AGENDA - Special General Committee - 20080331SPECIAL GENERAL COMMITTEE
AGENDA
N0. 0846
MONDAY, MARCN 31, 2008
7:00 I'M
COUNCIL CHAMBERS
AURORA TOWN NALL
PUBLIC RELEASE
28/03/08
Autos A
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE
BUDGET MEETING
AGENDA
NO. 08-16
Monday March 31, 2008
Council Chambers
7:00 p.m.
Mayor Morris in the Chair
I DECLARATIONS OF PECUNIARY INTEREST
11 APPROVAL OF AGENDA
RECOMMENDED:
THAT the content of the agenda as circulated by the Corporate Services
Department be approved as presented.
/if DELEGATIONS
None
IV CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
V ADJOURNMENT
Special General Committee Budget Meeting No. 08-16 Page 2 of 3
Monday, March 31, 2008
AGENDA ITEM
1. Memorandum from the Financial Analyst/Budget Co-ordinator pg. 1
Re: Aurora Heritage Centre — Cultural Spaces Federal Grant Program
RECOMMENDED:
THAT Council confirm which HVAC system is to be included in the Aurora
Heritage Centre renovations; and
THAT Council approve funding of $82,890 from the church Street School
Reserve to be applied to the Aurora Heritage Centre renovations (capital
project #72059); and
THAT Council approve the additional funding requirements as identified in
the financial summary chart, including any changes made to the chart
during this meeting; and
THAT the required funding be taken from the Municipal Capital Reserve
until such time that Council can give notice and hold a vote to take the
funding from the Council Discretionary Reserve.
2. LS08-016 — Aurora Heritage Centre pg. 9
RECOMMENDED:
THAT Council provide direction to staff on what additional components of
the Aurora Heritage. Centre Project they would like undertaken at this time;
and
THAT any additional funds required to complete the additional projects be
taken from the Council Discretionary Reserve Fund; and
THAT staff take appropriate action to advertise the use of the Council
Discretionary Reserve Fund as per the policy established by Council.
3. Canada Day Parade — 2006 Expense Breakdown and Proposed pg. 89
2008 Budget
RECOMMENDED:
THAT the proposed 2008 Budget for the Canada Day Parade be
approved.
Special General Committee Budget Meeting No. 08-16 Page 3 of 3
Monday, March 31, 2008
4. Memorandum from the Director of Finance/Treasurer pg. 95
Re: Library Board
RECOMMENDED:
THAT.the memo regarding the Library Board be received for information.
5. Memorandum from the Chief Administrative Officer pg. 97
Re: Calendar of Staff Initiative Events — 2007 and
Preliminary Calendar - 2008
RECOMMENDED:
THAT the Calendar of Staff Initiative Events — 2007 and Preliminary
Calendar — 2008 be received for information.
6. Memorandum from the Chief Administrative Officer pg. 101
Re: Staff Justifications — Economic Development Division
RECOMMENDED:
THAT Memorandum from the Chief Administrative Officer entitled Staff
Justifications — Economic Development Division be received for
information
AUK
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MEMORANDUM
Date: March 27, 2008
To: Mayor and Members of Council
Name of Division
Financial Services
From: Laura Sheardown, Financial Analyst/ Budget Co-ordinator
Re: Aurora Heritage Centre — Cultural Spaces Federal Grant Program
On Monday, March 24t", Council approved the signing of the funding agreement for the
Cultural Spaces Federal Grant program, with some requested changes to the funding
breakdown schedule. The changes have now been accepted by the Department of
Canadian Heritage and the signed agreement has been submitted.
Changes to the Cultural Spaces Federal Grant program Agreement
For your information, I have attached a copy of the agreement pages that were changed
(Attachment 1) and will provide a brief explanation of the changes:
- Page 3of16
-'purchase and installation of fire and safety alarms' was removed from
the "Description of the Recipient's Project Activities".
- the paragraph above"Specific Conditions related to the Cultural Spaces
Program" has been tweaked to reflect an emphasis on cultural activities
more -so than partnerships and corporate sponsors.
Page 4 and 5 of 16
- Annex A — Project Revenues and Expenses reflect the latest revised
budget and cash flow reporting.
Page 6 of 16
- Annex B — 1.2 — the Department of Canadian Heritage will reimburse the
Town of Aurora $170,210 in 07/08 and $579,790 in 08/09 (Please note
that these are federal fiscal years and we anticipate all of the funding to be
received during our fiscal year 2008.
