March 10, 2020
To:Finance Advisory Committee
From:Lianne Jalali, Project Management Office, Corporate Services
Re: Town’s Major Capital Projects Update
Recommendation
1. That the memorandum regarding Town’s Major Capital Projects 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:
x Library Square
x Fire Hall 4-5
x Joint Operations Centre Additional Work
Analysis
Library Square
The development of the Construction Documents for the whole Library Square complex
including Addition to the Church Street School, Outdoor Square, Parking, Bridge, and
Corridor is underway. The 100% Construction Documents will be submitted by March
20, 2020. Turner and Townsend is the project cost consultant that is working with the
design team to develop the cost estimate of the project at the different stages of design.
Turner and Townsend issued the Class A cost estimate on February 28, 2020, with the
estimated construction budget falling relatively in line with the budgeted amounts.
100 John West WayBox 1000Aurora, OntarioL4G 6J1
Phone:905-727-3123, ext 4345
Email:ljalali@aurora.ca
www.aurora.ca
Town of Aurora
Financial Services
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 2 Page 1 of 5
Town’s Major Capital Projects Update
March 10, 2020 Page 2 of 4
The RFPQ for the General Contractor closed on January 16, 2020. The Evaluators from
the Town of Aurora, The Planning Partnership (TPP) and Colliers evaluated the four (4)
qualified contractors. The three (3) General Contractors prequalified and shortlisted to
take part in the RFP process set to be issued in late March 2020.
In preparation of the site for construction, the staff of the Aurora Cultural Center and the
Aurora Museum and Archives will be relocated to the Town Hall for the duration of the
construction work. The move will take place between December 2019 to March 2020.
Budget Status:
The approved project budget is $51,611,700. This is comprised of the $49.9M approved
by Council,$1.6 M in Facilities Management Repair and Replacements added to this
project scope and $50K for Electronic Messaging Signage.
Schedule Status:
The project management team developed a Master Schedule for the project with the
key milestones outlined below. As the project progresses, the status of each item will be
updated.
Milestone Expected Completion Status
Design Development August 2019 Complete
Construction Documents March 2020 In Progress
Tender Period March - June 2020 In Progress
Evaluation and Award May - June 2020 Not Started
Construction Mobilization June 2020 Not Started
Completion June 2022 Not Started
The monthly status update for this project can be found under Attachment #1.
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 2 Page 2 of 5
Town’s Major Capital Projects Update
March 10, 2020 Page 3 of 4
Fire Hall 4-5
The revised design of the station and the new project budget have been presented to
the Joint Council Committee (JCC). The JCC approval has been received on the
revised design and increased budget by $2,567,727 on November 26, 2019. The
Newmarket Council adapted the change on December 7, 2019. The Aurora Council
approved the new budget on December 10, 2019. The new project budget is sitting at
$13,567,727 excluding the Public Art and the Project Management fee, which is
$87,300.
The project kick off meeting took place on February 25, 2020. The key stakeholders
from the Town of Aurora and Fire Chief met with the Prime Consultant and General
Contractor and discussed on the base elements of the project and planning activities.
The monthly status update for this project can be found under Attachment #1.
Joint Operations Centre Additional Work
The objective of this project is to complete the outstanding capital works of the JOC.
The project is divided into the following sub-projects of which eight (8) sub-projects have
been completed and five (5) sub-projects will be completed in 2020.
Sub-Project Status
Back Lot Paving and Full Build Out Complete
Upper Parking Lot and Rear Yard Complete
JOC Landscaping 2020
Garbage Tipping Station Complete
Storage Buildings 2020
Automated Gate Control 2020
South Side Exterior Finishing 2020
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 2 Page 3 of 5
Town’s Major Capital Projects Update
March 10, 2020 Page 4 of 4
Furniture Complete
Entry Pylon Exterior Sign Complete
Intercom System 2020
Third Floor Build Out Complete
Building Exterior Sign Complete
Soil Quality at Back of Property Complete
All projects are on schedule and on budget so far.
The monthly status update for this project can be found under Attachment #1.
