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AGENDA - Special General Committee - 20081020SPECIAL GENERAL COMMITTEE NO.08-33 MONDAY, OCTOBER 20, 2008 7:00 P.M. COUNCIL CHAMBERS AURORA TOWN HALL PUBLIC RELEASE 09/10/08 AumoxA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING AGENDA NO. 08-33 Monday, October 20, 2008 7:00 p.m. Council Chambers Mayor Morris in the Chair I DECLARATIONS OF PECUNIARY INTEREST II APPROVAL OF AGENDA RECOMMENDED: THAT the agenda as circulated by the Corporate Services Department be approved. III CONSIDERATION OF ITEMS IV ADJOURNMENT Special General Committee Meeting No. 08-33 Monday, October 20, 2008 Page 2 of 2 AGENDA ITEMS Memorandum from the Director of Corporate Services Re: Council Priority List (circulated for information purposes only) Departmental Business Plans a) Planning Department pg. 1 b) Building Administration Department pg. 13 c) Leisure Services Department pg. 26 The following Business Plans will be considered at the Special General Committee Meeting 08-35 on Monday, October 27, 2008: d) Administration Department pg. 46 e) Corporate Services Department pg. 62 f) Financial Services Department pg. 77 g) Public Works Department pg, 90 h) Aurora Public Library (to be distributed on October 17, 2008) .A.uR_ORA Resource Material Only yowr��Good�y Director of Corporate Services MEMORANDUM Corporate Services Department Date: October 10, 2008 To: Members of Council From: Bob Panizza, Director of Corporate Services Re: Council Priority List Earlier this year Council established a priority list of items that they wished to have completed in 200.8. The list provided ranking for the various priorities and an anticipated timeline for completion. As part of the ongoing process, a quarterly report was provided to Council that outlined the status of the projects. During the last presentation of the Priority List, Council received the list and directed that only the items that have a Council resolution be included in the list. Since that meeting staff have reviewed the Council minutes and obtained Council resolutions for the majority of the items on the accompanying list. The items that did not have a Council resolution have been removed from the various categories and identified in the lavender coloured box. ' . Attached for your information is the 3rd quarter report that has been updated to reflect the status of each project. In addition, a summary page has also been enclosed in order to provide details on the status of each project. kPaa Director of Corporate Services EXTRACT FROM GENERAL COMMITTEE MEETING NO. 08-09 HELD ON MONDAY, JULY 14, 2008 & ADOPTED AT COUNCIL ON TUESDAY, AUGUST 12, 2008 Councillor Buck left at 10:26 p.m. 2. Council Priority List General Committee recommends: THAT the Council priority list be received and any items that do not have a Council resolution be removed from the list. CARRIED General Committee recommends: THAT the meeting be extended to 11:00 p.m. CARRIED General Committee recommends: THAT staff review the priorities that reflect the resolutions of Council. CARRIED CORRESPONDENCE SENT BY: ACTION DEPT.: CAO and SMT INFO DEPT.: Council Priority # 1 Financial Services 2008 Council Priorities Scanlon Court Operations Centers expansion/hydro building usage / Town Hall Goal: To complete the space needs study and recommend the future space needs for Operations and recommend direction for Former Hydro Building and Town Hall Date Prepared: October 4, 2008 Assigned To: Financial Services Cooperating Departments: Public Works Pending List Number: B9, CP3 Deliverable Due Date status Council ReportWritten by Finance Mar 18 Complete Council approve recommendations Mar 25 Complete Draft Space Needs terms of reference April 10 Drafted RFP for services process completion May 1 Review submissions and draft award recommendation May 15 Submit to SMT agenda for May 21 July 2 Space Planner Award Report July 15 Council- Space Planner Award Report July 15 LCompleteGC- Consultant project start July 21 Data gathering Aug 15 Field investigations and staff interviews with council facility tour Sep 1 Complete Draft report on space needs Sep 1A Stakeholder workshop (present info to staff Sep 19 Facility space configuration options report Stakeholder and council presentation Sep 23 Draft report for staff review Sep 30 Presentation to council on draft recommendations Oct 7 Final report submission Oct 21 Final recommendations to council for endorsement Oct 28 Council Priority # 2 Administration - CAO 2008 Council Priorities Department Structure Goal: To review the current corporate organizational structure to determine if there is a need for organizational change and if necessary develop and implementation strategy. Date Prepared: October, 2008 Assigned To: Administration - GAO Cooperating Departments: ALL Pending List Number: N/A Deliverable Due Date status Formation of Senior Management Staff to review Terms of Reference April 16/ 08 Complete Draft RFP Aril 29/08 Complete Form Staff Committee July 30/08 Report to Council May 20/08 GC Complete Issue RFP May 30/08 Complete RFP close June 21/08 Complete Evaluation completion August 5/08 Report to Council regarding appointment of consultants August 12/08 Council Project deferred until appointment of new CAO Council Priority # 3 Administration - CAO 2008 Council Priorities Governance — wards/number of Councillors Goal: To determine governance issues such as ward systems, number of Councillors, Regional representation, Committee structure, Council/Staff relationships etc. Date Prepared: October, 2008 Assigned To: Administration - CAO Pending List Number: N/A Deliverable Due Date status Project abandoned pending further direction from Council Council Priority # 4 Administration - CAO 2008 Council Priorities Executive Committee Goal: To determine if an Executive Committee should be formed and implementation of an Executive Committee structure if deemed appropriate Date Prepared: October, 2008 Assigned To: Administration - CAO Pending List Number: N/A Deliverable Due Date status Project abandoned pending further direction from Council __ Council Priority # 5 Administration- CAO 2008 Council Priorities Filling Senior Staff Goal: To have a full complement of Senior Management Team Date Prepared: October, 2008 Assigned To: Administration - CAO Pending List Number: N/A Deliverable Due Date status Recruit Town Solicitor July/08 Ongoing Recruit Corporate Services Director November/08 Completed Recruit CAO Commenced Council Priority # 6 Central York Fires Services — Joint Committee of Council 2008 Council Priorities Fire Protection - Prevention Goal: Review the Master Fire Services Plan to ensure the currency of the plan to the end of the year 2001 and to add an additional five years to the plan taking it out to the year 2016. Date Prepared: October, 2008 Assigned To: Master Fire Plan Steering Committee and Central York Fire Services Pending List Number: N/A Deliverable Due Date status Final Master Fire Plan report October/08 Ongoing JCC Council Priority # 7 Corporate Services 2008 Council Priorities Replica Handgun By-law Goal: To introduce new regulations to prohibit the sale of replica handguns to minors. Date: October, 2008 Assigned to: Corporate Services Department Pending List Number: CS4 Deliverable Date status Preliminary report CS07-013 and draft by-law was presented to Council. Mar. 6/07 Matter was deferred back to staff for further review and input from other municipalities in the Region as well as the York Region Police Dept. Matter still under review with other by-law enforcement staff from surrounding municipalities. Report to be presented to Council. July 15/08 Council adopted recommendation COMPLETED Council Priority # 8 Corporate. Services 2008 Council Priorities Newspaper Boxes Goal: To introduce regulatory measures to control the location and number of newspaper distribution boxes in Town. Date: October; 2008 Assigned to: Corporate Services Dept. Pending List Number: CS2 Deliverable Date status Preliminary report CS08-012 presented to General Committee Mar 18/08 Meeting with newspaper company representatives Ma /08 Confirm agreement with Creative Outdoor Advertising for newspaper corrals May /08 Council approved project and final report and enacted by-law June 24 /08 Completed Installation of newspaper corrals July to Oct. 2008 COMPLETED Council Priority # 9 Corporate Services 2008 Council Priorities Code of Conduct Goal: To introduce new Code of Conduct for Members of Council and Committees. Date: October, 2008 Assigned to: Corporate Services Department Pending List Number: CS7 Deliverable Date status Preliminary report CS07-034 presented to General Committee Sept. 4/08 Item deferred for review by a citizens committee. Sept. 4/08 Council reintroduced issue as part of the Council Priority List . Mar. 4/08 Revised report and Codes to be represented to General Committee May 6/08 Codes of Conduct and enacting by-law approved by Council June 24108 Completed Additional report regarding the appointment of a Integrity Commissioner to be presented to Council Aug 12/08 Appointment of Integrity Commissioner Nov/08 Council Priority # 10 Building Department 2008 Council Priorities Customer Service Program Goal: To review existing customer services units and customer service delivery and identify opportunities for improvements Date Prepared: October, 2008 Assigned To: Building Department Cooperating Department: Corporate Services Pending List Number: N/A Deliverable Date status Committee formed Februa /08 Complete Develop Terms of Reference March 18, 2008 Complete Report to General Committee Re: Terms of Reference and work plan April 1, 2008 Complete Develop and conduct internal survey April 30, 2008 Complete Develop external survey June 30, 2008 Complete Report to Council Re: Approval of external survey July 15, 2008. Complete Conduct Survey August 30, 2008 Complete Consider options for customer service model September 19, 2008 Complete Report to General Committee Re: Results of survey and direction November 4, 2008 Pending Develop Customer Service Strategy and Standards TBD Pending Identify Next Steps TBD Council Priority # 11 Corporate Services 2008 Council Priorities Pesticide By-law Goal: To introduce new regulations to prohibit use of cosmetic pesticides on properties. Date: October. 2008 Assigned to: Corporate Services Department Pending List Number: EAC7, EAC43 Deliverable Date status Preliminary report and draft by-law was presented to the Environmental Advisory Committee. Dec. 107 Public information meetings were convened at the Town Hall in March /08 to receive input from the public. Mar. /08 Revised report incorporating suggestions presented at the public information meetings, to be presented to EAC. May 1 /08 Report and proposed by-law to be presented to General Committee. May 20/08 Council deferred by-law and requested staff to consider comments from delegates and present a report to the next Environmental Committee May 27/08 Environmental Committee directed that revised report and by-law be referred directly back to Council. June 5/08 Report and by-law to be.presented again back to Council Aug. 12/08 Report adopted by Council and By-law enacted COMPLETED Council Priority # 12 Administration — Economic Development 2008 Council Priorities Business Development Strategy Goal: The business development strategy directly supports the Economic Development Strategy (2003) and Aurora's Strategic Plan Date Prepared: October, 2008 Assigned To: Administration — Economic Development Pending List Number: N/A Deliverable Due Date status Review development applications May to Ongoing December/08 EDO Corporate Calls — proactive and May to Ongoing reactive December/08 Host business information meeting/seminars . May to December/08 Targeted Marketing Plans — consultant's final September/08 Consultant has report been hired Development of target sector marketing October to materials December/08 EC DEV Web Site redesign (partial) September to December/08 York Region Bus Tour October/08 Update York. region and OIS web sites ' October to December/08 GTMA's Advanced Manufacturing Program — October/08 Bus Tour Year End Economic Development Review Jan/09 In Development (newpublication) Council Priority # 13 Administration — Economic Development 2008 Council Priorities 404 Signage Goal: To Provide a major gateway sign into Aurora Date Prepared: October, 2008 Assigned To: Administration — Economic Development Cooperating Department: Leisure Services Pending List Number: N/A Deliverable Due Date status Review Consultants Conceptual Plan and Cost Estimates April/08 Completed Adhoc Committee Meeting to review plans/estimates and decide course of action May/08 Council approved June/08 Preparation of RFQ's Julyl08 Update report presented Sept. 16/08 Project transferred to Leisure Services Department Council Priority # 14 Administration - Economic Development 2008 Council Priorities Downtown ImprovementMhitwell Funds Goal: To Encourage Development in the Downtown Core. Date Prepared: October, 2008 Assigned To: Administration = Economic Development Pending List Number: N/A Deliverable Due Date status Downtown Secondary Plan EDAC provided recommendations on Terms of October/08 Terms of Reference to Council Reference being re- d rafted Council Priority # 15 Administration — Economic Development 2008 Council Priorities Habitat for Humanity - Home Goal: To identify a possible location within Aurora Date Prepared: October, 2008 Assigned To: Administration - CAO Cooperating Departments: Planning and Administration - Economic Development Pending List Number: N/A Deliverable I Due Date status Researching Location —Planning working with Ongoing Habitat Council Priority # 16 Habitat for Humanity — ReStore Goal: To identify a possible location within Aurora Date Prepared: October, 2008 Assigned To: Marnie Wraith Pending List Number: Deliverable Due Date I Status No longer a priority - Organization found a location in Newmarket Council Priority # 17 Administration - CAO 2008 Council Priorities Former Jack Woods Property - 95 Allaura Blvd. Goal: To sell 95 Allaura Blvd. Date Prepared: August 2007 Assigned To: Administration — CAO Cooperating Department— Leisure Services Pending List Number: AD4 Deliverable Due Date status RFP for Real Estate Services May/08 Completed Determination of location of Community Gardens August/08 Completed Selection of Real Estate Agent Oct/08 Final Report October/08 Offer for Sale November/08 Closinq ?nn.O Council Priority # 18 Administration - CAO 2008 Council Priorities Sale of Leslie Street Lands Goal: Sell Leslie Street lands Date Prepared: October, 2008 Assigned To: Administration - CAO Pending List Number: AD11 QeliverableI Due Date status Instructions from Council regarding method of Council Priority # 19 Administration - CAO 2008 Council Priorities 2C Lands — Implications of developing for recreational use Goal: To determine the implications of developing 2C lands for recreational use Date Prepared: October, 2008 Assigned To: Administration - CAO Cooperating Department: Leisure Services Pending List Number: B15 Deliverable Due Date status Director of Planning & Development and the Town Solicitor prepare a report regarding the implications of using the 2C lands prior to the development of the Secondary Plan (PL08-005 — Stewart Burnett Park) December 4/07 Complete Director of Leisure Services to provide a report regarding the net operating cost and participation of the preschool program Complete LS08-024 -Development of One Senior Baseball Facility April 22, 2008 Complete Conceptual Design of Burnett Park August 2008 LSAC Review September 2008 Budget Approval October 2008. Council Priority # 20 Leisure Services 2008 Council Priorities Victoria Square — Short Term (Interim) Goal: . 1 Current use of Building Date Prepared: October, 2008 Assigned To: Leisure Services Pending List Number: N/A Deliverable Due Date I Status Former Seniors Centre permitted to August/06 Ongoing Providence Learning Centre Former Library is being permitted for August/06 Ongoing recreational programs, bridge club & SOYRA Council Priority # 21 Leisure Services 2008 Council Priorities Victoria Square — Long Term Goal: To Recommend the Future Uses of the Former Library and Seniors Centre Date Prepared: October, 2008 Assigned To: Leisure Services Pending List Number: N/A Deliverable Due Date Status Victoria Square Q4 Awaiting Downtown Revitalization Report Council Priority # 22 Leisure Services 2008 Council Priorities Parks & Recreation Master Plan Goal: Review and Development of the Parks and Recreation Master Plan Date Prepared: October, 2008 Assigned To: Leisure Services Pending List Number: 131 Deliverable Due Date Status Award of Consultant Provision of Background Material April 22, 2008 Complete Initial Meeting with Leisure Services Advisory Committee May 15, 2008 Complete Phase I — Existing Conditions, and Emerging Trends June 20, 20 88 Complete Phase II — Research and Consultation Paper August 12, 2008 Complete Meeting with LSAC Sept. 18, 2008 Complete Phase III — Plan Finalization September 2008 Meeting with LSAC Oct. 16, 2008 Council Approval November, 2008 Council Priority # 23 Leisure Services 2008 Council Priorities Pricing Policy Goal: To Develop a New Pricing Policy Date Prepared: October, 2008 Assigned To: Leisure Services Pending List Number: N/A Deliverable Due Date Status Award of Contract March 25, 2008 Complete Initial meeting with Leisure Services Advisory Committee April 17, 2008 Complete Phase I — Project start-up and secondary research May 2, 2008 Complete Phase II — Public Consultation and Primary Research May 30, 2008 Complete Phase III — Financial Analysis June 20, 2008 Complete Meeting with LSAC Sept. 18, 2008 Complete Phase IV — Strategy Development & Implementation October 2008 Meeting with LSAC Oct. 16, 2008 Council Approval November, 2008 Council Priority # 24 Leisure Services 2008 Council Priorities Community Wildlife Park Master Plan Goal: Needs to be defined by EAC Date Prepared: October, 2008 Assigned To: Leisure Services Pending List Number: EAC 39 Deliverable Due Date status EAC to verify clear expectations of project _Sept 2008 Complete Staff report on work plan for project SMT) . Sept 24 Complete Staff report on work plan for project (GC) Oct 7 Complete Staff report on work plan for project (Council) Oct 14 Complete . LSRCA Approval Ongoing Technical Re ort RFP Consultant Approval Phase I Construction(Fencing) Phase II Construction Notes: • This has been proposed as a priority 2 item for EAC and will be reviewed at its May meeting. Future tasks will be defined through EAC to assist in determining goals and direction. • PW involved through EAC, Leisure Service Priority Council Priority # 25 Leisure Services. 2008 Council Priorities Lake Simcoe Region Conservation Authority — Bank Rehabilitation Goal To Assist LSRCA in Improving the Water Quality of the Lake Simcoe Watershed Date Prepared: October, 2008 Assigned To: Leisure Services Pending List Number: N/A Deliverable Due Date Status Pond Removal not September 2008 Complete proceeding Council Priority # 26 Leisure Services 2008 Council Priorities Aurora Heritage Centre Goal: To Renovate 22 Church Street into a Heritage Centre Date Prepared: October, 2008 Assigned To: Leisure Services Pending List Number: B58 Deliverable Due Date Status Selection of Architect Complete Approval of Design Complete Approval of Budget Complete Award of Tender Complete Construction October/2008 Ongoing —to be complete by October, 2008 Open of Centre Subject to recommendation in Novita Report Council Priority # 27 Leisure Services 2008 Council Priorities Petch House Goal: To Find Alternative Uses and Restoration of the Petch House Date Prepared: October, 2008 Assigned To: Leisure Services Pending List Number: B34 Deliverable I Due Date I Status Submissions of Budget September 2007 Request to Remove House April 22, 0008 1 Fundina Not Aooroved Working with Sheppard's Bush Management Plan Ongoing Team for Alternative Site r-kITQ Council Priority # 28 Leisure Services 2008 Council Priorities Trail System Goal: To Promote Trails within the Town Date Prepared: October, 2008 Assigned To: Leisure Services Pending List Number: LS16 Deliverable Due Date Status Establishment of a Trails Committee Reporting to Leisure Services Advisory Committee January 2008 Complete Council Priority # 29 Leisure Services 2008 Council Priorities Youth Committee Goal: To Establish a New Structure for a Youth Committee Date Prepared: October, 2008 Assigned To: Leisure Services/Councillor Wilson Pending List Number: NB2 Deliverable Due Date Status Two (2) Youth Members Selected for Leisure Complete Services Advisory Committee Council Priority # 00 Administration — Communication and Marketing 2008 Council Priorities Downtown Improvements Communications Plan Goal: To implement a communications plan to inform stakeholders of the planned improvements to the Aurora downtown core Date Prepared: October, 2008 Assigned To: Administration - Communications and Marketing Pending List Number: N/A Deliverable Due Date. status Meet with CAO and Director of Planning to April 23 Comple discuss project plan to Develop framework for communications plan — May 21 Pendin outlining all possible tactics for communicating g with stakeholders. First draft review by SMT Meet with Planning staff to determine project Week of July 22 milestones and outline in communications plan Provide second draft of communications plan for August 6 SMT review Continue to meet with planning staff to ensure Month of Aug. updates are made to plan based on implementation of project plan Make revisions to plan based on Council feedback Week of Aug. and planning staff updates 18 Provide SMT with third draft for review and Aug. 27 comment Provide Council with final draft for review Sept. 2 Finalize plan based on Council feedback Week of Sept. $ Begin Implementing plan In conjunction with improvement milestones Council Priority # 11 Administration — Communications and Marketing 2008 Council Priorities Implementation of Notice Board Contract Goal: To implement a medium -term contract for the Town Notice Board Date Prepared: October, 2008 Assigned To: Administration - Communications and Marketing Pending List Number: AD3 Deliverable Due DatenPending Issued Notice Board RFP Feb. 1 RFP Closed Feb. 26 Report deferred b Council Feb./08RFP Issued Aug./08New report presented Oct. 7/08 Council Priority 332 Planning & Development Services 2008 Council Priorities Heritage District Study for Southeast Quadrant Goal: Heritage District Study for Southeast Quadrant Date Prepared: October, 2008 Assigned To: Manager of Heritage Planning and Urban Design Pending List Number: 57 Deliverable Due Date Status Heritage District Study for Southeast Fall 2009 2008 Budget Approved Quadrant Project Postponed the initiation of the study until first quarter of 2009. Manager of Heritage Planning position to be filled before the end of 2008. Council Priority # 33 Planning &Development Services 2008 Council Priorities Monster Home By -Law Goal: Monster Home By -Law Date Prepared: April 24, 2008 Assigned To: Fausto Filipetto, Policy Planner Pending List Number: 58 Deliverable Due Date status Monster Home By-law July 2008 On March 18/08, Council referred Staff Report for further public input and clarification of proposed by-law changes. An additional Public Planning Meeting was held in May 2008 to allow for further public input. At this time the draft by- law was denied by Council. A separate by- law specific