- Page 7 of 16
- Annex B — 6.1.2 — reporting tables have been updated to reflect the
revised reporting periods and first reporting deadline of March 27, 2008
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- Page 8 of 16
- Annex B — 7.2 — "Audited Financial Report" has been changed to
"Certified Financial Report". This change means that the final financial
report can be certified internally by a professional accountant who is a
member in good standing of one of the following professional associations:
CA, CGA, CMA.
- Page 9of16
- There are no changes to the wording on this page, but because the
spacing changed on page 8 of 16, this one has also changed slightly.
Decisions Still to be Made for the Aurora Heritage Centre
Council requested changes to the proposed financial summary chart (Attachment 2)
which have been included in the funding agreement. Please note that there are still a
few decisions that must be made with regards to the Aurora Heritage Centre project.
The decision as to what type of HVAC system will be purchased and installed is still to
be decided by Council. In the current financial summary chart there is sufficient funding
to proceed with the Base Case 2 model of HVAC system. If Council decides to proceed
with a geothermal system, additional funds of $400,328 will not only need to be added
to the expenditure budget, but an offsetting revenue source will also have to be
identified.
Proposed Recommendation
"That Council confirm which HVAC system is to be included in the Aurora
Heritage Centre renovations."
Council does still have some flexibility with, regards to which items remain part of the
project, but there are some items that cannot be entirely eliminated as they are clearly
identified with Annex A of the agreement. These items include:
- purchase and installation of HVAC;
- purchase/construction of storage and display cabinets;
- purchase and installation of display hanging rails and exhibit lighting;
- purchase and installation of inner storm windows;
- purchase and installation of light -controlled window coverings.
Although these items cannot be eliminated completely from the scope of the project,
Council does have some flexibility in how much work is included for each of these.
categories.
Currently there is a suggestion from the Treasurer that funding of $82,890 be approved
from the Church Street School reserve to fund the additional costs of this project. This
is still only a recommendation from the Treasurer and must still be approved by Council.
If this funding is taken from that reserve, it will bring that reserve to a zero balance.
(Attachment 3)
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Propose Recommendation
"That Council approve funding of $82,890 from the Church Street School Reserve
to be applied to the Aurora Heritage Centre renovations (capital project #72059)."
With the requested changes to the proposed financial summary and the funding from
not only the Church Street School reserve, but also the other sources identified it bring
the project to a current funding shortfall of $59,541 as reported in the Cultural Spaces
Federal Grant program.
Total Proposed Expenditures
$3,577,931
Town of Aurora — approved funding
2,510,500
Church St School Reserve — proposed
82,890
Cultural Spaces Grant
750,000
Estate of Margaret Brevik
155,000
Belinda Stronach Donation
5,000
Aurora Historical Society
15,000
Funding Shortfall
$ 59,541
Please note that. depending on whatever changes Council chooses to make to the
proposed budget for this project, additional funding needs will be in addition to the
current shortfall of $59,541.
It is recommended by the Treasurer that any additional funding requirements for the
Aurora Heritage Centre renovations be funded from the Council Discretionary Reserve.
Please note that in order for this funding source to be approved Council would be
required to advertise 14 days in advance of your meeting and 2/3 of the members of
Council will have to vote in favour. In order to allow the 2008 Operating and Capital
Budget process to proceed without delay, it is recommended that the required funding
be taken from the Municipal Capital reserve until such time that Council can hold a vote
to use funding from the Council Discretionary Reserve.
Proposed Recommendation
"That Council approve the additional funding requirements as identified in the
financial summary chart, including any changes made to the chart during this
meeting. That the required funding be taken from the Municipal Capital Reserve
until such time that Council can give notice and hold a vote to take the funding
`froKra.the C i 7crb-tionary Reserve."
Larak�ear /n,Analyst/Budget Co-ordinator
-Ext. 4119
Att.
—3—
Aunt-oizA
EXTRACT FROM SPECIAL COUNCIL MEETING NO. 08-07
HELD MONDAY, MARCH 24, 2008
111 READING OF BY-LAWS
Moved by Councillor Marsh Seconded by Councillor Buck
THAT the following by-laws be given 1st, 2nd and 3rd readings, and enacted:
5014-08.F BEING A BY-LAW to authorize the Mayor and Clerk to execute a
Contribution Agreement with the Minister of Canadian Heritage for
funding under the Cultural Spaces Canada - Grant Program.
