AGENDA - Finance Advisory Committee - 20190626Finance
Advisory Committee
Meeting Agenda
Wednesday, June 26, 2019
5:30 p.m.
Holland Room
Aurora Town Hall
Public Release
June 20, 2019
Town of Aurora
Finance Advisory Committee
Meeting Agenda
Date: Wednesday, June 26, 2019
Time and Location: 5:30 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 May 22, 2019
Recommended:
That the Finance Advisory Committee meeting minutes of May 22, 2019, be
received for information.
4.Delegations
5.Consideration of Items
Finance Advisory Committee Meeting Agenda
Wednesday, June 26, 2019 Page 2 of 2
1. Review of Detailed Financial Budget Information
Re: Aurora Historical Society
Recommended:
1. That the comments and suggestions of the Review of Detailed Financial
Budget Information for Aurora Historical Society be received and referred to
staff for consideration and action as appropriate.
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. Round Table Discussion
Re: Review of General Committee Report No. FS19-018 – Capital Close
Report as of December 31, 2018
Recommended:
1. That the comments and suggestions of the Review of General Committee
Report No. FS19-018 – Capital Close Report as of December 31, 2018 be
received and referred to staff for consideration and action as appropriate.
4. Distribution and Introduction of Detailed Financial Budget Information
Re: Corporate Services Department
Recommended:
1. That the detailed financial budget information for Corporate Services
Department be received and deferred for discussion and detailed review at
the September 25, 2019 meeting of the Finance Advisory Committee.
6. New Business
7. Adjournment
Town of Aurora
Finance Advisory Committee
Meeting Minutes
Date: Wednesday, May 22, 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: Bruce Gorman, CEO, Aurora Public Library, Julie Rocca,
Administrative Co-ordinator, Aurora Public Library, Marie
Rankel and Adam Mobbs, Aurora Public Library Finance
Sub-Committee Members, Doug Nadorozny, Chief
Administrative Officer, Jason Gaertner, Acting Director of
Financial Services/Treasurer, Karen Oreto, Financial
Analyst, Tracy Evans, Financial Analyst, Budget, and Ishita
Soneji, Council/Committee Coordinator
The Chair called the meeting to order at 5:30 p.m.
1. Approval of the Agenda
Moved by Councillor Gallo
Seconded by Mayor Mrakas
That the agenda as circulated by Legislative Services be approved.
Carried
Finance Advisory Committee Meeting Agenda
Wednesday, June 26, 2019
Minutes
Page 1 of 4
Finance Advisory Committee Meeting Minutes
Wednesday, May 22, 2019 Page 2 of 4
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 April 30, 2019
Moved by Mayor Mrakas
Seconded by Councillor Gallo
That the Finance Advisory Committee meeting minutes of April 30, 2019, be
received for information.
Carried
4. Delegations
None
5. Consideration of Items
1. Memorandum from Acting Director of Financial Services
Re: Updated Draft Council Budget Principles and Processes Direction
Documents
Staff provided a brief overview of the updated Council Budget Principles and
Processes documents. The Committee inquired about the next steps of the
budget process and staff noted that upon approval from Council, staff would
work towards the budget milestones as identified at the previous Committee
meeting.
Moved by Councillor Gallo
Seconded by Mayor Mrakas
1. That the memorandum regarding Updated Council Budget Principles and
Processes Direction Documents be received; and
Finance Advisory Committee Meeting Agenda
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Minutes
Page 2 of 4
Finance Advisory Committee Meeting Minutes
Wednesday, May 22, 2019 Page 3 of 4
2. That the updated Council Budget Principles and Processes documents be
brought to a future General Committee meeting.
Carried
2. Review of Detailed Financial Budget Information
Re: Aurora Public Library
Mr. Bruce Gorman, CEO of the Aurora Public Library provided details of the
line-by-line analysis and year-to-date comparison of the budget for the Aurora
Public Library including details on the 2017 and 2018 surpluses, explanations
regarding the highlighted items, impacts of the Provincial funding cuts to the
library, means of maintaining funds allocated in the capital reserve, various cost
avoidance strategies, budget pressures, and accomplishments. It was
mentioned that the Library is awaiting a response regarding next steps from the
Southern Ontario Library Service (SOLS) regarding provincial funding cuts.
The Committee and Library staff discussed about the means of utilizing
surpluses and the Library staff noted that they are working towards a growth
accommodation study that would contribute to their development of a ten year
capital plan for the Library that would further demonstrate their intentions for
established reserve balances.
Moved by Mayor Mrakas
Seconded by Councillor Gallo
1. That the comments and suggestions of the Review of Detailed Financial
Budget Information for Aurora Public Library be received and referred to
staff for consideration and action as appropriate.
Carried
3. Memorandum from Project Management Office
Re: Town’s Major Capital Projects Update
Staff provided a brief update on the status of Town’s current major capital
projects and noted that all projects are meeting the budget targets.
Finance Advisory Committee Meeting Agenda
Wednesday, June 26, 2019
Minutes
Page 3 of 4
Finance Advisory Committee Meeting Minutes
Wednesday, May 22, 2019 Page 4 of 4
Moved by Councillor Gallo
Seconded by Mayor Mrakas
1. That the memorandum regarding Town’s Major Capital Projects Update be
received for information.
Carried
4. Distribution and Introduction of Detailed Financial Budget Information
Re: Aurora Historical Society
Staff noted that additional budget information for the Aurora Historical Society
(AHS) is forthcoming, and that representatives from AHS will be present at the
next meeting to review the information.
Moved by Mayor Mrakas
Seconded by Councillor Gallo
1. That the detailed financial budget information for Aurora Historical Society
be received and deferred for discussion and detailed review at the June 26,
2019 meeting of the Finance Advisory Committee.
Carried
6. New Business
Staff referred to Report No. FS19-018 – Capital Close Report as of December 31,
2018, that was referred to the Finance Advisory Committee by General Committee
at its meeting of May 7, 2019, and sought Committee’s input on any items of
interest that require further detail. Staff noted that the report would be brought to a
future Committee meeting for discussion.
7. Adjournment
Moved by Mayor Mrakas
Seconded by Councillor Gallo
That the meeting be adjourned at 6:45 p.m.
Carried
Finance Advisory Committee Meeting Agenda
Wednesday, June 26, 2019
Minutes
Page 4 of 4
AURORA HISTORICAL SOCIETY
COMPARATIVE STATEMENTS OF OPERATIONS
FOR THE YEARS ENDED DECEMBER 31, 2017-2019
2017 2018 2019
AUDITED (UNAUDITED) (PROJECTED)
REVENUES
Grants $ 120,018 $101,591 $103,593 Note 1
Sales and other income 13,517 12,041 8,050 Note 2
Donations and Fundraising 67,937 61,816 63,000 Note 3
Investments 569 797 800
Membership 3,420 3570 3625
205,461 179,815 179,068
EXPENDITURES
Depreciation $ 2,158 $ 1,800 $ 1,600
Artifact Acquisition 2,250 1,000
Wages and Benefits 101,759 89,937 93,048 Note 4
Fundraising 23,265 24,806 25,000
Insurance 7,226 7,319 7,200
Professional Fees 3,858 7,618 4,700 Note 5
Newsletter 1,347 1,269 1,750
Office and Miscellaneous 13,060 14,648 12,100 Note 6
Repairs and Maintenance 15,475 9,077 9,350 Note 7
Restoration 22,680
Programs 2,678 3,855 2,750
Loss on Disposal of Capital Items 75
Utilities 6,502 6,243 6,000
Curatorial 7,136 4,156 5,550
207,218 172,979 170,048
EXCESS/(DEFICIENCY) OF REVENUES
OVER EXPENDITURES FOR THE YEAR (1,757) 6,836 9,020
ALLOCATION TO RESTRICTED
BUILDING AND GROUNDS FUND 3,418 4,510
UNRESTRICTED EXCESS/(DEFICIENCY) $ (1,757) 3,418 4,510
THESE STATEMENTS CONTAIN UNAUDITED FINANCIAL INFORMATION
Finance Advisory Committee Meeting Agenda
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Explanatory Notes
1- Grant Revenue by source in each period is as follows;
2017 2018 2019
Audited Unaudited Budgeted
Federal $ 30,174 $ 7,318 $ 7,350
Municipal 73,600 78,030 80,000
Provincial 16,243 16,243 16,243
The Society receives approximately $16,200 annually from the Province of Ontario through a
Community Museums Grant. The 2019 budget also contains approximately $7000 from the
Federal Government for a summer student, with the remaining grant funding coming from the
Town of Aurora. The budgeted figure from the Town includes $3500 for off -site storage and an
assumed inflationary increase from the 2018 grant. The Town announced there would be no
inflationary increases to their grant revenue after the Society’s budget was passed by the Board
of Directors.
The grant figure for 2017 was higher due to 50% funding for a capital works project from Parks
Canada in the approximate amount of $11,000 for millwork done to the front of the House.
Additionally, Heritage Canada gave a grant to the Society of $8,800 to allow for the purchase of
archival software and the salary costs associated with the implementation of the program.
Possible Financial Pressures and Risks- The current and going-forward provincial cost rationalization
may impact the amount the Society receives from the Province. We also face the pressure of having a
substantial medical library collection (with associated artifacts) and not having adequate storage for
the collection. The collection was previously housed in the Town library and subsequently in the Town
Armory before that property was repurposed.
2-Sales and other revenue were higher in 2017 due to the initial release of the Aurora ABC book
and a site rental by a movie production company. The Society received $2000 from the Mayor’s
Golf Tournament in 2018. These numbers can fluctuate annually and have been conservatively
forecasted for 2019.
3-Donations were higher in 2017 in part due to an in-memoriam bequest, and off-setting
donations for specified repair and maintenance items.
4-Staff time related to overhead and administration was reduced mid-way through the 2018 year
by going from 5 days a week to 3 days a week. This reflects a strategy on the part of the Society’s
Board to reduce administrative overhead, while directing funding toward community outreach
and programs and towards identified capital items. The Society is also exercising caution in case
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our provincial funding is reduced. We currently have one-full time staff member , and two part-
time staff.
5-Professional fees were higher in 2018 due to a legal matter pertaining to an adjacent property
which may potentially be developed.
6-A reduction of office expenses will occur in 2019 based on discussions with out
telecommunications provider who has agreed to reduce the costs of our telephone system by
over 50%
The Repairs and maintenance expense in 2017 were higher than normal in part, as the Society paid a
heritage architectural firm $3000 for a Structural Assessment Report. Additional costs were incurred to
close up portions of the building envelop to remedy a squirrel infestation problem. Typical repair and
maintenance costs for the property include snowplowing, landscaping, and interior cleaning. In 2018, no
repairs were performed on the property
Potential Financial Pressure and Risk -The Society faces on-going normal repairs as well as restoration
and rehabilitation. These projections do not make any provision for capital renovation and
rehabilitation costs. The Society is in receipt of a Structural Assessment Report showing a need for
about $190,000 of structural rehabilitation in the short to medium-term. The Board of Directors has
set up a Building and Grounds funds with an initial allocation of $50,000 in 2018 to start these works.
Additionally, 50% of on-going operational surpluses will be set aside for this purpose.
The Society will apply for cost-sharing funding from Parks Canada and other agencies to leverage our
funds. Additionally, 50% of on-going operational surpluses will be set aside for this purpose.
There is also significant heritage restoration required in the House itself. This would include
repainting, refurnishing floors, and refinishing historically sensitive wall-paper applications. The
Society is subject to strict restoration guidelines by the Ontario Heritage Trust and ensuring these
restorations meet these guidelines could be costly.
We also face the related challenges of access to the property and signage. We are engaged in
community outreach, but the property accesses off of Yonge Street is difficult. The visibility of the
House is reduced due to increasingly lying below the roadbed level over time. The Town has agreed
informally to providing parking at the rear of our property subject to the Society funding a pathway
/walkway through the property. We are seeking to secure matching grant funds for this project.
The Society has a large membership compared other Historical Societies in the area. Additionally, we
have a dedicated core of volunteers who are providing nearly 4000 hours of work to the preservation of
heritage for our organization and the Town. Our volunteer effort is large when compared to other like-
organizations and is significant when compared to salary and other operational expenditures. This
invisible revenue stream allows the organization to produce significant programming, property
preservation , and curatorial outcomes with reduced levels of funding.
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Memorandum
Date: June 26, 2019
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 the Town’s Major Capital Projects Update be
received.
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
Analysis
Library Square
The development of the detailed design is underway. The public consultation on the
Church Street parking expansion options took place on May 23, 2019. The result of the
study along with the recommended parking option included into the report that will be
presented to Council on July 16, 2019.
The corridor is a new addition to the project that connecting the bridge to the Yonge St.
through the library. The architects developed few options for the corridor and all options
vetted by the Library Square project team and CEO of the Public Library. The costing
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
Wednesday, June 26, 2019
Item 2
Page 1 of 4
Town’s Major Capital Project Update
April 30, 2019 Page 2 of 3
exercise for all the options is underway. This new addition need to get Council’s
approval before adding to the project scope.
The architects and consultants met with the Heritage Committee on June 3, 2019,
provided an update on the Library Square design, and proposed building materials to be
used for the interior and exterior of the building and the veil.
The Council appointed members of the Design Review Panel (DRP) on June 11, 2019.
The consultants and architects will meet with the panel to review the design drawings
on June 26, 2019.
At this point, staff are working with the Aurora Cultural Centre and the Aurora Museum
and Archives to find swing space to relocate their operations during the construction
period.