to the Hillsview Road Area will proceed to Council for consideration at a future General Committee meeting. Council Priority # 34 Planning and Development Services 2008 Council Priorities Downtown Secondary and Revitalization Plan Goal: Downtown Secondary and Revitalization Plan Date Prepared: October, 2008 Assigned To: Jim Kyle, Manager of Policy Planning Community Planner Pending List Number: 59 Deliverable Due Date Status Downtown Secondary and Fall 2009 2008 Budget Approved Revitalization Plan Project. Staff to provide report to Council for direction to initiate study in July/August 200.8. Preparation of Terms of ReferenceANorkplan for Council approval Fall 2008. Retain consultants and commence study in early 2009. Study to carry over to 2010. Downtown Study Terms of Reference were presented to EDAC September 11/08 as requested by Council. EDAC meeting minutes forwarded to GC October 7/08 and Council October 14/08. Staff to prepare future report in Oct/Nov 2008-. Council Priority # 35 Planning and Development Services 2008 Council Priorities Fagade Improvement/ Downtown Revitalization Goal: Prepare a study regarding Fagade Improvement/ Downtown Revitalization Date Prepared: October, 2008 Assigned To: Planning and Development Cooperating Department: Administration - Economic Development Pending List Number: N/A Deliverable Due Date Status 2008 Budget Approved Project April 2008 Complete Staff to provide report to Council for July/August Workplan to be developed as direction to initiate study 2008 part of the Downtown Study work. Timing of project will Preparation of Terms of Fall 2008 flow from the larger Reference/Workplan for Council Downtown Yonge Street approval Wellington Street study. January Retain consultants and commence 2009 study Downtown Secondary and 2010 Revitalization Plan Council Priority # 36 Planning and Development Services 2008 Council Priorities Core Secondary Plan/Downtown Revitalization Goal: To provide a Core Secondary Plan Date Prepared: October, 2008 Assigned To: Planning and Development Pending List Number: N/A Deliverable Due Date Status Budget Approved Project April 2008 Approved Staff to provide report to Council for July/August 2008 Workplan to be direction to initiate study developed as part of the Preparation of Terms of Fall 2008 Downtown Study Reference/Workplan for Council work. Timing of approval the project will flow from the Retain consultants and commence January 2009 larger Downtown study Yonge 2010 Street/Wellington Core Secondary Plan Street study. Council Priority # 37 Public Works Council Priorities 2008 Waste receptacles in the Yonge Street, Wellington Business district Goal: To replace existing waste receptacles in the Yonge Street, Wellington Business district with appropriate 2 stream receptacles. Date Prepared: October, 2008 Assigned To: Public Works Pending List Number: PW9 Deliverable Due Date Status Review History of Project Mar 25 Complete Meeting with Midpoint International to review product Mar 27 Complete Identify Scope of replacement and no. of units Mar 25 Apr 4 Identify suitable products and develop specification Apr 18 Complete Procure quotes for product supply of various options May 16 Complete Prepare evaluation report and recommended options with pricing May 20 Complete SMT June 4 GC June 17 Council Jun 24 Procure products and delivery Jun 27 Complete Installation by staff Jun 30 Complete COMPLETE Notes: • Direction to purchase a blend of two products to the upset limit of $10,000, Purchase additional units based on available Turtle Island Funding of $5;000 • Assume responsibility for collecting waste from three parks receptacles along Yonge Street corridor • Include additional funding in 2009 budget for remaining receptacles Council Priority # 38 Public Works Council Priorities 2008 EAC 80: Community in Bloom Project Goal: To develop a financial and implementation plan and set goals for the various competition categories for communities in bloom so that the volunteer groups can proceed with a 2009 summer season implementation Date Prepared: October, 2008 Assigned To: Public Awareness Working Group Pending List Number: EAC 80 Council Priority Reference: Q1/08- Communities in Bloom -.Plan Deliverable Due Date status Confirm Advisory Committee with new Liaison Person (Liaison with Rebecca Beaton) Jun 30 _ Complete Advisory committee to review CiB website information and criteria July 31 Planning Workshop 1- identify target areas Au ust 31 Planning Workshop 2- Develop task/ funds and resource plan Sept 31 EAC Endorsement Oct meeting Council Update and 2009 funding request (SMT) Oct 22 Council Update and 2009 funding request (GC) Nov 4 Council Update and 2009 funding request with presentation (Council) Nov 10 Pause until spring Jan 31 Community awareness campaign (start February) On going Plan Fundraising programs Feb 31 Registration Deadline Mar 31/ 09 Execute implementation plan TBD Notes: . • At April 2008 EAC Meeting Richard Wizemann was appointed as the replacement Communities in Bloom Environmental Advisory Committee Liaison. Has been identified as a low priority by EAC for 2008. • Rebecca Beaton has been identified as prime coordinating contact based on June 6 EAC discussions. Council Priority # 39 Public Works Council Priorities 2008 R4: Yonge St/ Wellington Traffic Congestion (Active) Goal: To work with the Region to investigate options for improving traffic flow at this intersection Date Prepared: October, 2008 Assigned To: Jamal Pending List Number: R4 Council Priority Reference: 2008 no quarter- Yonge St/ Wellington intersection Deliverable Due Date status Meeting with Mayor Morris to Review Report Aril 8 Complete -Meeting with York Region to Review Report April 17 Complete Town/Region staff to define clear requirements of project May 9 Complete Town draft report for council to direct Region on next steps May 16 Complete SMT May 21 May 7 GC Jun 3 May 20 Council (Recommend Region CAO direct staff to proceed) Jun 10 May 27 Meeting with Region to review work program June 16 Region to complete additional traffic analysis and options Aug 31 Internal meeting with Mayor to review Aug 31 Advertise open house. Sept 1-15 Public open house to review methods and options (Mayor letter inviting public to attend open house) Sept 15 Report updates Sept 30 Final Report to SMT Oct 8 GC with public notice and pre -meeting public forum Oct 21 Final Council Report Oct 28 Notes: • April 8, concerns raised with report • Region requested council direction on next steps • Meeting with Region to review work plan set for early July. Council Priority # 40 Mayor and Councillors Council Priorities 2008 Second Regional Representation Goal: Research the need for a second Regional Representative and develop a strategy for obtaining the appropriate approvals Date Prepared: October, 2008 Assigned To: Mayor Cooperating Department: Administration - CAO Pending List Number: NB13 Deliverable Due Date status 1. Information Report August/ September/08 2. Resolution of Council September/08 3. Awaiting further direction from Council GTA Pooling Goal: -COMPLETED Date Prepared: Assigned To: Pending List Number: Council Priority # 41 Deliverable Due Date status Council Priority # 42 Public Works Council Priorities 2008 R21 CPS: Traffic Safety issues at Hadley Grange Seniors Residence (Active) Goal: TBD ` Date Prepared: October, 2008 Assigned To: Jamal Pending List Number: R2 Deliverable Due Date status Meeting with Residents and Region Apr 11 Complete Resident commitment to provide written response with summary of suggestions for im rovement May 30 Complete Region to respond to resident letter and copy town June 30 June 12 Region to proceed with St. Johns Sideroad. entrance improvements Design and Tendering Aug.31 Construction Nov 30 Notes: • Schedule based on Region Information Council Priority # 43 Public Works Council Priorities 2008 PW4, CP6: Anti- Whistling at Train Crossings Goal: To implement an Anti Whistling plan within the Town of Aurora Date Prepared: October, 2008 Assigned To: Jamal Pending List Number: PW4, CP6 Deliverable Due Date status Staff undertake rail crossing inspections as safety update Mar 31 Complete Meeting with Region Staff to review Policy Apr 10 Complete Communicate with all approval agents to determine requirements for proceeding May 2 May 6 complete Consult and secure opinion from Town Legal Dept on acceptance of liability and exposure of risk May 23 Prepare public notice announcement and request for feedback form May 6 Complete SMT May 7 Complete GC Meeting for approval (presented butreferred back to staff for costing information and revised wording May 20 Complete Council Ad wording approved but costing requested) May 27 Complete June 3 GC- Additional costing memo prepared but Pulled from agenda June 3 Complete Region Policy to Region Committee Jun 11 Com lete Region Policy to Region Council Jun 19 Complete Post on notice board and web site for public feedback. Post for Jun 10 and Jun 17, with comments closing Jun 27 Jun 27 Receive response from GO on their components of the crossing upgrades May 23 Prepare cost estimates and implementation plan May 16 SMT Aug 20 GC Sept 2 Council Sept 9 (Next steps contingent on council outcomes N otes: • Decision to not proceed with advertising until accurate costing is developed. • Review Markham's presentation to Regional Committee on their request for possible reuse of information. Council Priority # 44 Planning and Development Services Council Priorities 2008 2C Secondary Plan Goal: 2C Secondary Plan Date Prepared: October, 2008 Assigned To: Jim Kyle, Manager of Policy Planning Pending List Number: none assigned Deliverable Due Date Status 2C Secondary Plan Adoption 2008 Budget Approved of final Project version of Secondary Staff to provide Council with a Plan late status report May 2008. 2010. Seeking direction to prepare Terms of Reference to commence study. Staff to report back to Council on the Fiscal Impact Analysis for the 2C Lands in Nov/09 Council Priority # 45 Public Works Council Priorities 2008 PW9, CP1, EAC 81: Recycling Services in Public Spaces Goal: To replace existing waste receptacles in the Yonge Street, Wellington Business district with appropriate 2 stream receptacles. Date Prepared: October, 2008 Assigned To: Peter Horvath Pending List Number: PW9 Council Priority Reference: Q1/08 Garbage Containers Deliverable Due Date Status Review History of Project Mar 25 Complete Meeting with Midpoint International to review product Mar 27 Complete Identify Scope of replacement and no. of units Mar 25 Apr 4 Identify,suitable products and developspecification Apr 18 Complete Procure quotes for product supply of various options May 16 Complete Prepare evaluation report and recommended options with pricing May 20 Complete SMT May 21 June 4 GC Jun 3 June 17 Council Jun 10 June 24 Procure products and delivery Jun 27 Complete Installation by staff Jun 30 Complete COMPLETE Notes: • Direction to purchase a blend of two products to the upset limit of $10,000. Purchase additional units based on Available Turtle Island funding of $5, 000. • Assume responsibility for collecting waste from three parks receptacles along Yonge Street corridor. • A total of 4 containers from Mid Point. international and 10 containers from waste wise will be in place prior to the Canada Day Parade. Next Steps: • Include additional funding in 2009 budget for remaining receptacles. Require total of 13 more cans for 2008 at an estimated budget of $15,000. This will fulfill the recommended count of 27 including three parks receptacles Council Priority # 46 Administration - CAO Council Priorities 2008 Hydro Generation Goal: To determine suitable hydro generation .Date Prepared: October, 2008 Assigned To: Administration - CAO Pending List Number: N/A Deliverable Due Date status Host a public forum to discuss local power generation and transformation in Aurora and Northern York Region April 00/08 Complete Council Resolution June 24/08 Monitor overall RFP of Ontario Power Authority Ongoing Monitor anylocal planning applications that may be made Awaiting decision from Ontario Power Authority Monday, October 20, 2008 BUSINESS PLAN a) Planning - 1 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT DEPARTMENT About the Planning and Development Services Department The Planning and Development Services Department manages the growth and physical form of the Town. The Department provides professional planning advice to Council, other departments, the public and Council endorsed committees on a variety of policy and procedural issues. The Department's activities relate to long range strategic planning and development, review; formulation of plans, policies, regulations and guidelines on land use, development; urban design and growth management; processing and evaluation of development applications; data collection, analysis, research and monitoring of land use, planning policy and growth management matters; digital mapping and related functions; customer service guidance to residents, business owners and applicants. The Planning and Development Services Department is comprised of three divisions: 1) Development Planning 2) Policy Planning and Geographic Information Systems 3) Heritage Planning and Urban Design The Development Planning division reviews and processes development applications from both a community planning and urban design perspective. Such applications include Official Plan and Zoning By-law amendments, plans of subdivision and condominium and site plan applications. Development Services further manages and prepares agreements for development applications, servicing allocation monitoring and distribution; urban design and architectural control; and professional and administration services to the Committee of Adjustment. The Committee of Adjustment processes applications related to minor variances and consent to sever land. The Policy Planning division deals with planning from a broad policy perspective, formulating and promoting long range strategic policy. The division's mandate includes preparing, reviewing and updating the Town's Official Plan; research and developing secondary plans and other Official Plan Amendments; environmental policy planning and dealing with Oak Ridges Moraine issues; researching and preparing the Zoning -by-law; and geographical information services. The Heritage Planning and Urban Design division provides advice on heritage maters as well as recommendations to Council under the Ontario Heritage Act with respect to the heritage designation of properties. The division also provides in-house urban design review on heritage properties and other development proposals; and provides community outreach, liaison and information. -1- Monday, October 20, 2008 BUSINESS PLAN a) Planning - 2 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT DEPARTMENT Planned Business Outcomes PIanned Outcome Balance the interests and objectives of individual property owners with"the greater interests and objectives of the Town through the processing of Planning Act applications. 2009 Action Steps 1. Coordinate the corporate review of developmentapplications and growth management initiatives with internal and external stakeholders in a comprehensive and timely manner to ensure stable economic growth and public interest is served. 2. Provide sound planning advice on applications and ensure the Town and the public's interest are protected. 3. Provide planning assistance to residents, development industry and business community. 4. To ensure that application review protocols include short and long term impacts of development, environmental sensitivity and multiple residential housing options. 5. To balance growth and environmental protection to ensure the Town remains an attractive place to live, work and recreate. 6. Provide staff support at Committee of Adjustment meetings. 7. To ensure development process is financially self sufficient through the collection of planning application fees. 2010 Actions Steps 1. Continue to implement 2009 Action Steps. 2011 Action Steps 1. Continue to implement 2009 Action Steps. -2- Monday, October 20, 2008 BUSINESS PLAN aj Planning - 3 TO W N ,OF AURORA 2009 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT DEPARTMENT Planned Business Outcomes Policy: Planng/Geographic Ynformatton Sys#ems Planned Outcome {Goal} Provide a comprehensive policy to guide land use decisions throughout the community, based on an understanding of physical, cultural, and social opportunities and constraints. Manage growth in an environmentally friendly and fiscally sustainable manner and to ensure that all required infrastructure can be provided to meet growth demands. Provide a current and accurate property fabric and other mapping layers that are linked to the property ownership and other Town databases, in order to produce required corporate maps. 2009 Actions Steps 1. Establish an annual monitoring system to track the range of housing options provided within the Town 2. Updates of Servicing Allocation Matrix 3. Undertake a Plan for the Yonge and Wellington Corridors, including the Downtown, historic core that will include revitalization strategies, economic development, beautification initiatives, residential intensification and cultural opportunities, including public consultation process. 4. Review policies for density increases and establish appropriate policies, guidelines and standards. Establish targets for increased density and devise a monitoring system to track development with increased density. 5. Complete a secondary suites study. 6. Official Plan Review and Updates to the Official Plan Policies to conform to "Places to Grow" and Lake Sirm.coe Act. 7. Implement a broader GIS function to adequately meet the needs of all departments based on the findings of the needs analysis. 8. Develop new sustainability policies that will assist in promoting sustainability and managing the design of new communities through subdivision and site plan control. 9. Continue to update, track and analyze the Key Performance Measures. 2010 Action Steps 1. Follow the intensification study review options for more affordable housing that will support a diverse local economy, including a fall range of housing options such as smaller homes, apartments, townhouses, and legalized basement apartments. Track the development of such options along with intensification statistics. 2. Updates of Servicing Allocation Matrix. 3. Continue to update, track and analyze the Key Performance Measures. -3- Monday, October 20, 2008 BUSINESS PLAN a) Planning - 4 TOVdN OF AURORA 2009 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT DEPARTMENT 4. Implement web based mapping. 5. Continue to monitor GIS function to determine if department needs are being met and also determine if additional resources are required. 2011 Action Steps 1. Prepare new servicing allocation policy pertaining to Regional allocations. 2. Additional updates to the zoning by-law to conform with 5 year official plan review. 3. Continue to update, track and analyze the Key Performance Measures. .4 Monday, October 20, 2608 BUSINESS PLAN a) Planning - 5 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT DEPARTMENT Planned Business Outcomes Planned outcome (Boat) To provide a higher level of service to the community by imparting professional advice at both Heritage Committee and Committee of Adjustment meetings, in order to undertake Heritage Planning and Urban Design Review. 2009 Action Steps 1. Manage the delegated duties of Heritage Committee with respect to minor additions to listed heritage buildings and demolitions. 2. Provide in-house urban design review on heritage matters and other development proposals. 3. Develop an implementation plan for the completion of Heritage Conservation District Plans. 4. Establish an Urban Design Awards Program to recognize and encourage excellence in urban design in Aurora. 5. Continue the Heritage Awards program to recognize and encourage excellence in heritage conservation in Aurora. 6. Participate in the Downtown Area Study to ensure the incorporation of the appropriate heritage policies. 2010 Actions Steps Continue to implement 2009 Action Steps. 2011 Action Steps Continue to implement 2009 Action Steps. -5- Monday, October 20, 2008 BUSINESS PLAN a) Planning - 6 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT DEPARTMENT Staff— Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = _l4_ • Director of Planning and Development Services • Administrative Assistant • Manager of Development Planning • Manager of Policy Planning • Manager of Heritage Planning & Urban Design • Policy Planner • Planner(3) • Junior Planner • GIS Database Analyst • GIS Technician • Planning Clerk • Secretary/Treasurer to Committee of Adjustment 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Full-time 14 15 16 16 Part-time 0.0 0.0 ' 0.0 0.0 Total Permanent 14 15 16 16 Net Change 0 1 1 0 -6- Monday, October 20, 2008 BUSINESS PLAN a) Planning - 7 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT DEPARTMENT Z W CL W W CC CD CD 0 W Cq Z _ dui 02 E Z � }F Ow In z Z z CL O " v t - 7- Monday, October 20, 2008 BUSINESS PLAN a) Planning - 8 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT DEPARTMENT Operating Budget Outlook 2007 2008 2009 2010 2011 Budget Budget Forecast Forecast Forecast -8 Monday, October 20, 2008 BUSINESS PLAN a) Planning - 9 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PLANNNING AND DEVELOPMENT DEPARTMENT Capital Budget Outlook 2007 2008 2009 Budget Budget Forecast 2010 2011 Forecast Forecast -9- Monday, October 20, 2008 BUSINESS PLAN a) Planning - 10. TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT DEPARTMENT Accomp.Lishrnents in 2008 Policy Planning/Geographical Information Systems • Worked with Council and Economic Development Committee to prepare Terms of Reference for Yonge and Wellington Corridor Study. Enacted Complete Application Requirements (OPA 69) • 'Initiated Pre -consultation By-law • Initiated Drive-Thru OPA/By-law • Initiated RFP to retain a Consultant to undertake Yonge and Wellington Corridor Study. • Initiated Zoning By-law review for Industrial and Commercial Zones. • Converted Public Works Data (Storm, Sanitary and Water) into GIS format • Completed AtlasPlus Geoconnections project with York Region Heritage Planning & Urban Design Division • Aurora was the winner of the Prince of Wales Prize for Municipal Heritage Leadership • Participated in organization of the Year of Arts Heritage and Culture - Staff Developed the Logo for the Year. Completed a commemorative guide to heritage conservation in Aurora which formed part of the Prince of Wales Prize nomination package. • Organized a Successful Doors Open Aurora festival attracting more than 3000 visitors to 21 sites. • Completed a further 10 Heritage Designations in 2008 to date plus 3 by-laws / This brings the total of individually designated properties to 41; including Aurora's first designated heritage trees and Designation By-law passed fox the Wells Street Public School. • Worked with stakeholders to continue the nomination of properties to the Canadian Register of Historic Places. • Developed a walking tour and interpretive strategy for the Charles Hendry Sheppard Estate. - 10- Monday, October 20, 2008 BUSINESS PLAN a) Planning - 11 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT DEPARTMENT Key Performance Indicators SERVICE KEY QUANTIFICATION 2009 AREA PERFORMANCE TARGET INDICATOR Policy Employment land to Measure the ratio of employment Official Plan Review GIs residential land ratio land to residential land using will set targets mapping tools Development Site Plan Approval 1 Amount of time to process site Steamline the site Planning Process plans and agreements plan agreement preparation process. Heritage Response to Response time 2 -3 business days Planning residents/applicants 11- Monday, October 20, 2008 ]BUSINESS PLAN a) Planning - 92 Position Name: Department: Is Position Pull-timetPart-tim"ontract Year of initiation: Is Position New, a Complement Change for a Complement Transfer: TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE GIS SUPERVISOR PLANNING & DEVELOPMENT SERVICES FULL TIME 2009 NEW POSITION (IDENTIFIED IN 2008 BUSINESS PLAN) Responsible for supervision of GIS staff, co -coordinating administering and overseeing the development, implementation and operation of the Planning Department's Geographic Information System. This includes automated mapping network, departmental databases, digital records and municipal addressing system. To expand the network capabilities and Improve efficiency and service delivery standards. of the Town. No impact on revenue. New Job Description for GIS supervisor would need to be created. Approximate salary for such a position would be $70,000. ., 111- e•• NET BUDGET IMPACT 91,500 0 0 J -12- Monday, October 20, 2008 BUSINESS PLAN b) Building - 1 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT About the Building. Administration Department The Building Administration Department reviews building permit applications and conducts on -site inspections for construction projects within the Town of Aurora in accordance with the Ontario Building Code, the Town of Aurora Zoning Bylaw and other applicable legislation. Our mandate is to ensure a healthy and safe environment in the buildings where we live, work and play. The Building Administration Department is responsible for ensuring minimum building standards are achieved for new buildings, additions and renovations with reference to public health and safety, structural sufficiency, fire protection, energy conservation, accessibility and water and sewage protection. In addition to Building Code matters Building Administration provides zoning comments and interpretations on development applications such as draft plan of subdivision, site plan applications, land severances and minor variances. Other administration functions include the issuance and inspection of sign permits, pool enclosure permits and hot tub permits. Building Administration delivers a wide range of programs and services to meet the needs of the corporation and the community it serves. The four fundamental areas of focus can be categorized as legislative, administrative, public protection and education, and customer service. Nore: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and stafresources and annual budget approval by Council. Page 1 of 11 - 13- Monday, October 20, 2008 BUSINESS PLAN b) Building - 2 TOWN OF AURORA . 