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AGENDA - Special General Committee - 20080121SPECIAL GENERAL COMMIITEE AGENDA. N0.0&04 V, JANUARY 21, 2008 CLOSES SESSION AT 6mmOO PM FOLLOWED BY DRAFT 2 - 2008 CAPITAL & OPERATING BUDGET COUNCIL CHAMBERS AURORA TOWN HALL PUBLIC RELEASE 18/01 /08 r= AumoxA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING AGENDA NO. 08-04 Monday, January 21, 2008 Council Chambers 6:00 P.M. Mayor Morris in the Chair I CLOSED SESSION Labour Relations THAT Council resolve into a Closed Session to consider a Labour Relations matter pertaining to collective bargaining with CUPE.. 11 DECLARATIONS OF PECUNIARY INTEREST 111 APPROVAL OF AGENDA RECOMMENDED: THAT the content of the agenda as circulated by the Corporate Services Department be approved as presented. IV DELEGATIONS a) Mr. Jim Knox, ADAPT pg. 1 Re: Request for Subsidy for ADAPT (The Association for Differently Abled People Together) b) Mr. John Gutteridge, Director of Financial Services/Treasurer Re: 2008 Budget Overview Special General Committee Meeting No. 08-04 Page 2 of 3 Monday, January 21, 2007 V CONSIDERATION OF ITEM REQUIRING SEPARATE DISCUSSION VI ADJOURNMENT Special General Committee Meeting No. 08-04 Monday, January 21, 2007 Page 3 of 3 1 AGENDA ITEM Memorandum from the Director of Financial Services/Treasurer Re: Attachment 1 — Expanded Operating Budget Sheets (Yellow Sheets) Leisure Complex Aquatics Leisure Complex Fitness Centre Stronach Complex Building Operations Stronach Complex Administration Leisure Complex Building Operations Leisure Complex Administration Community Centre Administration Attachment 2 pg. 11 a) Memorandum from the Chief Administrative Officer pg. 27 Re: Administrative Assistant to the Economic Development Officer b) Memorandum from the Communications & Marketing Co-ordinatorpg. 29 Re: Justification for 2008 Staff Requests c) Memorandum from the Director of Building Administration pg. 31 Re: Building Clerk d) Memorandum from the IT Manager pg. 33 Re: Help Desk/Telecom Support Position e) Memorandum from the Acting Director of Public Works pg. 37 Re: New Staff Requests for Public Works Department for 2008 f) Memorandum from the Director of Leisure Services pg. 41 Re: New Staff Requests for 2008 2. Correspondence from the Aurora Historical Society pg. 45 Re: Hillary House, The Koffler Museum of Medicine SPECIALGENERAL COMMITTEE - JANUARY 21, 20A D M P RECEIVED T DEC 1 02007 A MAYOR'S OFFICE REG. CHARITY 09005WI I The Association for Differently Abled People Together c/o Newmarket Health Centre, 194 Eagle Street, Newmarket, ON WY 1J6 Office (905) 868.9623 Fax (905) 868-9524 December 1", 2007 Mayor and Council Town of Aurora 1 Municipal Drive Aurora, Ontario L4G 6J1 Mayor Phyllis Morris. COPIES CIRCULATED TO: C.A.O. Dir. Of Building Admin. Dir, Of Carp. Serv. Dir. Of Leisure Services Dir. Of Planning Dir. Of Public Works Treasurer Members of Council ADAPT has been serving the needs of the DIFFERENTLY ABLED residents of Aurora for the last 3 decades and has been improving the QUALITY of life for them throughout this time. As you are aware ADAPT has several vehicles on the road on a daily basis, operating on a 24 hr, 7 day a week basis including Holidays and weekends. Presently ADAPT does not and has not received any subsidies in the operation of their organization, with all costs being paid through their own fund raising and the fare which is charged to the user. The present cost per Kilometre is $ 2.41 while at the same time the recovery is $ 1.43 per Kilometre, leaving a balance of $ .98 to be raised by ADAPT. Adapt asks at this time for your support in the form of a subsidy to help offset this shortfall. This subsidy would allow the Vulnerable residents of Aurora to have more comfort in their lives, especially the many Senior Citizens that are presently unable to do so. 1 -1- Takina the "DIS" out of Disability SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 Mr. Don Gordon of Your Region Transit has stated on occasion that " ADAPT provides a NICHE service which they (YRT) cannot at this time ", also Mr. Bill Fisch has acknowledged the necessity and viability of our service. They both go to say that they cannot subsidize ADAPT as it would be a conflict for them as they now subsidize the York Region Transit system and in reality they would be subsidizing a competitor. We disagree somewhat with their reasoning for the following reasons, The Vulnerable residents of Newmarket need more flexible rules when they need Transportation, for example if their appointment is at 10.00 hrs and it usually takes I hour for the appointment, if the appointment (Doctor) is running late the return trip will be cancelled due to the waiting time constraints. ADAPT has the Vulnerable client call the driver and the driver returns the client when ready. There are several other considerations such as , making an appointment (timing), waiting times etc.. ADAPT is presently making between 4000/6000 trips per year and the volume is continually growing. We would be very pleased to meet with you and make any presentation that you might require. ADAPT is a Registered Charity and as such their records and books are available for your viewing at any time. Awaiting your reply, we remain, Sincerely, �)a`mmes N. Knox A.M. .2. SPECIAL'GENERAL COMMITTEE - JANUARY 21, 20Q@ D P. A °��� T REG. CHARITY 0900522J11 The Association for Differently Abled People Together c/o Newmarket Health Centre, 194 Eagle Street, Newmarket, ON L3Y 1J6 Office (905) 868-9523 Fax (906) 868-9524 INFORMATION ON ADAPT We are incorporated as a NOT FOR PROFIT Charity with the Province of Ontario( 622000 ), REGISTERED CHARITYwith Revenue Canada (# 0900522111), Registered with the Lotteries Commission of Ontario ( # AFC 1898), Registered as a CATEGORY ONE ( PROVINCIAL) CHARITYwith the Alcohol and Gaming Commission of Ontario. Our organization is made up of volunteers dedicated to the attainment of our mandate, which is, TO IMPROVE THE QUALITY OF LIFE FOR THE DIFFERENTLY ABLED PEOPLE OF ONTARIO by, (a) Counselling (b ) Advocacy (c) Social Activities and (d) Transportation Our motto is- Taking the "DIS" out of disability. Our objects are best described as: i . To determine the needs and concerns of the DIFFERENTLY ABLED PEOPLE relative to educational, social, recreational and daily living requirements and to promote relief from such needs and concerns-. -3- Takina the "DIS" out of Disahilitv SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 2. To enlist the co-operation and active assistance of other organizations and individuals to carry out our mandate. To promote within the community an awareness of the needs and concerns of the DIFFERENTLY ABLED PEOPLE within the community. 