The monthly status update for this project can be found under Attachment #1
89 Mosley (Armoury) Renovation
The project construction completion delayed due to the weather condition, which
affected the roof installation. The interior works are progressing well. The gas line
installation, which had been identified as a risk last month, is mitigated. The expected
construction completion date is August 9, 2019. The project risk indicated in the
attachment #1 are as follow:
• Weather: This may have further impact on the completion of the exterior work
The monthly status update for this project can be found under Attachment #1
Fire Hall 4-5
The proposals for construction of the new Firehall evaluated. All proposals are above
the approved budget. The municipal treasurer is preparing a report to present the new
project cost to the Joint Council Committee (JCC) in order to obtain Council’s approval
to increase the project budget.
This project start date will be determined once the contract awarded.
The project risk indicated in the attachment #1 are as follow:
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Town’s Major Capital Project Update
April 30, 2019 Page 3 of 3
• The project cost is higher than the project budget. The budget increase may not
be approved by JCC, which will cause re-designing the Fire Hall station to
decrease the cost of construction. This will affect the project timeline and
completion date.
The monthly status update for this project can be found under Attachment #1
Joint Operations Centre Additional Work
The objective of this project is completing the outstanding capital works of the JOC. The
project divided to thirteen (13) sub-projects that four (4) sub-projects completed, seven
sub-projects will complete by end of 2019. The Intercom System and South Side
Exterior Finishing projects will complete in 2020.
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:
• Library Square
• 89 Mosley (Armoury) Renovation
• Fire Hall 4-5
• Joint Operations Centre Additional Work
Finance Advisory Committee Meeting Agenda
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PROJECT NAMEBEGINFINISH# of DAYS STATUS PROJECTED ACTUAL REMAINDER STATUS HIGH MEDIUM LOW89 Mosley (Armoury)October 9, 2018 August 9, 2019304 On schedule $5,359,900 $1,943,864 $3,416,036 On budget010Firehall May 3, 2019 December 31, 2020 608 On schedule $11,087,300 $339,136 $10,748,164 Over budget100JOC - Additional Work October 1, 2018 September 30, 2020 730 On schedule$2,185,200 $555,143 $1,630,057 On budget000Library Square July 2, 2018 December 31, 2021 1278 On schedule $2,340,135 $580,859 $1,759,276 On budget000Total $20,972,535 $3,419,002 $17,553,533110Project 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 Labels Sum of REMAINDER Sum of ACTUAL Sum of PROJECTEDFirehall 10748163.79 339136.21 11087300Library Square1759275.77 580859.232340135JOC - Additional Work 1630057.35 555142.65218520089 Mosley (Armoury)3416035.73 1943864.275359900Grand Total17553532.64 3419002.3620972535Attachement#1Major Capital Projects Update Summary Projects Gantt Chart TimelineBUDGETRISKSRow LabbelsSuumoff REMSSummoffACACTUAALSumoof PROJECTEDFirehall10733991136.2111087300Library SSqua1758080859.232340131355JOC - AAdditio165555142.65218855200089 Mossley (A34194943864.2753535990900Grand Total17534419002.36202097272535ey (A34194386422753359990010733391362111087300arrrrooooAAArAAArMMMMMMRRRR77444475563345555544477444$0$2,000,000$4,000,000$6,000,000$8,000,000$10,000,000$12,000,000Firehall Library Square JOC - Additional Work 89 Mosley (Armoury)Project Budget SummarySum of REMAINDERSum of ACTUALSum of PROJECTEDValuesPROJECT NAMEFinance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 2 Page 4 of 4
Town of Aurora
General Committee Report No. FS19-018
Subject: Capital Close Report as of December 31, 2018
Prepared by: Karen Oreto, Financial Analyst
Department: Financial Services
Date: May 7, 2019
Recommendation
1. That Report No. FS19-0018 be received; and
2. That the capital project closures and capital funding adjustments outlined in
Attachments #1 and #2 be approved.
Executive Summary
To present Council with the information necessary to monitor the Town’s active capital
project status as of December 31, 2018 and to seek authorization for staff to close
completed projects and make any necessary funding adjustments.
• Sixty nine projects to be closed
• One hundred and sixteen projects to remain open
Background
Twice a year, staff bring forward to Council a report that outlines the financial position of
the Town’s active capital projects. The Capital Projects Status & Closures as of
December 31, 2018 report provides an overview of the Town’s active capital projects
and has been prepared in consultation with the various Town staff who are responsible
for managing their department’s capital projects. All capital projects have been reviewed
and recommendations provided for any budget adjustments and potential closures of
projects. Any funding surpluses arising at project completion will be returned to their
original funding sources. This report does not include any projects brought forward by
the Aurora Library Board.
Finance Advisory Committee Meeting Agenda
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Item 3
Page 1 of 16
May 7, 2019 Page 2 of 4 Report No. FS19-018
Analysis
Sixty nine Capital Projects to be Closed
As of December 31, 2018, the Town had a total of 185 active projects. Staff is
recommending the closure of 69 of these projects. Fifty one of the projects
recommended for closure, which collectively have a surplus of $4,891,932 to be
returned to their original sources of funding, are outlined in Attachment #1,
In addition to the closures identified in Attachment #1, staff also recommends additional
funding allocations to eighteen projects which can then be closed as outlined in
Attachment #2. The additional funding allocations total $83,119 with an explanation for
each included in the Attachment.
One Hundred and Sixteen Open Capital Projects – Attachment #3
This schedule provides an inventory and progress status update for the 116 active
projects which will remain open as of December 31, 2018. These projects represent a
total approved budget value of $73,569,804 with an unspent balance available as of
December 31, 2018 of $44,961,467.
Projects closed in Attachment #1 and #2 have been removed from Attachment #3.
Advisory Committee Review
None
Legal Considerations
None
Financial Implications
This report recommends the closure of 69 projects in total, with a net funding
adjustment of $4,891,932 (as noted in Attachment #1) to be returned to their original
funding sources, $123,119 of funding adjustments as noted in Attachment #2 and
closure of eighteen projects.
The Town’s portfolio of remaining active capital projects contains 116 projects (outlined
in Attachment #3), with a total budgeted/funded value of $73,569,804. To date
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Page 2 of 16
May 7, 2019 Page 3 of 4 Report No. FS19-018
$28,608,337 has been spent on these projects, with a remaining approved unspent and
funded value of $44,961,467.
Staff are not authorized to increase the total project budget, or to increase the scope of
a capital project without Council’s approval.
Communications Considerations
The list of open capital projects will be posted to the Town’s Budget and Financial
Information web page for openness and accountability.
Link to Strategic Plan
Reporting to Council and the public on the status of approved capital projects and
associated funding, and regularly managing and closing these projects, demonstrates
both the Strategic Plan principles of Leadership in Corporate Management, and
accountability and transparency to the community of the local government.
Alternative(s) to the Recommendation
1. Amend the recommended projects for closure and/or funding adjustments
2. Direct further alternative options as required.
Conclusions
Staff from all departments, continue to work on completing all outstanding active capital
projects for which Council has approved and committed funding, and that the
community anticipates their completion. This report is intended to update Council on the
status of each active approved project: bring closure to some, funding adjustments to
others, and provide the current status on all remaining projects.
Attachments
Attachment #1 Capital Projects to be Closed with Funds Returned to Source
Attachment #2 Capital Projects Funding Adjustments and Closure of 18 Projects
Attachment #3 Active Capital Project Listing
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Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019Item 3 Page 4 of 16
Town of AuroraAttachment #1Capital Projects to be Closed with Funds Returned to SourceAs of December 31, 2018COMMUNITY SERVICES1.01 ACC - Replace Rooftop HVAC (72132)250,000 54,493 195,507 2017 Project complete and can be closed. Return $195,507 to Facilities R & R Reserve. Bids came in under anticipated budget and succssful bider made an error on their submission but honoured their price. 1.02 SARC - Rubber Flooring (72164)134,600 120,637 13,963 2018 Project complete and can be closed. Return $13,963 to Facilities R & R Reserve. 1.03 Library - Accessible Door Installation - Yonge St (72258)20,000 20,000 2017Complete. Project incorporated into project 72275 - Library Improvements - Canada 150 Intake II. Project can be closed. Return $20,000 to Facilities R & R Reserve.1.04 SARC - Improvements Canada 150 Intake II* (72276)251,250 251,250 2017Project did not proceed and can be closed. Return $251,250 to Facilities R & R Reserve. 1.05 AFLC - Dasher Board System (72171)300,000 217,158 82,842 2018Project complete and can be closed. Return $82,842 to Facilities R & R Reserve. 1.06 ACC - North End - Replacement of RadiantTube Heaters (72296)20,000 17,520 2,480 2018Project complete and can be closed. Return $2,480 to Facilities R & R Reserve.1.07 ACC Lot Repave (72133)1,977,499 1,854,101 123,398 2014Project complete and can be closed. Return $123,398 to Facilities R & R reserve. 1.08 Community Radio Station and Sound Studio (74010)10,000 10,000 2015Radio Station not proceeding, room repurposed. Project can be closed. Return $10,000 to Facilities R & R Reserve. 1.09 Canada 150 Celebrations (74012) 77,167 60,176 16,991 2017Project complete and can be closed. Return $16,991 to Tax Rate Stabilization Reserve.1.10 Sport Aurora Sustainability (74018) 107,735 107,727 8 2017Project complete and can be closed. Return $8 to Council Discrectionary Reserve. 1.11 AFLC - Signs (72139)50,000 2,088 47,912 2017Project complete and can be closed. Funds not spent as project costs were charged to the Accessibility Implementation project. Return $47,912 to Facilities R & R Reserve. 1.12 SARC - Signs (72180)50,000 2,983 47,017 2018Project complete and can be closed. Funds not spent as project costs were charged to the Accessibility Implementation project. Return $47,017 to Facilities R & R Reserve. 1.13 3 Stream - Recycling Containers (72182)40,000 23,396 16,604 2018Project complete and can be closed. Return $16,604 to Facilities R & R Reserve. 1.14 SARC - Refresh Program Room (72272)20,000 8,307 11,693 2017Project complete and can be closed. Return $11,693 to Facilities R & R Reserve. 1.15 48" Ride On Auto Scrubber (72304)60,000 58,586 1,414 2018Project complete and can be closed. Return $1,414 to Facilities R & R Reserve. CORPORATE SERVICES1.16 TH - Council Chambers A/V System (72238)657,922 619,866 38,056 2015Project complete and can be closed. Return $38,056 to Facilities R & R Reserve. FINANCIAL SERVICESOPERATIONAL SERVICES1.17 6 Ton Truck Frt/FL80 (#33) (34410)210,000 205,300 4,7002018Project complete and can be closed. Return $4,700 to Fleet R & R Reserve.Report Line RefClose Project Account / Disposition of BalanceYear of Original ApprovalProject Total Approved Funding Total Expendituresto December 31, 2018 Current Balance Surplus/ (Deficit)Attachment # 1 - Page 1 of 3Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 5 of 16