Attachments
Attachment #1 – Major Capital Project Update:
x Library Square
x 89 Mosley (Armoury) Renovation
x Fire Hall 4-5
x Joint Operations Centre Additional Work
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 2 Page 4 of 5
PROJECT NAMEBEGINFINISH# of DAYSSTATUS PROJECTED ACTUAL REMAINDER STATUSFirehallMay 3, 2019December 30, 2020607On schedule $13,567,727 $353,688 $13,214,039 On budgetJOC - Additional Work October 1, 2018September 30, 2020730On schedule $2,185,200 $893,919 $1,291,281 On budgetLibrary SquareJuly 2, 2018June 29, 20221458On schedule $51,611,700 $5,037,422 $46,574,278 On budgetTotal $67,364,627 $6,285,029 $61,079,598Project Status LegendOn schedule Everything is progressing as planned. No intervention from the sponsor is required Concerned Some risks and issues have been identified but the project team is handling and monitoring them Delayed/Over budget Major problems affected the project timeline and budget. The sponsor's intervention is required in this case Row LabelsSum of REMAINDER Sum of ACTUAL Sum of PROJECTEDFirehall1321403935368813567727Library Square47282302 227259849554900JOC - Additional Work12912818939192185200Grand Total61787622 352020565307827Attachement#1Major Capital Projects Update Summary - March 2020TimelineBUDGETRowLLabelsSSumoff REMAAINDNDERRSumm of ACTUAUALSum of PROJECTEDFirehaall132214040339355368813Librarry Square477282233002249JOC - Additionaal Woork112991228122GranndTotal66178876622365dditionalWoork1291122812be sSuoofMAIIRRSuumoACCULSuoOJC353533368868868822222333333CTED5555555555111111133333331111111C$0$10,000,000$20,000,000$30,000,000$40,000,000$50,000,000$60,000,000Firehall Library Square JOC - Additional WorkProject Budget SummarySum of REMAINDERSum of ACTUALSum of PROJECTEDValuesPROJECT NAMEFinance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 2 Page 5 of 5
2016 2017 20182019 20192019 Fcst vs 2019 Fcst vsFull Year Full Year Full YearApproved Forecast2018 Actual 2018 Actual Variance ExplanationActuals Actuals ActualsBudget to Year-endIncrease / (Decrease) Increase / (Decrease)REVENUE: 3-1005 RESIDENTIAL BUILDING PERMITS-4,130,081 -2,807,704 -1,378,587-1,501,200 -1,208,996-169,591 (14.0%)2019 activity was lower than 20183-1007 PLUMBING PERMITS-120,795 -104,780-- 2,095-2,095(100.0%) 3-1013 OFFICIAL PLAN APPLICATIONS-96,984 -85,439 -60,280-47,700 -100,32940,049 39.9%Increased development activity3-1014 SUBDIVISION APPLICATIONS-317,826 -230,536 -104,489-124,300 -132,60928,120 21.2%Increased development activity3-1015 SITE PLAN APPLICATIONS-187,411 -193,069 -184,962-314,000 -264,54779,585 30.1%Increased development activity3-1016 ZONING APPLICATIONS-177,589 -146,592 -63,958-92,800 -116,28352,325 45.0%Increased development activity3-1017 PART LOT APPLICATIONS-27,864 -7,125 -9,700-15,000 -3,750-5,950(158.7%) 3-1018 CONDOMINIUM APPLICATIONS-96,654 -80,640 -57,189-120,000 -40,806-16,383(40.1%) 3-1019 PDS-RADIO COMMUNICATIONS APPLICATIONS----16,000 -5,0005,000100.0% 3-1020 COMMERCIAL BUILDING PERMITS- -262,729 -665,006-505,900 -518,099-146,907 (28.4%)Commercial building permits are less predictable than residential permits. The variance is due to one more permit in 2018 compared to 2019.3-1021 SEWAGE SYS MTCE INSPECTION FEE----6,200 -2,8502,850100.0% 3-1022 SP REVIEW FEE/STABLE NEIGHBRHD COMPL-- -5,271- -31,44626,17583.2%Fee was initiated in-year 2018.3-1100 PDS-FILE MAINTENANCE APPLICATION FEES-3,150- -7,420-5,000 -6,272-1,148(18.3%) 3-1101 PDS-OMB REFERRAL FEE-1,704 -9,860 -1,764-2,000 -6,6114,84773.3% 3-1102 ADMINISTRATIVE FEES-10,527 -2,902 -2,710-1,000 -805-1,905(236.6%) 3-1104 PDS-PLANNING ENGINEERING FEE-SITE PLAN-160,817 -334,369 -151,760-91,000 -250,06998,309 39.3%Increased development activity3-1105 ENGINEERING FEES-807,137 -640,413 -874,016-457,700 -711,539-162,477 (22.8%)This revenue is development driven and fluctuates each year.3-1107 COMMITTEE OF ADJUSTMENT FEES-112,466 -157,526 -111,153-110,000 -106,109-5,044 (4.8%) 3-1110 SURVEY CERTIFICATES-21,655 -9,970 -7,014-12,000 -6,878-136 (2.0%) 3-1111 COMPLIANCE LETTERS-3,598 -14,755 -10,383-10,000 -10,000-383 (3.8%) 3-1114 FREEDOM OF INFORMATION FEES-3,302 -10,740 -2,737-2,900 -3,8861,14929.6% 3-1115 REGISTRATION OF SECONDARY SUITES-1,800 -3,150 -2,550-3,000 -1,954-596(30.5%) 3-1118 PDS-MUNICIPAL ADDRESS CHANGE FEE-21,322 -25,600 -14,602-10,000 -4,288-10,314(240.5%) 3-1119 PDS-PLANNING ENGINEERING FEE-SUBDIVISION-289,972 -647,422 -729,374-365,500 -687,171-42,203(6.1%) 3-1120 PDS-STREET NAME CHANGE APPLICATION-- -1,608---1,608- 3-1121 PDS-PLANNING ENGINEERING FEE-LOT GRDG- -186,341 -1,971-7,500 -9,1967,22578.6% 3-1122 PDS-ZONING APP PROPOSAL FEE- -6,000 -5,837---5,837 - 3-1201 OTHER-1,525 -7,105 -5,035-39,500 -72,56067,525 93.1%This revenue stream was captured under 03100 in 2018 and was moved as part of the reoganization of Engineering Services under Planning & Development. This revenue is from Bell Canada and Rogers for Municipal Consent (Plan review fee for the use of municipal right of ways for their infrastructure).3-1206 DONATIONS-25,000- -65,000- -65,000-- 3-1333 CONTRIBUTIONS FROM DEVELOPERS-412,800 -57,400 -600,000-1,000 --600,000- 3-1900 CONTRIBUTION FROM CAPITAL- -91,895----- 3-1901 CONTRIBUTION FROM DISCRETIONARY RESERVES- -13,662 -454,505-390,785 -135,228-319,277 (236.1%)The activity to (4-8003) and from (3-1901) the reserve in 2018 resulted in a net contribution of $140,518 to the Building reserve. Activity for 2019 forecasts a required draw of $135,228 to balance the department.Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 3 Page 1 of 9
2016 2017 20182019 20192019 Fcst vs 2019 Fcst vsFull Year Full Year Full YearApproved Forecast2018 Actual 2018 Actual Variance ExplanationActuals Actuals ActualsBudget to Year-endIncrease / (Decrease) Increase / (Decrease)3-1907 SANI SEWER R&R RES CONT'N-10,053 -13,972 -18,322-40,184 -40,18421,862 54.4%Funding for capital related engineering salaries - it varies each year depending on the projects undertaken.3-1917 ENGINEERING CONTRIBUTION-320,157 -315,800----- 3-1925 BLDG, FURN & FIX R&R RESERVE CONT'N-67,022------ 3-1927 RDS/SDWLKS/ST LGTS R&R RESERVE CONT'N-170,907 -204,662 -214,666-253,266 -230,63815,972 6.9% 3-1961 GENERAL GOV'T DC CONT'N-260,000 -130,000 -130,000---130,000- 3-1968 WATER SYSTEM DC CONT'N-63,671------ 3-1975 CIL PARKLAND CONTRIBUTION----10,000 -7,5007,500100.0% 3-1978 Storm Sewers Contribution- -171,798 -182,695-223,266 -215,89133,196 15.4%Funding for capital related engineering salaries - it varies each year depending on the projects undertaken.3-1979 WATER & SEWER CONTRIBUTION-23,458 -36,737 -41,107-42,000 -42,000893 2.1% Total Revenue -7,947,247 -7,010,693 -6,165,671 -4,820,701 -5,036,399-1,129,272 (22.4%) EXPENSE: 4-2000 SALARIES - F/T3,491,163 3,221,765 3,173,0223,958,894 3,483,948310,9268.9% 4-2001 SALARIES - O/T2,29161621412,000-(214)- 4-2002 SALARIES - P/T141,242 131,105 119,97566,664 49,833(70,142) (140.8%)Conversion of position from Contract Construction Project Administrator to FTE increased Fulltime Salaries and decreased Part-time Salaries.4-2003 VACATION PAY2,440------ 4-2004 SICK PAY556------ 4-2005 LIEU TIME23------ 4-2090 YEAR END ACCRUALS-3,219 -15,358 117,345- -13,202(130,547) (988.8%) 4-2100 BENEFITS - OMERS356,856 357,477 338,629433,915 351,91513,286 3.8% 4-2101 BENEFITS - EHT65,695 65,444 64,02677,491 66,4482,422 3.6% 4-2102 BENEFITS - WSIB22,702 22,763 22,37029,805 25,0282,65810.6% 4-2103 BENEFITS - CPP97,716 100,323 100,690115,624 104,2093,519 3.4% 4-2104 BENEFITS - EI51,848 46,318 47,20854,014 46,349(859) (1.9%) 4-2105 BENEFITS - DENTAL55,126 57,207 47,09675,430 48,9671,871 3.8% 4-2106 BENEFITS - HEALTH103,927 102,972 87,189132,085 93,9756,786 7.2% 4-2107 BENEFITS - LTD/ADD56,191 56,188 59,42988,483 67,0457,61611.4% 4-2108 BENEFITS - OTHER14,902 14,947 14,44020,213 14,591151 1.0% 4-2201 SALARY SAVINGS----11,459 -11,459(11,459)(100.0%) TOTAL SALARIES & BENEFITS 4,459,459 4,161,767 4,191,633 5,053,159 4,327,647136,0143.1% 4-4000 OFFICE SUPPLIES11,835 10,956 7,33913,100 11,6714,33237.1% 4-4004 SUBSCRIPTIONS/PUBLICATIONS1,736 2,021 2,3992,450 2,307(92) (4.0%) 4-4006 OFFICE EQUIPMENT2,020 1,796 1,6342,000 2,39676231.8% 4-4007 COMPUTER SUPPLIES---500 500500100.0% 4-4010 CLOTHING ALLOWANCE823778 1,1583,300 3,3002,14264.9% 4-4015 OPERATING MATERIALS607125 1,5391,500 1,500(39)(2.6%) 4-4025 PROGRAM MATERIALS2,797 1,457 3,001--(3,001) -