4. To actively promote the integration of the DIFFERENTLY ABLED PEOPLE within the community. We have a Board of Directors composed of a cross-section of Business and Professional individuals from within the Province. These people plan and monitor the operation of the organization, ensuring compliance with all internal and external requirements. An Administrative Assistant, under the overall direction of the President, performs our office work. Our office is readily accessible and visitors are always welcome. Our transportation system is the most used of all our endeavours and this is where we feel most people ,ran benefit from our efforts. We operate specially equipped vans on a 24-hour, seven days a week basis. An ever-increasing number of people are availing themselves df our service. Our fee schedule is quite competitive, but we consider our service to be far above average. We have transported as many as 59 clients in one day. Of particular not is our operation on CHRISTMAS day when we have made as many as 35 trips, thus allowing these people to have and celebrate this day with their families and friends instead of in the Hospitals or Nursing Homes. We have been making an average of 4,000 to 5,000 trips a year in the last several years. We do not charge for the caregiver that has to travel with their client, and as many trips are of a multiple number we have averaged it out to approximately 7,000 to 9,000 people/trips per year. Many of our trips are for repeat users; this however does not change the numbers. -4- SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 We presently have the endorsement of the Region of York, the councils of Newmarket, Aurora, East Gwillimbury, Georgina, Toronto, Vaughan, York, Markham and Scarborough. We also have the endorsement of the following, C.H.A.T.S., York Support Network, Community Services of York Region, The Aphasia Centre, York Region District Health Council, York Region Catholic Schools, Newmarket and District Association for Community Living, York County and Central Hospitals as well as many other Doctors Dentists and other Schools and groups. We have been appointed as a supplier of Transportation for Veterans who qualify by Veterans Affairs Canada. We are also a supplier of Transportation with the Province of Ontario. We transport their clients, residents and/or students to and from Medical, dental and social appointments as well as work assignments, in most cases we invoice the agencies directly each month. On a higher level we have the endorsement of Mrs. Julia Munro and Mr. Frank Kleese both M.P.P.s.. It -It SPECIAL GENERAL COMMITTEE - JANUARY 21, 294 D P A °� T PEG. CHARITY W0522/11 The Association for Differently Abled People Together c/o Newmarket Health Centre, 194 Eagle Street, Newmarket, ON L3Y 1 J6 Office (905) 868.9623 Fax (905) 868.9524 December 18 th, 2008 Budget Committee Town of Aurora 1 Municipal Drive Aurora, Ontario L4G 6J1 Karen Ewart. Further to my letter of December 1' 2007, 1 am pleased to supply the following information for your consideration in preparing the Budget. ADAPT presently has 278 Residents of Aurora on their data base as clients. 52 of them are registered with the Region of York Transit, however they use our service for many reasons. ADAPT receives NO subsidy or support from any Municipality in or out of York Region at this time. York Region will not support ADAPT as they consider ADAPT to be in direct competition to them. The number of residents in increasing each year as the population grows and also as the dissatisfaction with YRT grows. ADAPT is only allowed to serve " the Differently Abled " residents of Ontario, which includes the Senior Citizens and all " challenged " residents. Taking the "DIS" bat Of Disability 1 SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 We are enclosing Statistics concerning the costs and revenue associated with our last correspondence. As you can see the costs and indeed the revenue as well fluctuate from month to month. The total figures for the 12 months ( 2007 ) are as follows, The costs per and revenue per kilometre. COSt per KM = $ 2.46 vs Revenue per Km = $ 1.57 based on total Kms driven of 101865. Leaving a shortfall of $ 1.09 per Km for the year. We are looking forward to meeting with you and explaining these and any other items that you wish. in erely, 7 aF ies N. Knox .A. -8- 2 SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 ADAPT TRANSPORTATION COSTS JANUARY 1 - DECEMBER 31, 2007 WITH DEPRECIATION Vehicle Expenses 80% expenses (115,673.73 X 80%) TOTAL 113.1523 KM $ 183,544.71 (4,886.04 DEPRECIATION) $ 96,367.94 (3,828.96 DEPRECIATION) $ 2790912.65 COST PER KM $ 2.46 WITHOUT D +`PRECIATION Vehicle Expenses 80% expenses (I15,673.73 X 80%) 113.523 KM TOTAL $178,658.67 $ 922538,98 $271,197.65 COST PER KM $ 2.38 .9- SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER_ NOVEMBER DECEMBER ADAPT REVENUE PER KM JANUARY 1- DECEMBER 31, 2007 1.26 1.21 1.17 1.21 1.49 1.37 1.67 1.76 1.63 1.94 2.02 2.12 AVERAGE REVENUE PER KILOMETER JANUARY 2007 -- DECEMBER 2007 $1.57 -10- SPECIAL GENERAI.�Cd�E - JANUARY 21, 2008 AGEtOO STEM # „ IA.UR,ORA. �_.__ _—r-.-.•- MEMORANDUM Name of Division Financial Services Date: January 21, 2007 To: Mayor and Members of Council, Senior Management Team From: L. John Gutteridge, Director of Finance/Treasurer Re: January 8'h Budget Questions With this memo I will try and respond to as many of your questions as I can, some of your questions may require a separate memo on their own. 1. Review 22 Church St (07230) and Arts & Cultural (07409) budgets to ensure gapping has been applied that matches current construction timelines. After reviewing both departments, several reductions have been recommended by Leisure Services and have been included in the reductions that I will be reviewing with Council during tonight's meeting. 