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Planned Business Outcomes Legrslati Planned Outcome (Goal) To ensure public health and safety through the administration and enforcement of the Ontario Building Code and other governmental legislation relating to the design and construction of buildings and their appurtenant systems- 2009 Action Steps 1. Continue to meet legislative requirements under the Building Code Act with respect to compliance, legislated fimeframes for review of complete applications and response to mandatory inspections. 2. Report on building permit fees collected in the previous year, including direct and indirect costs of delivering services related to the administration and enforcement of the Building Code Act 3. Review building permit fee funding model to ensure appropriate fees collected for building type, complexity of effort and service delivery. Establish policies with respect to the obligatory reserve fund. 4. Review Fire Services plan and inspection function. Establish standard operating guidelines for Ontario Building Code fire safety matters. 5. .Enhance plan review and inspection functions for mechanical systems. 6. Enhance Cityview functionality for effective reporting on legislative requirements such as time frames, fees, revenue deferral, etc . 7. Train staff with respect to new objective -based codes and update qualification requirements as required by the Ministry of Municipal Affairs and Housing for the 2006 Building Code. 8. Prepare for and implement phased amendments to the 2006 Ontario Building Code with respect to energy conservation, fire safety for residential buildings and septic systems. 2010 Actions Steps Continue to administer and enforce the Ontario Building Code and other applicable law 2. Establish criteria for the submission of alternative solutions under objective - based codes 2011 Action Steps 1. Continue with 2009 Action Step 1 2. Develop a catalogue of acceptable solutions for objective -based codes Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 2 of I 1 -14- Monday, October 20, 2008 BUSINESS PLAN b) Building - 3 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET Planned Outcome (Goal) To protect the general public through the administration and enforcement of legislation and to increase public awareness on building related health and safety matters for the continued enjoyment of the Municipality by its residents. 2008 Action Steps 1. Continue to document standard policies and procedures with respect to non- confonning construction. 2. Provide training and development opportunities for staff on green building technologies and promote green technologies through education programs. 3. Participate in the consideration of permitting secondary dwelling units. 4. Increase public education programs e.g. Renovation Forum, Home Show, etc 5. Engage in round table discussions with the development industry with the objective of improving relationships and service delivery. 6. Review Development Application process in collaboration with other departments in an effort to provide seamless service. Consider options for a Development Application Centre. 7. Transition Accessibility Advisory Committee to Building Administration Prepare Annual Accessibility Plan. Prepare Customer Service Plan and Policies under the Disabilities Act for 2010 implementation. 8. Continue to develop and implement plan review and inspection service level checklists for various building types. 9. Develop and implement a protocol with Labe Simcoe Region Conservation Authority on fill related activities having regard for the Oak ridges Moraine and all other applicable Town Bylaws. 2010 Actions Steps 1. Develop criteria/guidelines for a quality assurance program. 2. Continue to enhance public education on building related matters. In consultation with Fire Services define and develop service levels for large and complex buildings for inspection. 2011 Action Steps 1. Investigate feasibility of consolidating public protection bylaws for effective administration. Note: Town of Aurora business plans provide the groundwork far more detailed operational plans and serve as a rnanagement tool for planning for the f iture. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 3 of 11 - 15 - Monday, October 20, 2008 BUSINESS PLAN b) Building - 4 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Planned Business Outcomes (cont'd) Adinwstrat ve Planned Outcome (Goal) Provide services and programs relating to building matters that are streamlined, efficient and transparent. 2009 Action Steps 1. Finalize documenting building permit procedures to clarify roles, responsibilities and expectations. 2. Continue to develop Zoning bylaw interpretation policies to ensure consistent application and recommend zoning bylaw amendments for effective administration. 3. Commence with digitizing of documents for improved record retention and retrieval. 4. Establish a Steering Committee for Cityview as a corporate software application. 5. Participate in a Zoning Bylaw Review of employment lands consolidation. 2010 Actions Steps 1. Initiate development of an electronic manual for Cityview users. 2. Develop a strategy for the closing of inactive files. 3. Provide ongoing training and development opportunities for staff 2011 Action Steps 1. Continue to develop electronic Cityview manual 2. Investigate feasibility of accepting electronic plans including electronic response and record retention Note: Town c(Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for plaiming for the future. .411 plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staffresources and annual budget approval by Council. Page 4 of 11 Monday, October 20, 2008 BUSINESS PLAN b) Building - 5 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Planned Business Outcomes (cont'd) Customer Serviee Planned Outcome (Goal) Deliver high quality service in a professional manner with an emphasis on accessible . 'information, timely response and continuous improvement to meet the evolving needs of our clients, internal partners and other stakeholders. 2009 Action Steps 1. Continue to participate in the corporate customer service initiative— CSI Aurora. Support customer service initiatives including implementing customer service standards and tools for service delivery, staff training and any other customer service changes approved by Council. 2. Continue to develop application submission standards for both technical and administrative requirements to assist customers in preparing applications. 3. In consultation with Planning develop a methodology for the review of signage on development project at an early stage with consideration to Urban Design conformity and the Town's Sign By-law 4. Develop a Zoning Review program to provide confirmation of zoning compliance at the preliminary stages of a project. 5. In consultation with Planning staff streamline review of Committee of Adjustment applications and develop written policies and procedures for the review of heritage buildings. 6. Continue to review and revise departmental information on all access channels including the Town website 7. Implement Centralized Inspection Scheduling model. 8. In consultation with other departments investigate the feasibility of e-commerce and e-service for specific pilot services 2010 Action Steps 1. Develop partnerships with industry with the objective of availing customer service opportunities 2. Provide ongoing training to staff to ensure a highly skilled workforce 2011 Actions Steps 1. Expand service channels and e-servicing 2. Survey customers for satisfaction and feedback 3. Provide ongoing training to staff to ensure a highly skilled workforce Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool foa• planning for the future, All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 5 of 11 - 17- Monday, October 20,, 2008 ,BUSINESS PLAN b) Building - 6 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 12.4 Director, Building Administration Manager of Building & Development Services Permit Technician ZoninglApplication Examiner (2) Building Clerk Senior Building Inspector/Plans Examiner Senior Plumbing Inspector/Plans Examiner Building Code Specialist Building Inspector/Plans Examiner (4) 2007 2008 2004 2010 2011 Positions (FTE) Budget Forecast Forecast Forecast Full-time 12.0 13.0 13.0 14.0 14.0 Part-time 0.4 0.4 0.4 0.4 0A Total Permanent 12.4 13.4 13.4 14.4 14.4 .0 0.0 1.0 0.0 Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management toot for planningfor the figure. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staff resources and annual budget approval by Council. Page b of 11 -18- Monday, October 20, 2008 BUSINESS PLAN bj Building - 7 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET z Uj d W CD CC ❑ 0 Q 4 .Q lU 00 ��yw Z W a w (Tj z J_ BUILDING ADMINISTRATION DEPARTMENT yY L n QL V 0 Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and sense as a namragement tool for plaiiriingfor ihefiettere. All plans are re-evaluated as our business envirownent evolves and are.dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page l I of 11 -19- Monday, October 20, 2008 BUSINESS PLAN b) Building - 8 TOWN OF AURORA. 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Operating Budget Outlook 2007 2008 Budget Budget 2009 2010 2011 Forecast Forecast Forecast Note: Town of Aurora business plans provide the grmmdworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 7 of 11 -20- Monday, October 20, 2008 BUSINESS PLAN b) Building - 9 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Capital Budget Outlook 2007 2008 2009 2010 2011 Budget Budget Forecast Forecast Forecast .Note: Town ofA-urora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 8 of 11 -21 Monday, October 20, 2008 BUSINESS PLAN b) Building - 10 TOWN OF AURORA 2003 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Accomplishments in 2008 • Issued 1500 building permits for construction within the Town of Aurora • Case managed large developments to facilitate construction and meet scheduling target dates. Responded to demanding timelines for the issuance of partial permits. • Conducted 7000 on site inspections for construction projects within the Town of Aurora Responded to and resolved 35 building related complaints • Finalized and documented partial permit process on projects subject to Site Plan Approval. • Successfully transitioned the grading function from Building Administration to Public Works and implemented a seamless service delivery approach • Launched Express Permit Program for small residential projects such as decks, porches, garages, etc. • Developed effective tools to aid homeowners with small renovation projects. • Participated in the public consultation process for Building Code amendments dealing with septic systems and sprinklers on multi- unit residential buildings • Reduced the number of complaints received on swimming pool construction by proactively informing pool companies of the pool enclosure requirements and by increasing permit submission requirements . • . Successfully recruited staff for new positions of Building Code Specialist and Permit Technician and replacement of Building Inspector/Plan Examiner • .Continued with Cityview enhancements to meet legislative requirements including plan review functionality, workload assignments, revamping and automating building permit fee calculations. • hnplemented housing service level checklist for Plan Review • Developed service level checklist for residential mechanical systems. Implemented cash handling procedures in accordance with the Building Administration Audit Report and in coordination with Financial Services. • Leaders of the Corporate Customer. Service Initiative — CSI Aurora. Note: Town ofAurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources and annual budget approval by. Council. Page 9 of 11 . 22 - Monday, October 20, 2008 BUSINESS PLAN b) Building - 11 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Key Performance Indicators 2008 SERVICE AREA KEY PERFORMANCE QUANTIFICATION TARGET INDICATOR Complete Building Review applications within Permits issued with legislated 10 to 30 Permit Applications legislated time period for time periods or written business days corresponding to class of Refusal Notice sent depending on building building type Incomplete Building Review applications in a Permits issued to meet Meet Permit Applications timely and flexible manner applicants target dates for established construction target dates through project management Building Inspections Respond to mandated Inspections passed or Respond to inspections within the Deficiency Notice issued inspection legislated 48 hours requests within 48 hours 100% of the time Other permits such as Review permit applications Review and respond to 10 business sign, pool enclosure, hot for compliance with bylaws applicant within 10 business days tub and fill permits days Sign Variances Prepare report to General Report to General Committee 10 business Committee with within 10 business days days recommendations Zoning letters and Research and prepare Written response to applicant 10 business Compliance Reports written response within 10 business days days Complaints/Inquiries Respond to complaints and Investigate/respond to request 2 business days ; inquiries in a timely manner within 2 business days Note: Town of Aurora business plans provide the groundwork -for more detailed operational plans and serve as a management tool forplanning for the future. All plans are re-evaluated as our business environment evoh�es and are dependent upon changing circumstances, the availability of the necessary financial and staffresources and annual budget approval by Council. Page 10 of 11 -23- Monday, October 20, 2008 BUSINESS PLAN b) Building - 12 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Project Coordinator- Accessibility Advisor Departments Building Administration Is Position Full-timelPart-timeiContract loontract Year of Initiation: 2069 Is Position New, a Complement Change for New contract position a Complement Transfer. POSITION.:DETAILS POSITION DESCRIPTION: Under the Accessibility for Ontarians With Disabilitles Act (AODA) all Municipalities in Ontario are required to comply with Accessibility Standards by January 1, 2010. This contract position would be responsible for the development of policies practices and procedures on providing goods and services to people with disabilities. There are 14 specific and detailed requirements for customer service under AODA that each Municipality must address by the deadline. This individual will research, prepare policies, consult with stakeholders and the Accessibility Committee, develop standards and report out on progress to meet the deadline. REASON FOR COMPLEMENT CHANGE. ` The Town of Aurora does have an Accessibility Advisory Committee comprised of membership from Council, people with disabilities and a citizen volunteer. Corporate Services has provided administrative staff support to the Committee in the past. The pending retirement of the Director of Corporate Services resulted in a review of where this committee should receive staff support and it was agreed to transition the Committee to Building Administration for support at this time since the Building Code contains specific regulations referred to as barrier free design. There is considerable work that each municipality must undertake to comply with the Accessibility Standards by January 1, 2010 in which Municipalities must have established policies, practices and procedures on providing goods or services to people with disabilities. Development and implementation of such policies and procedures to meet the January 2010 deadline will require dedicated staff resources. Therefore Building Administration is requesting a contract position to deliver this mandated requirement. PERFORMANCEICUSTOMER SERVICE BENEFITS: The Customer Service standards for Ontarians with disabilities is a legislative requirement that must be complied with by January 2010. If this position is not approved we will not be able to meet the deadline given the current staff complement and workload within the Building Administration Department. WHAT IMPACT WILL THIS HAVE. ON REVENUE;,& EXPENDITURES:': Building Administration is recommending that this position be funded through the Building Permit Reserve fund as one of the objectives of the Building Code is to ensure Barrier Free Design and Access for buildings through standards and regulations. EFFECT ON FUTURE OPERATING BUDGETS Description Total :. 2009 2010 2011 Estimated Salary and Benefits 70,000 Operational Casts (Desk, Computer etc.) 4,000 Total Expenditures 74,000 0 0 Internal transfer from 20091 ..20101 2011 .-'REVENUE:PROJECTION Description Total .: Projection ' 2009 2010 2011 Revenue Total Estimated Revenue 0 0 0 NET BUDGET IMPACT 74,000 0 0 -24- Monday, October 20, 2008 BUSINESS PLAN b) Building - 13 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Manager of Inspections Department: Building Anadinistration Is Position Full•timelPart-time[Contract I Full Time Year of Initiation: 2009 Is Position New, a Complement Change for Complement Change a Complement Transfer: _ The Manager of Inspections will be responsible for managing and supervising the technical division of the Building Administration department and overseeing the building inspectors/plan examiners including recruitment, performance evaluation, disciplinary action and termination. They will provide leadership to their team through coaching and mentoring and identifying and delivering required training. They will initiate and implement technical and administrative policies and procedures including identifying service levels and quality assurance programs, resolving contentious and sensitive issues and complaints and project managing complex developments. S�C'f'1+7�IyF,�,tJ �V��,^"�w�'i�,.:t`.�,faM1 �a,.,°-�`,.u7i��"��' ak .•��,�, a�.rc lrr F- ^- i - 4 Creating a Managers position for the technical division of the department would enhance our ability to provide uniform and consistent service delivery through ongoing monitoring and evaluation of processes. It would provide opportunities to enhance service delivery programs through effective management of staff resources. It will also ensure that staff training needs are met and we continue to maintain a well educated and skilled workforce. It will increase our ability to meet legislative timeline requirements through equitable workload distribution and monitoring. This position is a complement adjustment. A job description will be developed or the position and evaluated through the job evaluation process. It would then be posted interna€ly for recruitment. Depending on the selection process the existing position of the successful incumbent would be deleted from the complement. Therefore there is no additional complement but there will be a salary adjustment of approximately $20,000, $25,000 with benefits annually. J c.t � v`b3r't�e •FwN. b u� F � �Y ��:�,F, ��.�:d1fv«v��sVl�.i:'ZSv�: r �� - n n YJkFUYi �y(4 "�yh ri ..�d"Sd��.1. e -i° N'.iC?-;F mTyF _v 25,000 a f i Estimated'Salary-.and.BeneiIts Operatlonal'Costs`(Desk, Computer;etc.) Total Expenditures - 25T00 .. 01. 0 r,�t i ��,,,,rr�� fr*Yy" 1t 1s{ �� 7� I vva .��a�'tre,< "� ace w, - ".,Ifa b ." 4 a��g�yi nI 1 V.L �Yo-, vL�y .,a :x... +� + Internal transfer from other'Department Total Transfer 4 ` ... 0 ' .0. HII r W 0.5',- °i 1005'4 gjiV Revenue. Total Estimated Revenue 0 0. 0 NET BUDGET IMPACT 25,000 0 0 - 25 - Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs. - 1 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT About the Leisure Services Department The Leisure Services Department is responsible for the planning, development, general/financial management and administration of all Parks and Facilities. We oversee planning, construction, and maintenance of operations, as well as development and delivery of community and heritage programs to enhance and improve the quality of life of Aurora residents through participation in recreation programs and use of recreation facilities and active/passive green spaces. The Leisure Services Department provides essential public services which ensure a high quality of both natural and urban environments and promote a healthy, satisfying lifestyle for all Aurora citizens. Parks and open spaces, recreational facilities, sports, fitness, creative and social programs are all managed with the aim of encouraging the greatest possible public participation in.fitness and leisure. The Leisure Services Department delivers a wide range of programs and services primarily focused on the following areas: 1} Recreation and Leisure Services Administration 2) Leisure Facilities 3) Parks and Open Space 4) Recreational Programming and Community Development Initiatives Note: Town ofAurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. Allplans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources and annual budget approval by Council. Page I of 13 - 26 - Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs. 2 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT 1 Planned Business Outcomes Recreatiou'and Leisure Services Adnunistration• Planned Outcome (Goal) ► To provide a customer -friendly delivery system that meets the needs of the citizens of Aurora. 