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 3 Page 2 of 9
2016 2017 20182019 20192019 Fcst vs 2019 Fcst vsFull Year Full Year Full YearApproved Forecast2018 Actual 2018 Actual Variance ExplanationActuals Actuals ActualsBudget to Year-endIncrease / (Decrease) Increase / (Decrease)4-4028 COST REALLOCATIONS476,600 453,800 455,100515,400 515,40060,300 11.7%This is the allocation of Town overhead costs to the Building Department as required under legislation. It is based on formulas and all support departments (Finance, Corporate Services, Council & Administration) approved budgets. As all department costs increase annually, so does this charge.4-4045 MUNICIPAL BUSINESS3,463 1,979 3,7034,600 2,769(934)(33.7%) 4-4060 CENTRAL SUPPLIES2,192 8,725 1,3361,000 1,064(272)(25.6%) 4-5021 MOBILE PLAN CHARGES3,668 3,830 12,08013,555 10,825(1,255)(11.6%) 4-5026 COURSES & SEMINARS15,516 9,577 10,96817,869 18,5147,54640.8% 4-5027 MANDATORY COURSES & SEMINARS1,989 1,464-2,600--- 4-5028 MEMBERSHIPS13,624 13,378 17,94621,375 17,784(162) (0.9%) 4-5029 MILEAGE19,681 16,908 27,49627,700 27,183(313) (1.2%) 4-5031 GENERAL OFFICE EQUIPMENT3,011 1,5407074,800 4,2133,50683.2% 4-5043 CONSULTING18,798 27,842 26,60724,500 39,91413,30733.3% 4-5045 PHOTOCOPIER CHARGES9,891 12,830 12,98813,420 17,4414,45325.5% 4-5046 PRINTING8,946 7,819 11,92316,500 13,6931,77012.9% 4-5050 APPRAISALS---22,900 35,84035,840 100.0%Reorganization of appraisal costs from Legal Services started in 2019.4-5059 CONTRACTS43,360 69,683 120,62069,000 66,669(53,951) (80.9%)2018 expense includes one-time costs associated with subdivision abutting Newmarket4-5075 CORPORATE PROMOTIONAL MATERIAL20,040 15,869 21,47828,300 23,5232,045 8.7% 4-5500 CONTRACTS---- 40,40040,400 100.0%BIA expense. Inflow of revenue is captured under Taxation totals.4-6001 BANK CHARGES11,306 10,991 9,4688,000 8,930(538) (6.0%) 4-8003 CONTRIBUTIONS TO DISCRETIONARY RESERVES2,352,211 1,215,958 1,071,3031,000 65,000(1,006,303) (1,548.2%)Contribution to reserves of payments received from developers for future development and maintenance costs related to the developments.TOTAL OTHER EXPENSES 3,024,114 1,889,326 1,820,793 815,369 930,836(889,957) (95.6%) TOTAL EXPENSES 7,483,573 6,051,093 6,012,426 5,868,528 5,258,483(753,943) (14.3%) NET BUDGET -463,674 -959,600 -153,245 1,047,827 222,084375,329 169.0% Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 3 Page 3 of 9
2016 2017 20182019 20192019 Fcst vs 2019 Fcst vsFull Year Full Year Full YearApproved Forecast2018 Actual 2018 Actual Variance ExplanationActuals Actuals ActualsBudget to Year-endIncrease / (Decrease) Increase / (Decrease)REVENUE: 3-1005 RESIDENTIAL BUILDING PERMITS-4,130,081 -2,807,704 -1,378,587-1,501,200 -1,208,996-169,591 (14.0%)2019 activity was lower than 20183-1007 PLUMBING PERMITS-120,795 -104,780-- 2,095-2,095(100.0%) 3-1020 COMMERCIAL BUILDING PERMITS- -262,729 -665,006-505,900 -518,099-146,907 (28.4%)Commercial building permits are less predictable than residential permits. The variance is due to one more permit in 2018 compared to 2019.3-1021 SEWAGE SYS MTCE INSPECTION FEE----6,200 -2,8502,850100.0% 3-1110 SURVEY CERTIFICATES-21,655 -9,970 -7,014-12,000 -6,878-136 (2.0%) 3-1111 COMPLIANCE LETTERS-3,598 -14,755 -10,383-10,000 -10,000-383 (3.8%) 3-1114 FREEDOM OF INFORMATION FEES-3,302 -10,740 -2,737-2,900 -3,8861,14929.6% 