Town of AuroraAttachment #1Capital Projects to be Closed with Funds Returned to SourceAs of December 31, 2018Report Line RefClose Project Account / Disposition of BalanceYear of Original ApprovalProject Total Approved Funding Total Expendituresto December 31, 2018 Current Balance Surplus/ (Deficit)1.18 Hydro Seed Mulcher (71114)45,00045,0002018Project not proceeding and can be closed. Winter sod repairs and replacement performed by contractor. Return $4,500 to Growth and New Reserve and $40,500 to Parks DC Reserve.1.19 New 6 Tonne Dump Truck with Plow (34168)247,400 232,266 15,1342018Project complete and can be closed. Return $15,134 to Fleet R & R Reserve. 1.20 Parks Pathway System (73117) 285,000 278,439 6,561 2011/2012 Project complete and can be closed. Return $6,561 to Parks R & R Reserve. 1.21 Mavrinac Park (73285) 1,723,076 1,621,435 101,641 2016Project complete and can be closed. Return $$101,641 to CIL Parkland Reserve.1.22 Convert Pathway Lighting to LED (73289) 30,000 29,910 90 2017 Project complete and can be closed. Return $90 to Parks R & R Reserve. 1.23 Grade Separated Crossing Wellington E of John West Way (73243) 60,000 32,022 27,978 2017 Project not proceeding further to an engineering feasibility study and can be closed. Return $2,797 to CIL Parkland and $ 25,181 to Roads & Related DC reserve. Staff reported back on study recommendations and Council did not endorse project. 1.24 22 Church St - Landscaping (73302) 30,000 30,000 2018 Project not proceeding at this time as the work will be done as part of the re-development of Library Square. Return $30,000 to Parks R & R reserve. 1.25 Rotary Park Upgrade (73159) 15,893 15,893 0 2012 Project complete and can be closed. 1.26 Playground Replacement - Hamilton Park and Copland Park (73211) 300,000 299,359 641 2018 Project complete and can be closed. Return $641 to Parks R & R Reserve. 1.27 Replace Artificial Turf - Sheppard's Bush (73223) 1,386,800 1,315,145 71,655 2017 Project complete and can be closed. Return $71,655 to Parks R & R Reserve. 1.28 Traffic Circle Improvements in 2B (73291) 50,000 12,471 37,529 2017 Project complete and can be closed. Return $37,529 to Parks R & R Reserve. Work performed in-house which resulted in cost savings. 1.29 Playground Surface Restoration (73154) 42,200 22,163 20,037 2015 To be funded from operating budget and can be removed from Capital. Return from $20,037 to Parks R & R Reserve. 1.30 Decommission Well House Behind Ransom Crt (43047)40,000 1,650 38,350 2016 Project completed in house and can be closed. Return $38,350 to Water R & R Reserve. 1.31 JOC - Salt Dome (72311)25,000 22,538 2,462 2017 Project complete and can be closed. Return $2,462 to Growth and New Reserve. 1.32 GPS Tracking System (73251) 15,000 15,000 2018 Project not proceeding and can be closed. Return $13,500 to Parks DC Reserve and $1,500 to CIL Parkland Reserve. 1.33 Temperance St Parking Lot Retaining Wall and Stairs (31173)60,000 6,383 53,617 2017 Funds expended for soil testing. Ownership transferred by Town. Property owner completed work at their expense. Project can be closed. Return $53,617 to Roads R & R Reserve. 1.34 Salt Management Plan (31052)100,000 100,000 2018 Project not proceeding and can be closed. Return $33,333 to Roads R & R Reserve, $33,333 to Storm Reserve and $33,334 to Studies and Other Reserve. 1.35 Catch Basin Cleaning (42063) 95,000 95,000 2017 To be funded from operating budget and can be removed from Capital. Return from $95,000 to Storm R & R Reserve. Attachment # 1 - Page 2 of 3Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 6 of 16
Town of AuroraAttachment #1Capital Projects to be Closed with Funds Returned to SourceAs of December 31, 2018Report Line RefClose Project Account / Disposition of BalanceYear of Original ApprovalProject Total Approved Funding Total Expendituresto December 31, 2018 Current Balance Surplus/ (Deficit)PLANNING & DEVELOPMENT SERVICES1.36 Recon - Catherine Ave (31111)974,300 775,027 199,273 2015 Project complete and can be closed. Return $53,804 to Water & Sewer Reserve, $125,542 to Roads R & R Reserve and $19,927 to Storm R & R Reserve. 1.37 SCADA Monitoring System (41010)200,000 16,556 183,444 2016 Project cancelled and is not proceeding and can be closed. Return $183,444 to Growth and New Reserve. 1.38 Oversized Storm Pipe Assessment and Clean Up (42065) 500,000 44,535 455,465 2017 Project complete and can be closed. Return $455,465 to Storm R & R Reserve. The cleaning of the storm pipe was all that was required and no further work was required but was originally budgeted for. 1.39 Reconstruction - Centre St. (Yonge to Walton Dr.) (31103)884,900 542,522 342,378 2012 Project complete and can be closed. Return $164,341 to Roads R & R Reserve, $71,899 to Storm Reserve and $106,138 to Water R & R Reserve. Work completed from Spruce to Walton only as development was being done on Centre from Yonge to Spruce. 1.40 Recon - Haida Dr & Trillium Dr (31105)960,700 607,478 353,222 2015Project complete and can be closed. Return $28,258 to Water R & R Reserve, $300,239 to Roads R & R Reserve and $24,725 to Storm R & R Reserve. Budget was originally for full depth reconstruction, however upon further investigation it was determined that only resurfacing was required. 1.41 Recon - Brookland - Yonge to Banbury (31107)1,864,600 1,806,805 57,795 2015Project complete and can be closed. Return $20,228 to Water R & R Reserve, $30,053 to Roads R & R Reserve and $7,514 to Storm R & R Reserve.1.42 Recon - Industrial Pkwy S - Wellington to Industy St (31112)2,672,031 2,650,483 21,548 2014Project complete and can be closed. Return $5,602 to Roads DC Reserve, $6,464 to Water R & R Reserve, $7,973 to Roads R & R Reserve and $1,509 to Storm R & R Reserve. 1.43S/W - Industrial Pkwy N - E Side, AFLC - St John's, W Side, Montesorri School to St John's (34627)515,600 319,856 195,744 2016Project complete and can be closed. Return $19,574 to Growth and New Reserve and $176, 170 to Roads DC Reserve. 1.44 Street Light Conversion to L.E.D. (34709) 3,354,200 3,317,231 36,969 2014Project complete and can be closed. Return $36,969 to Municipal Capital Reserve. 1.45 Recon - Bluegrass, Steeplechase, Woodsend & Skyview (31096)1,937,700 1,085,901 851,799 2014Project complete and can be closed. Return $792,173 to Roads R & R Reserve and $59,525 to Storm Reserve. 1.46S/W Repair - St John's Sdrd - Gateway to Industrial Pkwy N (34613)208,480 2,748 205,732 2017Project has been cancelled. Return $205,732 to Roads R & R Reserve. 1.47 S/W - Yonge St - Batson Dr - N Town Limit (34630)95,000 95,000 2018Project has been cancelled due to Metrolinx improvements. Return $95,000 to Roads & Related DC Reserve. 1.48 Maximo Upgrade to 7.6 (31153) 75,000 62,082 12,918 2017Project complete and can be closed. Return $12,918 to Roads & Related R & R reserve. 1.49 Structural Watermain Relining Program (43054) 946,973 664,206 282,767 2017Project complete and can be closed. Return $282,767 to Water Reserve. 1.50 Bridge Assessment (42068)39,100 8,904 30,196 2018Project complete and can be closed. Return $30,196 to Storm Sewer Reserve.1.51 Sanitary Sewer on Leslie St to Service 2C Lands (41006)1,543,300 1,520,149 23,151 2014Project complete and can be closed. Return $23,151 to Storm DC Reserve.TOTAL25,558,426$ 20,666,494$ 4,891,932$ Attachment # 1 - Page 3 of 3Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 7 of 16
Town of AuroraAttachment #2Capital Projects Funding Adjustmentsand Closure of 18 ProjectsAs of December 31, 2018CAOCOMMUNITY SERVICES1.01* ACC - Rubber Flooring Repairs (72280) 12,000 12,211 (211) 211 $0 Project complete and can be closed. Funds deficit of $211 from Facilities R & R reserve. 1.02* AFLC - Whirpool and Pool Heaters (72247) 50,000 59,286 (9,286) 9,286 $0Project complete and can be closed. Funds deficit of $9,286 from Facilities R & R reserve. 1.03*SARC - Improvement to Stronach Aurora Recreation Complex (72221)*424,869 466,751 (41,882) 41,882 $0 Project complete and can be closed. Fund $41,882 from Facilities R & R Reserve. CORPORATE SERVICES1.04 Mobile Devices for BBS (24011) 100,000 38,336 61,664 (20,000) $41,664 Transfer $20,000 to capital project 240151.05* Mobile 2 Way Radios (72273)40,000 40,000 (40,000) $0Transfer $40,000 to capital project 24015 and close project. 1.06 Radios for By-Law Officers (24015)25,000 25,000 60,000 $85,000Transfer $20,000 from 24011 and $40,000 from 72273.1.07* Records and Information Management (14035)700,000 701,922 (1,922) 1,922 $0Project complete and can be closed. Fund $1,922 from Growth and New Reserve.FINANCIAL SERVICESOPERATIONAL SERVICES1.08 Playground Replacement - Hamilton Park (73211) 100,000 100,000 (200,000) $300,000 Combine with capital project 73216 and transfer balance of $200,000.1.09* Playground Replacement - Copland Park (73216) 200,000 - 200,000 200,000 $0Combine with capital project 73211 and close project. 1.10* Replacement of By-Law Vehicle (#404) (24017)40,000 42,218 (2,218) 2,218 $0 Project complete and can be closed. Fund deficit of $2,218 from Fleet R & R Reserve. 1.11* GMC 1 Tonne Dump (#228) (71109)55,700 56,093 (393) 393 $0 Project complete and can be closed. Fund deficit of $393 from Fleet R & R Reserve. 1.12* New 1/2 Tonne Pick Up Truck (71106) 42,600 43,014 (414) 414 $0 Project complete and can be closed. Fund $41 from Growth and New Reserve and $373 from Parks DC. 1.13* Bridge Assessment (73193) 65,000 66,414 (1,414) 1,414 $0 Project complete and can be closed. Fund $1,414 from Parks R & R Reserve. 1.14* Bandshell/Washroom Roof & Paint (73190) 30,000 31,482 (1,482) 1,482 $0 Project complete and can be closed. Fund $1,482 from Parks R & R Reserve. 1.15* Tree Inventory for 2C (73290) 10,000 10,176 (176) 176 $0 Project complete and can be closed. Fund $158 from CIL Parkland and $18 from Parks DC Reserve. 1.16* Truck Replacement (#6) (34302) 24,404 31,912 (7,508) 7,508 $0 Project complete and can be closed. Funding in the amount $24,404 received from insurance, fund balance of $7,508 from Fleet R & R Reserve. 1.17* Site Servicing - Stewart Burnett (73161) 2,040,500 2,096,713 (56,213) 56,213 $0 Project complete and can be closed. Fund deficit of $50,592 from Parks DC Reserve and $5,621 from CIL Parkland. 1.18* Skid Steer Loader (#253) (71107)69,000 70,951 (1,951) 1,951 $0Project complete and can be closed. Fund deficit of $1,951 from capital project 71113.1.19* Mini Excavator (71090)46,000 47,495 (1,495) 1,495 $0Project complete and can be closed. Fund deficit of $1,495 from capital project 71113.1.20* Skid Steer (71091)110,195 135,626 (25,431) 25,431 $0Project complete and can be closed. Fund deficit of $25,431 from capital project 71113.1.21* Cold Planer Attachment (71113)28,877- 28,877 (28,877)$0Project complete and can be closed. Funds used to fund deficits in capital projects 71107, 71090, and 71091.Report Item RefExplanationRevised Remaining Available BudgetProposed Budget AdjustmentProject (Project Ref. #) Total Approved Funding Total Expendituresas of December 31, 2018 Remaining Available Budget Surplus/ (Deficit)Attachment # 2 - Page 1 of 2Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 8 of 16