2009 Action Steps 1. Continue to encourage, support and recognize the efforts of volunteerism and outstanding community contributions. 2. Develop anew budget format to better track departmental activity costs. 2610 Action Steps 1. Develop a strategy to promote tourism events that are supported by and contribute to local businesses. 2011 Action Steps 1. Continue to update the Parks and Recreation Master Plan to encourage healthy and active lifestyle choices. Note: Town of Aurora business plans provide the groundwork for. more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business enviromnent evolves and are dependent upon changing circumstances, the availability of the necessary financial and staffresources and annual budget approval by Council. Page 2 of 13 - 27 - Monday, October 20, 2008 BUSINESS PLAN cj Leisure Svs. - 3 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Leisure, Facilities Planned Outcome (Goal) ► Develop new facilities based on an assessment of current and future needs and redevelop existing facilities to maximize use and efficiency of operation. ► Continue with staff development to ensure the highest industry standards. 2009 Action Steps 1. Review existing facilities and proposed alternative uses based on recommendations from the Parks and Recreation Master Plan review 2. Continue with energy upgrades to facilities and maximize access to grant subsidies for upgrades 3. Continue to work with Communications division, expand education and awareness programs relating to energy conservation practices on public and private properties 4. Continue with staff health & Safety and occupational training to achieve the highest industry standards 2010 Action Steps 1. Research, develop and promote electricity innovation measures (identified in Public Works plan under environmental protection) 2. Utilize energy management and bill verification software to improve efficiencies. 2011 Action Steps 1. Complete a Facility Repair and Replacement Forecast 2. Implement a facility repair and maintenance task tracking system for work orders and requests. Note: Town offlurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and slaffrescurces and annual budget approval by Council. Page 3 of 13 -28- Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs, - 4 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Planned Business Outcomes (cont'd). i; Parks and OPen,Space Planned Outcome (Goal) ► To protect and enhance our parks, open spaces and natural features in the face of ongoing urbanization. ► To enhance the open space linkage system and promote heritage preservation. To ensure Parks, open space and wood lots are adequately maintained in accordance with Municipal Service Level standards. 2009 Action Steps 1. Continue the maintenance and expansion of an interconnected trail system that links natural heritage features and enhance the linkages of open spaces with park benches and natural features. 2. Acquire additional parkland to meet future needs as identified in the Parks and Recreation Master Plan review. 3. Continue to meet seasonal recreation needs according to the Parks and Recreation Master Plan. 4. Complete Service Level Maintenance Standards revision for Parks and open space areas. 5. Continue to develop and implement strategies to manage environmentally sensitive lands. 2010 Action Steps L In conjunction with the Communications Division, expand education and awareness programs (e.g. mail -outs, pamphlets, maps signage) which promote low -impact use of the natural environment. 2011 Action Steps 1. Implement new maintenance procedures and incorporate new technologies to reduce costs and labour. 2. DeveIop partnerships to assist with public education, planting events, restoration and preservation projects. Note Town of Aurora business plansprovide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources and annual budget approval by Council. Page 4 of 13 -29- Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs. - 5 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Recreational Programming and Community Development Initiatives Planned Outcome (Goal) ► Develop a wide variety of recreation programs provided to the community as the key facilitator of recreational programming' and services while identifying and rectifying any deficiencies in the current level of programming and to avoid duplication. 2009 Action Steps 1. Continue to provide recreational programs and services that are responsive to the changing needs of residents. 2. Implement recommendations from the Parks and Recreation Master Plan. 2010 Action Steps 1. Preserve and maintain the heritage of Aurora's communities by promoting community programs and events. 2. Develop and implement a strategy aimed at increasing youth engagement. 2011 Action Steps 1. Implement and promote a volunteer management program including a process to inform residents of issues and volunteer opportunities. 2. Develop and implement a strategy aimed at increasing older adult (SS yrs.+) engagement. 3. Expand opportunities for accessible cultural and recreational programs and services for residents with disabilities. Note: Town ofAurora business plans provide the groundwork for more detailed operational plans and sejve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 5 of 13 -30- Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs. - 6 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Staff — Our Most Valuable Resource Current —Total Full Time Equivalent Staff Positions = 112.25 Full Time Director of Leisure Services Manager, Programs/Community Dev, Cat II Leisure Services Serviceperson Cat IT Carpenter Cat II Leisure Services Operator (2) Facility Bookings Administrator Maintenance — Worker Operations Supervisor (2) Operator — Facilities Secretary/Clerk Facilities Serviceperson — Facilities (10) Cat II Parks Serviceperson (4) Cat II Parks - Crew Leader Crew Leader— Parks Landscape Architect Operator — Parks Parks Supervisor Secretary/Clerk — Parks Serviceperson —Parks (2) Acting Secretary/Clerk Financial Aquatics Programmer Aquatics Supervisor 59 FIT Part -Time Arena Operator (12) Janitor Labourer II (2) Labourer— Facilities (14) Manager, Facilities and Property Manager, Parks Community Programmer Community Programs Coordinator Deck Supervisor (2) Fitness Instructor/Appraiser (2) Secretary/Clerk — Financial Secretary/Clerk - Programs Seniors Coordinator Seniors Programmer Special Events Coordinator Sponsorship/Special Events Assistant Youth/Community Dev. Coordinator Facility Reception (6) Babysitter (3) Seasonal Employees (varies) Fitness Attendant Skate Patrol (18) Fitness Centre Assistant (3) Skate Patrol Labourer lI Labourer —Parks (12) Skate Patrol Program Leader Student Labourer — Parks (2) Skate Patrol/Skate Cashier Lifeguard/Instructor (83) Skateboard Attendant/Labourer Facilities Preschool Instructor (4) Skateboard Attendant (3) Program Leader (11) Facility Reception (11) Program Leader/Lifeguard/Instructor (2) Skate Cashier (4) 2008 2009 2010 2011 Positions (Fi'E) Budget Forecast Forecast Full-time 59.00 64.00 64.00 66.00 Part-time 56.25 59.75 61.50 62.25 Total Permanent 115.25 123.75 125.50 128.25 Net Change 8.50 1.75 2.75 Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources and annual budget approval by Council. Page 6 of 13 i i -31- Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs. - T TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET Operating Budget Outlook LEISURE SERVICES DEPARTMENT 2007 2008 2009 2010 2011 Budget Budget Forecast Forecast Forecast Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and sere as am anagcment tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council, ]Page 7 of 13 -32- Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs. - 8 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET Capital Budget Outlook LEISURE SERVICES DEPARTMENT 2008 2009 2010 2011 Budget Forecast Forecast Forecast Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staff resources and annual budget approval by Council Page 8 of 13 -33- Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs. - 9 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Accomplishments in 2008 FACILITIESIPROPERTY Capital Construction Re air and Maintenance • Design, Tender and Construction of Church Street School Cultural Centre. • Energy Management retrofit tender and construction for Aurora Community Centre. Province of Ontario Municipal Eco-Challenge Fund Grant and Powerstream Electrical Retrofit Incentive Program Grant applications have been made. • Building automation systems retrofits at the Aurora Public Library. Application has been made for Province of Ontario Municipal Eco-Challenge Fund Grant. • Town Hall LAN Room structural, electric and HVAC upgrades. • Town Hall generator tender. • Improvements to Stronach Aurora Recreation Complex heating ventilation and air conditioning systems. • Town Hall accessibility upgrades. OPERATIONS + Continued successful implementation of York Region Demand Response Program. + Procurement of Bullfrog Power at Town Hall with Region of York. • Re -drafted all fire plans for large-scale buildings with Central York Fire Services and Seneca College School of Fire Prevention. Conducted fire drills at most larger buildings. • Developed working draft updates of permitting terms and conditions with Legal Services, Ice Allocation Policy and Room Bookings Allocation Policies • Administration of over 25,000 permits. + Continued with highest industry standard of facility training of staff through the Ontario Recreation Facilities Association. PARKS DIVISION Completion of Ada Johnson Community Park, including administration of project, tenders and site management, • Renovation of Confederation Park Soccer Field, including administration of project, tenders and supervision of contractors. • Installation of new playground at Sexton Park, including administration of project, tenders and supervision of contractor. Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool forplanningfor thefuture. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessa?y financial and staff resources and annual budget approval by Council. Page 9 of 13 34 r Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs, - 10 TOWN OF AURORA 2009 BUSINESS PLAN.AND BUDGET LEISURE SERVICES DEPARTMENT • Resurfacing of Norm Weller Park Tennis Court, including administration of project, tender and supervision of contractor. • Assistance in development of Flora Aurora. • Construction of two practice pitching mounds at Lambert Wilson Park. • Installation of new irrigation systems at McMahon Park. • Relocation of Aurora Community Garden. • Spring planting of 75 trees. • Pruning of 1500 street trees in winter 2007-08 • Implemented a horticultural program involving the propagation and maintenance of 100 floral baskets, 120 floral barrels, 75 permanent concrete planters and 6 permanent floral beds. • Administration of community initiative to re -naturalize Lions Parkin co-operation with George Street Public School. More than 400 trees and shrubs planted. COMMUNITY PROGRAMS • 2008 saw a total of 113 new programs added. Winter— 30, Spring & Summer — 26, Fall — 57. • Overall program registration has risen approximately 9%. • Community Programs has added 2 more birthday party options to the portfolio. There are now a total of 12 different birthday party options available. • Fall 2008 saw the introduction of a new promotional initiative called "Come Out & Play". The week before program start up, 1-hour workshops were offered free of charge to people to come out and try a new program. We had a total of 90 people who came out to play with us, which resulted in many more registrations for the fall session. We have added 3 new events this year: Colours of Fall Concert, Movies in the Park, Youth Fright Night and a Pre -Teen Halloween Dance. • The 3Td Annual Ribfest and Beer Garden was a resounding success with more than 10,000 people attending on the Saturday alone of this 3-day event A new feature this year was the addition of a children's zone. • Our new incentive program for Fitness members boosted sales of one-year (I2-month)memberships by approximately 14% so far this year. • The number of seniors' trips has increased by approximately 15% with overall trip revenue increasing by 20%. This was greatly aided by the introduction and implementation of a new Trip Loyalty Program. • Seniors Centre memberships increased by roughly 8%, and membership is still climbing with approximately 1,400 members. Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staff resources and annual budget approval by Council. - Page 10 of 13 -35- Monday, October 20, 2008 BUSINESS PLAN cj Leisure Svs. - II TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT • The Aquatics division successfully secured 7 new Automated External Defibrillators for the Town of Aurora through a new grant initiative. An additional 42 Town of Aurora staff will be trained in CPR and AED through this same grant. • A new Special Needs Mediator Pass was created and implemented this year. This new pass will allow clients with special needs and who require assistance in the water to bring someone in to aid them at no charge. • A draft Pool Allocation Policy was developed to determine equal and fair access and distribution of available pool hours to all aquatic user groups. • Our Youth & Community Development Division launched the "Warm Hearts, Warming Hands" Character Initiative. All Elementary Schools in Aurora from Grade 1 to Grade 3 were given spare hats, mittens, and scarves for children that did not have warm items to participate in outdoor winter activities. • Organized and implemented eight (8) successfal Community Service/ Parks Clean -Up Days. • We connected and partnered with sevexal Youth Agencies (YRDSB, Job Skills, YRP, Pathways, Katimavik, Home Base, Neighborhood Network, The Pregnancy Centre, Springboard, York Support Services Network, YMCA Employment Services, and Youth Justice Services) sharing resources, information and providing programs for youth in the Aurora area. ADMINISTRATION • Completed Parks and Recreation Master Plan review • Completed Pricing Policy Review • Assisted in the development of Aurora's first Wildlife Park • Working with the Lake Simcoe Region Conservation Authority and partners in the development of a Management Plan for Sheppard's Bush. Note. Town ofAurora business plans provide the groundwork for more detailed operational plans and serve as a management tool far planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council .Page 11 of 13 -36- Monday, October 20, 2008 BUSINESS PLAN c) Leisure. Svs. - 92 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Key Performance Indicators SERVICE AREA KEY PERFORMANCE 2009 INDICATOR QUANTIFICATION TARGET Administration Inquiries Response to inquiries by Within 48 residents.. hours Community Programs Parks Operations Facilities/Property A process will be put in place in Registered Programs an attempt to reduce our waiting 55% lists for registered programs. To maintain parks and open space system in Maintain and meet maintenance 100% accordance with current standards and service levels municipal standards Facility permits Response time of permits to Within 48 applicants. hours **Key performance indicators shall be provided as a result of Council approval on a new budget format for the Leisure Services Department to be presented this summer. Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary fenancial and staffresources and annual budget approval by Council. Page 12 of 13 - 37 - Monday, October 20, 2008 BUSINESS PLAN cj Leisure Svs. - 13 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET z CO pwCO W W w 2 z iY E" I.0 a- Qt W CO VJ w J LEISURE SERVICES DEPARTMENT a 4 W C 7 � Y tl a 3 � u n a � �s• .2 E i V T yp� s q 55 O O w G u i c a � m `a c ' �s 4 _ .�- � � r� LLK aN E � 7 E Y Yj i U L Q V GGq C V Fi� nE a E a K13 u .k MIT Note: Town ofAurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary. financial and staff resources and annual budget approval by Council. Page 13 of 13 -38- Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs, - 14 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: SEASONAL SERVICE PERSON _ Department ILEISURE SERVICES PARKS DIV. Is Position Full-time/Part-time/Contract PART-TIME SEASONAL Year of initiation: 217U9 Is Position New, a Complement Change for a Complement Transfer: NEW - - Increase in compliment due to growth related needs in the municipality associated with increased Parks Operations maintenance and construction related activity. Note that 2 seasonal positions forecast in the 2008 budget were not approved, these positions are included in the 2009 forecast. Additional staff required to enable the Parks Operations division to continue to meet the p and sports field maintenance related needs of our customers at the existing service level. l li'l[� n. Ili'{ }T°",Pf `Yy,14 itf �T � � ,y> c�>l - �°5 �.�) � ] c f a � tl)1 � o ! rc U : •• 111 •• 111 • �� xv! �'d "�� •• 111 • - •- • - •• 111 •• 111 •• fll hnZ 43µvsryy"P-�t 4Tn'4 gvrZ �€r �A'� ,ro. { 1yrlua t-z k 'In.,' �i`? Old �nLta, +S�il sp kT d P9 ne 9o-'9'r f. NET BUDGET IMPACT 99,000 99,000 99,000 -39- Monday, October 20, 2008 BUSINESS PLAN cj Leisure Svs. - 15 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: PARKS SERVICE PERSON Department: LEISURE SERVICES PARKS DIV. Is Position Full-time/Part-time/Contract FULL-TIME Year of Initiation: 2009 Is Position New, a Complement Change for ff a Complement Transfer: 1 FULL TIME PARKS SERVICE PERSON, labor related position "-re �9 ��iu�T.ve In compliment due to growth related needs in the municipality associated with increased Parks Operations maintenance and construction realted activity. Additional staff required to enable the Parks Operations division to continue to meet the parks and sports field maintenance related needs of our customers at the existing service level. ParksIncrease in full-time .r+ .ns salaries. jix Jh J 4y� EAN=f 4�K+ °®tea hFu F g�.�"x'f �Ks i �5"$1�1 .I (� //I W. �. -Srr.3.'�M1f'/F'IC ,1 yojY3s9ny}.ISS k�,�j.. 1d4ES�Bk . 1/1 Fi '�i43A1y}1�' R ,SY�'. �!!td1.EstinnabaCd. • /11 � VIII �alary andonal Benefits OperatiCosts r Co Total Internal transfer from other Department U ' Ra .1.1.1Eq t ry F '.d } Yr� r . C,. 1 W6% 3a 'r-"7 �' NET BUDGET IMPACT 63,000 63,000 63,000 .M Monday, October 20, 2008 BUSINESS PLAN c) Leisure Silts. - 16 TOWN OF AURORA REQUESTFOR COMPLEMENT CHANGE PageNo:t Position Name: Department: Is Postion Full-time/Part-time/Contract Yearof Initiation : 2009 Administrator Is Position New, a Complement Change 1 New Position I a Complement Transfer i from the public, staff and community groups, expediting requests for indoor and outdoor facility reservations and generation of all permits for ice, pools, parks, sports fields, meeting rooms, auditoriums and assigned equipn Liaison with Operations/Parks Divisions on set-up and amenities requirements , collection of user fees; schedule: statistics and report compilation, coordinates seasonal bookings allocations; administers the Class program operating computer system permitting database; co-ordinates the issuance of requests for facility use of York Re Board of Education Schools within the municipality, attends meetings as required; and for providing back-up supp the Secretary/Clerk [Leisure services] position. Assists with the development and implementation of the Town's k Allocation Policy, Room Bookings By -Law, and Municipal Alcohol Policy. Over the past three years, the number of rentals and bookings has increased by over 46% and revenue by over 29%. Facility & Property permitting accounts for over $2 million in revenue for the Leisure Services Department just short of half the revenue for the department. There is currently only one full-time Facilities Booking Administrator assisted by the Secretary Clerk Facilities. .This position will improve efficiency for the Facilities and Property section and allow the Secretary Clerk Facilites to focus on account coding and processing invoices, capital project and budget tracking, capital asset management, repair and maintenance listing and tracking, stafftmining and development and This position will free the Manager Facilities & Property and Secretary Clerk (Facilities) to focus on day to day operational initiatives and capital initiatives such as a facilities and property energy management and conservation policy and procedures, full project management and implementation of captial projects including energy managment and conservation retro-fits to buildings, bill verification, captial asset managment tracking, training and staff develoment tracking and administration, accounts payable administration and captial file maintenance etc NET BUDGET IMPACT - 133,500 -41- Monday, October 20, 2008 BUSINESS PLAN cj Leisure Svs. - 17 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Page No: 1 Position Name Carpenter Department: I Leisure Services Is Postion Full-time/Part-time/Contract Full-time Year of Initiation : 12009 Is Position New, a Complement Change New Position a Complement Transfer I Responsible for repairs and maintenance of Town owned and operated facilities and property including; rough ca fine carpentry, framing, drywall, tiling, painting, trimwork, door and window installations, lockset and door hardwar instailations, welding, some minor plumbing, HVAC and electrical work where a licenced trade is not required. Po also requires job assessment and costing and maintenance of power tools and hand tools, ffi 4 R M NEZENEWMEEMS y The facilities and property section of the Town of Aurora builds, maintains and repairs over 500 000 of facility space or over $100 million in built capital assets. Much of the carpentry repair and maintenance is assigned to only one carpenter. Increased response time for repairs and maintenance, improved productivity of proactive repairs and maintenance of Town facilities. 