AGENDA - Special General Committee - 20080303AuR,o.RA
SPECIAL GENERAL COMMITTEE
AGENDA
NO.08-12
MONDAY, MARCH 3, 2008
1:00 PM
2008 CAPITAL 8 OPERATING BUDGET
COUNCIL CHAMBERS
AURORA TOWN NALL
PUBLIC RELEASE
02/29/08
/
AumoizA
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING
AGENDA
NO. 08-12
Monday March 3, 2008
Council Chambers
7:00 p.m.
Mayor Morris in the Chair
- - I - DECLARATIONS OF PECUNIARY INTEREST —
11—,1;j]:ZtP/else]y_TL14JIN7_,1
RECOMMENDED:
THAT the content of the agenda as circulated by the Corporate Services
Department be approved as presented.
III DELEGATIONS
John Gutteridge, Director of Financial Services - Budget Status Update
IV CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
V ADJOURNMENT
Special General Committee Meeting No. 08-12 Page 2 of 2
Monday, March 3, 2008
AGENDA ITEM
1. Summary of User Groups Contacted and Written Responses Received pg. 1
Re: Response to Proposed User Fee Increases
2. Memorandum from CAO 2008 CAO/Administration Budget Summary pg. 12
(deferred from February 27, 2008 meeting)
3. Deferral from Council Meeting Feb..12, 2008 pg. 15
Re: Capital Budget Adjustment of 2%
(deferred from February 27, 2008 meeting)
4. Memorandum from Director of Financial Services
Re: Library Board Funding
(to be distributed at the meeting)
5. Memorandum from CAO
Re: Notice Board
(to be distributed at the meeting)
6. Memorandum from the CAO
Re: Staff Justifications— Economic Development Division
(to be distributed at the meeting)
7. Memorandum from the Director of Public Works
Re: Staff Justifications — Environmental Engineer
(to be distributed at the meeting)
8. FS08-012 — Aurora Heritage Centre pg. 16
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.
9. Revised Canada Day Parade Sub -Committee Proposed Budget pg. 22
SPECIAL GENERAL COMMITTEE-,IVf'3,2008
AuRoRA
ITEM # 1-1
NAME
ORGANIZATION/GROUP
DOCUMENTATION
OF CONCERNS
Phil Dodgson
Master Ducks Swimming
No Comment
Doug Bond
Volleyball
No Comment
Dave Giroux
Aurora Minor Ball Association
No Comment
Reg Chappell
Ducks Swimming
No Comment
Jim Zacher
Aurora Masters Lacrosse
No Comment
Lynda Johnston
Central York Girls Hockey Association
No Comment
Lois Thompson
Aurora Diggers Girls Softball
No Comment
Sandy Townsend
Aurora Barbarians Rugby
No Comment
Ron Weese
Aurora Youth Soccer Club
No Comment
Carol Walthers
Sport Aurora
No Comment
Nancy Black
Master Ducks Swimming
No Comment
Bob McRoberts
Councillor - Resident & LSAC Member
No Comment
Alison Collins-Mrakas
Councillor - Sports Fanatic
No Comment
Laurie Mueller
Aurora Youth Soccer Club
No Comment
Steve Forsey
York Oldtimers
No Comment
Bob Hancott
York Simcoe Express
No Comment
Bruce Chappell
Monday Night Hockey League
No Comment
Chris Molloy
Molloy Men's Hockey
No Comment
Cliff Sifton
Sifton Morning Hockey
No Comment
Colin GIII
State Farm Insurance
No Comment
Dave Howie
Aurora Minor Hockey Association Coach
No Comment
Dave Judson
Judson Men's Hockey
No Comment
Dave Leclalr
Optimist Recreation Hockey
No Comment
Greg Reid
St. Andrew's College
No Comment
J. Chittle
Chittle Hockey School
No Comment
Jason Thomas
Old Chiefs Hockey
No Comment
Jerome Dupont
Aurora Tigers Junior 'A' Hockey Club
No Comment
Joe Bentolila
Aurora Minor Hockey Association
No Comment
Katie Williams
Women's Hockey
No Comment
Lynn Hayzelden
Skaters First
No Comment
Marshall Starkman
Roger Neilsons Hockey
No Comment
- q - ..../2
SPECIAL GENERAL COMMITTEE - MARCH 312008 ITEM # 1-2
NAME
ORGANIZATIONIOROUP
DOCUMENTATION
OF CONCERNS
Lloyd Vanderkooy
Bob's Hockey
No Comment
Mike Riggs
Aurora Skating Club
No Comment
Russell Hockey Enterprises
No Comment
jNo
R. Smith
Central York Girls V.P.
No Comment
Stephen Mills
Old Dawgs
Comment
Tim Martin
Aurora Youth Soccer Club
See Attached
Tom Norwell
Dr. G.W. Williams Football Coach
See Attached
Rob Fairs
Aurora Men's Slo-Pitch League
No Comment
Miana Petersen
Aurora Ladies Recreational SIo-Pitch
No Comment
Sheila Tipton
Aurora Ladies Softball
No Comment
Bpb Campbell
Aurora Soccer Club Inc.