2. Review all new positions for potential gapping in 2008. Senior Management has reviewed all of the new positions being requested for 2008 and I will be reviewing them during tonight's meeting. 3. Review Jack Woods (0250) budget to ensure it is appropriate. Leisure Services has review this budget and proposed reductions will be included in the reductions that I will be reviewing with Council during tonight's meeting. 4. Please confirm that we recover all utility costs for McMahon Tennis (07255), Yes, Leisure Services has confirmed that the Town of Aurora does recover all utility costs for McMahon Tennis. 5. Provide which revenue accounts are included under which heading for Stronach Aurora Recreation Complex, Leisure Complex and Aurora Community Centre. (Attachment 1) 6. Provide a breakdown of the Community Arboretum Capital Project expenditures for2007: :• Signage & Hardware $ 4,324.68 :• Excavation Rentals $ 1,570.92 :• Compost $ 5,000.00 :• Topsoil Haulage $ 593.60 :• Storage Building $ 37,511.81 Total for 2007 $ 49,001.01 7. Justifications for all new positions requested through the 2008 budget process, excluding those associated with the Aurora Heritage Centre, have been included (Attachment 2). Please note that justification for the new positions related to the Aurora. Heritage Centre will be provided once the Strategic and Business Plan for the ere has been completed. L. 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U R O � o p N Z O U N ry .e c w 0 0 0 0 00 O N m m 0 0 0^ O O O O O b O O O O o 0 o O N� N o 0 o 0 0 0 o o O 0 0 0 0 00 0 0 0 0 0 0 O O I a l O O O O 0 0 O O 0 0 0 0 0 0, iQ', O O O O 00 0 0 0 0 00 to QUEN m m m Z w t Z O m O O ~ ~ � w J Z N Q H � � W Q U) W a� w w Z F Z Z Z Z Z, N y a m a m m W w W 0 7mcl(o 0) N c' a " pK VU E S N lL F d M a N 0 0 V O O N � o D F v of m n o N C F w P to C C F N C N t+1 M (h 0 U f Q lU C C O x@x b-- O N O O O O L X W O m O N TC N c -..i-: N N N X W (o J 2 U a' W F C '.N J lL LL Sc O `2 ,- J -26- SPECIAL Q IR0"E - JANUARY 21, 2008 yowr& ls& good, CmsPaHy Al 1AUHNIM-41 L Q f MEMORANDUM Office of the Chief Administrative Officer Administration Date: January 18, 2008 To: Karen Ewart and Laura Sheardown From: John S. Rogers, Chief Administrative Officer Re: Justification for Administrative Assistant to the Economic Development Officer With the expanding role of the Economic Development office we need a full time Administrative Assistant to keep information up to date such as the business directory, vacant land inventory, and available commercial space inventory in addition to the normal administrative functions of the Economic Development office. Regards, John S. Rogers Chief Administrative Officer 27 - SPECIAL GENE ,R,ECJ"s*J1tMTTEE - JANUARY 21i 2008 AU�oizA ATTACHMENT 2 b) yowm uo good coffTw sy MEMORANDUM Communications & Marketing Administration Date: January 17, 2008 To: John Rogers, CAO From: Kristen Yemm, Communications & Marketing Coordinator Re: Justification for 2008 Staff Requests The 2008 Communications & Marketing Division's Business Plan includes an increase in staff compliment of 1.0 full time staff and 0.33 temporary staff. 9 New FT Senior Communications Specialist: Reason for Request: The number of programs and events requiring communications and marketing support is increasing as the Town of Aurora grows. Also growing, is the demand for on-line services and continued web development and the need for increased media and public relations support for the Mayor and Council. In order to meet current and future service demands and to effectively execute awareness and educations programs, the Communications Division requires permanent support beyond our current staff compliment. Importance of Position: This position is necessary in order for the Division to meet the current media, public relations, external and internal corporate communications and website demands. Without this position, the Communications Division will continue to operate in a reactive fashion in relation to media and public relations and will not be able to implement many of the initiatives outlined in the 2008 Business Plan. The Communications Division is requesting the additional full time position of Senior Communications Specialist in order to increase the current 21 hours of communications support to 35 hours per week. Approval of this position will also allow the current Communications Specialist position to focus only on website development and content management as well as on -going intranet.development and support. The Senior Communications Specialist will be responsible for • Coordinating media relations including, drafting and editing all corporate press releases, media advisories, photo opportunities, coordinating media events and coverage and assisting the Mayor's office with external communications. • Coordinating special communications projects such as the Town's annual Emergency Preparedness Education Plan and the development of resident e-newsletters • Overseeing the Staff Communications Committee (formerly the Editorial Committee) • Assisting with ongoing promotion of public works programs, i.e. ongoing green bin education, water conservation education • Continued development of Staff Newsletter and coordination of semi-annual all -staff meetings/info sessions • Providing editing functions for Economic Development and other departments - 29 . SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 • Providing back-up for website and intranet content management 1 Temporary Senior Student (Intern) Reason for Request: To support communications staff with the increasing demands on the division and to provide on- the-job training and experience to students in post -graduate Public Relations/Communications programs. Importance of Position: This position is necessary in order for the Division to meet the increasing media, public relations, external and internal corporate communications and website demands. The Senior Student will be responsible for; • Assisting with coordination of special projects i.e. Emergency Preparedness Contest, staff info sessions, green bin promotion/education, coordination