3-1115 REGISTRATION OF SECONDARY SUITES-1,800 -3,150 -2,550-3,000 -1,954-596(30.5%) 3-1201 OTHER-279 -4,861 -4,856-4,000 -5,197341 6.6% 3-1901 CONTRIBUTION FROM DISCRETIONARY RESERVES-- -454,505-390,785 -135,228-319,277(236.1%)The activity to (4-8003) and from (3-1901) the reserve in 2018 resulted in a net contribution of $140,518 to the Building reserve. Activity for 2019 forecasts a required draw of $135,228 to balance the department.Total Revenue-4,281,510 -3,218,689 -2,525,638 -2,435,985 -1,890,993-634,645(33.6%) EXPENSE: 4-2000 SALARIES - F/T1,390,390 1,181,966 1,177,7601,420,145 1,025,234(152,526) (14.9%)Two positions were eliminated, Manager of Zoning & Administration and a Building Inspector4-2001 SALARIES - O/T1,497--12,000--- 4-2002 SALARIES - P/T35,006 65,057 32,74927,469 13,339(19,410)(145.5%) 4-2003 VACATION PAY659------ 4-2004 SICK PAY86------ 4-2090 YEAR END ACCRUALS10,504 -19,170 -124-112512,500.0% 4-2100 BENEFITS - OMERS150,524 129,707 115,674155,693 99,240(16,434)(16.6%) 4-2101 BENEFITS - EHT27,690 24,382 22,86328,432 21,535(1,328) (6.2%) 4-2102 BENEFITS - WSIB9,579 8,611 8,15110,935 8,23887 1.1% 4-2103 BENEFITS - CPP41,504 40,009 35,77544,721 33,796(1,979) (5.9%) 4-2104 BENEFITS - EI22,008 18,502 16,67320,858 14,857(1,816)(12.2%) 4-2105 BENEFITS - DENTAL23,207 21,639 18,12329,860 19,5311,408 7.2% 4-2106 BENEFITS - HEALTH44,927 38,817 32,50852,287 34,0141,506 4.4% 4-2107 BENEFITS - LTD/ADD24,008 21,015 21,07932,228 22,4651,386 6.2% 4-2108 BENEFITS - OTHER6,332 5,493 4,9417,362 4,699(242) (5.2%) TOTAL SALARIES & BENEFITS 1,787,921 1,536,028 1,486,172 1,841,990 1,296,949(189,223) (14.6%) 4-4000 OFFICE SUPPLIES7,017 7,204 3,5196,500 6,5002,98145.9% 4-4004 SUBSCRIPTIONS/PUBLICATIONS1,172 1,117 1,1391,200 1,22889 7.2% 4-4006 OFFICE EQUIPMENT2,020 1,796 1,6342,000 2,39676231.8% 4-4010 CLOTHING ALLOWANCE8237787362,200 2,2001,46466.5% Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 3 Page 4 of 9
2016 2017 20182019 20192019 Fcst vs 2019 Fcst vsFull Year Full Year Full YearApproved Forecast2018 Actual 2018 Actual Variance ExplanationActuals Actuals ActualsBudget to Year-endIncrease / (Decrease) Increase / (Decrease)4-4028 COST REALLOCATIONS476,600 453,800 455,100515,400 515,40060,300 11.7%This is the allocation of Town overhead costs to the Building Department as required under legislation. It is based on formulas and all support departments (Finance, Corporate Services, Council & Administration) approved budgets. As all department costs increase annually, so does this charge.4-4045 MUNICIPAL BUSINESS2,07958155090090035038.9% 4-4060 CENTRAL SUPPLIES2,192 8,725 1,3361,000 1,064(272)(25.6%) 4-5021 MOBILE PLAN CHARGES3,668 3,830 4,2024,796 4,79659412.4% 4-5026 COURSES & SEMINARS10,755 2,661 7,0097,600 8,2291,22014.8% 4-5027 MANDATORY COURSES & SEMINARS1,989 1,464-2,600--- 4-5028 MEMBERSHIPS5,756 5,822 4,6586,000 6,0001,34222.4% 4-5029 MILEAGE17,199 15,665 13,56015,500 15,5001,94012.5% 4-5043 CONSULTING6,874 2,0056879,000 9,8149,12793.0% 4-5045 PHOTOCOPIER CHARGES4,729 7,666 2,9466,300 6,3123,36653.3% 4-5059 CONTRACTS-- 2,3355,000 4,7772,44251.1% 4-6001 BANK CHARGES11,306 10,991 9,4688,000 8,930(538) (6.0%) 4-8003 CONTRIBUTIONS TO DISCRETIONARY RESERVES1,939,411 1,158,558 531,303--(531,303)- TOTAL OTHER EXPENSES 2,493,590 1,682,663 1,040,182 593,996 594,046(446,136) (75.1%) TOTAL EXPENSES 4,281,511 3,218,691 2,526,354 2,435,986 1,890,995(635,359) (33.6%) NET BUDGET 1 2 716 1 2 (714)(35,700.0%) Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 3 Page 5 of 9