No Comment
Alastair MacLean
Aurora Rovers Soccer Club
No Comment
Frank Galluzzo
Recreation Soccer
No Comment
Ian Phythian
Yonge Aurora SIo-Pitch
No Comment
Terry Redvers
Aurora Sports Dome
No Comment
Dwane Ellis
York Simcoe Storm Football Club
No Comment
Jeff Collett
York Simcoe Storm Football Club
Sea Attached
John Reich
Aurora Rugby Club
No Comment
Frank Ciraco
York Simcoe Minor Football Association
No Comment
Patricia Murrell
Bayview SIo-Pitch League
No Comment
David Manning
St. Andrew's College
No Comment
TOTAL NUMBER CONTACTED:
52
TOTAL NUMBER RESPONDED:
3
-2.
SPECIAL GENERAL COMMITTEE - MARCH 3,2008
Message
Sparks; Debbie
From: Downey, All
Sent: Thursday, February 28, 200811:06 AAA
To: Sparks, Debbie
Subject: FW: Aurora Fields
-----Original Message -----
From: Sherin, Judy
Sent: Monday, February 25, 2008. 9:23 AM
To: Downey, Al
Subject: FW: Aurora Fields
Ludy Sherin
Facility Bookings A&niuist wtor
Tawn a4 Aa ea
905-726.4754
Isherhift-amora.ca
fU: 905-726-4734
I WORK WITH CHARACTER
ITEM # 1-3
Page 1 of 2
Respect Courage Responsibility Inclusiveness Honesty Fairness Integrity Optimism Compassion Perseverance Initiative
Generosity
This e-mail and any files transmitted with it are confidential and are intended solely for the useof the individual or entity to
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or copying of this e-mail is strictly prohibited. If you have received this e-mail in error, please notify me immediately by
telephone at 905-726-4754
-----Original Message -----
From: j.collett
Sent: Monday, February 25, 2008 7:31 AM
To: Sherin, Judy
Subject: Aurora Fields
Ms. Sherin:
We know that the 22nd has passed but felt that we did not have the right to complain about anything as we are a
new entity for the town. There is one thing that we did not understand, was that if the town was supplying a
premium field why they did not even out the fees and charge the same price year round for the fields. We do
understand that the Dome supplies changerooms and wash rooms as well as the lack of threat from the weather
and that this should be worth something. As Sheperds bush has washrooms I beleive and a almost year round
field that it should be worth more to rent. What we do not understand is that these fields are so cheap in the
summE_r. when more gruops would p__y__ for. t -,m- e just had a suggestion th i towp chlrged�5_
dollars an hour year round for shepards bush and 35 dollars and hour for the dome per field that they could attract
2/28/2008
-3.
SPECIAL GENERAL COMMITTEE - MARCH 3,2008 ITEM # 1-4
Message Page 2 of 2
more usage and year round from more parties that would pay more to have field of that callibur. This would make
those that were agianst a fee hike have to live with the grass fields when they are available like before the
premium fields were built. We our selves would gladly pay the 25 or 35 dollars an hour for such fields. We also
feel that the revenue would be very positve for the town.
We were also wondering if there was any time available at the dome now that Soccer has the SAC fields back
would we be able to get some of those town fields for our practices.
Thank you for your time and help in these matters.
Jeff Collett
Storm Football
2/28/2008
-4-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008
Message
Sparks, Debbie
From: Downey, Al
Sent: Thursday, February 28, 2008 11:05 AM
To: Sparks, Debbie
Subject: FW: Turf Field Fees
-----Original Message -----
From: Martin, Tim
Sent: Friday, February 22, 2008 3:58 PM
To: Downey, AI
Cc: Ron Weese; Lawrence lanit
Subject: Turf Field Fees
To: Al Downey
Director of Leisure Services
Town of Aurora
ITEM # 1-5
Page 1 of 2
Al,
Further to the public meeting held February7, 2008, 1 would like to add additional comment from the Rep program
of the Aurora Youth Soccer Club.
In reviewing the Town of Aurora media Release from May 4, 2007 ("Town of Aurora Embraces Innovation with its
Enhanced Soccer Field"), it is clear that the Town made the decision to install the artificial turf field to provide
additional playing opportunities to the Aurora community— 2 additional months of field time at both the beginning
and end of the traditional season. This would be a great benefit to the youth in the community. It would also
provide a huge cost saving to the town - $17,000 in maintenance ("already booked") and $850,000 by not having
to fund two additional fields (which were to have been completed per the previous recreation plan). Nowhere in
the release does it mention that the town would see additional revenue opportunities by installing the turf field.
The release also states that the AYSC donated 10% to the cost of the field, so that tax dollars would not need to
be expended.
Given the information we received on February 7th, we are now questioning that donation. We are wondering why
it is that we had to pay a share of the installation costs (when no other group was asked to do.the same nor
offered to do. the same), only to find that the benefit of that investment is being minimized by the town. We felt that
we were investing in a partnership with the town. It feels like that partnership is not what it was promised to be.