PLANNING & DEVELOPMENT SERVICESTotal123,119 *18 Projects that are complete and can be closed (high-lighted above) 83,119 Projects that require funding adjustments but will remain open40,000 123,119 Attachment # 2 - Page 2 of 2Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 9 of 16
Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 20183.01 Organization Structural Review (12026)100,000 61,862 38,138 20152019 Project ongoing.3.02 Music Strategy (12036) 50,000 50,000 20162020To be moved to Community Services once the Cultural Review has been completed. Music Strategy will be considered as part of overall cultural plan. 3.03 Town of Aurora Website (12037)70,000 - 70,000 20182019 Planned to launch fall 2019.3.04 Accessibility Implementation Plan (12002)650,000 312,067 337,933 2016ongoingAnnually funded project to fund projects as outlined in the multi-year accessiblity plan.3.05 Customer Care Implementation Plan (12016)453,100 290,816 162,284 2010/20122019In progress. Funding to be used for implementation of corporate customer service including Customer Service Strategy and Coprorate Wide training linked to the Customer Experience Plan. In addition, Community Code of Conduct implementation.3.06 Customer Relationship Management (CRM) (12025)186,000 138,014 47,986 20132019In progress. Rollout of CRM to additional departments as well as additional configuration requirements, process mapping, licencing, training and future integration with other Town systems. 3.07 Bylaw Permit Parking Program (24012)25,000 - 25,000 20162019This request is currently in progress but has come to a slight halt. We are requesting additional funding in 2019 as the scope has changed/grown.3.08 Animal Control Start Up (24016)100,000 29,295 70,705 20182019Some additional equipment to be purchased in 2019 to outfit the vehicles. Project will be completed in 2019.3.09 Radios for By-Law Officers (24015)85,000 85,000 20172019Project on schedule and will be closed as part of the next report. 3.10 Human Resources Information/Payroll System (13018)250,000 250,000 2018 2020 Project to be re-tendered in 2019.3.11 Employee Engagement Survey (13014)80,000 80,000 2018 2019 Deferred to 20193.12 Computer & Related Infrastructure Evergreening (14047)324,178 195,650 128,528 2017ongoingProject ongoing to replace aging equipment as per the Asset Management Plan.3.13 IT Strategic Plan (14063)69,900 43,709 26,191 20142019Project underway. Strategic Plan report will be finalized in Q2 2019.3.14 Business Continuity/IT Disaster Recovery (14062)25,000 19,900 5,100 20152019Waiting for final invoice to be processed. Will close Q3 2019.Report Item RefCAOCORPORATE SERVICES Year of Approval / # of Projects Expenditures to December 31, 2018 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project StatusAccess AuroraHuman ResourcesInformation TechnologyBy Law ServicesAttachment # 3 - Page 1 of 7Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 10 of 16
Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2018Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2018 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project Status3.15 Mobility Solutions (14065)45,000 30,357 14,643 20152019Project ongoing. Opportunity to grow customer self serve kiosk options and to leverage for mobile evergreening project. 3.16 Joint Ops LAN Room & DR site (14037)135,000 99,118 35,882 20172019 Project ongoing. 3.17 Wireless Upgrades and Enhancements (14068)73,000 19,489 53,511 20172019Outdoor wireless project delayed due to the Armoury redevelopment and assessment of the overall wireless requirements for the Armoury and Town Park. Project to be completed Q3 2019.3.18 Emergency Cooling (14069)25,000 8,020 16,980 20182019Project underway. Additional funding required and requested as part of 2019 capital budget process. Target completion Q4 2019. 3.19 Meeting Management Software (13008)105,000 53,215 51,785 20132020Phase 1 complete. Phase 2 in progress.3.20 Emergency Response Plan Update & Continuation of Operations Plan (13011)55,000 16,399 38,601 20172020Project ongoing. Work continues on business continuity plan.3.21 Financial System Upgrade (14012)200,000 105,869 94,131 20162021Project underway. Consulting firm to be engaged in 2019 to assist in the development of system requirements and tender documentation.3.22 Financial System Optimization (14060)110,000 96,912 13,088 20132019Project underway. One further planned software optimization remains.3.23 Water Meter Replacement Program (43038)2,183,896 1,728,906 454,990 2012ongoingProject underway. Replacement program remains on track. 3.24 DC Background Study - 2019 (14061)125,000 49,704 75,296 20182019Contract awarded. DC Study and new By-Law will be complete by March, 2019.3.25 Firehall - 4-5 (21006)3,693,900 298,178 3,395,722 20172020Project to be tendered early in 2019.3.26 89 Mosley St (12041)5,359,900 1,104,627 4,255,273 20172019Scheduled to be completed end of Q2 2019.3.27 JOC - Additional Work (72285)2,185,200 539,666 1,645,534 20182020Total of 11 projects to be completed, 2 are complete, 3 to be completed in 2019 and the remainder will be completed in 2020.3.28 3 Phase Electrical Power at Temperance St Pumping Station (41009)120,000 - 120,000 20152019Confirmation of project specification with engineering.3.29 Sanitary Sewer CCTV Inspection (41011) 300,000 261,594 38,406 2017ongoing Multi year project. Project RFQ under review.Fleet Management3.30 GMC/Savanna (#501) (34191)45,00045,00020182019Vehicle to be delivered in 2019.3.31 GMC Sierra Crew Cab #224 (71108)65,80065,80020182019Vehicle on order, to be received in 2019.3.32 3 Tonne Truck (34187)90,00090,00020182019Additional funding required and asked for as part of the 2019 Capital Budget.OPERATIONAL SERVICESLegal ServicesLegislative ServicesFINANCIAL SERVICES Strategic InitiativesAttachment # 3 - Page 2 of 7Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 11 of 16
Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2018Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2018 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project Status3.33 Additional Plow (34412)236,200236,20020182019 Vehicle on order.Parks3.34 Parks/Trails Signage Strategy Study & Implementation (73134) 695,700 274,665 421,035 2011/20122019Project tendered. Work to be completed spring 2019.3.35 Arboretum Development (73085) 836,000 677,720 158,280 2008-2013ongoingProject ongoing. Agreement in place for 2018-2028.3.36 Former Kwik Kopy Trail Connection (73107) 815,000 110,163 704,837 20092019Change in scope. RFP in process with construction to take place in 2019.3.37 Street Tree Planting Contract (73119) 739,892 528,410 211,483 20102019Land not ready for planting. Work to be completed Spring 2019.3.38 Emerald Ash Borer Management Program (73160) 1,329,850 1,118,523 211,327 2013ongoing Project ongoing. 3.39 Pedestrian Underpasses (73177) 1,036,218 793,825 242,393 20122019 Construction underway by Region. 3.40 2C West Ecologoical Integrity Monitoring (73260) 212,400 76,520 135,880 20142023 Project ongoing - 5 years remaining.3.41 Wildlife Park - North Dam Rehabilitation (73268) 885,500 870,685 14,815 20152019 Work initiated and will be completed in 20193.42 Trail Construction as per Trail Master Plan (73147) 150,000 8,006 141,994 20152019 Work initiated and will be completed in 20193.43 Wildlife Park - Phase 1/2/3 (73169) 2,119,500 147,732 1,971,768 20152020Approvals granted from LSRCA/MNR. Tender to be issued Q2 2019. Additional funding requested in 2019.3.44 Improvements to Fleury Park Washroom Facility (73242)100,000 5,156 94,844 20162019Additional funding requested as part of 2019 capital budget process to facilitate the construction of a new building. 3.45 Stewart Burnett Park Playground and Parking Facility (73286) 1,500,000 19,431 1,480,569 20172019Work commenced fall of 2018 with completion anticipated in 2019.3.46 Picnic Tables/Garbage Receptacles (73292) 30,000 11,802 18,198 20172018Work in progress. Goods to be received Q3 2019.3.47 Field Renovation - Norm Weller Park (73198) 350,000 350,000 20182020Design in progress. Not enough funding to do lighting. Waiting for Community Services to complete their Outdoor Field Development Study in 2019 which will determine whether lighting is required. 3.48 Trail - Atkinson Park (73174) 85,000 85,000 20182019-2020Design in progress. Construction to take place in 2019. Waiting on Region approval before we can proceed. 3.49 Trail Construction (Coutts/Pandolfo) (73247) 100,000 100,000 20182019-2020 Waiting on development. 3.50 Non-Programmed Park in 2C (73299) 1,500,000 1,500,000 20182020Will bring concept designs to Council in 2019.Attachment # 3 - Page 3 of 7Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 12 of 16
Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2018Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2018 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project Status3.51 Hallmark Lands - Baseball Diamonds (73287) 3,000,000 3,000,000 20182019 Drafting RFP for tender to go forward in 2019.3.52 Playground Replacement - Wm Kennedy Park (73207) 125,000 125,000 2018 - IY2019Playground purchased and will be installed Q2 2019.3.53 Playground Replacement - Tamarc Park (73214) 97,750 97,750 2018 - IY2020Design in progress. Project to be tendered in 2019. Work to be completed in conjunction with the Region Stormwater Management Pond reconstruction.3.54 Walkway/Basketball Repaving - Wm Kennedy Park (73241) 25,000 25,000 2018 - IY2019Work to be done in conjunction with project 73207. Construction to take place spring of 2019.3.55 Backflow Prevention Program (43039)50,000 4,706 45,294 20122019Public notification project and consultation process has commenced and will be ongoing through November 2019 after which time the Back Flow Prevention program will follow.3.56 Reconnection - Bathurst/Orchard Hts (43053)70,000 - 70,000 20152019Project has been initiated and Region of York has agreed to fund 50% of the project costs, work will be completed by end of Q2 2019.3.57 AFLC - Skate Park (72281)75,000 28,239 46,761 20182019Signficant work required. Additional funding being requested in 2019. Project to be taken over by Operations Division.COMMUNITY SERVICES3.58 Cultural Services Master Plan (74015) 160,000 20,352 139,648 2017ongoingConditional approval lifted in 2018. Implementation Action Plan being developed. 3.59 Aurora Sports Hall of Fame (74017) 77,000 50,500 26,500 20172019Report in Q2 2019 to lift conditional approval on SARC wall expansion proposal.3.60 Museum Collection Infrastructure (74013) 30,000 24,657 5,343 2017ongoingPurchase of exhibition/display fixtures, lights, mannequins and archival cases to support museum operations. 3.61 Town Hall Space and Renewal Plan (72201)420,000 187,255 232,745 2015Multi-YearRenamed to Town Hall Space and Renewal Plan- RFP document is currently being developed for release in Q2 2019.3.62 Security Audit and Risk Assessment of Town Facilities (72204) 450,000 36,162 413,838 20152020Renamed to Security Audit and Risk Assessment of Town Facilities. RFP closed and award in progress. Work plan to implement recommendations of the Report will be completed in Q3 2019. Work will begin in 2019 and carry on into 2020.3.63 AFLC - Arena Dehumidifiers (72226)135,000 10,710 124,290 20152019 Additional consulting study required in 2019. Outcome of the study will determine scope/ budget and timeline to install dehumidifiers. 3.64 89 Mosley - Condition Assessment Report (72241)*333,500 153,759 179,741 2015CompleteProject complete. Waiting for final grant money to be received early in 20193.65 ACC - Improvement of Aurora Community Centre (72175)*400,842 417,315 (16,473) 2016CompleteProject complete. Final grant money to be received following release of Holdback in March 2019.3.66 ACC - Auditorium (72155)70,000 70,000 20172019 In progress - complete in Q4 2019Attachment # 3 - Page 4 of 7Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 13 of 16
Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2018Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2018 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project Status3.67 Library - Improvements - Canada 150 Intake II* (72275) 100,500 172,457 (71,957) 2017CompleteFinal grant money to be received early in 2019. 3.68 ACC - Improvements - Canada 150 Intake II* (72277) 268,000 380,982 (112,982) 2017CompleteFinal grant money to be received early in 2019. 3.69 SARC - Compressor Repair & Computer SW Upgrade (72282)50,000 50,000 20182019Project deferred to 2019 to be completed by Q3.3.70 SARC - Replacement of Pylon SignMessage Board (72283)50,000 50,000 20182019Project to be consolidated with other Sign requirements in 2019. RFP to be released Q2 2019.3.71 SARC - Pool Pumps (72307)35,000 35,000 20182019Project has been delayed to 2019. To be completed by Q3 2019.3.72 New Recreation Facility (72113)2,400,000 2,417 2,397,583 2018ongoingConfirmation of amenities and land discussions underway. 3.73 22 Church St - Exterior Sign (72310)50,000 50,000 20182022Conditional approval lifted September 2018. Project to be tied to redevelopment of the Library Square.3.74 AFLC - LED Lighting Arena, Pool Squash Courts (72225)500,000 500,000 20182019Tender to be issued early in 2019. Work to be completed Q4 2019.3.75 Library Square (81019) 2,340,135 578,926 1,761,209 20172021Design work is ongoing, funds incorporated into overall Library Square project. 3.76 Fitness Equipment Replacement (74007) 228,600 201,588 27,012 2012ongoingContract awarded for 2018. Additional funding to be requested in 2019.PLANNING & DEVELOPMENT SERVICES3.77 Mobile Devices for BBS (24011)100,000 32,933 67,067 20162019Looking to possibly upgrading mobile devices for Building Inspectors3.78 Digital Plan Review and E-Permit Applications (24014)120,000 120,000 20182019/2020Currently reviewing sole source Procurement of software3.79 Update of Zoning Bylaw (81004) 140,000 95,904 44,096 2007-20112019External consultant to be hired in 2019 to address outstanding appeals.3.80 Official Plan Review/Conformity to Places to Grow (81001) 300,000 - 300,000 2016tbdWorkplan under development. Project to initiate in Q4 2019.Engineering and Capital Delivery3.81 Bloomington, Yonge to Bayview Sidewalk/Bike Illumination (31056)883,569 608,876 274,693 2010/20112019 Project under warranty period inspection. 3.82 S/W, Multi-Use Trail & Illumination - Leslie St from Wellington St to Don Hillock (34610)192,810 9,974 182,836 20142019 Construction in progress. Part of a Regional road reconstruction. 3.83 S/W, Multi-Use Trail & Illumination - St John's Sdrd - Bayview Ave to Leslie St. (34635)1,444,000 592,518 851,483 20142019 Construction in progress. Part of a Regional road reconstruction. 3.84 Recon - Algonquin Cres & Haida Dr (31108)2,085,939 1,531,162 554,777 20152019 Top course complete. Project under warranty.3.85 Recon - Kennedy St W & Temperance St (31109)2,988,300 929,184 2,059,116 20162019 Construction in progress. 3.86 Recon - Murray Dr (section) and Pinehurst Crt (31113)2,352,291 2,352,291 20162020 Design in 2019. Construction postponed until 2020 pending Highland Gate Development. 3.87 S/W Repair - Henderson/Tamarac/Poplar (34611)435,000 5,953 429,047 20162021 Sidewalk design to be completed in 2020. Reconstruction will be done in conjunction with the Henderson Road resurfacing project which is scheduled for 2021. Attachment # 3 - Page 5 of 7Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 14 of 16
Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2018Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2018 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project Status3.88 S/W - Mary St - Industrial Pkwy S - Wellington St W (34629)787,420 776,520 10,900 20162019 Construction completed. Project under maintenance period. 3.89 Yonge/Wellington Intersection Improvement (34527)75,000 75,000 2017Pending land acquisition.3.90 Recon - Browning Crt, Johnson Rd, Holman Cres,Baldwin Rd. (31118)276,411 68,759 207,652 20182020Design in 2018/2019. Construction to begin in 2020.3.91 Recon - Adair Dr. Bailey Cres., Davidson Rd (31119) 217,879 45,659 172,220 20182020Design in 2018/2019. Construction to begin in 2020.3.92 Full Depth Asphalt - Harriman RdM&O - Harmon Ave., Orchard Hts., Whispering Pine Tr (31126)1,014,110 575,465 438,645 20182019Construction completed. Project under maintenance.3.93 M&O - Victoria (Wellington - Harrison), Yonge St(Golf Links to Orchard Hts.) (31134)1,356,335 856,490 499,845 20182019Construction on Yonge St completed. Victoria St portion has been postponed due to conflicts with Library Square project and demolition of buildings on Victoria St. 3.94 M&O - Archerhill Crt., Jarvis Ave., Gilbert Dr., Westview Dr., McClellan Way (31140)716,592 464,929 251,663 20182019Construction completed. Project under maintenance period. Pending deficiency resolution.3.95 S/W - Kitimat Cres (34619)100,000 3,053 96,947 20182019Project on hold, pending Council resolution early in 2019.3.96 S/W - Leslie St - 600m N of Wellington - N Town Limit (34637) 100,000 100,000 20182020Design to be completed in 2019 with construction taking place in 2020.3.97 Pedestrian Crossings as per 2014 DC Study (34518)144,100 144,100 20182020Design completed. Construction to be completed in 2020.3.98 Traffic Calming as per 2014 DC Study (34519)122,550 24,742 97,808 20182019Pedersen speed cushions completed and under maintenance period. Golf Links speed hump replacement to be completed in 2019 in conjunction with capital project 31116.3.99 Master Transportation Study Update - 2018 (34529)100,000 64,640 35,360 20182019Project on-going. Project scheduled for completion in 2019.4.00 M&O - Dunning Ave., Edward St, Golf Links (31116) 3,283,710 3,283,710 2018 - IY2019Design completed. Construction to be completed in 2019.4.01 Pavement Condition Assessment - 2019 (31155)50,500 50,500 2018 - IY2019Project on-going. Project scheduled for completion in 2019.4.02 Municipal Energy Plan (42809)180,000 180,000 20182021 RFP to be tendered early in 2019.Long Range & Strategic Planning 4.03 15059 Leslie Street (12019)7,459,536 7,402,092 57,444 2011/2012ongoing Letter of credit outstanding with Alectra.4.04 Wastewater Hydraulic Model (41004)100,000 101,375 (1,375) 20152019Training for wastewater model to be completed.4.05 Decommission Sewer - Wells St PS (41007)300,000 156,646 143,354 20152019Maintenance holdback to be released after deficiency issue has been resolved.4.06 Maintenance of Culverts - Yonge/Batson (42054)262,500 201,247 61,253 20152019Construction completed. Project under maintenance period. 4.07 Town Wide Stream Erosion Master Plan (42057)117,790 98,891 18,899 20152019Work to be done in conjunction with project 42062. Work is ongoing. 4.08 St John's Sdrd - Leslie to 2C (43048)1,661,000 1,285,742 375,258 20152019 Project ongoing. Part of Regional project. Attachment # 3 - Page 6 of 7Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 15 of 16
Town of AuroraAttachment #3Active Capital Project ListingAs of December 31, 2018Report Item RefYear of Approval / # of Projects Expenditures to December 31, 2018 Current Balance Surplus/ (Deficit) Project Description Total Approved FundingExpected Date of CompletionNotes on Project Status4.09 Water Hydraulic Model (43040)100,000 75,106 24,894 20152019Licence upgraded. Training for water model to be completed. 4.10 Storm Sewer Reserve Fund and Rates Study (42059)50,000 46,675 3,325 20162019Project can be closed after final report presented to Council in June 2019.4.11 Street Lights (31151) 50,000 16,582 33,418 20162019 Project ongoing.4.12 Flood Study for Tannery Creek (42062) 75,000 15,039 59,961 20172019Project being done in conjunction with Town Wide Stream Erosion Master Plan. Work is ongoing.4.13 Storm Sewer Outlet Cleanup (42064) 350,000 69,828 280,172 20172020Design to be completed in 2019 with construction to take place in 2019/2020.4.14 Damaged Storm Pipe off Henderson Dr (42066) 1,650,000 1,650,000 20172020Project in partnership with York Region. Design to be completed in 2019 with construction to take place in 2019/2020.4.15 Storm Outfall Erosion at Mill St (42067)50,000 15,256 34,744 2018 2019 Design completed. Construction in 2019.4.16 Vandorf Sdrd Culvert and Ditch Repair (42072)130,000 21,068 108,932 20182019Design completed in 2018. Construction to take place in 2019.Total73,569,804 28,608,337 44,961,467 Attachment # 3 - Page 7 of 7Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 3 Page 16 of 16
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: 3-1000 MARRIAGE LICENSES-18,450 -24,708 -26,358-22,000 -25,0003,000 13.6% 1,650 6.7% 3-1001 LOTTERY LICENSES-2,456 -3,006 -2,481-2,500 -2,000-500 (20.0%) -525 (17.5%) 3-1002 BURIAL/BIRTH LICENSES-7,686 -8,855 -7,330-5,500 -5,500- - -1,525 (17.2%) 3-1003 BYLAW LICENSES-49,510 -56,904 -57,702-47,000 -60,00013,000 27.7% 798 1.4% 3-1004 PARKING PERMITS-6,890 -6,985 -8,495-6,600 -6,800200 3.0% 1,510 21.6% 3-1012 FARMERS MARKET PERMITS-3,750 -3,150 -2,850-3,800 -3,85050 1.3% -300 (9.5%)3-1050 COURT FINES-56,935 -65,266 -60,388-80,000 -82,0002,000 2.5% -4,878 (7.5%)3-1052 PARKING VIOLATIONS-85,271 -64,595 -88,414-75,000 -105,00030,000 40.0%23,819 36.9%3-1102 ADMINISTRATIVE FEES-67,211 -78,722 -41,658-65,000 -65,000---37,064 (47.1%)A decrease in fees from development related legal agreements3-1108 DOG TAGS-21,766 -25,702 -32,832-35,000 -45,00010,000 28.6% 7,130 27.7%3-1109 CAT TAGS-1,821 -726 -920-2,000 -2,000- - 194 26.7% 3-1113 AFFIDAVITS/COMMISSIONING-4,381 -5,522 -8,797-10,000 -7,500-2,500 (25.0%) 3,275 59.3% 3-1114 FREEDOM OF INFORMATION FEES-4,149 -821 -4,323-1,000 -1,500500 50.0% 3,502 426.6% 3-1117 CIVIL MARRIAGES-7,552 -11,121 -12,859-8,000 -10,0002,000 25.0% 1,738 15.6% 3-1201 OTHER-2,296 -2,385 -10,557-3,030 -370,354367,324 12,122.9% 8,172 342.6% 3-1202 GENERAL-246 -3,967 -24,407-2,000 -5,5003,500 175.0%20,440 515.3%2018 revenue from insurance claim payment3-1900 CONTRIBUTION FROM CAPITAL-79,361 -4,000------4,000(100.0%) 3-1901 CONTRIBUTION FROM DISCRETIONARY RESERV-- -192,879-368,879--368,879(100.0%)192,879(100.0%)2018 draw from reserve for election3-1975 CIL PARKLAND CONTRIBUTION-50,000 -10,000 10,000-----20,000 (200.0%)2018 entry was booked backwards in errorTotal Revenue-469,731 -376,435 -573,250 -737,309 -797,00459,6958.1%196,81552.3% EXPENSE: 4-2000 SALARIES - F/T3,105,734 3,529,839 3,665,5514,047,978 4,275,463227,485 5.6% -135,712 3.8% 4-2001 SALARIES - O/T2,888 5,707 