4 +' Improvements to the efficiency of response repairs and maintenance and proactive repairs and maintenance resulting in some cost savings as the Town will not require contracted carpentry staff to supplement the full-time carpenter. NET BUDGET IMPACT 69,000 -42- Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs. - 18 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Pa a No: 1 Position Name: Youth Programmer - Department: I Leisure Services Is Postion Full-time/Part-time/Contract Full-time _ Year of Initiation 12009 Is Position New, a Complement Change a Complement Transfer The Youth Programmer will assist the Youth and Community Development Co-ordinator with the day to t operations of the Youth Initiatives portfolio. New position to address growth. Contingent on approval and construction of a new community youth centre. Will potentailly service a demand for more youth programming initiatives in the community. Enables the Department to secure a succession plan for this division of Leisure Services. An increase in overall departmental salaries, benefits and annual operating casts will be experienced effective 2009. f NET RUDGETIMPACT 48 000 48,000 " 48.000' -43- Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs. - 19 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: SUMMER STUDENT LABOURERS Department: LEISURE PARKS DIV. Is Position Full-time/Part-time/Contract PART-TIME Year of Initiation: 2009 Is Position New, a Complement Change for a Complement Transfer: NEW Increase in compliment due to growth related needs in the municipality associated with increased Parks. Operations maintenace and construction related activity. Note that 2 seasonal positions forecast in the 2008 Parks Operations budget were not approved, these positions are included in the 2009 forecast. Additional staff required to enable the Parks Operations division to continue to meet the parks and sports field maintenance related needs of our customers at the existing service level. Increase in part-time salaries. Y h_�1� [L�kkllE� f t j' 20,250 _ 'e o .' 's °1 may' .dyke t Cpiy, 2.cv'b1YlY w cl .."v Td �,�rr Urr4 N,�� '°t �'.4tt.i�utmt',4'..1?.�h,h 'a'*' 3x�'irz� �`[t"i I+ 1.I 4�. y tyl ° Tf CL`�:<.J�'v s�%�1�x t 3 t.L ' �,{F�}y��y05 ' �^('21�Pa'LMf, rv�S ikdY gi NS^f� PrY Mr VR �y(.'.�...yhh�f vnkP �3i.uxi.'14rAF,�1 0 4�y�t 'sir "'s Er y�ft r�'u"L�`t y• � IME ee`� �y 'V�'�m�g1 — ----- '✓F\1c� �i tip v°ts3 A�IAv` ,c�v'R il3 t F aLbV'�.lr.zirF,uia.a.r Total Estimated Revenue NET BUDGET IMPACT 20,250 20,250 20,250 -44- Monday, October 20, 2008 BUSINESS PLAN c) Leisure Svs. - 20 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE J Position Name: Program & Community Development Supervisor Department: Leisure Services Is Position Full-timefPart-timefContract Full-time Year of initiation: Is Position New, a Complement Change New for a Complement7ransfer. The Program and Community Development Supervisor will assist the manager of Programs and Community Development with all day to day operations of the Program and Community Development portfolio, including all recreational programming, customer services initiatives, and departmental marketing/promotional areas. New position to address growth. , rMI RWOR M?iG!Idii!dllflOtlllYtIi11A11YI101Et{. Enables the. department to secure a succession plan for this sector of Leisure Services. - d 7. �,�i �.1EMSr tR'+JAtIi' :,l tE ./.h1GtSakN�,iG�� Fa7' .'f'6 t!fh!�MN151&i4Wd:IPI MMi `. ;�I�?.'filfi Iffl,it IN, 010,11 An increase in overall departmental salaries, benefits, and annual operating costs will be experienced effective 2009. . L1!e';a' ( }1il{If1.J�Q�L�ti{„j1.,IS�{l�n,75,9,lpllltl i�..��rUtl�.p,�l rI�>73!65�?�:RliihpnPA..t�P'�P�>t��T��ctr.54m�tFryh&,ef��`1�AIn:�3^ .rye: ps$`<l1�1I�1�Ilil;lg.� diLnr��Pfd'iltAi�;I:�4`1ip0�LL;ii�Apll�l;lmtlyi!tNy i,:ten Si�.1.:M11Y1i.4.�I!Llilili�ll�lill:lliil ��l :l �lilrlil� lg4.ln�'Itu '1��11�N1�6YAmi.1iA1 �IfIiS19I3tli� JliI rljii 1A."M:�));_p�Y��.IYi11�11G..i {Iw'l � 9113�1i��if 'dh!SI84 . rrr . try .rrr n ' 11�n��Itl71:Li�lli0liO mnnppp��tpp '_ l ' ii �Il` 17 dr11H.�u - 111i0f'mrmm '61IIIIlllhi ,mnlfjIq{II 717%1!,Wj ��t ��Il �kplf �'�Y IN �A �6`311Gd A�'I,��1 'a1W 6 EIJi Iil�ill I [��} rq t�fl �� 15 �ja �f-iim� ryi�0'JII��{ ^� �I'�,� ��]{� I� 1 �:N�� l�{p{p��lll {1.{i 1),1 { fi�'l l< fP.N1VHEW f�phi+[i�F i'{NI i3 hid hF�il ^ T�a�'JI�ERITa?M tui�ril.Y111.i al�i�(II�''{ n 1% L� 101W I{Il i$t'lt "- R� / BUT II�WIT a r � NET BUDGET IMPACT . 76,000 :' 76, Goo 76,000. —45- Monday, October 20, 2008 BUSINESS PLAN d) Administration - 1 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT About the Administration Department The Administration Department currently has four divisions: 1) Office ofthe. CAO 2) Economic Development 3) Legal Services 4) Communications and Marketing The mission of the office of the Chief Administrative Officer (CAO) is to provide effective and efficient administrative services to three primary groups — Council, Staff and the Public. The CAO is the senior bureaucrat ultimately responsible for the proper administration of the Corporation. The Municipal Act sets out the statutory responsibilities of the CAO and they are: (a) Exercising general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality (b) Performing other duties as are assigned by the municipality Economic development is an essential component of the Town's municipal function, directly supporting the achievement of Goal '`A' of Aurora's Strategic Plan; to foster and enhance a strong and stable economy consistent with the attributes of a sustainable community. The Economic Development Division's mandate is: to increase business investment in the community; foster a positive community image; and to provide a viable and healthy economic environment for existing and future businesses. The Division achieves this mandate through the creation 'of initiatives and services to attract, retain and expand Aurora's business base. The office also supports Council and the Town's Economic Development Advisory Committee (EDAC) in the development of policies and programs to ensure sustainable economic development. The Legal Services Division provides legal advice, representation and services to Council and its Committees, the administration and staff of the Municipality and also retains and manages outside legal counsel as required. Legal Services offers a wide range of services including the provision of legal, strategic and policy advice; legal representation, advice and direction pertaining to the Municipality's services and operations; review and interpretation of agreements and Municipal by-laws; facilitating real estate transactions; providing planning and development related legal services; and protecting and defending the Municipality's interests in litigation, dispute resolution and tribunal matters and hearings. The Legal -Services Division also conducts legal researcli and prepares legal opinions pertaining to the Municipality's rights, duties, powers, and obligations pursuant to Provincial and Federal legislation, its own by-laws and policies, as well as pertinent case law. The Communications Division is responsible for assisting the Mayor, Council and the Corporation in effecting positive, constructive and accurate stakeholder communications. The Division accomplishes this by determining on -going corporate communications strategy, identifying issues requiring communications management, working with the Mayor and Council, CAO, senior staff and all departments to create unified internal and external communications programs and campaigns to highlight services, programs and initiatives including strategic planning, crisis communications, media relations, public relations, staff cormunications and website management. Note; Town of Aurora business plans provide the groundwork for more detailed operational plans and sense as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. EM Monday, October 20, 2008 BUSINESS PLAN d) Administration 2 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Planned Business Outcomes 1. Efficient and effective administration of the corporation as a whole 2. Provide effective advice to Council, responding to Council's requests for assistance and implementing Council's policies 3. To ensure the Town provides a customer -friendly environment for all members of the public 2009 Action Steps 1. Undertake an organizational review of the Corporation. 2. Implement any recommended changes to the corporate structure approved by Council as part of the Organizational Review 3. Implement any recommended changes to space adjustments approved by Council as part of the Space Needs Study 4. Support the Customer Service Initiative (CSI) including establishing and implementing customer service standards and tools for delivering municipal services 5. Preserve and maintain the heritage of Aurora's communities through promoting community programs and events 6. Ensure development of management leadership skills for senior staff 7. Implement a new performance management program for senior staff 8. Continue to develop strategies with surrounding York Region municipalities to deliver cost efficient services in a collaborative effort 2010 Action Steps 1. Continue to assess community needs, priorities and service delivery improvement opportunities 2. Research and implement a customer satisfaction measurement system 3. Continue to emphasize customer service as a primary goal of the organization 4. Identify and promote sustainable initiatives 5. Provide orientation of the 2010-2014 Council 2011 Actions Steps 1. Continue to implement 2009 and 2010 Actions Steps 2, Review Strategic Plan Note: Town of Aurora business plans provide thegroundworkfor more detailed operational p1wis and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon: changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. - 47 - Monday, October 20, 2008 BUSINESS PLAN dj Administration - 3 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Planned Business Outcomes Economic Development Office " Planned Outcomes (Goals) Enhance and support Aurora's economic growth. Market Aurora as a prime business location. Provide the Town's business community with hest level of municipal service. 2009 Action Steps 1. Update the Economic Development Strategy and promote it to key stakeholders. Hold an "Economic Summit" hosted by the Mayor's office and the Economic Development office to introduce the strategy. 2. Develop initiatives from the Economic Development Strategy including a "key account" corporate calling campaign for business retention and expansion; recruitment of Business Ambassadors and other identified projects. 3. Advise and facilitate EDAC involvement in the Secondary PIan for Downtown Revitalization. 4. Host a "Developer's Roundtable" to facilitate two-way communication as well as to solicit their assistance in marketing Aurora. 5, Produce 3 Sector -specific. Marketing brochures as well as a Marketing brochure for the Historic Downtown. b. Implement a targeted marketing campaign to attract desired businesses in three economic sectors including; direct mail campaigns, trade show and hosting of other promotional activities, as well as participating with Economic Development partner's marketing initiatives. 7. Update, enhance and expand the content of the Town's Economic Development Web site in partnership with the Communications Division. 8. Revise, update and distribute marketing materials including the Community Profile, an annual Employment and Industry report and the Bright Lights newsletter. Update the Aurora "economic development and tourism content" for the Town's Economic Development partner's (York Region, GTMA and Ontario Investment Service) marketing products. 2010 Action Steps 1. Implement initiatives as recommended from the Economic Development Strategy including a "key account" corporate calling campaign, Business Ambassador's program and other identified projects. 2. Continue a targeted marketing campaign to attract desired businesses in key economic sectors. Note: Town gfAurora business plans provide the groundworkfor more detailed operational plats and serve as a management tool far planningfor thef tture. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Monday, October 20, 2008 BUSINESS PLAN d) Administration - 4 TOWN OR AURORA 2009 BUSINESS PLAN AND BUDGET 1 J ADMINISTRATION DEPARTMENT 3. Implement initiatives identified in the Secondary Plan for Downtown Revitalization. 4. Update promotional marketing material, including the production of a fourth sector -specific marketing brochure. 2011 Action Steps 1. Continue marketing campaign of four key economic sectors. 2. Marketing program is enhanced to market 2C lands. Client service is also enhanced to respond to increased development proposals associated with the 2C lands. Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planningfor thefature. Allplans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources and annual budget approval by CounciL -49- Monday, October 20, 2008 BUSINESS PLAN dj Administration - 5 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Planned Business Outcomes LCgaiservides Diviisxon Planned Outcome (Goal) Provision of good and timely legal advice, direction and representation on issues and matters arising in the Town's operations and services 2009 Action Steps l Assist with the preparation and negotiation of a contract for the Town's Capital Asset Management Plan and its implementation. 2. Assist the Public Works Department with foirrializing a Municipal Access Agreement for hydro electric service providers. 3. Review and update procedures regarding Parkland Dedication/Cash-in-Lieu of Parkland Dcdication, 4. Review and update Procedure Number 52 regarding Litigation Claims Process. 5, Implement Councils direction regarding the acquisition or disposition of municipal landholdings or other real property. 2010 Actions Steps 1. Review and update Procedure Number 55 regarding Real Estate Sales, Purchases and Leases and. existing Land Sale By -Law 2. Consider and assess the feasibility of proceeding with the issuance of a Request for Proposal for. the provision of suiveying services 2011 Action Steps 1. Continue to implement 2010 action steps. Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial mad staff resources and annual budget approval by Council. -50- Monday, October 20, 2008 BUSINESS PLAN d) Administration - 6 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Planned Business Outcomes Commu ueations Db6sion' :. Planned Outcome (Goal) To meet the information needs of all Aurora stakeholders by effectively communicating the goals, vision, actions and strategies of Mayor, Council and the Corporation: 2009 Action Steps 1. Assist the Mayor and Council in implementing strategic stakeholder communications through media releases, speeches, Mayor's messages, photo opportunities, resident communications, advertisements, special presentations; monitoring interviews and event preparation. 2. Develop annual corporate communications plan, focusing on a corporate -wide strategy.to analyze and improve communications activities. 3. Review and implement changes to the Communications Administrative Policy 453. 4. Develop and implement customized corporate and Council promotion and education programs and protocols for issues such as; • Council's vision and priorities • Pesticide By-law education program • Community safety for pedestrians and cyclists • Low -impact use of green space • Conveying the costs associated with services and programs. 5. Monitor existing communications programs such as green bin and emergency . preparedness to ensure continued awareness/education for residents. 6. Manage and promote the corporate intranet through regular meetings with departmental content authors, contests and increased information of value for Council and staff. 7. Develop and execute staff information events and publications including; • Annual Staff Information Session • Smart commute events • Emergency preparedness • Quarterly staff newsletter 8. Manage the Town's website including design, services, content and navigation; analyze statistics, address departmental needs and recommend improvements to navigation and services. Note: Town of Aurora business plans provide the e oundwork for more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are.dependent upon changing circumstances, the availability ofthe necessary financial and staff resources and annual budget approval by Council. -51- Monday, October 20, 2008 BUSINESS PLAN d) Administration - 7 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT 2010 Action Steps 1. Assist the Mayor and Council in implementing strategic stakeholder communications. 2. Collaborate, write and release media advisories, photo opportunities and press releases to increase positive and accurate publicity 3. Continue to manage media relations. 4. Develop annual corporate communications plan, focusing on improving communications activities. 5. Develop and implement customized promotional, and educational programs for issues such as; . Environmental initiatives 6. Continue to manage content, layout and staff training for the corporate intranet 7. Continue to develop and execute staff information events and publications S. Continue to manage the Town's website including design, services, content and navigation; analyze statistics, address departmental needs and recommend improvements to navigation and services. 2011 Action Steps 1 _ Continue to implement 2010 Action Steps Note: Toxin of Aurora business plans provide the groundwork -for more detailed operational plans and serve as a management tool for planning for the fixture. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. - 52 - Monday, October 20, 2008 BUSINESS PLAN d) Administration - 8 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 11 Chief Administrative Officer Executive Assistant to the Chief Administrative Officer Economic Development Officer Administrative Assistant to the Economic Development Officer (Contract) Town Solicitor Assistant Solicitor Law Clerk Law Clerk Communications and Marketing Coordinator Communications Specialist Current — Total Other Than Continuous Full Time Staff Positions =1.16 Communications Intern (.33) Senior summer student for Legal Services (.33) Part Time Web Specialist (.5) 2008 Positions Full-time 11.0 Part-time 0.83 2009 2010 2011 Forecast Forecast Forecast 12.0 12.0 13.0 1.16 1.32 1.65 Total 1 L" 13.16 14.31 14.0J Net Change 0.0 1.33 1.32 0.�3 Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool forplanning for the fixture. All plans are re-evaluated as our business 'environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staff resources and annual budget approval by Council. 53 - Monday, October 20, 2008 BUSINESS PLAN d) Administration - 9 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET W W}� V T- I — 0 LU lie W fl ED 04 W W z,'W LU a. �} C LU ti W LL w i v � Y 7 pp c O i V Y Q $ 0 y. Oy Y1 i iG �s �e t ADMINISTRATION DEPARTMENT r, 0. w N •+ � u 11 A I,-,.. s-YV tt Vd +1 HI-1. P...... I" V VLGiG t/YG 61 VNIiN YVVl"j— ""'. 1.4 GYl4itC4i wy., -". setve as a management tool for planningfot- the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. -54- Monday, October 20, 2008 BUSINESS PLAN d) Administration - 90 TOWN OF AURORA 2009.BUSINFSS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Operating Budget Outlook 2009 2010 2011 Budget Forecast Forecast 0.0 0.0 0.0 Nose: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management toot for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary fmancial and staff resources and annual budget approval by Council. 1 i -55- Monday, October 20, 2008 BUSINESS PLAN d) Administration - 17 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Capital Budget Outlook 2009 2010 2011 Budget Forecast Forecast 0.0 0.0 0.0 2009 2010 2011 Budget Forecast Forecast Note: Town of Aurora business plans provide the groundwork for snore detailed operational plans and se7ve as a management tool for planning for the future. All plans are re-evaluated as our business onvironment evolves and are dependent upon, changing circumstances, the availability of the necessary financial and .staff resources and annual budget approval by Council. -56- Monday, October 20, 2008 BUSINESS PLAN d) Administration - 12 TOWN OF AURORA . 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Accomplishments in 2008 Office of the CAO • Implemented Management Leadership Skills Development findings • Commenced,process to sell 15059 Leslie Street lands • Continued participation with the Customer Advisory Committee for PowerStream • Continued Provincial Offences Court Review • Continued One York technology discussions Economic Development • Implemented BizPaL and promoted the service which is part of Aurora's Economic Development web -site. • Established "Gateway Sign" for the 404 area • Completed Sector Marketing Plans for 3 targeted sectors and initiated the development of 3 sector marketing brochures • Revised and updated the Community Profile • Assisted in the promotion for the sale.of Town -owned lands • Produced and distributed 2 issues of Business Bright Lights' Newsletter • Assisted various local businesses with development applications for new/expanded non-residential space in Aurora • Serviced approximately 150 Economic Development enquiries Legal Services • Reviewed, Prepared and Registered numerous Development Related Agreements and Documentation including registration of 4 new residential subdivisions • Finalized Municipal Access Agreement for utilities and telecommunications • . Finalized a Vending/Concession Contract for Town facilities (Global Foods) • Finalized the Aurora Community Arboretum Agreement including Release and Waiver forms • Resolved the Ontario Municipal Board appeal of the amount of cash -in -lieu of parkland payable (Frankfield Estates) • Disposition the Town -owned unopened road allowance known as Park Street • Dissolution of Borealis Holdings Incorporated Note.' Town ofAurora businessplans provide the groundworkfor more detailed operational plans and serve as a management tool forplanning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. - 57 - Monday, October 20, 2008 BUSINESS PLAN d) Administration - 13 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT • Finalized Contribution Agreement with Minister of Canadian Heritage for funding under Cultural Spaces Canada Grant Program (Aurora Heritage Centre) Initiated the potential sale of the Town's development lands (15059 Leslie St) including the issuance of Request for Proposal to retain a Real Estate Broker and finalization of an agreement for real estate services and subsequent review of Offers Communications and Marketing • Coordinated Bullfrog media event • Promoted launch of new online service: BizPal • Developed, executed and collated CSI external customer service survey • Developed and implemented a variety of improved content sections on the website including, Farmers Market, Doors Open, a Canada Day sub -sites on website. • Developed and distributed three issues of the Town's staff newsletter • Provided training and development for the staff intranet • Researched, wrote and disseminated 70 media releases • Implemented the Town's first media monitoring system through FP Infomart • Planned and executed first Annual Staff info session; planned, promoted and executed the Corporation's participation in Smart Commute events (e.g. Bike to Work Day and Clean Air Commute Week) • Participated actively in promotion of "The Year of Arts, Culture and Heritage" Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planning for the fieture. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. -58- Monday, October 20, 2008 BUSINESS PLAN d) Administration - 14 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Key Performance Indicators - Office of the CAO SERVICE- KEY PERFORMANCE QUANTIFICATION 2009 . AREA: INDICATOR:. TARGET Corporate Employee Satisfaction, Employee satisfaction survey 75% satisfaction Administration F. Council Responses to Enquiries by Response time 1 business day Support Council Public Service Customer Satisfaction Customer satisfaction initiative Plan presented to Council Key Performance Indicators - Economic Development SERVICE KEY. QUANTIFICATION 20{i9 TARGET AREA, PERFORALkN .,.