So now you have come back to the sport organizations and told then that you have to raise more user fees - most
of which will be used to pay a large increase in the Leisure Services Department salary line. The problem as we
see It— most of the additional fees that you want to raise will come off the backs of the AYSC Rep program. We
will be the biggest user of the field during the spring premium time period, a fact that I am sure is known to the
town.
have shared the fee increase information with our Rep program. Needless to say, there is concern from our
coaches, managers and parents about having to take.on this additional expense. Teams like to practice a
minimum of twice a week in the early season (some more), as well as extending their season into the fall. The
$75/hour rate could add $900 to $1500 to each team's budget for the year. This is a significant increase. It is an
increase that falls almost entirely on the AYSC Rep program and therefore it will be a small number of Aurora
families that will have to pay these costs. Many teams have shared with us that they will not be able to afford the
increased fees and will have to reduce practice time for the players, t am sure that it could not be the intent of the
town to take away playing opportunities from the youth in the community. The turf field was installed to provide for
exactly the opposite.
We would like you to take a hard look at the math you have employed in calculating the user fees increases that
2/28/2008
-5-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008 ITEM # 1-6
Message Page 2 of 2
you have planned to raise in the spring and fall. The AYSC has 30 Rep teams. If each Rep team was to take just
one hour a week on the turf field, at $75 an hour, we would be remitting $2250 per week to the town. We will have
basically covered your $7000 budget for turf field user fees in just over 3 weeks..lf our 30 teams took one hour for
the entire 6 weeks in the spring (April 1 to May 15), we would remit $13,600 in user fees to the town. This does
not contemplate teams that will rightfully want to practice more than once a week or have exhibition games. It also
does not take into account that teams will want to continue playing and practicing in the fall — during the extended
2 month season after the grass fields are closed.
The basic math shows the AYSC Rep program generating at a minimum the entire user fee increased budget and
more likely doubling or tripling these user fees. This is simply not fair. The AYSC Rep program could pay for the
entire budget increase at $25 an hour— perhaps even less. Other user groups — rugby, football, men's leagues
and the school board in particular — should be paying their share of the user fee increases as well. It should not all
fall on the backs of youth Rep soccer players and their families. We will pay our share, but should not have to pay
more than our share.
The Aurora Youth Soccer Club donated funds to the town for the installation of the turf field. This was done. In
good faith. We don't feel that we are getting that same good faith back when asked to shoulder the majority of the
proposed fee increases — or perhaps exceed it. By reducing our hourly rate to $25 during the shoulder seasons,
the AYSC will pay their share of the budgeted Increase. The town, In reducing the hourly rate, will acknowledge
their partnership with the AYSC and the good faith dealings that originally lead to the approval and installation of
the artificial surface.
We trust that you will take our views under consideration and forward them to town council for their review.
Respectfully submitted,
Tim Martin
Vice President, Rep
Aurora Youth Soccer Club
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2/28/2008
-6-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008
ITEM # 1-7
Message
Sparks, Debbie
From: Downey, AI
Sent: Thursday, February 28, 2008 11:04 AM
To: Sparks, Debbie
Subject: FW: Proposed Field Use Policy
----Original Message -----
From: Tom Norwell
Sent: Thursday, February 21, 2008 4:42 PM
To: Downey, AI
CC:
Subject: Proposed Field Use Policy
Page 1 of 2
Dear Mr Downey,
I am writing to you per your request for written comment on the proposed changes to the Field Use Policy which
you presented on February 7s', 2008. 1 would like to thank you for including the Dr. G. W. Williams Secondary
School Football Program in the consultation process. While we support the initiative of the development of a
guiding document unfortunately, as I expressed to you in the meeting, we are not in agreement with some of the
content.
We do not feel it fair or appropriate that the school's new designation for priority and fee grade be downgraded to
third priority from first priority. Over 90 percent of the participants on our two teams are residents of Aurora and
do not have the option to participate in an "Aurora -based" football program. Your statement that °the town._doss
not run a footba(I.program .... the school board does!" while correct is misleading. The "people" that run the
football program and the "youth" who participate are from the town. If your child wants to play football in Aurora
then they have to play for Williams. Your inability to manage the YRDSBITown of Aurora field relationship should
not reflect negatively on our program and equally it should not be used as leverage in negotiations, which I
believe it is. No one benefits. Only the youth and the fabric of our town are disadvantaged.
Further, increasing the fees on the Class E Artificial Turf from $6.50lhour to $110.00/hour for the period of
October V to December 1 s'Jrr our opinion is also inappropriate and unfair. The logic behind having an all
weather paying surface is to extend playing seasons. Arbitrarily inflating the fees during those periods flies in the
face of that logic. Your statement that you "have _[o_prof_ect the business of the Aurora $pprts.Dome°, should not
weigh in. The ASO is a private enterprise. Our civil servants should not be swayed by private enterprise
interests. You are responsible for the management of public assets to the benefit of ALL resident tax payers.
We have for the past 5 years tried to work with Leisure Services. In the spring of 2004 we were assured fall
access to Fleury Park only to be told that September that we would not get access. After repeated requests to
your office and the office of the Mayor we were granted access in 2005. Subsequently, in 2006 we were again
denied access to Fleury Park. Coincidentally that was after we agreed to your request that we back your proposal
for the Sheppards Bush initiative. Which we did partly based on your assurances that it would be built as a multi-
purpose -all-weather facility and that we would have equal access. Not only is it not designed as multi -purpose or
managed as an all weather facility (when it snowed we were not permitted use of the field and informed three
days before our Championship game) but by increasing our rates by 1600% you essentially have made the facility
inaccessible to us and I suspect to other potential users.