of Recycling and Waste Collection Calendar and media relations for the corporation and Mayor's Office, photographing special events/functions and other duties that are aligned with communications and marketing • Performing daily administrative functions such as maintaining media contact list, postings on Bulletin Boards, assisting with the coordination of information for the Town Notice Board, taking meeting minutes, filing etc. Kristen Yemm, Communications and Marketing Coordinator Ext. 4228 -30- SPECIAL GEN ITTEE - JANUARY 21, 2008 AURORA ATTACHMENT 20 yowve iw e660d cpwp4iry MEMORANDUM I Building Administration Date: January 21, 2008 To: John Rogers, Chief Administrative Officer From: Techa van Leeuwen, Director of Building Administration Re: Building Clerk Bill 124- an act to improve public safety and increase efficiency in building code enforcement took full effect on January 1, 2006. Bill 124 amended the building code in many significant areas including establishing timeframes for the review of building permit applications. The timeframe for the review of a new single, semi or rowhouse dwelling unit is 10 business days. Bill 124 also increased the technical application submission requirements. Since Bill 124 more time, knowledge and effort is required at the front counter to ensure applications meet the legislation. Staff have had to adjust to meet the demands of the legislation. Increased time is spent reviewing applications, Front counter staff have been trained to review residential plans for Zoning and adjustments and refinements of job responsibilities were made to meet review timeframes especially on new houses. The filing, record keeping and general office work was falling behind and in order to keep up with the clerical work a person was hired on contract in February 2007. The contract was funded through gapping of other vacancies. On April 4, 2007 Todd MacDonald of Performance Concepts Ltd presented to Council the recommendations of the Building Admin Operational Review - Bill 124 preparedness. The report was received by Council and the recommendations approved. One of the items identified in the report was the need to review and revise job descriptions to reflect the actual day to day activities of staff. Job descriptions have been revised and evaluated by the Job Evaluation Committee. The full time positions that have been gapping the contract position will be filled in the near future. We are currently in the recruitment stage. It has become apparent that a full time permanent Building Clerk is required to provide support to the zoning examiners, building inspectors and the department. Without this full time position the clerical support required to process permits, manage records, track inspections, answer general enquiries and provide customer service will not be available leaving the department at risk of being unable to meet the legislation while providing customer service. Techa van Leeuwen, Director of Building Administration Ext. 4748 -31. SPECIALAii@ iX7C70MMoiga' TkYNUARY 21, 2008 AurtA Aurora, ON L4GfiJ1 1� Phone: 905-727-3123 ext. 4124 ,yoterelrvyoodCouywit wwPfd�e-aurora.ca MEMORANDUM DATE: January 17, 2008 TO: John Rogers, CAO Cc: Bob Panizza, Director of Corporate Services FROM: Karen Bates -Denney, IT Manager RE: Help Desk/Telecom Support Position Town of Aurora IT Services ATTACHMENT 2 01) This memo is further to your request for information regarding the conversion of the Help Desk/Telecom Support Position from part-time to full-time. It is important to note the reason this position was required on a part-time basis, was to handle the increasing volume of help desk support calls and to provide an acceptable level of service for responding to the requests of the business units (departmental) needs. The attached statistics' from Track -IT, our help desk work order software tool, demonstrate over the past 6 months as an example that IT is continuing to experience increasing support call volumes. The part-time position, which started in September 2007, has assisted by providing an extra front line support person and improving the response timesZ for help when the resource was in the office. In addition this resource has been utilized for much needed assistance from an administrative perspective within the division. Most importantly, by converting this position to full-time, IT will consistently have another resource, to troubleshoot and. assist on a daily basis. This will directly improve support response times and overall business unit (departmental) satisfaction, as well as ongoing documentation as required by the auditors. It would be in my opinion a step in the wrong direction for the Corporation to change the plan and not convert this position to full-time at this stage, seeing as we continue to have more and more demands being placed on IT resources as we continue to embrace technological change. Sincerely, c�fs� ' It is worth noting that the statistics for December 2007 are lower, as our Town Hall office is closed for the holiday vacation period (not a complete month from a reporting perspective). As well many staff are away prior to the holiday closure, thereby reducing the overall support calls received from staff. For January 2008 calls, this report is only up to and including January 17t', again not for a complete month cycle. 2 The second statistical chart shows the total overall hours to complete support requests. Since September 2007, when our part-time resource started, the total hours taken to respond to support requests has dropped — demonstrating the improvement of response times. Looking at both charts combined, IT is experiencing more support requests and are completing those requests quicker. -33- Printed on 18Jan-08 SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 Total Work Orders Opened by Month Dates displayed in Eastern Standard Time From 7/1/2007 To 1/17/2008 1/17/2008 3:25:51PM 240 w 200 m z O Ad 160 'S y- 120 d n E z 80 40 0 ��'l O�1 O01 O01 q�1 O01 Q�W Month Powered by Track-Itl -34- Page 1 of 1 SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 Average Time to Complete Work Orders by Month Dates In Standard char TV ime From 7/1/2007 1/17/2008 4:36:23PM To 1/17/2008 450 400 350 N .300 O 2 ? 