(Capital Project No..72059 - Aurora Heritage Centre - 22 Church
Street)
AMENDMENT: Upon the question of the adoption of the resolution, it was:
Moved by Councillor Marsh Seconded by Councillor Wilson
THAT staff adjust the figures on Annex A and Annex B of the Contribution
Agreement for funding under the Cultural Spaces Canada - Grant Program to
match what was approved at the Special General Committee held on March 24,
2008.
CARRIED
The main motion was CARRIED AS AMENDED
CORRESPONDENCE SENT BY:
ACTION DEPT.: Leisure Services, Financial Services
INFO DEPT.: Legal, CAO
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26-Mar-2008 06:57pm From -Canadian Heritage - Ontario Region +416 954 4515
ANNEX A
PROJECT DESCRIPTION, SPECIFIC (
AND BUDGET
The Corporation f the Town of Aurora (Aurora) will renovate a provincial'.
known as the Ch rch Street School (Centre) into a new heritage centre. The
levels of the Centre, (19,574 square feet); purchase and installation of Il
display cabinets; urchase and installation of display hanging rails and exhit
inner storm windows; and, purchase and installation of light -controlled wine
include: three rooms for preservation of the historical society's artifact and z
professionally curated exhibits; and additional performance, research and mi
Increase numbe of cultural facilities and improved infrastructures.
Renovation f a 19,574 square foot provincially designated historical site
spaces, three�archival storage spaces as well as additional performance, r a
Increase accessibility for Canadians to visual arts and to museum Coll
exhibitions.
The facility will be the first municipally -owned and operated cultural
develop Aurora's arts and heritage activities. Based on the multi-disi
o theCentre is well positioned to attract different audiences; a
o provide increased access to artifacts and archival materials.
E111Aaa4e the yu lily and standards urcullural raciligcs and iu fraslru
• Installat on of HVAC; installation of inner storm windows; and,
coverm s; and
• Improve facilities for presentations and exhibitions as well as a
T-087 P.004/017 F-150
)ric site in the downtown core,
jeer involves: renovation of all three
urchase/construction of storage and
ghting; purchase and installation of
coverings. The new Centre will
Ival collection; three galleries for
purpose spaces.
ng in three gallery exhibition
and multi -purpose spaces.
heritage displays and
in Aurora and will initiate and
nature of the facility:
of light -controlled window
preservation and storage.
Results will be m0sured by the number of additional cultural activities, exhi pions and presentations that the
Canadian public ill have access to. The organization will increase revenues for these activities through
partnerships and 6orporate sponsors. Audience attendance numbers will also e tracked.
I Insurance
The Recipient shall place and maintain, at the Recipient's own expense, an ad puatc amount of insurance for capital
assets purchased :hrough this Agreement, with Her Majesty the Queen in Rigi t of Canada being the loss payee, with
respect to the amount of funding received under the Agreement. The insurancy ',stipulation contained herein shall not
limit any insurance required by federal, provincial or municipal law. The requ'ted insurance is to the benefit and
protection of the lccipicnt and of IIer Majesty and shall not be deemed Lo rol asc u1 diminish the Reeipi VUL's
liability in any manner including as may be referenced elsewhere by the provi Ions of this Agreement.
2 Provincial ad Municipal requirements
The recipient agr es to adhere to all federal and provincial environmental
and safety standa ds associated with this project.
3 Stacking
In the event that tal government assistance exceeds 100% of the eligible
Recipient agrees to repay the Crown up to the amount of the federal contr
exeeeding the. Mt 1 government aSRktnnCe. limit will he ralrulated on a pr(
assistance received towards the same eligible expenses).
and provincial/municipal fire
inses at the end of the project, the
}n. The repayment of any amount
�d hnsis (based on total government
File #: 1210-73-1* Vol. 1 Page 3 of 16
553894
26-Mar-2008 06:59pm From -Canadian Heritage - Ontario Region +416 954 4515 T-087 P.005/017 F-150
Budget Breakd wn and Eligible Expenditures
Revenues:
Source of Funding
Amount
Federal
(specify)
Cultural Spaces Canada
$750,000
Public
Sector
rovince/Territory
(specify)
Municipal
(specify)
Corporation of the Town of Aur
to
$2,510,500
Town of Aurora Church Street Re
erve
$82,890
Private
In
Jividual Bequest
$155,000
Sector
(specify)
Aurora
Historical Society
$15,000
In
Jividual donation
$5,000
Shortfall
$59,541
TOTAL REVENUES
$3,577,931