2/28/2008
-7-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008
Message
ITEM # 1-8
Page 2 of 2
In closing we respectfully request that you revise the proposed policy.taking into account the above referenced
points.
Tom Norwell
Community Coach
2/28/2008
.8-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008
ITEM # 1-9
FIELD USERS MEETING
Thursday, February 2008 71 6:30 pm
Holland Room, Aurora Town Hall
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-9-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008 ITEM # 1 -10
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SPECIAL GENERAL COMMITTEE - MARCH 392008
ITEM # 2-1
AURORA
yorUfalw{nod cwkpa y
MEMOMMUM Office of the Chief
Administrative Officer
Date: February 22, 2008
To: Mayor Morris and Members of Council
From: John S. Rogers, Chief Administrative Officer
Re: 2008 Budget
Attached please find a revised budget. for CAO/Administration with possible reductions
included.
John S. Rogers
Chief Administrative Officer
-12-
SPECIAL GENERAL COMMITTEE - MARCH 312008 ITEM # 2-2
Receptions
Budget in 2007 $2,500
• Spent $3,060
• Requested increase to $4,000 for 2008
• This account is used for Staff longevity gifts, retirement gifts and Home Show
expenses
• This account is overspent this year due to unforeseen expenses for the
Tiger's reception
Business Networkina
+ Budget in 2007 $515
+ Spent $716
• Requested increase to $900 for 2008
• This account is for expenses for soliciting external source information (eg.
Regional representatives, area CAO's, Chamber luncheons, Tribute dinners)
Subscriptions/Pu bli cation
• Budget in 2007 $1,600
• Spent $2,005
• This account covers the follow subscriptions/publications:
o AMO $90
o Municipal World for the organization $408
a Ontario Bar Association $55
o Municom $90
o Inside Queens Paris $420
o Public Sector Digest $530
o TOTAL - $2,000
Contingency
• Requesting to set up this account for unforeseen expenditures in all
Departments
Staff Initiatives
• Budget in 2007 $12,875
• Spent $11,500
• Requested increase to $13,500 for 2008
• This account is for the Town Staff Christmas party, Children's Christmas party
and Staff Appreciation Day etc.
-13-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008 ITEM # 2-3
Mileage
• Budget in 2007 $1,236
• Spent $400
• No requested increase for 2008
• Mileage expenses accounted for:
o $300 for unplanned mileage
o $150 for EA to the CAO
o Total $400
Office supplies
• Budget of $1339
• Spent $1060
• No requested increase for 2008
Courses r3< Seminars
• Budget in 2007 $2,060
• Spent $1,555
• No requested increase for 2008
Vehicle Allowance
• $4,200
General Office Equipment
• Budget in 2007 $2,000
• Spent $2,020
• No requested increase for 2008
Photocopier Charges
• Budget in 2007 $1,000
• Spent $850
• No requested increase for 2008 —reduce to $850
Printing
• Budget in 2007 $3,500 for Annual Report
• Spent $0
• Decrease to $1,500 for 2008
*The changes included in this summary result in a further reduction of $2,174
-14-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008 ITEM # 3-1
EXTRACT FROM COUNCIL MEETING NO, 08.04
HELD ON TUESDAY, February 12, 2008
6. Special General Committee Meeting Report No. 08-06 Tuesday, January 29, 2008
CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION FROM THE GENERAL
COMMITTEE MEETING NO. 08-06, TUESDAY, JANUARY 29, 2008
(2) Staff's Proposed Changes to Achieve Council's Directive
Moved by Councillor Wilson
Seconded by Councillor Granger
THAT the following recommendation be deferred to the next Special General
Committee - Budget meeting:
THAT Council approve an increase in the tax levy by a dollar amount of
$460,000 which is equivalent to 2%; and
THAT these funds be specifically earmarked to begin to address the
capital funding shortfall as recommended by the Treasurer; and
THAT the amount be placed into the municipal capital reserve; and
THAT this philosophy be carried forward to future years for Council
consideration.
On a recorded vote the motion was CARRIED.
-15-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008 ITEM # 8'
TOWN OF AURORA
AUTZORA. COUNCIL.MEETING No.FS08-012
SUBJECT: Aurora Heritage Centre
FROM: L. John Gutteridge, Director of Finance / Treasurer
DATE: March 3, 2008
RECOMMENDATIONS
THAT Council provide direction to staffon 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
BACKGROUND
On July 17, 2007 Council approved the following resolution:
THAT report FS07-031 be received; and
THAT Council authorize the withdrawal of up to $2, 530, 000 from the Council Discretionary
Reserve Fund for the purpose of renovating the Aurora Heritage Centre,
On December 11, 2007 after the Tenders were opened Council adopted the following
resolution:
THAT Council approve the award of construction renovations for the Aurora Heritage
Centre - 22 Church Street to Rutherford Construction Incorporated based on Tender
results of LS2007-92 in the amount of $2,184,408; and
THAT Council approve an additional contingency allowance of 10% of the base bid
.amount, $218, 440, to account for additional work and potential changes to the contract.