250 200 197. 150 100 50 0 Month 063 1 p1 01 01 p� 01 04� A\r41,O \rl'o �Q\ryO ^\�O ^�ryo ^\�o Powered by Track -It! -35- Pape 1 of 1 SPECIA� COMMITTEE - JANUARY 21, 2008 Auxit,oxA ATTACHMENT 2 e) your&! r good camas y MEMORANDUM Date: December 21, 2007 To: J. Rogers, C.A.O. Director of Public Works Public Works Department From: D. Atkins, Acting Director of Public Works Re: New Staff Requests for Public Works Department for 2008 The Public Works Department 2008 Business Plan includes 3.9 new staff for 2008. This total includes the addition of 5 FT staff and a decrease of 1.1 PT staff. Please find below information regarding the positions in question. 1) One new FT Serviceperson (Roads) Reason for Request: With increasing amounts of infrastructure to be maintained, and the aging of our current infrastructure, there is a need to increase staff so as to be able to maintain service levels. The growth is straining the ability of the Roads/Traffic section of the Operations Division to adequately carry out its mandated work, both in the winter and non -winter seasons. For the 2008f2009 winter season, we will need to increase our snowplough routes from to 9, in order to be able to continue to meet our mandated service levels. Staff will be proposing that the new route be a Town route, not one that is maintained by our contractor. This is not a new position, in that it was included in the 2007 Business Plan as a staff addition for 2008, and the costs for the position were included in our Budget Outlook projections for 2008. Importance of Position: Extremely important. This position is needed for 2008. Budget Implications: Salary/benefits for this position, being on the Roads side of the Operations Division, will be allocated approximately 70% or $44,000 to levy - supported accounts and 30% or $19,000 to non -levy accounts. 2) One new FT Environmental Engineer Reason for Request: To provide a second position in the new "Environmental Initiatives" section of the Public Works Department. There are many action items in the Town's Strategic Plan related to environmental issues, and having two staff members in this section, preferably with each having Wrm auil SPECIAL GENENnTTEE - JANUARY 21, 2008 Au�oRA yowm 4W good coap"a ' training in different areas, will allow for staff to better deal with the environment — related goals and action steps set out in the Plan. This is not a new position, in that it was included in the 2007 Business Plan as a staff addition for 2008. Importance of Position: This is an important position in the medium to long term, but it is suggested that the creation of the position could be deferred to 2009. Budget Implications: No levy implications. The salary/benefits of $83,000 for this position have been allocated to the Engineering Services accounts, until a job description is created and a better appreciation of what this staff member will be working on can be made. 3) One new FT Operations Technician Reason for Request: There is currently one Operations Technician in the Operations Services division. That staff member is overwhelmed with the amount of work that needs to be done, resulting in delays and/or deferrals of planned projects. He can also only carry out limited contract supervision/administration for some projects that are carried out. The second Operations Technician will allow the Operations Services division to be more proactive in planning and administering work, allow for increased supervision of contractors doing work for the Town, and result in more planned and unplanned work being carried out. This is not a now position, in that it was included in the 2007 Business Plan as a staff addition for 2008, and the costs for the position were included in our Budget Outlook projections for 2008. Importance of Position: Extremely Important. This position is needed for 2008. Budget Implications: This position will be funded approximately 35% or $25,000 from levy accounts and 65% or $47,000 from non -levy accounts. 4) One new PT Crossing Guard Reason for Request: To provide funding for a new Crossing Guard that might be required in 2008. This is not a new position, Two new Guards were included in the 2007 Business Plan as staff additions for 2008. Importance of Position: Low. At this time, staff do not foresee -that anew Guard will be required in the Town in 2008. This position can be deleted. -38- SPECIAL GENETTEE - JANUARY 21, 2008 Au�oR.A. yowr& esb grand cowtvv y Budget Implications: Levy cost savings from deleting this proposed position are approximately $7,000. 5) Conversion of current 0.6 PT Mechanic to 1.0 FT Mechanic Reason for Request: With increases in the size of the Town's Fleet being maintained by the Fleet Services section, and to increase our capabilities for preventative maintenance, it is proposed that the third mechanics' position be increased from a 0.6 (7 month) PT position to a 1.0 FT position. This is not a new position, in that the conversion of the third mechanic from a 0.6 PT to a 1.0 PT position was part of the 2007 Business Plan as a proposed change for 2008. We now believe that this position should be changed to a 1.0 FT position. Importance of Position: Important. Should Council desire, they could decide to increase this position to a 1.0 PT position,, and defer the change to a 1.0 FT position to 2009. Budget Implications: The funding for the changes in this position is approximately $20,500 from levy accounts., both in PW and Parks, and $12,000 from non -levy accounts. 