` INDICATOR Promote residential/non- -new 50,000 to 75,000 sq. ft. of new product residential assessment industrial/commercial/off industrial/office and non -retail (land(space) . ratio ice occupied space commercial occupied space to sustain - number of new - 100 — 200 new non -retail jobs growth, employers - 5 new non -retail employers business - creation of new non - investment retail jobs and economic Proactively - Support a positive -number of Promotional market corporate municipal packages, Sector Aurora as a image Marketing Brochures and premier "Bright Lights" business distributed to area address businesses andother key contacts through Ontario & Internationally. Customer - Number of general Service - Various economic economic development development inquiries inquiries - Retain existing - Number & percentage of businesses businesses that relocate -Enhance business from Aurora outreach initiatives - Number of visits by EDO/Team through Corporate Calling Program - Distributed 150 "lure" packages to prospective contacts/leads - Distributed 200 Sector Marketing brochures to prospective investment leads - Host over 1000 web site hits -175 inquiries responded to - Reduce business relocations to less than 10% - 5-10 key corporate calls Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management toot for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. -59- Monday, October 20, 2008 BUSINESS PLAN d) Administration - 15 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET Key Performance Indicators LeLFal Nervices ADMINISTRATION DEPARTMENT Legal Services Municipal Access Agreement Negotiate and finalize April (hydro) Agreement Legal Services Update Procedure Number Completion of Review of September 52 (Litigation Claims existing Procedure Process) Legal Services Retain external legal service Issue and award RFP December providers Legal Services Update Cash in Lieu of Enactment of by-law December Parkland by-law Key Performance Indicators Communications and Marketin SERVICE AREA KEY PERFQRIVIANCE, MICATOR QUANTIFICATION 2009 TARGET Communications Positive and informative Increase in positive and 20% increase in publicity informative print and television positive news coverage and event/initiative clippings promotion Communications Better informed and Decrease in stakeholder 25% reduction in educated stakeholders inquiries through Info Aurora telephone inquiries and corporate website and 10% reduction in web info submissions Better informed and satisfied staff Communications Effectiveness ofwebsite as a communications tool .teased participation in staff 50% increase in events and info sessions staff attendance Increased web traffic 35%increase in site visits Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planningfor the future. fill plans are re-evaluated as our business environment evolves and are dependent upon changing circutnstances, the availability of the necessary financial and staffresources and annual budget approval by Council. -60- Monday, October 20, 2008 BUSINESS PLAN d) Administration - 16 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE f Pa eNo:1 " Position Name: Department: Is Position Full-time/Part-time/Contract Year of Initiation 12009 Is Position New, a Complement Change a Complement Transfer The Web Specialist will conduct daily maintenance of the Town's external website including; design navigation, writing, editing, researching and soliciting content. Assess the website to ensure completeness, timeliness and relevance of information. Analyze trends and usage patterns. Providing technical leadership and making recommendations for expanding services and information development on both the Town's intranet and external website. Providing content author support including; training, content review and approval as requires for both internal and external sites. Liaising with software developers and IT staff on operational issues. i The Town's website is the foremost tool for communicating with Aurora stakeholders. By the end of 2008, base statistic reports, we anticipate a quarter of a million visitors to our site'. No other communications tool can reach this marry people as cost effectively, accurately or timely! Throughout 2008, the contract Web Specialist has improved the website by adding many new features including feedback forms, surveys, e-broadcast for newsletters, Accessibility Committee, Doors Open, Farmers' Market and Canada Day subsites, bylaws, an improved committee meeting calendar, letters to the Mayor, a Photo Gallery, dynamic employment opportunities and community calendar, Leisure Guide access through a table of contents and audio/video format of Council meetings. Daily, the Web Specialist must perform content posting and maintenance and is a necessity in all redesign and development projects identified in 2009-2011 business plans. Some of those projects include: a complete re- design of the Economic Development and Building Dept. sections, improved search functionality, tenders and results posted online, addition of online tax and water bill payments, facility bookings, online mapping and a subs Improvement of the Town's primary communications tool. Enhancement of the online opportunities for residents to provide feedback to Mayor, Council and staff in the form of surveys and other dialogue tools. Improved level of service to residents in terms of abilityto gather targeted information and use online services. Opportunity to further develop and manage cost efficiencies in service delivery such as reducing staff time dealing with inquiries allowing staff more time to deal with job tasks, reducing consumable costs for paper, ink, etc., ability to notify stakeholders about vital information immediately, i.e, program changes/cancellations, emergency NET BUDGET IMPACT 60,000 -69- Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 1 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET Created on: 09/10/2008 11:15 AM Date Revised: 21/09/07 Last printed 09/10/2008 11:15 AM CORPORATE SERVICES DEPARTMENT About the Corporate Services Department The Corporate Services Department is committed to providing the highest level of support and service to its client groups by facilitating access to corporate information through the utilizationof best practices, while educating our clients on legislation, standards and compliance. , The Corporate Services Department houses several functions including Clerk and administrative support services, by-Iaw enforcement and licensing, human resource services and information technology services. The Clerk and administrative support services section handles a variety of duties, the majority of which are statutory in nature as prescribed by several legislative mechanisms such as the Municipal Act; Vital Statistics Act; Freedom of Information &'Protection of Privacy Act and the Municipal Elections Act. The By-law Enforcement & Licensing division promotes health, safety and a harmonious community through the investigation and resolution of by-law complaints. This division's mandate is to promote voluntary compliance to by-laws through regular and consistent dialogue and education of residents. Some of the core operational functions of this division include animal licensing; and control, parking control, property standards, business licensing and mobile vendor licensing. The Human Resource Services division manages a variety of staff related support services to the Corporation including, benefits administration, labour relations, staff recruitment, health and safety, training and development and employee and labour relations. - The Information Technology Services division provides technical solutions and expertise to meet the strategic goals of the Town, its employees and the community by managing several corporate needs including, access to corporate data/network services, application development and support, network security, technical and communications infrastructure, database design and administration. Note: Town offlurora business plans provide the groundworkfor more detailed operational plans and serve as a management Tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. - 62 - Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 2 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Planned Business Outcomes Planned Outcome (Goal) To Administer and enforce the Town by-laws and regulations to ensure the health and safety of the public. 2009 Action Steps 1. Introduce the Town's new Pesticide By-law including a Town wide education and enforcement program in conjunction with the Communications Division. 2. Continue work of the Graffiti Abatement Committee mandate in the education and eradication of graffiti. 3. in conjunction with Public Works and Communications, develop a Town wide protocol to inform the public on any future water restrictions and administer/enforce any violations of the by-law. 4. Implement more proactive measures to address Property Standards issues. 5. Investigate and implement online licensing for both pet and business licensing. 6. Continue to implement proactive measures regarding derelict/unlicensed vehicles. 7. Implement wireless computer tablets to increase officer's field work time and investigate expanded uses for the parking control handheld units. 2010 Actions Steps 1. Re -introduce Taxi Driver Training program. 2. Review the Town's Business Licensing By-law. 3. Investigate the options related to Administrative Fines for By-law violations. 4. Review Animal Control services for options for the renewal of the Animal Services Contract. 5. Investigate expansion of set fines under the Provincial Offences Act. 2011 Action Steps 1. Review the Animal Control By-laws. 2.. Review and update the Parking By-law. 3. Investigate changes in the Parking Enforcement hardware and software field. Note: Town ofAurora business plans provide the groundwork far more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff' resources and annual budget approval by Council. -63- Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 3 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Planned Business Outcomes Informatifln Techn6iogy Scr.Vices.111V151011 Planned Outcome (Goal) To provide technical solutions and expertise to meet the strategic goals of the Town, its employees and the community. 2009 Action Steps Implement recommendations derived from the 2009-2013 IT Strategic Plan. 2. Develop network data storage improvements, to address future data growth and data retention requirements. Implement Phase 3 Computer Room Planning from 2006 computer room retrofit recommendations. 4. Begin implementation of CRM (Customer Relationship Management) system for the corporation — tracking issues across the organization. Implement a capital asset management system for the corporation 6. In partnership with the Communications division, continue development and implementation of phase 2 for the corporate intranet, 7. Research, plan and deliver phase I of a maintenance management system for the corporation. Continue implementation of internal wireless connectivity within Town Hall. 9. Upgrade the standard corporate software (Microsoft Office) and provide Town wide training on the new version. 10. Research a corporate wide document management system. 11. Continue implementation of VoI.P for Town Hall facility. 12. Continue implementation of Phase 2 DRP (disaster recovery plan). 2010 Actions Steps Continue implementation of recommendations derived from the 2009-2013 IT Strategic Plan. 2. Research, plan and deliver WAN (wide area -network) connectivity for real time transactions for mobile field workers. 3. Expansion of remote/of(site devices for field inspectors. 4. Implement Phase 3 DRP (disaster recovery plan) recommendations. Note: Town ofAzwora business plans provide the groundwork for more detailed operational plans and so)ije as a management tool for planning for the future. All plans are re-evalatated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staffresources and annual budget approval by Council. Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 4 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT 5. Host web services internally to provide enhanced online services. 6. Conduct a network security audit complete with network vulnerability and network penetration testing. 7. In partnership with the Communications division, continue development and implementation of phase 3 for the corporate intranet! & Conduct a complete network assessment for the corporation and implement recommended changes. 2011 Action Steps 1. Implementation of recommendations derived from the 2009-2013 IT Strategic Plan. 2. Review and improve corporate policies and procedures pertaining to information technology, resources and data assets. Research the use of hiometrics for network access and computer equipment authorizations. Note: Town of,4urora business plans provide the groundworkfor more detailed operational plans and serve as a management toot for planning for the future. All plans are re-evaluated as our business environment evolves andare dependent upon changing circumstances, the availability of the necessary financial and staffresources and annual budget approval by Council. - 6S - Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 5 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET To provide effective fiscal management of Human Resources financial resources through excellence and innovation in service delivery. 2009 Action Steps Update corporate human resources administration procedures to reflect current legislation/regulations/ housekeeping/organizational changes. 2. Continue with job evaluation for CUPE 905 jobs. Undertake a comprehensive Occupational IIealth and Safety program refinement, renewing OHS committees and policies throughout the Department and facilitate training and development for staff and management 4. Review and implement a new Performance Review process for Senior Management 5.. Finalize the Human Resources technology implementation of attendance tracking with payroll 6. Manage and coordinate Ad -hoc labour management meetings to facilitate positive labour relations. 7. Facilitate process mapping of all Human Resource functions/tasks 2010 Actions Steps Undertake consultant review of existing job evaluation structure in order to update and implement a revised methodology, structure and process. 2. Develop/facilitate new job evaluation methodology/process training for job evaluation committee members on revised job evaluation structure. Develop the Town's proposal package for CUPS 905 in preparation for collective bargaining. 4.. Facilitate the collective bargaining process between the Town and CUPE 905 and implement Council -approved collective agreement amendments. Conduct external compensation review and analysis of Town positions to support revision of salary structure to compete with surrounding municipalities and employment market. 2011 Action Steps Implement and enhance performance management system across the Corporation, promote awareness and secondment opportunities and review performance incentive options. 2. Continue to develop Corporate Human Resources Admin. procedures to reflect current legislationlregulations/housekeeping/organizational changes as necessary. Note: Town ofAurora businessplans provide the groundwork -for more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. MUM Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 6 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Planned Business Outcomes Planned Outcome (Goal) To provide internal and external clients with current, accurate and easily accessible information on deliberations of Council and associated Committees. 2009 Actions Steps 1. Acquire and implement new indexing software for minutes and preparation of agendas. 2. Develop and implement policies for disaster recovery program for Council minutes, by-laws, contracts and agreements. 3. investigate a new records retention by-law for inactive paper records and electronic records. 4. Develop a communication strategy for the 2010 Municipal Election in conjunction with Communication Division. 5. Commence preparation for 2010 Municipal Elections. 6. Continue converting all archived contracts and agreements to electronic format. 7. Prepare Consolidation Delegation Authority By-law. 2010 Action Steps 1. Implement communication strategy for the 2010 Municipal. Election in conjunction with Communications Division. 2. Conduct the 2010 Municipal Elections. 3. Assemble and distribute new Orientation Binder for Council, provide orientation for new Members of Council and prepare details for appointment of advisory committee members. 4. Implement a new records retention by-law for inactive paper records. 5. Continue to research a new records retention by-law for electronic records. 2011 Action Steps 1. Conduct orientation training for Advisory Committees & Boards. 2. Enhance Vital Statistics Registry in conjunction with the IT Division. Continue work converting all archived contracts and agreements to electronic format. 4. Monitor the records management to ensure compliance with the new records retention by-law for inactive paper records and.electronic records. Note." Town ofAurora business plans provide the groundworkfor more detailed operationalplans and serve as a management tool for planningfor the future. Alt plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources and annual budget approval by Council. 67- Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 7 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 20 +8 Clerks: FT PT Director of Corporate Services/Town Clerk I Manager of Administration/Deputy Clerk I Manager of Legislative Services/Deputy Clerk I Committee Secretary 2 Committee Secretary (Contract) 1 Licensing/VitaI Statistics Officer I Receptionists _ 2 6 3 By -Law Services: Manager of By-law Services I By-law Services Clerk I Enforcement/Licensing Officer 2 Parking Control _ 4 4 4 Human Resources: Manager of Human Resources 1 Human Resources Officer 1 Human Resources Assistant 2 Nurse _ 1 4 1 IT Services: IT Manager I IT Supervisor/Applications Analyst 1 IT Help Desk Telecom Support Technician 2 Network/Security Administrator 1 Database Administrator 1 6 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Forecast Full-time 20 21 22 24 Part-time 8 9 10 8 Total Permanent 20 21 22 24 Net Change 0 1.5 1.5 2 Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planrxing for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff' resources and annual budget approval by Council. • Monday, October 20, 2008 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET BUSINESS PLAN e) Corporate Svs. - 8 CORPORATE SERVICES DEPARTMENT I EVI o i r O�� N6 83 z' Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planning for the future. Alt plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staff resources and annual budget approval by Council. - 69 - Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 9 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Operating Budget Outlook 2009 2010 2011 Budget Forecast Forecast Note: Town ofAurora business plans provide the groundwork -for more detailed operational plans and serve as a management tool for planning for- the future. All plans are re-evaluated as ou• business environment evolves and are dependent upon changing circumstances, the availahility ofthe necessary financial and staff resources and annual budget approval by Council. - 70 - Monday, October 20, 2008 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET Capital Budget Outlook BUSINESS PLAN e) Corporate Svs. - 10 CORPORATE SERVICES DEPARTMENT 2009 2010 2011 Budget Forecast Forecast Note: Town ofAurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. Allplans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staff resources and annual budget approval by Council 71 Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - I I TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Accomplishments in ZOOS CLERK'S DEPARTMENT -- ADMINISTRATIVE SUPPORT SERVICE 1. Conducted a re -organization of the Division. 2. Developed the 2008 Accessibility Plan (transferred to Building Administration Department September 2008). 3. Implemented enhancements to the Vital Statistics Registry in conjunction with the IT Division. 4. Developed and implemented a program to convert all archived contracts and agreements to electronic format. 5. Developed policies for disaster recovery program for Council contracts and agreements. 6. Implemented the new Code of Conduct for Members of Council and Advisory Committees and developed and implemented the Notice Policy. 7. Established and recruited for the position of an Integrity Commissioner. S. Worked with the Planning and Development Department and the business community to establish protocols to address accessibility needs at local gas stations. BY-LAW ENFORCEMENT & LICENSING SERVICES 9. Developed and implemented a Pesticide By-law for the Town of Aurora. 10. Developed and implemented a Graffiti Abatement Strategy for the Town of Aurora. 11. Transferred the Town's Animal Control services to the Ontario Society for the Prevention of Cruelty to Animals (OSPCA). 12. Re -introduced the pet licensing canvasser program. 13. Created information packages for residents pertaining to the Noise By-law and Clean Yards By-law. HUMAN RESOURCES SERVICES 14. Facilitated collective bargaining process for new labour relations agreement with CUPE 905; 15. Implemented attendance tracking module through Info I4R System. 16. Conducted external compensation review and analysis of Town positions to determine compensation competitiveness with market. 17. Participated in numerous recruitment interviews and selection process for a number of key positions with the Corporation. Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. - 72 - Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 12 TOWN*OF AURORA . 2009 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT INFORMATION TECHNOLOGY SERVICES 18. Acquired, implemented and provided training for the new Canon Multi - Functional Device fleet (print, copy, fax, scan all in one). 19. Responded to over 2,000 help desk inquiries. 20. Implemented security software and hardware (NAC(IPS) to reduce network threats/risks to corporate technology assets. 21. Prepared and adopted improved IT corporate policies and procedures pertaining to information technology, resources and data assets. 22. Increased IT Security Awareness by delivering an Information Technology Security Training Seminar for all staff at the mandatory staff information session. 23. Purchased and implemented additional UPS devices to increase the uptime for critical servers and network equipment in the event of unexpected power disruption: 24. Researched, and implemented new Corporate Anti -Virus program. 25. Introduced network switching equipment replacement and re -configuration for AFLC, Senior's Centre, and ARC. 26. Implemented automation of Building Department business processes via CityView. 27. Designed and implemented data conversion for Public Works Department, transferring all CityvView Lot Grading data from Building Department Module to Public Works. 28. Completed Street Light new inventory conversion and downloads; data quality control for MIDS-GIS,integration and inventory export for PSAB. 29. Completed CityView database object names standardization. 