The first column of Attachment #1 is the budget that was approved for this project at
this time, based upon this budget we were projecting a surplus of $42,152 with a
provision for a Contingency of $218,440.
Subsequent to passing the above resolution staff submitted an application to
Canadian Heritage for a Cultural Spaces Canada Program Grant.
-16-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008 ITEM # 8 - 2
March 3. 2008 - 2 - Report No. FS08-012
On December 11, 2007 Council approved the following resolution:
THAT the Town of Aurora accept the proposal from Novita Interpares Limited for the
preparation of a Business Plan for the Aurora Heritage Centre, and subject to receiving
Canadian Arts and Heritage Sustainability Program funding, Novita also be contracted for
the preparation of a Strategic Plan and Training and Development for the Aurora Heritage
Centre, and
THAT the Arts and Culture Committee be the steering group for this project.
The effect of this resolution was that if the grant was approved $19,500 of the
Contingency would.be the Town's Share for the grant.
If you add the approvals above, Council has approved $2,487,848 in expenditure to
date. The items approved are identified in the first column of Attachment #1.
COMMENTS
As Council is now aware we were successful in obtaining grants for this project, we
received $750,000 from the Cultural Spaces Canada Program Grant which represents
330/a of eligible costs or $750,000. This means that the Town must spend a minimum
$2,250,000 ineligible expenditures for the $760,000. To bean eligible cost it must be an
,expenditure on costs relating to the renovation of the Centre's presentation, exhibition and
archival spaces. In addition, the grant is conditional on the purchase and installation of an
HVAC system, window coverings and internal storm windows. Items that would not be
eligible would be office space, telecommunications equipment, and costs related to space
that will not be used for presentation, exhibition and archival space.
Since the start of this project a number of extra items have been identified for
consideration. These additional items are listed in the second column of Attachment #1.
With this report we are trying to identify for Council the entire scope and costs that pertain
to this building as we know them today.
This Column is broken down into 5 sections being:
Total Approved by Council
Grant Items
Other Items
Additional Considerations
Revenue
Under the Total Approved by Council section you will note that the $39,000 project you
approved with Novita has been included to bring the amount previously approved to
$2,509,934.
-17-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008 ITEM # 8.3
March 3, 2008 - 3 - Report No. PS08-012
In the Grant items section is a list of the projects that were suggested when we submitted
the grant application to the Ministry, the original amount of these items were to coincide
with the amount of the grant application or $1,164,250, but the numbers have been
reduced now that we have the final contract costs. There are some items in this list that
will need to be done as a condition of the grant, the first being the HVAC unit, the grant
was given to insure that an HVAC unit was installed in the facility. The HVAC does not
have to be a Geothermal Heating and Air Conditioning unit to qualify. The other items on
this list that are a condition of the grant are the Interior Storm Windows and the Roller
Shades. The total for all the items in this section amount to $909,900.
The third section of Column 2 is the Other Items Section the items identified in this section
are items that are either done and not considered in the original estimates or will need to
be done before the building can be opened. Most of the items in this portion were identified_
in the Hooker Report, Hooker was the cost consultant retained for this project. A number
of these items are eligible for funding from the grant.
The fourth section for Additional Items are items that will need to be done either now or
some time in the near future. These additional items currently amount to $258,270. The
first item on this list, Additional Abatement of Asbestos, is an extra to the contract and
should be taken from the contingency allowance.
Finally you have the Revenue section, this section identifies all of the known sources of
revenue for this project, please note that we are suggesting thatwe use the balance of the
Church St. School Discretionary Reserve Fund of $82,890. Also included is the money
donated by the late Margaret Brevik of $155,000. this money has been donated on the
premise that "the funds go toward construction and/or permanent fixtures at Church Street
School°
The conclusion to this report is that should Council wish to complete all of the items
identified in Column #2 of Attachment #1 of this report there would be a shortfall of
$644,369,
The third column on Attachment #1 identifies those particular pieces of the project that
would be eligible for grant funding. The individual pieces of the project will fall into.3
categories, items that are 100% eligible, items that are 82% eligible and items that are not
eligible for part of the grant. The amount of eligible cost total $3,055,148. which exceeds
the minimum required to be spent to receive all of the grant allocation. If however, Council
wishes to delete any components of the project the grant eligibility portion will be reduced
as well.
The additional work required for the facility identified in this report is as a result of an
independent general assessment of the building's exterior as well as recommendations for
any required remedial work required.
The last time the facility had any exterior repairs was in 2002, when the works were
focused on fire escape removal and reinstallation of exterior windows and brick repairs. As
part of that Contract, remedial drainage works were also performed on the foundation at a
cost of $36,500, which included excavation, backfilling, drainage and waterproofing.
-18-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008 ITEM # 8-4
March 3, 2008 - 4 - Report No. FS08-012
The treatment involved the placement of a waterproof membrane against the fieldstone
foundation and installation of new weeping tile.