11,78810,589 10,589- - 6,081 106.6% 4-2002 SALARIES - P/T332,136 334,249 428,673286,441 361,73975,298 26.3%94,424 28.2%4-2003 VACATION PAY9,612------ --4-2004 SICK PAY1,039------ --4-2005 LIEU TIME2,210------ -- 4-2090 YEAR END ACCRUALS-20,045 64,781 11,146----(53,635) (82.8%)Variance due to calendarization of annula salaries4-2100 BENEFITS - OMERS330,174 385,011 399,362428,083 444,82616,743 3.9% 14,351 3.7% 4-2101 BENEFITS - EHT64,953 75,211 79,73082,016 89,1937,177 8.8% 4,519 6.0% 4-2102 BENEFITS - WSIB23,986 26,349 27,70331,545 34,3062,761 8.8% 1,354 5.1% 4-2103 BENEFITS - CPP115,081 120,340 132,460127,331 144,40917,078 13.4% 12,120 10.1% 4-2104 BENEFITS - EI61,493 55,451 61,65660,089 67,6757,586 12.6% 6,205 11.2% 4-2105 BENEFITS - DENTAL51,212 60,383 61,28376,038 79,5103,472 4.6% 900 1.5% 4-2106 BENEFITS - HEALTH99,187 111,745 113,931130,040 139,2289,188 7.1% 2,186 2.0% 4-2107 BENEFITS - LTD/ADD54,061 64,202 79,13880,002 91,85611,854 14.8% 14,936 23.3% 4-2108 BENEFITS - OTHER14,023 17,034 18,91220,003 20,983980 4.9% 1,878 11.0% 4-2200 WAGE RECOVERY-79,200 -149,800-----149,800100.0%4-2201 SALARY SAVINGS----33,874 -33,874-- --TOTAL SALARIES & BENEFITS 4,168,544 4,700,502 5,091,333 5,346,281 5,725,903379,6227.1%390,8318.3%4-3000 PURCHASE CARD CLEARING1,775 -126 -212--- - (86) (68.3%) 4-4000 OFFICE SUPPLIES10,564 8,974 17,18211,411 11,673262 2.3% 8,208 91.5% 4-4004 SUBSCRIPTIONS/PUBLICATIONS28,222 33,185 37,20725,000 25,000- - 4,022 12.1% 4-4005 MARRIAGE LICENSES6,720 8,354 10,4177,500 8,5001,000 13.3% 2,063 24.7% 4-4006 OFFICE EQUIPMENT3,067 4,823 5,4884,600 7,4502,850 62.0% 665 13.8% 4-4007 COMPUTER SUPPLIES7,172 8,030 6,6797,140 7,283143 2.0% (1,351) (16.8%) 4-4008 SOFTWARE2,188 2,188 99,989----97,801 4,469.9%2018 Election expense4-4009 SAFETY SUPPLIES7,256 2,773 1,5873,000 3,000- - (1,186) (42.8%) 4-4010 CLOTHING ALLOWANCE13,683 5,507 15,0038,810 12,7203,910 44.4% 9,496 172.4% 4-4015 OPERATING MATERIALS15,308 12,690 29,71714,550 31,07516,525 113.6% 17,027 134.2% 4-4016 DOG TAGS2,242--3,120 3,150301.0%-0.0% Higher parking enforecement due to the introduction of dedicated animal control officer & winter overnight parking strategy2018 includes the coverage of a maternity leaves - savings are reflected in the full time salary line to offset this expenseAll recoveries from Water for provision of services by the rest of the Town were consolidated in 01490 (Corporate Accounts) starting in 2018Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 1 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)4-4018 LICENSES81,703 180,632 162,659188,097 188,18790 0.0% (17,973) (10.0%) 4-4019 VEHICLE SUPPLIES1,202727 10,7611,545 2,00045529.4%10,0341,380.2% 4-4021 EQUIPMENT - OTHER9,380 2,852 1,760- 7,1007,100 - (1,092) (38.3%) 4-4028 COST REALLOCATIONS-87,844 -101,035 -89,743-90,000-90,000- - 11,292 11.2% 4-4045 MUNICIPAL BUSINESS3,950 5,216 5,4344,150 4,20050 1.2% 218 4.2% 4-4047 SUPPLIES1,206------ -- 4-4048 FUEL COSTS---- 10,00010,000 - - - 4-4057 COPIERS, PRINTERS AND FAXES94,970 87,883 87,58990,000 90,000- - (294) (0.3%) 4-4065 WORKPLACE ACCOMMODATIONS509 2,374 1,6062,500 2,500- - (768) (32.4%) 4-5018 TELEPHONE LINES68,647 73,363 76,46574,250 74,750500 0.7% 3,102 4.2% 4-5020 LONG DISTANCE LINES1,115 1,0689421,500 1,500--(126)(11.8%) 4-5021 MOBILE PLAN CHARGES79,920 81,231 15,83418,031 18,563532 3.0%(65,397) (80.5%)4-5022 CORPORATE FAX LINES6,194 5,426 6,0016,000 6,000- - 575 10.6%4-5023 INTERNET LINE18,215 20,881 18,48925,000 25,000- - (2,392) (11.5%)4-5024 TELEPHONE SERVICE AGREEMENT6,331 16,310 29,90220,000 19,000(1,000) (5.0%) 13,592 83.3% 4-5026 COURSES & SEMINARS16,572 13,312 23,02529,060 35,9606,900 23.7% 9,713 73.0% 4-5027 MANDATORY COURSES & SEMINARS3,560 3,586 9,8985,507 6,7401,233 22.4% 6,312 176.0% 4-5028 MEMBERSHIPS30,995 38,083 42,91943,478 47,7574,279 9.8% 4,836 12.7% 4-5029 MILEAGE2,716 2,077 2,1313,613 3,188(425) (11.8%) 54 2.6% 4-5031 GENERAL OFFICE EQUIPMENT4,289 6,056 -5922,000 1,800(200) (10.0%) (6,648) (109.8%) 4-5032 VEHICLE REPAIRS34961-1,030 4,0002,970288.3%(961)(100.0%) 4-5033 EQUIPMENT REPAIRS10,590 10,717 23,9289,600 2,500(7,100) (74.0%) 13,211 123.3% 4-5034 EQUIPMENT RENTALS--967----967- 4-5037 PROPERTY IMPROVEMENT27,232 1,036 9,1661,015 1,630615 60.6% 8,130 784.7% 4-5039 INSURANCE FEES520,941 541,229 551,000551,000 552,4001,400 0.3% 9,771 1.8% 4-5040 INSURANCE ADJUSTER12,613 22,394 33,24660,000 60,000- - 10,852 48.5% 4-5041 INSURANCE CLAIM DEDUCTIBLE47,870 22,668 35,845--- - 13,177 58.1% 4-5042 ADVERTISING- 6,187 21,38018,000 19,5001,500 8.3% 15,193 245.6% 4-5043 CONSULTING47,222 74,133 42,85938,000 39,0001,000 2.6%(31,274) (42.2%)2017 Consulting related to compensation review4-5044 POSTAGE101,73872,477 104,978105,000 107,5002,500 2.4%32,501 44.8%2018 election expense4-5045 PHOTOCOPIER CHARGES21,350 18,061 16,00419,710 19,210(500) (2.5%) (2,057) (11.4%) 4-5046 PRINTING2,509 4,668 6,8724,390 5,190800 18.2% 2,204 47.2% 4-5049 POLICE SEARCHES-- 1,143- 15,50015,500-1,1430.0% 4-5050 APPRAISALS19,779 27,890 20,699--- - (7,191) (25.8%) 4-5052 SEARCHES & REGISTRATIONS27,753 26,012 32,12520,000 20,000- - 6,113 23.5% 4-5054 PLANNING & DEVELOPMENT263,151 85,614 22,36150,000 35,000(15,000) (30.0%)(63,253) (73.9%)4-5055 ADVOCACY52,679 60,984 65,12650,000 50,000- - 4,142 6.8%4-5056 PERSONNEL ADMINISTRATION18,214 24,928 58,24720,000 30,00010,000 50.0%33,319 133.7%4-5057 ADJUSTOR RECOVERY-- 2,366----2,366-4-5058 TEMPORARY STAFF--53,535--- - 53,535 - 4-5059 CONTRACTS294,427 361,251 250,098663,501 320,223(343,278) (51.7%)(111,153) (30.8%)2018 Election expense4-5060 COST RECOVERY-9,210 -21,185 -2,847-15,000 -15,000- - 18,338 86.6% 4-5061 SOFTWARE ANNUAL MTCE SUPPORT420,857 353,297 480,089490,924 490,899(25) (0.0%)126,792 35.9%4-5067 REGION GIS CONTRACT---- 15,00015,000 - - -4-5084 OFFICE RELOCATES1,1091735191,000 1,000--346200.0%4-5086 SECURITY------- -- 4-5090 COURIER3,863 2,419 2,5423,800 3,300(500) (13.2%) 123 5.1% 4-5095 INTEGRITY COMMISSIONER---- 20,00020,000 - - - 4-5098 ACCESSIBILITY COSTS21,217 26,370 20,04725,000 25,000- - (6,323) (24.0%) 4-5099 APPLICATION VENDOR SUPPORT- 1,160 5,1343,000 3,000- - 3,974 342.6% 4-5150 CULTURAL CENTRE SUPPORT/SERVICES--829----8290.0% 4-6001 BANK CHARGES2,862 2,489 3,1121,525 1,57550 3.3% 623 25.0% 4-6025 EMPLOYEE RECOGNITION- 5,446 7,8894,500 6,0001,500 33.3% 2,443 44.9% 4-6026 CORPORATE COURSES & SEMINARS19,426 42,291 20,33655,000 55,000--(21,955) (51.9%)N6 HR leaders were developing training program2018 includes the introduction of annual fees for Laserfiche as well as increased costs/expanded requirements for existing software maintenance agreementsMobile Charges (budget and actuals) have been allocated directly to all departments to allow them better control of their costsLess development related outside legal costs than previous yearMore external HR legal assistance required in 2018 than previous yearFinance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 2 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)4-8003 CONTRIBUTIONS TO DISCRETIONARY RESERVE82,500 82,500-- 92,50092,500#DIV/0!(82,500)(100.0%)2018 election - no contribution to reserveTOTAL OTHER EXPENSES2,452,553 2,382,610 2,517,732 2,690,857 2,544,023(146,834)(5.5%)135,1225.7% TOTAL EXPENSES6,621,097 7,083,112 7,609,065 8,037,138 8,269,926232,7882.9%525,9537.4% NET BUDGET6,151,366 6,706,677 7,035,815 7,299,829 7,472,922173,0932.4%329,1384.9%
Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 3 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: 3-1114 FREEDOM OF INFORMATION FEES-4,149 -821 -4,323-1,000 -1,500500 50.0% 3,502 426.6% 3-1117 CIVIL MARRIAGES-7,552 -11,121 -12,859-8,000 -10,0002,000 25.0% 1,738 15.6% 3-1201 OTHER-931------ -- 3-1202 GENERAL-246 -3,967 -24,407-2,000 -3,0001,000 50.0%20,440 515.3%2018 revenue from insurance claim payment3-1900 CONTRIBUTION FROM CAPITAL-79,361 -4,000------4,000(100.0%) Total Revenue-92,239 -19,909 -41,589 -11,000 -14,5003,50031.8%21,680108.9% EXPENSE: 4-2000 SALARIES - F/T376,000 432,894 403,925498,049 519,94421,895 4.4% (28,969) (6.7%) 4-2001 SALARIES - O/T172 2,510 4,507--- - 1,997 79.6% 4-2002 SALARIES - P/T91,844 14,953 11,70220,050 20,439389 1.9% (3,251) (21.7%) 4-2003 VACATION PAY5,760------ -0.0% 4-2004 SICK PAY347------ -0.0% 4-2005 LIEU TIME2,176------ -0.0% 4-2090 YEAR END ACCRUALS339 18,293636----(17,657)(96.5%) 4-2100 BENEFITS - OMERS35,030 45,137 41,15553,765 56,7773,012 5.6% (3,982) (8.8%) 4-2101 BENEFITS - EHT8,587 8,758 8,48410,081 10,515434 4.3% (274) (3.1%) 4-2102 BENEFITS - WSIB3,288 3,321 2,7853,877 4,044167 4.3% (536) (16.1%) 4-2103 BENEFITS - CPP18,844 15,432 14,18916,388 16,729341 2.1% (1,243) (8.1%) 4-2104 BENEFITS - EI10,138 7,212 6,2687,662 7,863201 2.6% (944) (13.1%) 4-2105 BENEFITS - DENTAL6,354 5,421 5,89510,416 10,416- - 474 8.7% 4-2106 BENEFITS - HEALTH11,958 12,193 11,76817,814 18,240426 2.4% (425) (3.5%) 4-2107 BENEFITS - LTD/ADD6,388 7,766 10,05510,275 11,7991,524 14.8% 2,289 29.5% 4-2108 BENEFITS - OTHER1,671 1,996 2,3472,569 2,695126 4.9% 351 17.6% TOTAL SALARIES & BENEFITS 578,896 575,886 523,716 650,946 679,461 28,515 4.4%(52,170)(9.1%) 4-4000 OFFICE SUPPLIES3,882 2,541 2,2364,000 3,000(1,000) (25.0%) (305) (12.0%) 4-4004 SUBSCRIPTIONS/PUBLICATIONS499232308800800--7632.8% 4-4006 OFFICE EQUIPMENT5361,519 3171,000 1,250250 25.0% (1,202) (79.1%) 4-4045 MUNICIPAL BUSINESS1,367802249450450--(553)(69.0%) 4-4047 SUPPLIES1,206------ -0.0% 4-5021 MOBILE PLAN CHARGES--716772796243.1%7160.0% 4-5026 COURSES & SEMINARS2,754366 1,7553,500 3,500--1,389379.5% 4-5028 MEMBERSHIPS1,362707 1,0322,000 2,80080040.0%32546.0% 4-5029 MILEAGE469317198500500--(119)(37.5%) 4-5039 INSURANCE FEES520,941 541,229-----(541,229)100.0%Insurance fees moved to 01202 (Legal)4-5040 INSURANCE ADJUSTER12,613 22,394 25,264--- - 2,870 12.8% 4-5041 INSURANCE CLAIM DEDUCTIBLE47,870 22,668 35,845--- - 13,177 58.1% 4-5042 ADVERTISING- 2,4544023,000 1,500(1,500)(50.0%)(2,052)(83.6%) 4-5045 PHOTOCOPIER CHARGES9,498 4,826 6,5247,070 7,070- - 1,698 35.2% 4-5046 PRINTING-154 1,841500 1,250750150.0%1,6871,095.5% 4-5059 CONTRACTS6,297 5,889 7,25317,000 12,000(5,000) (29.4%) 1,364 23.2% 4-5060 COST RECOVERY- -3,670 2,916-10,100 -10,100- - 6,586 179.5% 4-5095 INTEGRITY COMMISSIONER---- 20,00020,000 - - - TOTAL OTHER EXPENSES 609,294 602,428 86,856 30,492 44,816 14,324 47.0%(515,572) (85.6%) TOTAL EXPENSES 1,188,190 1,178,314 610,572 681,438 724,277 42,839 6.3%(567,742) (48.2%) NET BUDGET 1,095,951 1,158,405 568,983 670,438 709,777 39,339 5.9% (589,422)(50.9%)
Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 4 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: 3-1901 CONTRIBUTION FROM DISCRETIONARY RESERV-- -192,879-368,879 --368,879 (100.0%)(192,879) (100.0%)2018 draw from reserve for electionTotal Revenue-- -192,879 -368,879--368,879(100.0%)(192,879)100.0% EXPENSE: 4-2001 SALARIES - O/T-- 4,462----4,462(100.0%) 4-2002 SALARIES - P/T-- 77,75281,855-(81,855)(100.0%)77,752(100.0%) 4-2101 BENEFITS - EHT-- 1,3511,506-(1,506)(100.0%)1,351(100.0%) 4-2102 BENEFITS - WSIB--515579-(579)(100.0%)515(100.0%) 4-2103 BENEFITS - CPP-- 2,6222,619-(2,619)(100.0%)2,622(100.0%) 4-2104 BENEFITS - EI-- 1,2231,194-(1,194)(100.0%)1,223(100.0%) TOTAL SALARIES & BENEFITS-- 87,925 87,753-(87,753)(100.0%)87,925(100.0%) 4-4000 OFFICE SUPPLIES-- 8,768----8,768(100.0%) 4-4008 SOFTWARE2,188 2,188 99,989----97,801 4,469.9%2018 Election expense4-4015 OPERATING MATERIALS-- 12,386----12,386(100.0%) 4-5029 MILEAGE--45----45(100.0%) 4-5034 EQUIPMENT RENTALS--967----967(100.0%) 4-5042 ADVERTISING-- 6,289----6,289(100.0%) 4-5044 POSTAGE-- 17,087----17,087(100.0%) 4-5046 PRINTING-- 2,262----2,262(100.0%) 4-5058 TEMPORARY STAFF-- 53,535----53,535(100.0%)2018 Election expense4-5059 CONTRACTS-100- 20,634390,170-(390,170)(100.0%)20,634(100.0%)2018 Election expense4-8003 CONTRIBUTIONS TO DISCRETIONARY RESERVE82,500 82,500-- 92,50092,500(100.0%)(82,500)(100.0%)2018 election - no contribution to reserveTOTAL OTHER EXPENSES84,588 84,688 221,962 390,170 92,500(297,670)(76.3%)137,274162.1% TOTAL EXPENSES84,588 84,688 309,887 477,923 92,500(385,423)(80.6%)225,199265.9% NET BUDGET84,588 84,688 117,008 109,044 92,500(16,544)(15.2%)32,32038.2%
Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 5 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: 3-1003 BYLAW LICENSES-49,510 -56,904 -57,702-47,000 -60,00013,000 27.7% 798 1.4% 3-1004 PARKING PERMITS-6,890 -6,985 -8,495-6,600 -6,800200 3.0% 1,510 21.6% 3-1012 FARMERS MARKET PERMITS-3,750 -3,150 -2,850-3,800 -3,85050 1.3% -300 (9.5%) 3-1050 COURT FINES-56,935 -65,266 -60,388-80,000 -82,0002,000 2.5% -4,878 (7.5%) 3-1052 PARKING VIOLATIONS-85,271 -64,595 -88,414-75,000 -105,00030,000 40.0%23,819 36.9%3-1201 OTHER-1,365 -2,385 -6,765-2,030 -2,500470 23.2% 4,380 183.6%Total Revenue-203,721 -199,285 -224,614 -214,430 -260,15045,72021.3%25,32912.7% EXPENSE: 4-2000 SALARIES - F/T408,765 377,058 506,963561,069 515,913(45,156) (8.0%)129,905 34.5%4-2001 SALARIES - O/T937 3,196 2,819--- - (377) 11.8%4-2002 SALARIES - P/T130,414 182,966 164,937114,684 114,541(143) (0.1%) (18,029) (9.9%) 4-2003 VACATION PAY3,172------ -- 4-2004 SICK PAY660------ -- 4-2090 YEAR END ACCRUALS-10,556 3,754 6,110--- - 2,356 62.8% 4-2100 BENEFITS - OMERS49,578 45,492 52,03941,971 53,61011,639 27.7% 6,547 14.4% 4-2101 BENEFITS - EHT10,614 11,016 12,73210,655 12,1681,513 14.2% 1,716 15.6% 4-2102 BENEFITS - WSIB3,960 4,075 4,8974,098 4,680582 14.2% 822 20.2% 4-2103 BENEFITS - CPP20,508 21,007 26,92919,363 23,8184,455 23.0% 5,922 28.2% 4-2104 BENEFITS - EI11,221 9,932 12,8089,785 11,1791,394 14.2% 2,876 29.0% 4-2105 BENEFITS - DENTAL5,985 7,433 9,1738,333 11,8053,472 41.7% 1,740 23.4% 4-2106 BENEFITS - HEALTH12,297 13,346 19,47014,180 20,6716,491 45.8% 6,124 45.9% 4-2107 BENEFITS - LTD/ADD7,970 8,196 11,9587,937 11,7083,771 47.5% 3,762 45.9% 4-2108 BENEFITS - OTHER2,010 2,083 2,7422,344 2,674330 14.1% 659 31.6% TOTAL SALARIES & BENEFITS 657,535 689,554 833,577 794,419 782,767 (11,652) (1.5%)144,023 20.9% 4-4000 OFFICE SUPPLIES1,415 1,990 1,5701,550 1,500(50) (3.2%) (420) (21.1%) 4-4010 CLOTHING ALLOWANCE12,699 5,141 14,5227,800 7,900100 1.3% 9,381 182.5% 4-4015 OPERATING MATERIALS5,799 8,092 15,3995,550 5,075(475) (8.6%) 7,307 90.3% 4-4019 VEHICLE SUPPLIES1,202727 10,7611,545-(1,545)(100.0%)10,0341,380.2% 4-4045 MUNICIPAL BUSINESS704917 1,149450450--23225.3% 4-5021 MOBILE PLAN CHARGES-- 4,3494,694 4,8351413.0%4,349(100.0%) 4-5026 COURSES & SEMINARS4,743 1,126 5,3153,060 3,460400 13.1% 4,189 372.0% 4-5027 MANDATORY COURSES & SEMINARS530931 2,0941,940 2,74080041.2%1,163124.9% 4-5028 MEMBERSHIPS698662 1,2231,595 1,620251.6%56184.7% 4-5029 MILEAGE1,353527712400425256.3%18535.1% 4-5031 GENERAL OFFICE EQUIPMENT1,2005113571,200 1,000(200)(16.7%)(154)(30.1%) 4-5032 VEHICLE REPAIRS34961-1,030-(1,030)(100.0%)(961)(100.0%) 4-5037 PROPERTY IMPROVEMENT27,232 1,036 9,1661,015 1,630615 60.6% 8,130 784.7% 4-5045 PHOTOCOPIER CHARGES1,590 2,052 1,8701,700 1,700- - (182) (8.9%) 4-5046 PRINTING2,188 4,513 2,5663,090 3,14050 1.6% (1,947) (43.1%) 4-5061 SOFTWARE ANNUAL MTCE SUPPORT---1,525 1,500(25) (1.6%) - - 4-5086 SECURITY------- -- 4-6001 BANK CHARGES2,862 2,489 3,1121,525 1,57550 3.3% 623 25.0% TOTAL OTHER EXPENSES 64,249 31,675 74,165 39,669 38,550 (1,119) (2.8%)42,490134.1% TOTAL EXPENSES 721,784 721,229 907,742 834,088 821,317 (12,771) (1.5%)186,51325.9% 0.0% NET BUDGET 518,063 521,944 683,128 619,658 561,167 (58,491) (9.4%) 161,18430.9% Vacancy of Manager position for part of 2017 & addition of dedicated Animal Control Officer in 2018Higher parking enforecement due to the introduction of dedicated animal control officer & winter overnight parking strategyFinance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 6 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: 3-1108 DOG TAGS-21,766 -25,702 -32,832-35,000 -45,00010,000 28.6% 7,130 27.7% 3-1109 CAT TAGS-1,821 -726 -920-2,000 -2,000- - 194 26.7% 3-1201 OTHER-- -3,792- -367,854367,854100.0%3,792100.0% 3-1202 GENERAL---- -2,5002,500 100.0% - - Total Revenue-23,587 -26,428 -37,544 -37,000 -417,354380,3541,028.0%11,11642.1% EXPENSE: 4-2000 SALARIES - F/T---63,411 291,160227,749 359.2% - - 4-2002 SALARIES - P/T---- 112,704112,704 (100.0%) - - 4-2100 BENEFITS - OMERS---6,065 6,065-- -- 4-2101 BENEFITS - EHT---1,237 7,5006,263 506.3% - - 4-2102 BENEFITS - WSIB---476 2,8852,409 506.1% - - 4-2103 BENEFITS - CPP---2,649 15,73913,090 494.1% - - 4-2104 BENEFITS - EI---1,226 7,3566,130 500.0% - - 4-2105 BENEFITS - DENTAL---1,736 1,736-- -- 4-2106 BENEFITS - HEALTH---3,040 3,040-- -- 4-2107 BENEFITS - LTD/ADD---1,439 1,439-- -- 4-2108 BENEFITS - OTHER----329329(100.0%)-- TOTAL SALARIES & BENEFITS--- 81,279 449,953368,674453.6%-- 4-4000 OFFICE SUPPLIES-- 6- 1,5001,500 (100.0%) 6 (100.0%) 4-4006 OFFICE EQUIPMENT---- 2,0002,000 (100.0%) - - 4-4010 CLOTHING ALLOWANCE---- 4,0004,000 (100.0%) - - 4-4015 OPERATING MATERIALS4,188 1,041 1,505- 5,0005,000 (100.0%) 464 44.6% 4-4016 DOG TAGS2,242--3,120 3,150301.0%-- 4-4019 VEHICLE SUPPLIES---- 2,0002,000 (100.0%) - - 4-4048 FUEL COSTS---- 10,00010,000 (100.0%) - - 4-5021 MOBILE PLAN CHARGES-- 2,0822,247 2,315683.0%2,082(100.0%) 4-5026 COURSES & SEMINARS----4,0004,000 (100.0%) - - 4-5028 MEMBERSHIPS----500500(100.0%)-- 4-5032 VEHICLE REPAIRS---- 4,0004,000 (100.0%) - - 4-5059 CONTRACTS214,370 265,030 20,95613,000 30,00017,000 130.8%(244,074) (92.1%)TOTAL OTHER EXPENSES 220,800 266,071 24,549 18,367 68,465 50,098 272.8% (241,522) (90.8%)TOTAL EXPENSES 220,800 266,071 24,549 99,646 518,418 418,772 420.3% (241,522) (90.8%) NET BUDGET 197,213 239,643 -12,995 62,646 101,064 38,418 61.3% (252,638) (105.4%) Animal shelter expenses moved to 02405 (Animal Shelter) in 2018Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 7 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: Total Revenue----- - - - - EXPENSE: TOTAL SALARIES & BENEFITS ----- - - - - 4-5059 CONTRACTS-- 108,338122,000 158,10036,10029.6%108,338(100.0%) TOTAL OTHER EXPENSES-- 108,338 122,000 158,10036,10029.6%108,338(100.0%) TOTAL EXPENSES-- 108,338 122,000 158,10036,10029.6%108,338(100.0%) NET BUDGET-- 108,338 122,000 158,10036,10029.6%108,338(100.0%)
Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 8 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: 3-1000 MARRIAGE LICENSES-18,450 -24,708 -26,358-22,000 -25,0003,000 13.6% 1,650 6.7% 3-1001 LOTTERY LICENSES-2,456 -3,006 -2,481-2,500 -2,000-500 (20.0%) -525 (17.5%) 3-1002 BURIAL/BIRTH LICENSES-7,686 -8,855 -7,330-5,500 -5,500- - -1,525 (17.2%) 3-1113 AFFIDAVITS/COMMISSIONING-4,381 -5,522 -8,797-10,000 -7,500-2,500 (25.0%) 3,275 59.3% 3-1201 OTHER----1,000 --1,000 (100.0%) - - Total Revenue-32,973 -42,091 -44,966 -41,000 -40,000-1,000(2.4%)2,8756.8% EXPENSE: 4-2000 SALARIES - F/T490,133 476,430 518,476539,322 534,127(5,195) (1.0%) 42,046 8.8% 4-2002 SALARIES - P/T56,328 56,545 68,67759,668 60,8241,156 1.9% 12,132 21.5% 4-2003 VACATION PAY588------ -0.0% 4-2004 SICK PAY32------ -0.0% 4-2090 YEAR END ACCRUALS-233 6,768 2,584--- - (4,184) (61.8%) 4-2100 BENEFITS - OMERS47,166 48,959 57,19956,632 55,631(1,001) (1.8%) 8,240 16.8% 4-2101 BENEFITS - EHT9,125 10,425 11,50511,614 11,535(79) (0.7%) 1,080 10.4% 4-2102 BENEFITS - WSIB3,347 3,838 4,1724,468 4,437(31) (0.7%) 334 8.7% 4-2103 BENEFITS - CPP16,606 18,668 20,88620,579 21,311732 3.6% 2,218 11.9% 4-2104 BENEFITS - EI8,860 8,791 9,8339,839 10,091252 2.6% 1,042 11.9% 4-2105 BENEFITS - DENTAL10,153 12,032 10,99712,152 12,152- - (1,035) (8.6%) 4-2106 BENEFITS - HEALTH18,232 20,572 20,39720,783 21,279496 2.4% (175) (0.9%) 4-2107 BENEFITS - LTD/ADD8,060 8,600 10,54111,126 12,121995 8.9% 1,941 22.6% 4-2108 BENEFITS - OTHER2,047 2,316 2,5222,782 2,769(13) (0.5%) 206 8.9% 4-2200 WAGE RECOVERY-79,200 -149,800-----149,800100.0%TOTAL SALARIES & BENEFITS591,244 524,144 737,789 748,965 746,277(2,688)(0.4%)213,64540.8%4-4000 OFFICE SUPPLIES1,092 1,092 1,4451,500 1,500- - 353 32.3%4-4005 MARRIAGE LICENSES6,720 8,354 10,4177,500 8,5001,000 13.3% 2,063 24.7% 4-4006 OFFICE EQUIPMENT1,410638 1,5331,000 1,000--895140.3% 4-4010 CLOTHING ALLOWANCE353--500 300(200) (40.0%) - - 4-4045 MUNICIPAL BUSINESS531514495450450--(19)(3.7%) 4-5021 MOBILE PLAN CHARGES--9911,069 1,102333.1%991(100.0%) 4-5026 COURSES & SEMINARS2,298 2,154 2,9393,500 4,000500 14.3% 785 36.4% 4-5028 MEMBERSHIPS77979165055080025045.5%(141)(17.8%) 4-5029 MILEAGE-3194300300--63203.2% 4-5044 POSTAGE101,738 72,477 87,891105,000 107,5002,500 2.4% 15,414 21.3% 4-5045 PHOTOCOPIER CHARGES2,135 2,258 2,6202,100 2,100- - 362 16.0% 4-5059 CONTRACTS- 14,451 12,04012,500 12,500- - (2,411) (16.7%) 4-5090 COURIER3,863 2,419 2,5423,800 3,300(500) (13.2%) 123 5.1% 4-5098 ACCESSIBILITY COSTS21,217 26,370 20,04725,000 25,000- - (6,323) (24.0%) TOTAL OTHER EXPENSES 142,136 131,549 143,704 164,769 168,352 3,583 2.2% 12,155 9.2% TOTAL EXPENSES 733,380 655,693 881,493 913,734 914,629 895 0.1% 225,80034.4% NET BUDGET 700,407 613,602 836,527 872,734 874,629 1,895 0.2% 222,925 36.3% All recoveries from Water for provision of services by the rest of the Town were consolidated in 01490 (Corporate Accounts) starting in 2018Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 9 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: Total Revenue----- - - - - EXPENSE: 4-2000 SALARIES - F/T934,490 969,757 968,5331,001,718 1,022,09920,381 2.0% (1,224) (0.1%) 4-2001 SALARIES - O/T1,422--5,412 5,412-- -- 4-2002 SALARIES - P/T-- 3,177----3,177(100.0%) 4-2090 YEAR END ACCRUALS-9,648 9,956 6,674--- - (3,282) (33.0%) 4-2100 BENEFITS - OMERS92,553 96,928 97,726111,508 114,1822,674 2.4% 798 0.8% 4-2101 BENEFITS - EHT18,312 19,036 19,00419,639 20,036397 2.0% (32) (0.2%) 4-2102 BENEFITS - WSIB6,653 6,822 6,7817,553 7,706153 2.0% (41) (0.6%) 4-2103 BENEFITS - CPP28,207 28,205 27,44128,899 29,253354 1.2% (764) (2.7%) 4-2104 BENEFITS - EI14,917 12,877 12,76413,277 13,628351 2.6% (113) (0.9%) 4-2105 BENEFITS - DENTAL16,241 17,382 16,21819,096 19,096- - (1,164) (6.7%) 4-2106 BENEFITS - HEALTH30,423 30,392 27,78632,658 33,439781 2.4% (2,606) (8.6%) 4-2107 BENEFITS - LTD/ADD16,778 17,888 21,10420,665 23,1952,530 12.2% 3,216 18.0% 4-2108 BENEFITS - OTHER4,253 4,536 4,8185,167 5,298131 2.5% 282 6.2% TOTAL SALARIES & BENEFITS 1,154,601 1,213,779 1,212,026 1,265,592 1,293,34427,7522.2%(1,753)(0.1%) 4-4000 OFFICE SUPPLIES697380-19561573122.1%(399)(105.0%) 4-4007 COMPUTER SUPPLIES7,172 8,030 6,6797,140 7,283143 2.0% (1,351) (16.8%) 4-4010 CLOTHING ALLOWANCE630366481510520102.0%11531.4% 4-4018 LICENSES81,703 180,632 155,691180,287 180,287--(24,941) (13.8%)4-4021 EQUIPMENT - OTHER9,380 2,852 1,461--- - (1,391) (48.8%)4-4028 COST REALLOCATIONS-87,844 -101,035 -89,743-90,000 -90,000- - 11,292 11.2% 4-4045 MUNICIPAL BUSINESS498422518450450--9622.7% 4-4057 COPIERS, PRINTERS AND FAXES94,970 87,883 87,58990,000 90,000- - (294) (0.3%) 4-5021 MOBILE PLAN CHARGES-- 5,5055,942 6,1101682.8%5,505(100.0%) 4-5026 