2016 2017 20182019 20192019 Fcst vs 2019 Fcst vsFull Year Full Year Full YearApproved Forecast2018 Actual 2018 Actual Variance ExplanationActuals Actuals ActualsBudget to Year-endIncrease / (Decrease) Increase / (Decrease)REVENUE: 3-1102 ADMINISTRATIVE FEES-10,527 -2,902 -2,710-1,000 -805-1,905(236.6%) 3-1105 ENGINEERING FEES-450,493 -640,413 -874,016-457,700 -711,539-162,477 (22.8%)This revenue is development driven and fluctuates each year.3-1201 OTHER- -1,462--35,000 -66,83066,830100.0%This revenue stream was captured under 03100 in 2018 and was moved as part of the reoganization of Engineering Services under Planning & Development. This revenue is from Bell Canada and Rogers for Municipal Consent (Plan review fee for the use of municipal right of ways for their infrastructure).3-1907 SANI SEWER R&R RES CONT'N-10,053 -13,972 -18,322-40,184 -40,18421,862 54.4%Funding for capital related engineering salaries - it varies each year depending on the projects undertaken.3-1917 ENGINEERING CONTRIBUTION-320,157 -315,800----- 3-1925 BLDG, FURN & FIX R&R RESERVE CONT'N-67,022------ 3-1927 RDS/SDWLKS/ST LGTS R&R RESERVE CONT'N-170,907 -204,662 -214,666-253,266 -230,63815,972 6.9% 3-1968 WATER SYSTEM DC CONT'N-63,671------ 3-1978 Storm Sewers Contribution- -171,798 -182,695-223,266 -215,89133,196 15.4%Funding for capital related engineering salaries - it varies each year depending on the projects undertaken.3-1979 WATER & SEWER CONTRIBUTION-23,458 -36,737 -41,107-42,000 -42,000893 2.1% Total Revenue-1,116,288 -1,387,746 -1,333,516 -1,052,416 -1,307,887-25,629(2.0%) EXPENSE: 4-2000 SALARIES - F/T744,320 720,046 762,6971,150,887 1,122,188359,491 32.0%Reorganization of Engineering Services from Operational Services to Planning & Development Services rquired the redistribution of salaries that had been previously charged to other areas, such as 03100, to be consolidated under 03200. Conversion of position from Contract Construction Project Administrator to FTE increased Fulltime Salaries and decreased Part-time Salaries.4-2001 SALARIES - O/T69616214--(214)- 4-2002 SALARIES - P/T73,556 56,350 66,95928,639 16,738(50,221) (300.0%)Conversion of position from Contract Construction Project Administrator to FTE increased Fulltime Salaries and decreased Part-time Salaries.4-2003 VACATION PAY306------ 4-2004 SICK PAY91------ 4-2090 YEAR END ACCRUALS-5,206 -5,828 127,855--(127,855)- 4-2100 BENEFITS - OMERS46,996 78,706 86,038123,451 103,56617,52816.9% 4-2101 BENEFITS - EHT9,883 15,005 16,60821,802 18,2781,670 9.1% 4-2102 BENEFITS - WSIB3,631 5,243 5,7218,386 6,7851,06415.7% 4-2103 BENEFITS - CPP15,346 21,890 23,68230,784 27,2623,58013.1% 4-2104 BENEFITS - EI8,158 10,101 11,02114,503 12,2671,24610.2% 4-2105 BENEFITS - DENTAL9,217 13,053 10,80219,530 12,1501,34811.1% 4-2106 BENEFITS - HEALTH16,795 24,680 21,87134,199 23,5451,674 7.1% 4-2107 BENEFITS - LTD/ADD7,723 12,603 15,34624,760 18,1652,81915.5% Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 3 Page 6 of 9
2016 2017 20182019 20192019 Fcst vs 2019 Fcst vsFull Year Full Year Full YearApproved Forecast2018 Actual 2018 Actual Variance ExplanationActuals Actuals ActualsBudget to Year-endIncrease / (Decrease) Increase / (Decrease)4-2108 BENEFITS - OTHER1,962 3,298 3,6725,656 4,15348111.6% TOTAL SALARIES & BENEFITS 932,847 955,763 1,152,486 1,462,597 1,365,097212,611 15.6% 4-4000 OFFICE SUPPLIES--1,6881,100 1,100(588)(53.5%) 4-4004 SUBSCRIPTIONS/PUBLICATIONS--4930030025183.7% 4-4007 COMPUTER SUPPLIES---500 500500100.0% 4-4010 CLOTHING ALLOWANCE--4221,100 1,10067861.6% 4-4015 OPERATING MATERIALS607125 1,5391,500 1,500(39)(2.6%) 4-4025 PROGRAM MATERIALS770 1,457----- 4-4045 MUNICIPAL BUSINESS--24045045021046.7% 4-5021 MOBILE PLAN CHARGES--4,8445,386 5,38654210.1% 4-5026 COURSES & SEMINARS--2,5274,200 4,2001,67339.8% 4-5028 MEMBERSHIPS--1,7784,300 4,3002,52258.7% 4-5029 MILEAGE-- 12,07010,000 10,000(2,070)(20.7%) 4-5031 GENERAL OFFICE EQUIPMENT---1,500 1,5001,500100.0% 4-5043 CONSULTING--4,7125,000 5,0002885.8% 4-5045 PHOTOCOPIER CHARGES--4,5143,000 3,216(1,298)(40.4%) 4-5046 PRINTING2,117902 1,5391,500 1,500(39)(2.6%) 4-5059 CONTRACTS26,429 47,593 41,36640,000 40,000(1,366) (3.4%) TOTAL OTHER EXPENSES 29,923 50,077 77,288 79,836 80,052 2,764 3.5% TOTAL EXPENSES 962,770 1,005,840 1,229,774 1,542,433 1,445,149215,375 14.9% NET BUDGET -153,518 -381,906 -103,742 490,017 137,262241,004 175.6% Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 3 Page 7 of 9