Since that date the facility has continued to decline and new issues have arisen. The
belfry is now in need of repair, the original mortar has fallen from the exposed fieldstone
foundation wall above the parking lot grade and permitted water infiltration into the
foundation and compromised the waterproofing installed in 2002. Brick repairs are now
required, and repairs are required to the soffit and facia in order to eliminate water
infiltration. The remedial work provided in this report has been quoted by the Contractor
presently on site and identified all the immediate remedial work required.
The main focus of the work is on the foundation and much more extensive works are being
recommended. The exposed foundation wall will be re -mortared and sealed, below grade
foundation will be excavated, the existing waterproofing removed, a poured concrete face
applied from the base to six (6) inches above grade, a new waterproofing membrane
applied, then the exposed portion protected with metal flashing. These works combined
with the other recommended repairs will prevent future deterioration of the exterior and
water infiltration into the structure.
OPTIONS
1. As stated in the recommendations of this report.
2. THAT Council provide direction to Staff on what additional components of this
project they would like undertaken at this time; and
THAT the additional funds for the project be taken from the Capital General
Reserve Fund
3. That none of the extra work be completed at this time and items for the
list be included in future Capital Budgets.
FINANCIAL IMPLICATIONS
Council will have to review the list of projects as outlined on Attachment #1 and consider
the necessity of completing all or any of them.
Should Council decide to complete the entire list the total expenditures for the project
would be $4,182,259. and there would bean additional contribution required of $644,369.
and these funds would have to come from another source.
Should Council wish to complete the entire project we would suggest that the Shortfall
come from the Council Discretionary Reserve fund which is the same fund the initial
$2,530,000. came from. The one problem with this recommendation is that it would require
Council to advertise 14 days in advance of your Council meeting and 2/3 of the member of
Council will have to vote in favour.
CONCLUSIONS
The Federal Government has identified that an HVAC unit is necessary forgrant purposes,
however it does not need to be a Geo-Thermal Unit, if Council wanted to install a basic
commercial unit it would save the project an estimated $300,000.
-19-
SPECIAL GENERAL COMMITTEE - MARCH 3,2008 ITEM # 8-5
March 3, 2008 - 5 - Report No. FS08-012
Experience shows that projects such as this can escalate in costs due to the nature of the
building. We are hopeful that with this report we have identified all the issues to bring the
building to completion. As has been pointed out some of the issues on the list do not need
to be completed this year but will have to be addressed in the very near future. If Council
does not want to proceed with a component of the project we can include them in the
Capital Program for future years.
LINK TO STRATEGIC PLAN
Goal A: Foster and enhance a strong and stable economy consistent with the attributes of
a sustainable community.
ATTACHMENTS
Attachment #1 — Project Detail for 22 Church Street Project
PRE -SUBMISSION REVIEW
Management Team Review— Wednesday, March 4th, 2008
Prepared by. L. John Gutteridge, Director of Finance/Treasurer -Ext. #4111
At Downey, Director of Leisure Services — Ext. #4752
L. Job Gutteridge
Director of Finance/Treasurer
At Downey
Director of Leisure Services
John S. Rogers
Chief Administrative Officer
20
SPECIAL GENERAL COMMITTEE - MARCH 3,2008
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SPECIAL GENERAL COMMITTEE - MARCH 3,2008 ITEM # 9-1
EXTRACT FROM LEISURE SERVICES ADVISORY
COMMITTEE MEETING OF FEBRUARY 21, 2008
11 Canada Day Parade Sub=Committee Proposed Budget
Moved by John Clement Seconded by Councillor McRoberts
THAT the Canada Day Parade Sub -Committee Proposed Budget be received;
and
THAT the sub -committee be requested to prepare a revised budget that reflects
the following two components:
➢ Core Budget - Revenues and Expenditures
➢ Discretionary Budget -- Revenues and Expenditures;. and
THAT the revised budget be considered at the March 4, 2008 Council Meeting.
CARRIED.