6) Conversion of current 1.0 PT Fleetlinfrastructure Clerk to 1.0 FT Fleettinfrastructure Clerk Reason for Request: This position is needed on a continuing basis, to provide support for various initiatives being undertaken in the Operations Services division. Having continuity in this type of position is important to allow for maximum efficiencies, and converting this position from a contract to a FT position will make it easier for the Department to attract, and keep, good staff in the position. Importance of Position: Important, however Council could defer the conversion of this position from the current PT contract status to FT status to 2009 if they so desire. Budget Implications: The extra costs to convert this position from PT to FT status are approximately $9,000, split between $4,500 from levy accounts and $4,500 from non -levy accounts. Mr. Horvath and I would be pleased to further discuss these staffing requests with you at your convenience, should you so -desire. D. Atkins Acting Director of Public Works cc: Peter Horvath, Manager of Operations Services -39- SPECIAL GENE=�I ITTEE - 4ANUARY 21, 2008 Aux.oR.A. ATTACHMENT 2-F) yo�-,�4w good cowpasny MEMORANDUM Leisure Services Date: January 21, 2008 To: John Rogers, Chief Administrative Officer From: Al Downey, Director of Leisure Services Re: New Staff Complement for 2008 In 2005, the Leisure Services Department updated and submitted a revised full time staff complement effective January 1, 2006 for Council's review and subsequent approval. Within this revised complement it was proposed to add three (3) new program positions. These included one (1) additional Aquatics Programmer and two (2) full time Deck Supervisors in an effort to effectively supervise the new pool facility that would be opening at the Aurora Recreation Complex. At that time, our existing full time aquatics staff complement consisted of one (1) Aquatics Supervisor and one (1) Aquatics Programmer, both located at the existing Aurora Family Leisure Complex. In early 2006, our existing Aquatics Programmer resigned to accept a position in a neighbouring municipality. In April 2006, recruitment was conducted to fill the two (2) Aquatics Programmer positions. We were successful in filling one of the vacancies. The Deck Supervisor positions were put "on hold" temporarily while an operational assessment was conducted between the two facilities. It was determined that the department would proceed with the recruitment of the two (2) Deck Supervisors at the end of 2007, beginning of 2008, after the new facility had been completely operational for a one year period. It was also determined that the existing staff complement of the Aquatics Supervisor and the Aquatics Programmer, combined with the two (2) new Deck Supervisor positions would be adequate staff to operate the two recreational pool facilities and that the vacant position of the other Aquatics Programmer could better be served in another capacity within the Department. DECK SUPERVISORS (2) With the addition of these two hew positions, our full time aquatics staff complement would be: * 1 Aquatics Supervisor to oversee the entire aquatics division— located at the Aurora Recreation Complex * 1 Aquatics Programmer to assist the Supervisor with the entire aquatics division -- located at the Aurora Family Leisure Complex * 1 Deck Supervisor to supervise the pool deck and day to day operations — located at the Aurora Recreation Complex 41- SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 * 1 Deck Supervisor to supervise the pool deck and day to day operations — located at the Aurora Family Leisure Complex This staff structure will allow for one division supervisor/programmer and one on -deck staff person at each facility. The department currently operates with a Supervisor/Programmer at each facility and part time deck supervisors who work on the pool deck during our public swim times. Most of these part time staff, however, are students and are only available during evening and weekend shifts. That leaves the department with a gap in staffing during our daytime operational hours. We continuously try to recruit part time adult daytime staff to cover these shifts and this effort has been met with minimal success and is a common problem in all surrounding municipalities. Our Aquatics division has tried many different avenues to recruit for these shifts, including offering an adult' daytime leadership program on two separate occasions to certify potential new staff and bring their qualifications up to standard to meet the criteria for the deck supervisor position. Both programs resulted in zero registrations. The department is not in a position to turn away any opportunity to generate revenue due to a shortage of part time daytime staff, therefore we are currently relying on our existing full time staff (Aquatics Supervisor and Aquatics Programmer) to lifeguard or instruct during these hours. As a result; administrative work, including programming, marketing the facility, etc. is not being maximized at this time. It is felt that by converting the part-time position to full time, we would be in a better position to recruit some permanent, dedicated individuals whose main function is to ensure our daily guarding and instructing needs are being met, while allowing the Supervisor and the Programmer to focus entirely on their respective administrative job duties. COMMUNITY PROGRAMMER (previously Aquatics Programmer) (1) After a one year operational review, staff determined that the existing staff complement of the Aquatics Supervisor and the Aquatics Programmer, combined with the two (2) new Deck Supervisor positions would be adequate staff to operate the two recreational pool facilities and that the vacant position of Aquatics Programmer could better be served in another capacity within the Department. In the summer of 2007, the department made a decision to convert the existing Aquatics Programmer position to a Community Programmer position to address this rapidly growing facet of the department (over 300% in the last 5 years) and to implement an effective succession plan currently missing in this area. This position's focus would be on the planning, implementation, supervision and evaluation of all camp program opportunities (Summer Camp, March Break Camp, Winterfest Camp, Extended Care), integration/special needs services, P.A. Day programs, community birthday party programs, and to provide assistance to the existing Community. Programs Co-ordinator, Youth Co-ordinator and/or Special Events Co-ordinator when required. Currently, our special needs/integration area is being administered by each division separately. By having one position focus on this area specifically, we will ensure that we are able to offer a better quality of service and many more opportunities to these residents and their families. It is also important to note that the program division currently has a succession plan