30. Thorough testing of CityView version 9 (new. version), generating a functionality list to achieve prior to full migration. 31. Designed and implemented enhancements for Lottery License application based on legislative requirements. 32. Designed and developed internal telephone directory database, implemented via the Intranet. 33. Working together with Leisure Services Facility staff, completion of Phase 2 of the Computer Room Redesign. 34. Upgraded the Aurora Community Centre Electronic Signboard to wireless complete with connectivity to Town Hall. 35. Completed upgrades to computer room including installation of new air conditioning system. Arote; Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management cool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staffresources and annual budget approval by Council. 73 - Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 13 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Key Performance Indicators DEPARTNI FNT . SERVICE�. AREA KEY QUANTIFICATION 2009 PERFORMANCE TARGET INDICATOR By-law Pet Licensing Investigate & implement on Completed by year end Enforcement & line service for pet licenses Licensing By-law Graffiti Abatement Enforcement new graffiti Completed by year end Enforcement & By-law abatement by-law Licensing Information Training on Microsoft Deliver Town wide staff Completed by year end Technology Office 2007. training for Office 2007 Services users .by Fall 2009. Information Implementation of IT Implementation of 2009 Implementation of Technology Strategic Plan, recommendations derived recommendations by. Services specifically 2009 from the 2009-2013 IT yearend outcomes. Strategic Plan. Information Network Storage Increase network storage Completed by year end Technology Improvements space for growing data Services requirements. Human Resources Administrative Update Administrative Completion by Procedures Procedures to reflect current year end regulations and status Human Resources Performance Evaluation Undertake review and Completion by year end implement new performance evaluation process for senior management Clerk's Services Indexing System Acquire and implement new Postponed pending software program for budget approval electronic indexing of records Clerk's Services Municipal Election Evaluation of election voting Completion by process and polls for 2010 September 2009 Municipal Election Clerk's Services Records Retention Research and develop Completion by By-law records retention by-law for December 2010 with corporation for archived 2011 implementation paper and electronic records Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool jar planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council, - 74 - Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 14 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE ' Page No; 1 Position Name: lHuman Resources Department: ICorporate Sera is Position Full-time/Part-time/Contract Pad -Time Year of Initiation 12009 Is Position New, a Complement Change New a Complement Transfer Provides clerical/administrative support, typing, copying, proof reading, opening and distributing mail, provides telephone answering/reception services, announces visitors, -responds to general inquiries, implements and maintains HRIS (data entry), maintains corporate job description files, office supply inventory, back up support for recruitment/health and safety etc back up for department staff Improved turn on NET BUDGET IMPACT 181000 - 75 - Monday, October 20, 2008 BUSINESS PLAN e) Corporate Svs. - 15 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Page No: 3 Position Name : Department: lCorporate Services Is Position Full-timelPart-timelContract lContract Year of Initiation 12009 Is Position New, a Complement Change New a Complement Transfer The application analyst is responsible for implementation of effective information technology solutions to meet business objectives. Working closely with all levels of staff, this position defines strategies and project plans, conducting feasibility studies and overseeing the implementation of technology based projects and solutions. The scope of this position includes leading requirements determination, design, evaluation, acquisition, implementation, as well as Corporate application maintenance and troubleshooting activities; including monitoring, configuring, supporting and administering specified Corporate applications and providing operational support to Town Hall and satelliteloffsite users for Corporate applications. IT Services has a fal!-time staff member who is currently performing two job functions (IT SupervisorlApplicakion Analystj. The scope of the responsibility is too broad based on the demands for applications support, maintenance and projects . It was a raquirement by our auditor to remove the Application Security from departments and to transfer this function to IT. That coupled with an increase demand In the number of IT projects and more proposed for the next 3 years, requires this pcsItion to be split Adding an Application Analyst to take over the project management function and equitably share the application support and maintenance would greatly enhance our service levels, as IT can dedicate a resource to champion the Corporate IT project initiatives, and plan, execute and evaluate the projects as needed to support the business needs of the Corporation. Increse on expenditures for salary. `Total Expenditures 65 785 NET BUDGET IMPACT 65,785 W-10 Monday, October 20, 2008 BUSINESS PLAN fj Finance - 1 TOWN OF AURORA 2009 BUS]NESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT About the Financial Services Department The Financial Services Department is responsible for serving both the internal needs of the Town's administration as well as the external needs of our stakeholders. Internally, our clients include Council, department heads, and departmental staff. The Financial Services Department provides internal clients with various financial support services including: financial advice, financial reporting, budget control, accounts payable, accounts receivables, payroll, purchasing, internal auditing, managing investments and cash -flaw, maintaining securities and performance bonds. Externally, the Financial Services Department serves ratepayers, the public, vendors and various government ministries and agencies. Among the services provided are the issuance and collection of tax and water bills as well as the dissemination of general financial information. Services That We Provide The Department has six major functions and various associated activities including: • General Accounting Functions o Accounts Payable o Payroll • Budgeting/Planning • Revenue/Taxation/Assessment Purchasing Cash Management Capital Asset Management - 77 - Monday, October 20, 2008 BUSINESS PLAN t) Finance - 2 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Planned Outcome (Goal) To provide accurate and timely accounting, and to ensure that proper policies and procedures are being followed. 2009 Action Steps 1 • Enhance the procedure of ensuring appropriate general ledger accounts and budget amounts are used for Purchase Orders. 2. Develop system to ensure that invoices have appropriate general ledger and approved budget. 3. Increase use of transferring payroll advice to employees via e-mail. 4., Investigate intranet time card input and queries by employees. 5. Work with other departments to eliminate duplication of payroll processing. 6. Finalize an action plan and accounting method for implementation of the capital asset management project. 7. Eliminate issues in the Audit Management Letter. 8. Complete revision of Leisure Services chart of accounts and reporting structure. 9. Partner with Public Works to develop activity based accounting system. 10. Revise and review policy and procedures as required for changes in CICA Handbook and PSAB. 11. Investigate use of scanning technology for distribution and approval of invoices. 12. Implement web based Record of Employment processing. 13. Implement a new process for U.S. money orders for easier tracking. 2010 Actions Steps 1. Acquire and implement system to move and approve invoices using scanned documents and to provide access to invoices via computer. 2. Eliminate copying of invoices through implementation of a data file for departmental reference. 3. Implement a standard time card process for all departments. 4. Complete activity based accounting system with Public Works. 5. Incorporate annual maintenance of Capital Asset Management System into accounting records. 2011 Action Steps 1. implement a system for receiving invoices through the internet. 2. Streamline system for better use of information for budget and costing purposes. - 78 - Monday, October 20, 2008 BUSINESS .PLAN f) Finance - 3 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Planned Business Outcomes (cont'd), Planned Outcome (Goal) To provide timely, accurate financial forecasts to Council, Directors and the Public. Develop and implement planning tools for the municipal budget process in conjunction with the Town's Strategic Plan. 2009 Action Steps 1. Develop capital program to increase contributions to meet municipality's long- term requirements. 2. Continue to review and budget for energy conservation opportunities. 3. Continue to review and improve fiscal performance indicators. 4. Expand use of available forecasting tools. S. Work to improve capital program rankings. 6. Explore public/private partnerships. 7. Continue work on calanderization and forecasting to provide appropriate budgeting and analysis. 8. integrate capital asset management information into the budget process. 9. Monitor the impact of growth on the Town's budget. 10. Complete development charges review. 11. Complete water/wastewater capital funding review. 2010 Actions Steps 1. Work with departments to report on monthly budget variances. 2. Monitor the impact of growth on the Town's budget. 3. Develop a capital asset replae6znent plan. 2011 Action Steps 1. Continue to implement 2010 Actions Step 2 and 3. - 79 - Monday, October 20, 2008 BUSINESS PLAN fl Finance - 4 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Planned Business Outcomes (cont'd) t ',, Revehue/Taxationl�ssessment � r Planned Outcome (Goal) To ensure that all businesses and residents pay their fair share of user fees and . property taxes. without undue burden. As well as to monitor and protect our assessment base. 2009 Action Steps 1. Ensure that bills are issued on time and that all ratepayers are treated in accordance with polices and procedures for billing and collection of revenue. 2. Impact analysis of annual assessment growth, analysis of reassessment of properties from 2008 market values for the purposes of 2009 property taxation. 3. Work with Municipal Property Assessment Corporation to enhance the timeliness and accuracy of property assessment and resolve complaints or anomalies. 4. Monitor building acticity in a timely manner to ensure all properties are assessed correctly. 5. Complete policy and procedural manuals for property taxation, water/wastewater, accounts receivables and cash receipting. b. Investigate opportunities to out -source printing, stuffing and mailing of property tax and water/wastewater bills and arrears. 7. Investigate opportunities to out -source payment processing and electronic . receipting to reduce need for manual in-house payment processing. 8. In partnership with IT Services and Communications, investigate e-commerce solution for website, to facilitate customer account inquiry and payment processing. 9. Work to reduce cost per customer by reviewing and developing new methods of conducting business. 2010 Actions Steps 1. Impact analysis of reassessment of properties from January 2008 market values for the purposes of 2010 property taxation. 2. Implement the out -sourcing of printing, stuffing and mailing of property tax and water/wastewater bills and arrears notices to accommodate increased volumes. 3. implement the out -sourcing of payment processing and electronic receipting to reduce the need for manual in-house payment processing. 4. In partnership with IT Services and Communications, implement e-commerce solution on website to facilitate customer account inquiry and payment processing. 2011 Action Steps 1. Continue to implement 2009 Action Steps IF-1--8Z Monday, October 20, 2008 BUSINESS PLAN fj Finance - 5 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Purchasing Planned Outcome (Goal) To ensure that the municipality obtains the best value for their purchases, combined with fair and equitable access to all service providers. 2009 Action Steps 1. Expand development of Procurement Process and Procedures Manual. 2. Develop an audit process that ensures we adhere to our goal. 3. Further define the Request for Proposal (RFP) evaluation criteria and weighting matrix for a variety of proposal types (i.e. general consultants, engineers, design/build, specialized equipment). 4. Develop policies to ensure the proper integration of the capital asset management program. 5. Complete implementation of P Card System. 6. Develop reporting system for tender results. 7. Complete random audits of departmental purchases. 8. Develop a purchasing action plan component for Town of Aurora Emergency Plan. 201.0 Actions Steps 1. Expand use of P Card Program. 2. Ensure capital purchases are properly integrated with capital asset management program. 3. Integrate purchase order system, accounts payable and invoice scanning processes. 2011 Action Steps . 1. Review other methods of government purchasing. 2. Develop schedule for annual tendering. 3. Review procurement policy and recommend updates. OUR Monday, October 20,_ 2008 BUSINESS PLAN t) Finance - 6 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) Maximize return on municipal investment. 2009 Action Steps 1. Review and revise the Town's investment policy. 2. Continue to maximize investment return by improving cash flow. 3. Work with departments to improve budget calanderization. 2016 Actions Steps 1. Complete annual review of Town's investment policy. 2. Continue to implement 2009 Action Steps 2 and 3. 2011 Action Steps 1. Continue to implement 2009 Action Steps 1 and 2. -82- Monday, October 20, 2008 BUSINESS PLAN f) Finance - 7 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Capital Assef'.Managenaent Planned Outcome (Goal) To implement capital asset management program in accordance with PSAS 3150 directive. 2009 Action Steps 1. Work with auditors to review and draft capital asset reports, and finalize the opening capital asset balance. 2. Prepare audited continuity schedules and reports for financial statement opening balance. 3. Implement policies and procedures, and continue training to operating departments on the changes and procedures. 4. Research and review all available capital asset module/system and recommend suitable capital asset module. 5. Review financial system to investigate opportunities to increase efficiency in financial reporting. 6. Investigate opportunity to better incorporate capital asset management to development charges. 2010 Actions Steps 1. Incorporate methods for maintaining assets including new acquisitions and sale of assets. 2. Develop a capital asset replacement plan and incorporate into capital budget. 3. Complete capital asset management project and develop policies and procedures for maintaining system. 2011 Action Steps Continue to implement 2010 action steps SUN Monday, October 20, 2008 BUSINESS PLAN f) Finance - 8 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Staff— Our Most Valuable Resource Current - Total Full Time Equivalent Staff Positions = 16 Director of Finance/Treasurer Administrative Assistant to Director of Finance/Treasurer Financial Analyst/Budget Supervisor Budget Co-ordinator Purchasing Co-ordinator Buyer Purchasing Clerk/Secretary Accounting Supervisor Payroll Co-ordinator Accounts Payable Clerk Revenue Supervisor Revenue Administrator Treasury Clerk (3) Capital Asset Management Co-ordinator I' 2008 2009 2010 2011 2012 Positions (FTE) Budget Forecast Forecast Forecast Full-time 15.0 16.0 16.0 16.0 16.0 Part-time 0.0 0.0 0.0 0.0 0.0 Total Permanent 15.0 16.0 16.0 16.0 16.0 Net Change 1.0* 0.0 0.0 0.0 • This position and responsibility was transferred from Leisure Services -.84 Monday, October 20, 2008 BUSINESS PLAN fj Finance - 9 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT 44r 9F.11m Monday, October 20, 2008 BUSINESS PLAN fl Finance - 10 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Operating Budget Outlook 2008 2009 2010 2011 Budget Budget Forecast Forecast Revenue -86- Monday, October 20, 2008 BUSINESS PLAN f) Finance - 11 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Capital Budget Outlook 2007 2008 2009 Budget Budget Forecast 2010 2011 Forecast Forecast 87. Monday, October 20, 2008 BUSINESS PLAN f) Finance - 12 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Accomplishments in 2008 • Implemented e-mail delivery of employee pay stubs including vacation/sick information • Improved electronic purchase order system for all departments • Standardized the Request for Proposal (RFP) evaluation criteria and weighting matrix • Exceeded the Town's investment objectives • Decreased our taxes receivable + Eliminated 2007 items from Management Letter Developed new forecasting report for Council • Completed review of oapital process with Council and Senior Management Team • Making progress on the inventory required for the Capital Asset Management reporting requirements • Upgraded municipal budgeting system • Got Supplementary Tax Bills processed upon receipt and expect to meet revenue targets • Established system to reconcile Supplementary Tax billing with building activity OrTle Monday, October 20, 2008 BUSINESS PLAN f) Finance - 13 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Key Performance Indicators Sy '°:-"4'ft{�.'F ��"� �'?`s'�-=�'t�,.�r'^"�-��.�1� �-a:�"�'''oe��,'�'k �,r,t - "n"�� r�� , ��+iT",.n i ��•� - SERVICE AREA KEY PERFORMANCE QUANTIFICATION 2005 INDICATOR TARGET Revenue Section Preauthorized payments Promote campaign to Will increase encourage taxpayers to utilize our PAP this method of tax payment participation by an additional 5% Revenue Section Maintain O/S Receivables Maintain or improve our level Tax arrears to of tax and water arrears be 6.6% and water to be 2% Cash Management Return on Investment That the Town's return on Will exceed the investment for municipal Scotia Capital funds will exceed 90 indices Debt Market by .25 basis point Indices by .25 basis points Accounting/ Budget Increase fiscal performance Work with Province and area Increase indicators niunicipalities to determine reporting on fiscal performance indicators fiscal performance indicators Revenue Section Cost of providing service Look at opportunities to To maintain maintain or decrease cost of customer cost delivering service between rate of inflation and rate of growth Purchasing Cost of providing service Look for opportunities to Over time reduce the costs to the reduce the cost municipality for issuing of issuing tenders and purchase orders tenders and purchase orders Accounting Reduce the number of Implement electronic funds Reduce the cheques we issue transfer for payment of number of accounts cheques we issue by 75% Accounting Reduce the number of Implement a P-Card System Reduce the invoices we process that will eliminate the number number of of invoices we will have to invoices by process 20% Monday, October 20, 2008 BUSINESS PLAN g) Public Works - 1 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT About the Public Works Department The Public Works Department is responsible for the planning, construction, operation and maintenance of the following infrastructure and services: • Roads • Traffic management • Streetlights • Sidewalks • Water supply • Wastewater collection . • Stormwater management • Environmental protection and enhancement initiatives • Solid waste collection and recycling These services are essential to supporting a vibrant and healthy community. There are also several important partnerships that support these services including the Region of York, the Lake Simcoe Conservation Authority and the Toronto Region Conservation Authority. These partnerships ensure that the above services are delivered effectively and reliably to the community. The Departs e"1�p1 also supports internal clients by providing fleet management services for all Town owned equipment. This includes asset management, procurement, and maintenance of equipment such as vehicles, lawn care equipment and excavation equipment. The Department also plays a key role in supporting the future growth of the community through review of development applications and support in providing municipal services to future developments. Engineering staff comment on a wide range of servicing needs in future developments which ultimately become the Department's responsibility once completed. - 90 Monday, October 20, 2008 BUSINESS PLAN g) Public Works - 2 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Planned Business Outcomes Planned To ensure appropriate systems are in place to meet legislative requirements and defined service levels 2009 Action Steps 1. Develop a project delivery manual that provides the necessary steps, forms and organizational interactions required to deliver projects consistently and effectively. 2. Revise Engineering Standards Manual and make it freely available to the industry. 3. Complete the development of the DWQMS, provide staff training and complete a minimum of two audits to verify the practices are operationalized. 4. Complete a system risk review and identify areas of high risk, options for eliminating, transferring or managing risks and an implementation plan complete with funding requirements. 5. Provide three stream waste collection in all areas where the Town manages waste receptacles in public spaces. 6. Retain a consultant to review fleet delivery practices, recommend a preferred mode of practice suitable for the town, meet service delivery expectations of all corporate users, and to develop a fleet policy manual. 7. Participate in the provincially mandated source protection planning process and communicate the implication of this plan to the community. S. Review council endorsed service levels and update as required. 9. Develop and implement a radar message board program to monitor speeds on local roads. 2010 Actions Steps L Complete fleet delivery practices project 2. Review and develop standard practices for the departments responsibilities in the Development Review Process 3. Develop and implement a master program schedule for department priorities to better communicate areas of importance and status to all staff 4. Develop a staff work plan system to allow for setting priorities and tracking progress 5. In conjunction with York Region, identify; develop and communicate available options for the public to dispose of household hazardous wastes. -91- Monday, October 20, 2008 BUSINESS PLAN g) Public Works - 3 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT 2011' Action Steps 1. .Review and identify opportunities for improving the infrastructure locates processes 2. Formalize staff training processes and centralize both technical development and mandatory operator training through a training coordinator 92 Monday, October 20, 2008 BUSINESS PLAN g) Public Works 4 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) To ensure an appropriate level of sustainable infrastructure is available to support effective public convenience and safety 2009 Actions Steps 1. investigate the benefits of a backflow prevention program and if valid, develop a water system back flow prevention policy and identify required funds to implement a program. 