-22-
SPECIAL GENERAL COMMITTEE MARCH 3,2008 ITEM # 9-2
Proposed Budget -Aurora Canada Parade 2008
Based on 60+Entrants
Expense
Revenue
Bands - 6 minimum + Singers
$6,000.00
Stage & Sound Systems for Parade Wrap U
$1,000.00
Entertainment - 6 Clowns, Stilt Walkers, 4 Floating
Face Painters, Popcorn Vendors
$2,000.00
Float Decorations - Town Offers to Outreach
Organizations who may wish to join the Parade - 3
Floats @ $1000.00 each
$3,000.00
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Parade Decorations -Large Canadian Flag, Flags
from all Canadian Provinces & Territories
$1,500.00
Town Float - $600 & CDPSC $600 Float (lead by
example)
$1,200.00
Trophies - Best float, Best Street, Best Street
Float, Best Youth Costume, Best School Float,
Best Dressed Canadian Dog, etc. 20 Trophies @
$50 each - Hand out mini Trophies at Parade, Main
Trophie displayed at Town Hall year after year
$1,000.00
Parade Ribbons - for the kids & Participants
$600.00
Canada Day Cake & or red/white cupcakes
$500,00
Balloons - In Parade & Wrap Up Site
$500.00
Doves
$1,000
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Printing of Posters & FI ers (contest
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$1,000.00
Fundraising Event (To raise awareness & funds
for 2008 Canada Day Parade Revival in Aurora)
$1,200.00
Flags - To Give Away and Place on Residence
Lawns
$1,500.00
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Total Expenses-
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Sponsorship Goal Raised by CDPSC Total
$18,000.00
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Shortfall to be covered by Town of Aurora Total
$3,900.00
-23-
SPECIAL GENERAL COMMITTEE
MEETING
Monday, March 3, 2008
MATERIAL FOR DISTRIBUTION AT MEETING
(AS IDENTIFIED IN THE AGENDA)
2. SUPPLEMENTAL PAGE
Re: Item 2 - Memorandum from CAO 2008
CAO/Administration Budget Summary
4. Memorandum from Director of Financial Services
Re:.Library Board Funding - Not Submitted
5. Memorandum from CAO
Re: Notice Board
(to be distributed at the meeting)
6. Memorandum from the CAO
Re: Staff Justifications — Economic Development
Division
(to be distributed at the meeting)
7. Memorandum from the Director of Public Works
Re: Staff Justifications — Environmental Engineer
(to be distributed at the meeting)
SUPPLEMENTAL
ITEM 2
Meeting Expenses
• Budget in 2007 $2060
• Spent $2,110
• No requested increase for 2008
This account is for refreshments for early Closed Session meetings, Budget
meetings, Special Council meetings and extended Management Team
meetings
Conferences
• Budget in 2007 $7,725
• Spent $2,250
• No requested increase for 2008 instead a decrease to $5,225 since it is
unclear if there will be a Character Conference in 2008 ($4,500 budgeted in
2007)
• This account covers the following conferences:
o OMAA — 2 times $900 = $1,800
o AMO - $1,300
o Character Conference $1,725 (not held this year)
o TOTAL $4,825
Memberships
• Budget in 2007 $3,605
• Spent $3,280
Requested increase for 2008 for CANAMA $630
• This account covers the following memberships:
o OMAA $275
o AMC $270
o Bar Association $655
o OMMI $290
o York Region Law Association $125
o Law Society of Upper Canada $880
o Aurora Chamber of Commerce membership for the organization $175
o AMCTO $305
o TOTAL $2,975 (plus CANAMA @ $630 =$3,605)
Consulting
• Budget in 2007 $5,000
• Spent $4,650 for Management Workshops and 360 Evaluations
• Requested increase to $6,500 because of 4 new senior management team
members
ITEM 5
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MEMORANDUM FOfficeof the Chief Administrative Officer
inistration Department
Date: March 3, 2008
To: Mayor and Council
From: John Rogers, CAO
Re: 2008 Notice Board Advertising Space
Based on the additional funds allocated to the Communications and Marketing
Advertising Budget, at the February 27, 2008 budget meeting, the Communications and
Marketing Division will be able to ensure the same quantity of space is available in 2008
as was booked in 2007.
Based on the volume of notices and advertisements submitted in 2007, the following
space was utilized in the Notice Board
1 half page Notice Board
16 one page Notice Board
13 one and a half page Notice Board
21 two page Notice Board
TOTAL fifty one (51) issues were circulated in 2007
John S. Rogers,
Chief Administrative Officer
AURORA ITEM 6
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Economic Development
MEMORANDUM Office
Administration Department
Date: March 3, 2008
To: Council
From: Marnie Wraith
Re: Justification for Administrative Assistant for the Economic Development
Office
The Economic Development Office requires an administrative assistant to provide
support in five main areas:
o marketing assistance to update and complete various marketing brochures,
website, etc.
o update and produce the annual Business Directory and the web -based
version
o provide event support
o update Vacant Employment Land and Vacant Industrial Buildings Inventory
0 ongoing administrative support for daily office activities
The following provides more details in terms of how the assistant can support the office.
Marketing Assistance
The Economic Development Office will be producing a new version of the community
profile, three editions of the BrightLights newsletter, and updating the economic
development part of the Town's website. The office may also be producing 4 sector
,profiles and a brochure that markets Aurora's historic downtown.
To meet these goals, the administrative assistant will:
o provide desk -top publishing services
o print, e-blast, copy and distribute marketing materials
o post updates on website
o provide administrative support in putting ads in major economic development
publications
Business Directory
To complete an annual directory and update the web -based version of the business
directory, the administrative assistant would:
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— add entries (approximately 20-30 new business/month) by calling new businesses to
obtain/verify contact information and add them to the database
— updating various business entries (approximately 300-500 businesses need to be
contacted)
— finalize annual directory by "scrubbing the.data" - (approximately 140-160 calls to
businesses need to be made to verify, revise entries)
Event Support
The Economic Development Office hosts the Realtor's Breakfast and the York Bus
Tour for site selector representatives in the Fall. It is.proposed that the Office also
co -host a Job Fair with the Chamber in the Fall. The office is also now hosting Small
Business Workshops (eg. Aurora is hosting first meeting in April). To host these
scheduled and proposed events, the administrative assistant will:
prepare invitations and administer RSVPs
provide event support and assist in logistics
Vacant Employment Land Inventory and Vacant Industrial Building Inventory
These two services are valuable to service various investment inquiries. The
administrative assistant will keep both of these inventories up to date and provide
copies of these inventories as required.