2016 2017 20182019 20192019 Fcst vs 2019 Fcst vsFull Year Full Year Full YearApproved Forecast2018 Actual 2018 Actual Variance ExplanationActuals Actuals ActualsBudget to Year-endIncrease / (Decrease) Increase / (Decrease)REVENUE: 3-1013 OFFICIAL PLAN APPLICATIONS-96,984 -85,439 -60,280-47,700 -100,32940,049 39.9%Increased development activity3-1014 SUBDIVISION APPLICATIONS-317,826 -230,536 -104,489-124,300 -132,60928,120 21.2%Increased development activity3-1015 SITE PLAN APPLICATIONS-187,411 -193,069 -184,962-314,000 -264,54779,585 30.1%Increased development activity3-1016 ZONING APPLICATIONS-177,589 -146,592 -63,958-92,800 -116,28352,325 45.0%Increased development activity3-1017 PART LOT APPLICATIONS-27,864 -7,125 -9,700-15,000 -3,750-5,950(158.7%) 3-1018 CONDOMINIUM APPLICATIONS-96,654 -80,640 -57,189-120,000 -40,806-16,383(40.1%) 3-1019 PDS-RADIO COMMUNICATIONS APPLICATIONS----16,000 -5,0005,000100.0% 3-1022 SP REVIEW FEE/STABLE NEIGHBRHD COMPL-- -5,271- -31,44626,17583.2%Fee was initiated in-year 2018.3-1100 PDS-FILE MAINTENANCE APPLICATION FEES-3,150- -7,420-5,000 -6,272-1,148(18.3%) 3-1101 PDS-OMB REFERRAL FEE-1,704 -9,860 -1,764-2,000 -6,6114,84773.3% 3-1104 PDS-PLANNING ENGINEERING FEE-SITE PLAN-160,817 -334,369 -151,760-91,000 -250,06998,309 39.3%Increased development activity3-1105 ENGINEERING FEES-356,645------ 3-1107 COMMITTEE OF ADJUSTMENT FEES-112,466 -157,526 -111,153-110,000 -106,109-5,044 (4.8%) 3-1118 PDS-MUNICIPAL ADDRESS CHANGE FEE-21,322 -25,600 -14,602-10,000 -4,288-10,314(240.5%) 3-1119 PDS-PLANNING ENGINEERING FEE-SUBDIVISION-289,972 -647,422 -729,374-365,500 -687,171-42,203(6.1%) 3-1120 PDS-STREET NAME CHANGE APPLICATION-- -1,608---1,608- 3-1121 PDS-PLANNING ENGINEERING FEE-LOT GRDG- -186,341 -1,971-7,500 -9,1967,22578.6% 3-1122 PDS-ZONING APP PROPOSAL FEE- -6,000 -5,837---5,837 - 3-1201 OTHER-1,247 -782 -179-500 -53335466.4% 3-1206 DONATIONS-25,000- -65,000- -65,000-- 3-1333 CONTRIBUTIONS FROM DEVELOPERS-412,800 -57,400 -600,000-1,000 --600,000- 3-1900 CONTRIBUTION FROM CAPITAL- -91,895----- 3-1901 CONTRIBUTION FROM DISCRETIONARY RESERVES- -13,662----- 3-1961 GENERAL GOV'T DC CONT'N-260,000 -130,000 -130,000---130,000- 3-1975 CIL PARKLAND CONTRIBUTION----10,000 -7,5007,500100.0% Total Revenue -2,549,451 -2,404,258 -2,306,517 -1,332,300 -1,837,519-468,998 (25.5%) EXPENSE: 4-2000 SALARIES - F/T1,356,454 1,319,753 1,232,5651,387,862 1,336,527103,9627.8% 4-2001 SALARIES - O/T725------ 4-2002 SALARIES - P/T32,680 9,699 20,26810,555 19,756(512) (2.6%) 4-2003 VACATION PAY1,475------ 4-2004 SICK PAY380------ 4-2005 LIEU TIME23------ 4-2090 YEAR END ACCRUALS-8,516 9,640 -10,386- -13,202(2,816)(21.3%) 4-2100 BENEFITS - OMERS159,336 149,064 136,917154,772 149,11012,193 8.2% 4-2101 BENEFITS - EHT28,122 26,057 24,55627,257 26,6352,079 7.8% 4-2102 BENEFITS - WSIB9,491 8,910 8,49810,484 10,0061,50815.1% 4-2103 BENEFITS - CPP40,867 38,424 41,23340,119 43,1511,918 4.4% 4-2104 BENEFITS - EI21,682 17,715 19,51418,652 19,225(289) (1.5%) 4-2105 BENEFITS - DENTAL22,702 22,514 18,17126,040 17,286(885) (5.1%)
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 3 Page 8 of 9
2016 2017 20182019 20192019 Fcst vs 2019 Fcst vsFull Year Full Year Full YearApproved Forecast2018 Actual 2018 Actual Variance ExplanationActuals Actuals ActualsBudget to Year-endIncrease / (Decrease) Increase / (Decrease)4-2106 BENEFITS - HEALTH42,204 39,475 32,80945,599 36,4163,607 9.9% 4-2107 BENEFITS - LTD/ADD24,460 22,570 23,00431,495 26,4153,41112.9% 4-2108 BENEFITS - OTHER6,608 6,157 5,8277,195 5,739(88) (1.5%) 4-2201 SALARY SAVINGS----11,459 -11,459(11,459)(100.0%) TOTAL SALARIES & BENEFITS 1,738,693 1,669,978 1,552,976 1,748,571 1,665,605112,6296.8% 4-4000 OFFICE SUPPLIES4,818 3,752 2,1325,500 4,0711,93947.6% 4-4004 