COURSES & SEMINARS5,209 4,060 7,53812,000 12,000- - 3,478 85.7% 4-5028 MEMBERSHIPS13,374 14,662 16,31715,198 15,502304 2.0% 1,655 11.3% 4-5029 MILEAGE659588 317600 600- - (271) (46.1%) 4-5031 GENERAL OFFICE EQUIPMENT3,090 5,545 -949800 800- - (6,494) (117.1%) 4-5033 EQUIPMENT REPAIRS686 2,2476341,500 1,500--(1,613)(71.8%) 4-5043 CONSULTING39,330 20,053 20,92520,000 21,0001,000 5.0% 872 4.3% 4-5045 PHOTOCOPIER CHARGES299278357260260--7928.4% 4-5059 CONTRACTS13,358 3,030 3,52410,000 10,000- - 494 16.3% 4-5061 SOFTWARE ANNUAL MTCE SUPPORT420,857 353,297 480,089489,399 489,399--126,792 35.9%4-5084 OFFICE RELOCATES1,1091735191,000 1,000--346200.0%4-5099 APPLICATION VENDOR SUPPORT- 1,160 5,1343,000 3,000- - 3,974 342.6%4-5150 CULTURAL CENTRE SUPPORT/SERVICES--829----829(100.0%) TOTAL OTHER EXPENSES605,177 584,623 703,396 748,647 750,2841,6370.2%118,77320.3% TOTAL EXPENSES1,759,778 1,798,402 1,915,422 2,014,239 2,043,62829,3891.5%117,0206.5% NET BUDGET1,759,778 1,798,402 1,915,422 2,014,239 2,043,62829,3891.5%117,0206.5% 2017 expenses included expenses that belonged to 2016 but not accrued to that year2018 includes the introduction of annual fees for Laserfiche as well as increased costs/expanded requirements for existing software maintenance agreementsFinance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 10 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: Total Revenue----- - - - - EXPENSE: TOTAL SALARIES & BENEFITS ----- - - - - 4-4018 LICENSES-- 6,9697,810 7,900901.2%6,969(100.0%) 4-4021 EQUIPMENT - OTHER--299- 7,1007,100(100.0%)299(100.0%) 4-5018 TELEPHONE LINES55,279 59,326 61,85660,000 60,000- - 2,530 4.3% 4-5020 LONG DISTANCE LINES1,115 1,0689421,500 1,500--(126)(11.8%) 4-5021 MOBILE PLAN CHARGES79,920 81,231 -873----(82,104) (101.1%)4-5022 CORPORATE FAX LINES6,194 5,426 6,0016,000 6,000- - 575 10.6%4-5023 INTERNET LINE18,215 20,881 18,48925,000 25,000- - (2,392) (11.5%)4-5024 TELEPHONE SERVICE AGREEMENT6,331 16,310 29,90220,000 19,000(1,000) (5.0%) 13,592 83.3% 4-5033 EQUIPMENT REPAIRS9,905 8,470 23,2958,100 1,000(7,100) (87.7%) 14,825 175.0% 4-5059 CONTRACTS32,010 25,015 27,13935,831 37,6231,792 5.0% 2,124 8.5% TOTAL OTHER EXPENSES 208,969 217,727 174,019 164,241 165,123 882 0.5% (43,708) (20.1%) TOTAL EXPENSES 208,969 217,727 174,019 164,241 165,123 882 0.5% (43,708) (20.1%) NET BUDGET 208,969 217,727 174,019 164,241 165,123 882 0.5% (43,708) (20.1%) Mobile Charges (budget and actuals) have been allocated directly to all departments to allow them better control of their costsFinance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 11 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: 3-1102 ADMINISTRATIVE FEES-67,211 -78,722 -41,658-65,000 -65,000---37,064 (47.1%)A decrease in fees from development related legal agreements3-1975 CIL PARKLAND CONTRIBUTION-50,000 -10,000 10,000-----20,000 (200.0%)2018 entry was booked backwards in errorTotal Revenue -117,211 -88,722 -31,658 -65,000 -65,000 - - -57,064 (64.3%) EXPENSE: 4-2000 SALARIES - F/T500,014 573,095 571,254598,658 617,33318,675 3.1% (1,841) (0.3%) 4-2001 SALARIES - O/T357--5,176 5,176-- -- 4-2002 SALARIES - P/T- 8,489 41,346----32,857 387.1%4-2090 YEAR END ACCRUALS1,236 10,575 6,793--- - (3,782) (35.8%)4-2100 BENEFITS - OMERS54,768 65,529 65,28368,454 70,9722,518 3.7% (246) (0.4%) 4-2101 BENEFITS - EHT9,991 11,399 11,97211,775 12,139364 3.1% 573 5.0% 4-2102 BENEFITS - WSIB3,589 3,755 3,8364,529 4,669140 3.1% 81 2.2% 4-2103 BENEFITS - CPP16,058 15,745 16,72215,794 15,994200 1.3% 977 6.2% 4-2104 BENEFITS - EI8,447 7,218 7,6987,301 7,492191 2.6% 480 6.7% 4-2105 BENEFITS - DENTAL5,256 6,363 7,14610,416 10,416- - 783 12.3% 4-2106 BENEFITS - HEALTH11,083 12,777 12,12117,814 18,240426 2.4% (656) (5.1%) 4-2107 BENEFITS - LTD/ADD8,583 9,757 11,72312,350 14,0091,659 13.4% 1,966 20.1% 4-2108 BENEFITS - OTHER2,276 2,690 2,9533,088 3,200112 3.6% 263 9.8% TOTAL SALARIES & BENEFITS 621,658 727,392 758,847 755,355 779,640 24,285 3.2%31,4554.3% 4-4000 OFFICE SUPPLIES1,498 1,624 1,2091,500 1,500- - (415) (25.6%) 4-4004 SUBSCRIPTIONS/PUBLICATIONS27,552 30,984 36,20022,000 22,000- - 5,216 16.8% 4-4006 OFFICE EQUIPMENT937 1,778 1,5302,000 2,000- - (248) (13.9%) 4-4045 MUNICIPAL BUSINESS608529604450450--7514.2% 4-5021 MOBILE PLAN CHARGES-- 1,9722,129 2,192633.0%1,972(100.0%) 4-5026 COURSES & SEMINARS61------ -0.0% 4-5027 MANDATORY COURSES & SEMINARS3,030 2,655 7,8043,567 4,000433 12.1% 5,149 193.9% 4-5028 MEMBERSHIPS12,069 8,142 8,1358,500 8,500- - (7) (0.1%) 4-5029 MILEAGE235394204500450(50)(10.0%)(190)(48.2%) 4-5039 INSURANCE FEES-- 551,000551,000 552,4001,4000.3%551,000(100.0%) 4-5040 INSURANCE ADJUSTER-- 7,98260,000 60,000--7,982(100.0%) 4-5045 PHOTOCOPIER CHARGES4,899 3,024 2,2683,800 3,800- - (756) (25.0%) 4-5050 APPRAISALS19,779 27,890 20,699--- - (7,191) (25.8%) 4-5052 SEARCHES & REGISTRATIONS27,753 26,012 32,12520,000 20,000- - 6,113 23.5% 4-5054 PLANNING & DEVELOPMENT263,151 85,614 22,36150,000 35,000(15,000) (30.0%)(63,253) (73.9%)4-5055 ADVOCACY52,679 60,984 65,12650,000 50,000- - 4,142 6.8%4-5057 ADJUSTOR RECOVERY-- 2,366----2,366(100.0%) 4-5060 COST RECOVERY-9,210 -17,515 -5,763-4,900 -4,900- - 11,752 67.1% 4-5067 REGION GIS CONTRACT---- 15,00015,000 (100.0%) - - 4-5095 INTEGRITY COMMISSIONER------- -- TOTAL OTHER EXPENSES405,041 232,115 755,822 770,546 772,3921,8460.2%523,707225.6% TOTAL EXPENSES1,026,699 959,507 1,514,669 1,525,901 1,552,03226,1311.7%555,16257.9% NET BUDGET909,488 870,785 1,483,011 1,460,901 1,487,03226,1311.8%612,22670.3% 2018 includes the coverage of a maternity leave - savings are reflected in the full time salary line to offset this expenseLess development related outside legal costs than previous yearFinance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 12 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: Total Revenue----- - - - - EXPENSE: 4-2000 SALARIES - F/T396,331 344,024 374,843423,074 440,63917,565 4.2% 30,819 9.0% 4-2002 SALARIES - P/T53,550 71,296 59,31710,184 53,23143,047 422.7% (11,979) (16.8%) 4-2003 VACATION PAY92------ -0.0% 4-2005 LIEU TIME34------ -0.0% 4-2090 YEAR END ACCRUALS-1,183 7,104 -6,597--- - (13,701) (192.9%) 4-2100 BENEFITS - OMERS51,080 39,927 49,17546,213 48,3682,155 4.7% 9,248 23.2% 4-2101 BENEFITS - EHT8,324 7,588 8,4248,437 8,783346 4.1% 836 11.0% 4-2102 BENEFITS - WSIB3,150 2,709 2,9763,245 3,378133 4.1% 267 9.9% 4-2103 BENEFITS - CPP14,857 13,590 15,15413,186 13,619433 3.3% 1,564 11.5% 4-2104 BENEFITS - EI7,910 5,908 7,0996,223 6,388165 2.7% 1,191 20.2% 4-2105 BENEFITS - DENTAL7,224 6,267 7,3688,680 8,680- - 1,101 17.6% 4-2106 BENEFITS - HEALTH15,193 13,090 14,66614,845 15,200355 2.4% 1,576 12.0% 4-2107 BENEFITS - LTD/ADD6,282 6,853 8,7938,728 10,0001,272 14.6% 1,940 28.3% 4-2108 BENEFITS - OTHER1,765 1,746 2,0192,182 2,285103 4.7% 273 15.6% TOTAL SALARIES & BENEFITS 564,609 520,102 543,237 544,997 610,571 65,574 12.0%23,1354.4% 4-4000 OFFICE SUPPLIES1,979856 1,3181,300 1,300--46254.0% 4-4004 SUBSCRIPTIONS/PUBLICATIONS170 1,8525742,000 2,000--(1,278)(69.0%) 4-4006 OFFICE EQUIPMENT183691 1,203400400--51274.1% 4-4009 SAFETY SUPPLIES7,256 2,773 1,5873,000 3,000- - (1,186) (42.8%) 4-4045 MUNICIPAL BUSINESS2423284344505005011.1%10632.3% 4-4065 WORKPLACE ACCOMMODATIONS509 2,374 1,6062,500 2,500- - (768) (32.4%) 4-5021 MOBILE PLAN CHARGES--486524540163.1%486(100.0%) 4-5026 COURSES & SEMINARS1,507 2,889 2,5673,500 5,5002,000 57.1% (322) (11.1%) 4-5028 MEMBERSHIPS2,712 2,249 1,6313,635 3,535(100) (2.8%) (618) (27.5%) 4-5029 MILEAGE--55513513--55(100.0%) 4-5042 ADVERTISING- 3,733 14,68915,00018,0003,000 20.0% 10,956 293.5% 4-5043 CONSULTING7,893 54,080 21,93318,000 18,000--(32,147) (59.4%)4-5045 PHOTOCOPIER CHARGES2,929 2,723 2,0512,780 2,780- - (672) (24.7%)4-5046 PRINTING321-202800800--202(100.0%) 4-5049 POLICE SEARCHES-- 1,143- 15,50015,500(100.0%)1,143(100.0%) 4-5056 PERSONNEL ADMINISTRATION18,214 24,928 58,24720,000 30,00010,000 50.0%33,319 133.7%4-5059 CONTRACTS28,492 47,836 50,21463,000 60,000(3,000) (4.8%) 2,378 5.0%4-6025 EMPLOYEE RECOGNITION- 5,446 7,8894,500 6,0001,500 33.3% 2,443 44.9% 4-6026 CORPORATE COURSES & SEMINARS19,426 42,291 20,33655,000 55,000--(21,955) (51.9%)N6 HR leaders were developing training programTOTAL OTHER EXPENSES 91,833 195,049 188,165 196,902 225,868 28,966 14.7% (6,884) (3.5%) TOTAL EXPENSES 656,442 715,151 731,402 741,899 836,439 94,540 12.7% 16,251 2.3% NET BUDGET 656,442 715,151 731,402 741,899 836,439 94,540 12.7% 16,251 2.3% 2017 Consulting related to compensation reviewMore external HR legal assistance required in 2018 than previous yearFinance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 13 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: Total Revenue----- - - - - EXPENSE: 4-2000 SALARIES - F/T- 356,582 321,556362,676 334,247(28,429) (7.8%) (35,026) (9.8%) 4-2002 SALARIES - P/T-- 1,764----1,764(100.0%) 4-2090 YEAR END ACCRUALS- 8,331 -5,054--- - (13,385) (160.7%) 4-2100 BENEFITS - OMERS- 43,039 36,78343,476 39,221(4,255) (9.8%) (6,256) (14.5%) 4-2101 BENEFITS - EHT- 6,989 6,2587,072 6,518(554) (7.8%) (731) (10.5%) 4-2102 BENEFITS - WSIB- 1,830 1,7422,720 2,507(213) (7.8%) (88) (4.8%) 4-2103 BENEFITS - CPP- 7,692 8,5167,856 7,94791 1.2% 824 10.7% 4-2104 BENEFITS - EI- 3,512 3,9623,582 3,67896 2.7% 450 12.8% 4-2105 BENEFITS - DENTAL- 5,483 4,4865,208 5,208- - (997) (18.2%) 4-2106 BENEFITS - HEALTH- 9,374 7,7238,907 9,120213 2.4% (1,651) (17.6%) 4-2107 BENEFITS - LTD/ADD- 5,140 4,9657,482 7,585103 1.4% (175) (3.4%) 4-2108 BENEFITS - OTHER- 1,667 1,5111,871 1,733(138) (7.4%) (156) (9.4%) 4-2201 SALARY SAVINGS----33,874 -33,874-- -- TOTAL SALARIES & BENEFITS - 449,639 394,212 416,976 383,890 (33,086) (7.9%)(55,427) (12.3%) 4-3000 PURCHASE CARD CLEARING1,775 -126 -212--- - (86) (68.3%) 4-4000 OFFICE SUPPLIES-4926491,000800(200)(20.0%)15731.9% 4-4004 SUBSCRIPTIONS/PUBLICATIONS-118125200200-- 75.9% 4-4006 OFFICE EQUIPMENT-197904200800600300.0%707358.9% 4-4045 MUNICIPAL BUSINESS- 1,704 1,9831,450 1,450- - 279 16.4% 4-5021 MOBILE PLAN CHARGES--606654673192.9%606(100.0%) 4-5026 COURSES & SEMINARS- 2,716 2,9113,500 3,500- - 195 7.2% 4-5028 MEMBERSHIPS- 10,871 13,93212,000 14,5002,500 20.8% 3,061 28.2% 4-5029 MILEAGE-220506800400(400)(50.0%)286130.0% 4-5045 PHOTOCOPIER CHARGES- 2,9003152,000 1,500(500)(25.0%)(2,585)(89.1%) TOTAL OTHER EXPENSES1,775 19,092 21,719 21,804 23,8232,0199.3%2,62713.8% TOTAL EXPENSES1,775 468,731 415,931438,780 407,713(31,067)(7.1%)(52,800)(11.3%) NET BUDGET1,775 468,731 415,931 438,780 407,713(31,067)(7.1%)(52,800)(11.3%)
Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 14 of 15
2016 2017 20182018 20192019 vs 2019 vs 2018 vs 2018 vsFull Year Full Year Full YearApproved Approved2018 Budget 2018 Budget 2017 Actual 2017 Actual Variance ExplanationActuals Actuals ActualsBudget BudgetIncrease / (Decrease) Increase / (Decrease) Increase / (Decrease)Increase / (Decrease)REVENUE: Total Revenue----- - - - - EXPENSE: TOTAL SALARIES & BENEFITS ----- - - - - 4-4015 OPERATING MATERIALS5,322 3,5574289,000 21,00012,000133.3%(3,129)(88.0%) 4-5018 TELEPHONE LINES13,368 14,037 14,60914,250 14,750500 3.5% 572 4.1% TOTAL OTHER EXPENSES 18,690 17,594 15,037 23,250 35,750 12,500 53.8% (2,557) (14.5%) TOTAL EXPENSES 18,690 17,594 15,037 23,250 35,750 12,500 53.8% (2,557) (14.5%) NET BUDGET 18,690 17,594 15,037 23,250 35,750 12,500 53.8% (2,557) (14.5%)
Finance Advisory Committee Meeting Agenda Wednesday, June 26, 2019 Item 4 Page 15 of 15