Ongoing Administrative Support
The administrative assistant will provide assistance in responding to investment
inquiries by providing the required information or marketing material. The Office
receives approximately 30-40 inquiries per month.
The assistant will also draft the Mayor's letters to new businesses (approximately
20-30 per month).
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- add entries (approximately 20-30 new business/month) by calling new businesses to
obtain/verify contact information and add them to the database
- updating various business entries (approximately 300-500 businesses need to be
contacted)
- finalize annual directory by "scrubbing the data" - (approximately 140-160 calls to
businesses need to be made to verify, revise entries)
Event Support
The Economic Development Office hosts the Realtor's Breakfast and the York Bus
Tour for site selector representatives in the Fall. It is proposed that the Office also
co -host a Job Fair with the Chamber in the Fall. The office is also now hosting Small
Business Workshops (eg. Aurora. is hosting first meeting in April). To host these
scheduled and proposed events, the administrative assistant will:
prepare invitations and administer RSVPs
provide event support and assist in logistics
Vacant Employment Land Inventory and Vacant Industrial Building Inventory
These two services are valuable to service various investment inquiries. The
administrative assistant will keep both of these inventories up todate and provide
copies of these inventories as required.
Ongoing Administrative Support
The administrative assistant will provide assistance in responding to investment
inquiries by providing the required information or marketing material. The Office
receives approximately 30-40 inquiries per month.
The assistant will also draft the Mayor's letters to new businesses (approximately
20-30 per month).
Sheardown, Laura ITEM 7
From: Gutteridge, John
Sent: Monday, March 03, 2008 2:45 PN
To: Sheardown, Laura
Subject: FW: new environmental Engineer
L. John Gutteridge
Director of Finance/Treasurer
Town of Aurora
905-727-3123 Ext. 4111
Aurora is a Character Community this month's attribute is RESPECT "I will treat myself and
others with consideration, high regard and dignity."
From:
Simanovskis, Ilmar
Sent:
Friday, February 29, 2008 4:50 PM
To:
Gutteridge, John
Subject:
new environmental Engineer
John,
This is in response to a question from Laura on the above position.
The FTE can be delayed to 2009, however it would be beneficial if the position was just gapped to October 2008 instead.
This position does not effect the delivery of the capital program.
Please let me know if you require additional information.
Ilmar Simanovskis, P.Eng., MBA, PMP
Director of Public Works
Town of Aurora
Tel: (905) 727-3123 Ext 4371
Fax: (905) 841-7119
Web: www.e-aurora.ca
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— add entries (approximately 20-30 new business/month) by calling new businesses to
obtain/verify contact information and add them to the database
updating various business entries (approximately 300-500 businesses need to be
contacted)
— finalize annual directory by "scrubbing the data" - (approximately 140-160 calls to
businesses need to be made to verify, revise entries)
Event Support
The Economic Development Office hosts the Realtor's Breakfast and the York Bus
Tour for site selector representatives in the Fall. It is proposed that the Office also
co -host a Job Fair with the Chamber in the Fall. The office is also now hosting Small
Business Workshops leg. Aurora is hosting first meeting in April). To host these
scheduled and proposed events, the administrative assistant will:
prepare invitations and administer RSVPs
provide event support and assist in logistics
Vacant Employment Land Inventory and Vacant Industrial Buildinq Inventory
These two services are valuable to service various investment inquiries. The
administrative assistant will keep both of these inventories up todate and provide
copies of these inventories as required.
Ongoing Administrative Support
The administrative assistant will provide assistance in responding to investment
inquiries by providing the required information or marketing material. The Office
receives approximately 30-40 inquiries per month.
The assistant will also draft the Mayor's letters to new businesses (approximately
20-30 per month).
AURORA
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— add entries (approximately 20-30 new business/month) by calling new businesses to
obtain/verify contact information and add them to the database
— updating various business entries (approximately 300-500 businesses need to be
contacted)
— finalize annual directory by "scrubbing the data" - (approximately 140-160 calls to
businesses need to be made to verify, revise entries)
Event Support
The Economic Development Office hosts the Realtor's Breakfast and the York Bus
Tour for site selector representatives in the Fall. It is proposed that the Office also
co -host a Job Fair with the Chamber in the Fall. The office is also now hosting Small
Business Workshops (eg. Aurora is hosting first meeting in April). To host these
scheduled and proposed events, the administrative assistant will:
- prepare invitations and administer RSVPs
- provide event support and assist in logistics
Vacant Employment Land Inventory and Vacant Industrial Buildinq Inventory
These two services are valuable to service various investment inquiries. The
administrative assistant will keep both of these inventories up to date and provide
copies of these inventories as required.
Ongoing Administrative Support
The administrative assistant will provide assistance in responding to investment
inquiries by providing the required information or marketing material. The Office
receives approximately 30-40 inquiries per month.
The assistant will also draft the Mayor's letters to new businesses (approximately
20-30 per month).