in place for all positions except Community Programs -42- SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 and Youth Initiatives. This Community Programmer position would fill any staffing gaps if either of those two positions should ever become temporarily vacant. OPTIONS 1. Council may choose to defer these positions to another budget year. 2. Council may choose to endorse one (1) or two (2) positions only. 3. Council may choose to eliminate all positions. The conversion of the Aquatics Programmer to a Community Programmer does not impact the department operating budget as this is simply a position title change. All salaries have been forecast since 2006 and are still included in the operating budget. Delaying the recruitment of this position until later in the year, will result in some cost savings in this area for 2008. Increased aquatics revenue projections in 2008 will absorb the majority of the salary expenses for the two new full time Deck Supervisor positions. Delaying the recruitment for these positions until later in the year will result in additional cost savings in these accounts in 2008. Staff recommend that Council endorse the three (3) "new" positions being proposed in the 2008 Leisure Services operating budget and that recruitment for all positions be delayed until July 2008. Elimination of all or some of the positions will not only result in gaps in staffing within the department, but will also impact on future service delivery to the community. 43 - SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 .-m. AGEMA 9TP; c� L January 16, 2008 To: Mayor Morris and Members of Council The following background information is submitted for your consideration as part of the 2008 budget deliberations. HILLARY HOUSE, The Koffler Museum of Medicine Owned and Operated by the Aurora Historical Society Hillary House is Aurora's only National Historic Site - one of Canada's outstanding exam les of Gothic Revival domestic architecture and home to four doctors who conducted their medical practices from the house. The Hillary House property, located on Yonge Street in Aurora, includes Hillary House, the entire collection of the Hillary family's records, diaries and letters, books and periodicals, furnishings, clothing, textiles, household goods and possessions, a barn, gardens and just under 2 acres of land. Built in 1862 by Dean Walter Geikie, a founder of Trinity College Medical School, Hillary House was later sold to Dr. Strange and in 1878 passed into the possession of the Hillary family. It was purchased by the Aurora Historical Society in 1981 and is currently operated as an historic museum, medical museum and archives. Hillary House is also home to the Koffler Museum of Medicine, a nationally significant collection that represents the history of the practice of medicine in Ontario by members of the families who occupied the house. The Koffler Museum of Medicine collection includes the medical records and accounts, textbooks, manuscripts, medical instruments and equipment, examining room and office furnishings, containers and storage fixtures and facilities for medications, used by the doctors who practised from the house. Recently, with assistance from Provincial and Federal sources AHS has been able to hire students to inventory and catalogue this valuable collection. It has received national attention from historians and researchers. Statement of Purpose: The purpose of Hillary House and the Koffler Museum of Medicine is twofold: I . To preserve, study and interpret this National Historic Site and its collections 2. To operate a museum of medical practice and domestic life based on a related collection of medical instruments, books, papers, household furnishings, personal possessions, and equipment dating from the early nineteenth to the late twentieth century. Hours of Operation Hillary House is open to the public for guided tours or research as follows June 1 — September 30: Monday to Friday 9 a.m. to 4:30 p.m. Weekends by appointment October 1— May 30: by appointment Aurora Historical Society, Letter to Council January 16, 2008 Page 1 of 2 -45- SPECIAL GENERAL COMMITTEE - JANUARY 21, 2008 Operating an historic house museum is costly. Dependable sources of funding are necessary in order to maintain the standards required of a National Historic Site and those which qualify us for the Community Museums Operating Grant. Currently the only government funding for Hillary House is the annual Ontario Ministry of Culture CMOG grant of approximately $8,000. The remaining amount must be raised through fundraising efforts, donations and special events and while moneys raised may cover day to day operations they do not extend to a full-time curator's salary (a requirement of the CMOG grant). A £ull-time curator dedicated to increasing the role of Hillary House in the community, planning relevant programming and investigating and applying for grants and funding from a variety of sources, is essential for its continued success. Hillary House has in the past, relied on part-time staff funded with the interest from AHS investments. (These investments have now been expended, chiefly on 22 Church Street.) With continued Town assistance, AHS will be able to hire a full time Curator who will be able to raise the profile of Hillary House locally and nationally and design a business plan which will increase its self sufficiency. 2008 will be a transition year for the Aurora Historical Society. We will be refocusing on Hillary House and platming its future direction. AHS will be applying to the Trillium Foundation for a business, operational and sustainability plan — 2008 will be a planning year with .long range plans and goals set out for future operations. During the past year, the Historical Society has been encouraged by the show of support that this Council has given to cultural needs. Council's endorsement of the Heritage Centre project, the creation of the Arts and Culture Committee and the call for a Culture Plan all demonstrate this Council's commitment to arts, heritage and culture. We respectfully request that Council consider a continuation of the $50,000. grant to the Historical Society to assist with our work in the community including the continued operation of Hillary House, the Koffler Museum of Medicine. AHS will fully disclose all audited statements and budget material necessary to support our request. Respectfully submitted, Helen Roberts President, Aurora Historical Society Aurora Historical Society, Letter to Council January 16, 2008 Page 2 of 2 -46- ADDITIONAL ITEMS TABLED FOR SPECIAL GENERAL COMMITTEE MEETING Monday, January 21, 2008 ➢ ADDDED ITEM 1 Operating Budget - 2008 - Draft 2 Council & Council Administration (Pages 2 and 3) ➢ ADDDED ITEM 2 Operating Budget - 2008 - Draft 2 Council Programs (Page 7) ➢ Discussion Item Farmer's Market - Summer Student Included in Yonge Street Committee Budget (Page 17) ADDED ITEM - 1 co Co O N 7. 