SUBSCRIPTIONS/PUBLICATIONS563904 1,211950779(432)(55.5%) 4-4025 PROGRAM MATERIALS2,027- 3,001--(3,001)- 4-4045 MUNICIPAL BUSINESS1,384 1,398 2,9133,250 1,419(1,494)(105.3%) 4-5021 MOBILE PLAN CHARGES-- 3,0343,373642(2,392)(372.6%) 4-5026 COURSES & SEMINARS4,761 6,916 1,4326,069 6,0854,65376.5% 4-5028 MEMBERSHIPS7,868 7,556 11,51011,075 7,484(4,026)(53.8%) 4-5029 MILEAGE2,482 1,244 1,8662,200 1,684(182)(10.8%) 4-5031 GENERAL OFFICE EQUIPMENT3,011 1,5407073,300 2,7132,00673.9% 4-5043 CONSULTING11,924 25,837 21,20810,500 25,1003,89215.5% 4-5045 PHOTOCOPIER CHARGES5,162 5,164 5,5284,120 7,9132,38530.1% 4-5046 PRINTING6,829 6,917 10,38415,000 12,1921,80814.8% 4-5050 APPRAISALS---22,900 35,84035,840 100.0%Reorganization of appraisal costs from Legal Services started in 2019.4-5059 CONTRACTS16,931 22,090 76,91924,000 21,893(55,026) (251.3%)2018 expense includes one-time costs associated with subdivision abutting Newmarket4-5075 CORPORATE PROMOTIONAL MATERIAL20,040 15,869 21,47828,300 23,5232,045 8.7% 4-5500 CONTRACTS---- 40,40040,400 100.0%BIA expense. Inflow of revenue is captured under Taxation totals.4-8003 CONTRIBUTIONS TO DISCRETIONARY RESERVES412,800 57,400 540,0001,000 65,000(475,000) (730.8%)Contribution to reserves of payments received from developers for future development and maintenance costs related to the developments.TOTAL OTHER EXPENSES 500,600 156,587 703,323 141,537 256,738(446,585) (173.9%) TOTAL EXPENSES 2,239,293 1,826,565 2,256,299 1,890,108 1,922,343(333,956) (17.4%) NET BUDGET -310,158 -577,693 -50,218 557,808 84,824135,042 159.2% Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 3 Page 9 of 9
Finance Advisory Committee: Updated Work Plan
Outline (All meetings currently scheduled for Tuesdays 5:45 p.m.)
January 21, 2020:
•ONE Joint Investment Board Participation – Investment Policy Statement
•Detailed Budget Review: Community Services (45 minutes)
•Review of 2020 FAC workplan.
February 11, 2020: (Cancelled)
•Major Project Update
•Discussion of 2021 budget planning framework
•Receipt of Planning & Development Services budget materials (review at next meeting)
o Identification of specific areas of focus for Planning & Development, if any
March 10, 2020:
•Major Project Update
•Discussion of NEW 2021 budget planning framework
•Receipt of Planning & Development Services budget materials (review at next meeting)
o Identification of specific areas of focus for Planning & Development, if any
April 14, 2020:
•Major Project Update
•Detailed Budget Review: Planning & Development Services (45 minutes)
•Summary of FAC accomplishments in 2019
•Receipt of Aurora Cultural Centre (ACC) budget materials (review at next meeting)
o Identification of specific areas of focus for the ACC, if any
May 12, 2020:
•Detailed Budget Review: Aurora Cultural Centre (45 minutes)
•Major Project Update
•Internal Audit Plan and process - Introduction
•Open capital project update including open capital project status and actioned project
closures
•Receipt of Finance Department budget materials (review at next meeting)
o Identification of specific areas of focus for Finance, if any
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 4 Page 1 of 2
June 9, 2020:
• Detailed Budget Review: Finance Department (45 minutes)
• Major Project Update
• Internal audit plan – Update #1
• ONE Joint Investment Board update
September 15, 2020:
• Major Project Update
• Procurement Bylaw review consultation
• Receipt of Operational Services budget materials (review at next meeting)
o Identification of specific areas of focus for Operational Services, if any
October 13, 2020:
• Major Project Update
• Detailed Budget Review: Operational Services (45 minutes)
• 2021 to 2022 Budget Review
November 10, 2020:
• Major Project Update
• Internal audit plan – Update #2
December 8, 2020:
• Major Project Update
Finance Advisory Committee Meeting Agenda Tuesday, March 10, 2020 Item 4 Page 2 of 2