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Z m 0 0 W � W 0 0 0= 0> n=(nUU��i W?QdQU m sn W (cu -0 O O M M O O M O N O O S� (9 O O O N N N M M M It CY O O LL F- CD C) C) C)O O O O C) C)O O O C L? n 0 O ~o w0` d' 7 Ca O C)X N C) ww� S rn 0 O 0 N Y 7 O O O O O N y 7 0 M .Y O O O O N s 3 0 co t CD C N ❑ _ m o y d N E O Y y � W N O. X W O F O m O O an y N CcN 7 (n Y _ a 0 c O ca i o G C N a] IA E a oyN m i C ° o E 16 N m 0 c y y O O 00 0 O O O 0 O O O 0 O O O O O 0 0 0' O O O 0 O O O O O O 0 U 0 L] L] Ln] o L] L] O O O O O O O O O O O O O O 0 0 0 O O O O O O O O O O O 0 0 0 0 0 0 -o 0 0 0 0 0 0 ;o O O O O O O O 0 0 0 O O O O O O 0 0 0 A 04 rl J_ y U o Z N Z) O c: Co Uc :> LL 0 0 m m o 06 ; W m y U7 y Vl J Of W Ir �. c o > c a)z ��O w d a) 06 a) N N U o y O C7 i N °� �$ — O r .° O y Q O y y U r M L .0 f6 i (6 C m G7 U C N N O y 7 co Q 0 7 N �'-::i E LL O2H:1UU m Z COUNCIL ADMINISTRATION 01150 Salaries and Benefits 4-2000 All of Council and Mayor's Executive Assistant and Councillors Administrative Assistant, with projected increase for 2008. Office Supplies 4-4000 General Office Supplies for Mayor and Councillors Presentations 4-4001 This is for presentation such as 50"' wedding, flowers for memorials, get well, etc. Receptions 4-4002 For Lunches and meals for Mayor and Guests when necessary. Subscriptions/Publications 4-4004 Municipal World, Newspaper and other Subscriptions required by Mayor and Council Office Equipment 4-4006 Fax Machine and Printer for Mayor's Office, Printer for Council Admin Assistant Special Functions 4-5000 $3,000. for Mayor and $450. per each Councillor as provided for by by-law. Specifically for Council to attend special functions on behalf of the Town Conferences 4-5001 For attendance of Council at Conferences to a maximum of $3,000. per year per member of Council Courses and Seminars 4-5026 For attendance of Council Staff for Courses and Seminars Memberships 4-5028 AMO $7,000, GTAH $500, Greater Toronto Mayors $250, Chamber of Commerce $1,500 Mileage 4-5029 $600 per month for Mayor and $1,500 per annum for Councillors as per By-law and $2,000. for miscellaneous mileage for staff or special travel. Equipment Repairs 4-5033 Just a general allowance for equipment repairs Insurance Fees 4-5039 Municipal Councillors Coverage —2— Advertising 4-5042 Advertising on behalf of Council such as Mayors Messages in publications, promotion of special functions such as Cancer fund raiser, etc. (would suggest Council might want to establish a policy in this regard) Photocopier Charges 4-5045 Cost for Mayor and Councillors copying Civic Responsibilities 4-5091 New account for Civic Receptions should they be required, such as Aurora Tigers Canadian Championship $5,000., Town Pins $2,500, Town Gifts $2,000. —3— ADDED ITEM - 2 co O O N c0 i ca C i C d a) 'v C U N cc L Q O C L N Q ' O d tm o� r tm ^L ^W^ CL O f�4 ¢ r O v �a a 0 pJ R d o U c = 0 = m c a> 0 N W � m 00 O C C C O 'y N Z i 7 co V N O w U O 'Q Q N R U E o c°7i N W L C W ao L Y N 3 O 0 co ::ft L o w N R C co ti rn o c N O i Z O U 47 WCD 6 N O " f4 N N m 7 'a Q O O O O O O O O O O O Cl) M O O O O O O O O O O 0 0 0 0 0 00 O O O O co C0 O O o 00 0 0 0 O O O O O co w O L-3 0 o O O O O O O O o O O O o 0 0 0 00 c o OLX) LLo O O co O O O O O O O O o O O O o O O O O O o 0 0 O o O O o O o 0 O O O O O O O CO O LO LC m czm O O O O O v O O 00 A O r t•Z•Z•Z•7 cG U L c O 0 U) 06 O 6 O F T 0 N cf 6 W d a c - J N J O U c U x Z O Z W N :D U U) U) m > F O 0 Q F Q O F K Q K 0 0 0 ly a) J CCCD 0~ OO m � 3 a Q a Z� U N L O J F W J W Q F YO C.. 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I N r- L 1 00 ca CD L Q O N 1 Q1 .Fa y- O � C � O m L Q ALJ NC C Q L V N m rn Q 0 A O L p N R m 0 H I.- a +� o Q d N 0 i 7 N u a momor-M-101.1 0 0 0 O O O O O 0 0 0 O coo 0 O o O O O O O O O O O O 0 o 00 co co W (O O -- r n h to to O O M r O O O O O O O O O O O O (7 o 00 (D 01) 0 to (O O O M r r r O O o O O O O O :O- O O 0 0 0 0 0 0 a O o OO co OD '.00 r '01 to Lo O M O OO OO O O CD O CD CD CD CD CO I I I I I (O (O OI OIO N N o N O C O m inO C7 0 0 C7 0 O m O O co I,- O co 0 0 v o o O 0 N (O O M N LO 0 o o 0 o o OOD ,- O co to CA r O O N O O O 'd I I O 00 O O Ilcm o l O O O czm ® MONEW•z1w•1 III (j) U) III U) U) < , o o U 06 °� d � d c J N J N J U z c O U Z x W to > U F U Z m `m n�O (nZ zO o w z U o Q Q U H T< 0~ O Q O CO 0QD ro N U}�Zr m H N a)W' ~ O O (6 _. d Q m O- 0.. Z �z U +' N N J Z O W J=❑ W Q U O �O � V) c U. a.LUw - n5 N U OZ m d E y C N n L% O) (nv)0- N� Z C C000 D w y W. O) Urn �m0 o6-aU O UOr N dA'S O) N N co O O O 0 w 0. O (6 N o� o O C N '5 C X (6 O OS 0 0 a)x 0 U C (n W(oJ 2U Ofw J ww� Ii N R5 L 1 1 00 CD O N � e 1 Q � O CY) MM� Q W cn c ^L W Q v) a E LV m N N W m �- O N L o. m i p0 N la 0 c d O = r = O O N O O 0 C O O N —Y 0 O Y O O O N O Y O O O 0 O O 0 0 0 0 0 0 0. C t r e S 0 0 0 0 0 0 O a a r tO=-=.: a W 0 L.m I m C> m C C O O O O O O O O O O CD co N ❑ m N V N O O O O O O O O O O CD L Nco 3 Y_ Y W w N C x w N as CD O 000000 0 O _00 O O a) NCU d O C) LL } O F- t- U) N 0 0 0 0 0 0 0 0 0 O CD a) CD O r� N— Q. R d Y U O Q 11 v O O 0 000000 0 O a) C) N O = CL m00 C Q C() O QCa 3 m C O a J y _ o cm D LL N U Q 2 U Z O O (D N m a) °6 > of J U O U O CO O W = O 0 N M 0 m H N a) ll a)C N iZ 3 O — X a) L, N S rn i O m g g O d O :3 ++ 3 m. a).. ��H:jCDU N Z COUNCIL PROGRAMS 01160 Community Grants 4-7000 Seniors Tax Rebate program $25,000 (New program) Info Aurora $25,000 and other Community Grants $6,000 Museum Grant 4-7001 Grant to Aurora Historical Society Education Grants 4-7002 Burseries —7—