2. Review the recently completed list of public works assets and complete a condition assessment and rehabilitation/ replacement plan. 3. Develop a sanitary sewer inflow and infiltration plan that includes system testing, problem area identification and necessary remedial actions complete with costs and funding sources. 4. Update storm water management strategy 2010 Action Steps 1. Prepare a pedestrian master plan that provides an ultimate town accessibility plan and identifies areas for future infrastructure to complete the connectivity. . 2. Update road condition index database (infrapave) 2011 Action Steps 1. Develop a comprehensive condition rating system for non -road related assets 2. Review and update water hydraulic models -93- Monday, October 20, 2008 BUSINESS PLAN g) Public Works - 5 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Planned Business Outcomes (cont'd) Environmental Sustainab*ty. Planned Outcome (Goal) To foster environmental sustainability through the services delivered 2009 Actions Steps 1. Implement winter road brine pre -wetting system to reduce use of road salt. 2. Develop a winter snow storage compound to control impact of melt water on the environment 3. Redevelop salt storage facilities to provide sufficient storage for a 20 year planning period in accordance with industry standard service levels 4. Develop and implement an anti idling campaign for both publicly owned and other institutional organizations. 5. Develop a corporate environmental master plan 2010 Action Steps 1. Complete environmental master plan 2. Develop a fleet environmental awareness manual and conduct training to all staff using fleet equipment. 2011 Action Steps 1. Update the Road Salt Management PIan 1'TZ Monday; October 20, 2008 1 1BUSINESS PLAN g) Public Works - 6 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET 2009 Actions Steps 1. Implement a records management database that is used consistently throughout the department for the purpose of setting standards for record identification and improving information access 2. Develop a pilot program to test tablet technology to access infrastructure drawings 3. Improve complaint and communications response tracking tools within the public works department as an intermediate step prior to roll out of a corporate solution. 4. Investigate opportunities for an asset management/ work order management system and recommend the preferred changes to work practices and the technology necessary to support the department's needs. 2010 Action Steps 1. Continue with implementation of an asset management/ work order management system 2. Complete pilot program to test tablet technology to access infrastructure drawings 3. Complete installation of communications response tracking tools within the public works department as an intermediate step prior to roll out of a corporate solution. 4. Review time sheet management process and apply technology solutions to reduce current level of effort 5. Implement recommendations from fleet Management review including asset management, cost recover practices and driver management practices. 2011 Action: Steps 1. Complete roll out of asset management/ work order management system -95- Monday, October 20, 2008 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET BUSINESS PLAN g) Public Works - T PUBLIC WORKS DEPARTMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions — 49 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Full-time 43.0 0.0 0.0 0.0 Part-time 6.0 0.0 0.0 0.0 Total Permanent 49.0 0.0 0.0 0.0 Net Change 0.0 0.0 0.0 Staff Growth — Under Review Monday, October 20, 2008 BUSINESS PLAN g) Public Works - 8 TOWN' OF AURORA 2009 BUSINESS PLAN AND BUDGET R PUBLIC WORKS DEPARTMENT - 97 - Monday, October 20, 2008 BUSINESS PLAN g) Public Works - 9 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET Operating Budget Outlook PUBLIC WORDS DEPARTMENT 2007 2008 2009 2010 2011 Budget Budget Forecast Forecast Forecast ..1 Monday, October 20, 2008 BUSINESS PLAN g) Public Works - 10 TOWN OF AURORA 2009 BUSENTESS PLAN AND BUDGET Capital Budget Outlook 2007 2008 2009 Budget Budget Forecast PUBLIC WORKS DEPARTMENT 2010 Forecast 2011 Forecast -99- Monday, October 20, 2008 BUSINESS PLAN gj Public Works - 11 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Accomplishments in 2008 • Replaced 50 percent of Town owned waste receptacles within the Downtown core with two stream receptacles. • Achieved targeted waste diversion rate of65% at point of collection. • Completed two cycles of water sampling and testing for lead contamination as mandated by Regulation. • Completed the draft documentation for the Town's Drinking Water Quality Management System as mandated by Regulation • Completed the infrastructure asset inventory and valuation exercise as mandated by Regulation and as lead by the Finance Department • Completed several capital road reconstruction projects including Englehard Road, Allaura Blvd, and Knowles Crescent. - 100 - Monday, October 20, 2008 BUSINESS PLAN g) Public Works - 12 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Key Performance Indicators -� pC'1BIIC'�'ORTCS DEPARTMENT , , SERVICE AREA KEY PERFORMANCE QUANTIFICATION 2009 INDICATOR TARGET Water Distribution Water Quality . Adverse water samples per 00/1 and Wastewater year/Total water samples Collection taken per year Waste and Diversion of Solid Waste Waste Tonnage Diverted from 65% Recycling Landfill per Year/Gross Waste Collection Tonnage Collected per Year Road Maintenance Winter Event Responses Number of times winter 100% response meets or exceeds Town LOS per winter season/Number of winter events per winter season Capital Condition of Paved Roads Length of paved roads with 65% Infrastructure condition rated good or Rehabilitation and better/Total length of paved Replacement roads Traffic and Condition of Sidewalks Number of deficient sidewalk 25% pedestrian Safety bays rehabilitated per year/Total number of deficient sidewalk bays Surface and Ground Storm Water Quality Area of developed land 15% Water Quality Control serviced by storm water Management quality controLTotal area of developed land Fleet Management Condition of Town's Number of licensed vehicles 90% Vehicle and Equipment with condition rated good or Fleet better/Total number of licensed vehicles -101- ADDITIONAL ITEMS TABLED FOR SPECIAL GENERAL COMMITTEE MEETING Monday, October 20, 2008 ➢ Business Plans - Replacement Pages: Building Administration Department - replaces pages 13, 14, 15, 16, 17, 18 Leisure Services Department — replaces pages 40, 41, 42, 43 Administration Department replaces pages 48, 49, 56, 57 ➢ Public Works Department — Request for Complement Change Forms TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT About the Building Administration Department The Building Administration Department reviews building permit applications and conducts on -site inspections for construction projects within the Town of Aurora in accordance with the. Ontario Building Code, the Town of Aurora Zoning Bylaw and other applicable legislation. Our mandate is to ensure a healthy and safe environment in the buildings where we live, work and play. The Building Administration Department is responsible for ensuring minimum building standards are achieved for new buildings, additions and renovations with reference to public health and safety, structural sufficiency, fire protection, energy conservation, accessibility and water and sewage protection. In addition to Building Code matters Building Administration provides zoning comments and interpretations on development applications such as draft plan of subdivision, site plan applications, land severances and minor variances. Other administration functions include the issuance and inspection of sign permits, pool enclosure permits and hot tub permits. Building Administration delivers a wide range of programs and services to meet the needs.of the corporation and the community it serves. The four fundamental areas of focus can be categorized as legislative, administrative, public protection and education, and customer service. Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council: Page 1 of 11 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Planned Business Outcomes Legislative Planned Outcome (Goal) To ensure public health and safety through the administration and enforcement of the Ontario Building Code and other governmental legislation relating to the design and construction of buildings and their appurtenant systems. 2009 Action Steps 1. Continue to meet legislative requirements under the Building Code Act with respect to compliance, legislated timeframes for review of complete applications and response to mandatory inspections. 2. Report on building permit fees collected in the previous year, including direct and indirect costs of delivering services related to the administration and enforcement of the Building Code Act 3. Review building permit fee funding model to ensure appropriate fees collected for building type, complexity of effort and service delivery. Establish policies with respect to the obligatory reserve fund. 4. in collaboration with Planning review Planning Act tools to develop strategies for "green" developements and redevelopments ie.LEED for commercial, induustrial, institutional, NRG Star for residential, LEED for residential, etc 5. Review Fire Services plan and inspection function. Establish standard operating guidelines for Ontario Building Code fire safety matters. 6. Enhance plan review and inspection functions for mechanical systems. 7. Enhance Cityview functionality for effective reporting on legislative requirements such as time frames, fees, revenue deferral, etc 8. Train staff with respect to new objective -based codes and update qualification requirements as required by the Ministry of Municipal Affairs and Housing for the 2006 Building Code. 9. Prepare for and implement phased amendments to the 2006 Ontario Building Code with respect to energy conservation, fire safety for residential buildings and septic systems. 2010 Actions Steps 1. Continue to administer and enforce the Ontario Building Code and other applicable law. 2. Establish criteria for the submission of alternative solutions under objective - based codes. 2011 Action Steps 1. Continue with 2009 Action Step 1. 2. Develop a catalogue of acceptable solutions for objective -based codes. Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources and annual budget approval by Council. Page 2 of 11 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Planned Business Outcomes (cont'd) Public Protection and Education Planned Outcome (Goal) To protect the general public through the administration and enforcement of Iegislation and to increase public awareness on building related health and safety matters for the continued enjoyment of the Municipality by its residents. 2008 Action Steps 1. Continue to document standard policies and procedures with respect to non- conforming construction. 2. Provide training and development opportunities for staff on green building technologies and promote green technologies through education programs. 3. Participate in the consideration of permitting secondary dwelling units. 4. Increase public education programs e.g. Renovation Forum, Home Show, etc 5. Engage in round table discussions with the development industry with the objective of improving relationships and service delivery. 6. Review Development Application process in collaboration with other departments in an effort to provide seamless service. Consider options for a Development Application Centre. 7. Transition Accessibility Advisory Committee to Building Administration Prepare Annual Accessibility Plan. Prepare Customer Service Plan and Policies under the Disabilities Act for 2010 implementation. S. Continue to develop and implement plan review and inspection service level checklists for various building types. 9. Develop and implement a protocol with Lake Simcoe Region Conservation Authority on fill related activities having regard for the Oak ridges Moraine and all other applicable Town Bylaws. 2010 Actions Steps 1. Develop criteria/guidelines for a quality assurance program. 2. Continue to enhance public education on building related matters. 3. In consultation with Fire Services define and develop service levels for large and complex buildings for inspection. 2011 Action Steps 1. Investigate feasibility of consolidating public protection bylaws for effective Note: Town of Aurora business plans provide the groundwork -for more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources and annual budget approval by Council. Page 3 of 11 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT administration. Planned Business Outcomes (cont'd) Administrative Planned Outcome (Goal) Provide services and programs relating to building matters that are streamlined, efficient and transparent. 2009 Action Steps 1. Finalize documenting building permit procedures to clarify roles, responsibilities and expectations. 2. Continue to develop Zoning bylaw interpretation policies to ensure consistent application and recommend zoning bylaw amendments for effective administration. 3. Commence with digitizing of documents for improved record retention and retrieval 4. Establish a Steering Committee for Cityview as a corporate software application. 5. Participate in a Zoning Bylaw Review of employment lands consolidation. 6. Participate in Corporate Organizational Review and implement any recommended changes to the Corporate Structure approved by Council. 7. Implement any recommended changes to space adjustments approved by Council as part of the Space Needs Study. 2010 Actions Steps 1. Initiate development of an electronic manual for Cityview users. 2. Develop a strategy for the closing of inactive files. 3. Provide ongoing training and development opportunities for staff 2011 Action Steps 1. Continue to develop, electronic Cityview manual 2. Investigate feasibility of accepting electronic plans including electronic response and record retention Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool forplanningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staff resources and annual budget approval by Council. Page 4 of 11 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Planned Business Outcomes (cont'd) Customer Service Planned Outcome (Goal) Deliver high quality service in a professional manner with an emphasis on accessible information, timely response and continuous improvement to meet the evolving needs of our clients, internal partners and other stakeholders. 2009 Action Steps 1. Continue to participate in the corporate customer service initiative — CSI Aurora. Support customer service initiatives including implementing customer service standards and tools for service delivery, staff training and any other customer service changes approved by Council. 2. Continue to develop application submission standards for both technical and administrative requirements to assist customers in preparing applications. 3. In consultation with Planning develop a methodology for the review of signage on development project at an early stage with consideration to Urban Design conformity and the Town's Sign By-law 4. Develop a Zoning Review program to provide confirmation of zoning compliance at the preliminary stages of a project. 5. In consultation with Planning staff streamline review of Committee of Adjustment applications. 6. In consultation with Planning develop written policies and procedures for the review of heritage buildings. 7. Continue to review and revise departmental information on all access channels including the Town website 8. Implement Centralized Inspection Scheduling model. 9. In consultation with other departments investigate the feasibility of e-commerce and e-service for specific pilot services 2010 Action Steps 1. Develop partnerships with industry with the objective of availing customer service opportunities 2. Provide ongoing training to staff to ensure a highly skilled workforce 2011 Actions Steps 1. Expand service channels and e-servicing 2. Survey customers for satisfaction and feedback 3. Provide ongoing training to staff to ensure a highly skilled workforce Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staff resources and annual budget approval by Council. Page 5 of 11 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION DEPARTMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 12.4 Director, Building Administration Manager of Building & Development Services Permit Technician Zoning/Application Examiner (2) Building Clerk Senior Building hispector/Plans Examiner Senior Plumbing hispector/Plans Examiner Building Code Specialist Building hispector/Plans Examiner (4) 2007 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Forecast Full-time 12.0 13.0 13.0 14.0 14.0 Part-time 0.4 0.4 0.4 0.4 0.4 Total Permanent 12.4 13.4 13.4 14.4 14.4 Net Change 1.0 0.0 1.0 0.0 Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staffresources and annual budget approval by Council Page 6 of 11 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: PARKS SERVICE PERSON Department: ILEISURE SERVICES PARKS DIV. Is Position Full-time/Part-time/Contrail FULL-TIME Year of Initiation: 2009 Is Position New, a Complement Change for NEW a Complement Transfer: FULL TIME PARKS SERVICE PERSON, labor related position Increase in compliment due to growth related needs in the municipality associated with increased Parks Operations maintenance and construction realted activity. PE CFO N, a- Additional staff required to enable the Parks Operations division to continue to meet the parks and sports field maintenance related needs of our customers at the existing service level. Increase in full-time Parks Operations salaries. s_cp .ion TQS.a. WNYMINNERM, Estimated Salary and Benefits 63,000 63,000 63,000 Operational Costs (Desk, Computer etc.) Total Expenditures 63,000 63,000 63,000 NET BUDGET IMPACT 63,000 63,000 63,000 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Department: Is Position Full-time]Part-time/Contract Year of Initiation: Is Position New, a Complement Change for a Complement Transfer: Facility Bookings Administrator Leisure Services Full-time 2009 New Position SITION DETAILS Responsible to coordinate and administer the facility permits/contracts function including responding to enquiries from the public, staff and community groups, expediting requests for indoor and outdoor facility reservations and generation of all permits for ice, pools, parks, sports fields, meeting rooms, auditoriums and assigned equipment. Liaison with Operations/Parks Divisions on set-up and amenities requirements, collection of user fees, schedules, statistics and report compilation, coordinates seasonal bookings allocations; administers the Class program operating computer system permitting database; co-ordinate the issuance of requests for facility use of York Region Board of Education Schools within the municipality, attends meetings as required; and for providing back-up support tothe Secretary/Clerk [Leisure services] position. Assists with the development and implementation of the Town's Ice Allocation Policy, Room Bookings By -Law, and Municipal Alcohol Policy. REASON FOR COMPLEMENT CHA Over the past three years, the number of rentals and bookings has increased by over 46% and revenue by over 29%. Facility & Property permitting accounts for over $2 million in revenue for the Leisure Services Department just short of half the revenue for the department. There is currently only one full-time Facilities Booking Administrator assisted by the Secretary Clerk Facilities. P(EOWWANd jCUSTOMER SERiXt E a>EW TS - This position will improve efficiency for the Facilities and Property section and allow the Secretary Clerk Facilites to focus on account coding and processing invoices, capital project and budget tracking, capital asset management, repair and maintenance listing and tracking, staff training and development and certification monitoring and tracking for staff. WHAT IMPACT WILL THIS HAVE ON REVEN This position will free the Manager Facilities & Property and Secretary Clerk (Facilities) to focus on day to day operational initiatives and capital initiatives such as a facilities and property energy management and conservation policy and procedures, full project management and implementation of captial projects including energy managment and conservation retro-fits to buildings, bill verification, captial asset managment tracking, training and staff develoment tracking and administration, accounts payable administration and capital file maintenance etc. EFFECT ON FUTURE OPERATING BUDGETS Description Total 2009 20101 2011 Estimated salary and Benefits 62,500 Operational Costs (Desk, Computer etc.) 1,000 Total Expenditures 63,500 0 0 Description Total 1 20091 20101 2011 Internal transfer from other Department Total Transfer 1 0 01 0 REVENUE PROJECTION Description Total Projection 2009 2010 2011 Revenue Total Estimated Revenue 0 0 0 NET BUDGET IMPACT 63,500 0 0 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Department: Is Position Full-time/Part-time/Contract Year of Initiation: Is Position New, a Complement Change for a Complement Transfer: Carpenter Leisure Services Full-time 2009 New Position Responsible for repairs and maintenance of Town owned and operated facilities and property including: rough carpentry, fine carpentry, framing, drywall, tiling, painting, trimwork, door and window installations, lockset and door hardware installations, welding, some minor plumbing, HVAC and electrical work where a licenced trade is not required. Position also requires job assessment and costing and maintenance of power tools and hand tools. The facilities and property section of the Town of Aurora builds, maintains and repairs over 500 000 of facility space or over $100 million in built capital assets. Much of the carpentry repair and maintenance is assigned to only one carpenter. 10:0"M COW Increased response time for repairs and maintenance, improved productivity of proactive repairs and maintenance of Town facilities. INEWHIDITURES;Ad Improvements to the efficiency of response repairs and maintenance and proactive repairs and maintenance resulting in some cost savings as the Town will not require contracted carpentry staff to supplement the full- time carpenter. EFFECT ON FUTURE OPERATING BUDGETS Description Total 2009 2010 2011 Estimated Salary and Benefits 67,000 Operational Costs (Desk, Computer etc.) 2,000 Total Expenditures 69,000 0 0 Description Total 2009 2010 2011 Internal transfer from other Department Total Transfer 0 0 0 REVENUE PROJECTION Description Total Projection 2009 2010 2011 Revenue Total Estimated Revenue 0 0 0 NET BUDGET IMPACT 69,000 0 0 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Department: Is Position Full-timelPart-timelContract Year of Initiation: Is Position New, a Complement Change for a Complement Transfer: Youth Programmer Leisure Services Full-time 2009 New POSITION DET The Youth Programmer will assist the Youth and Community Development Co-ordinator with the day to day operations of the Youth Initiatives portfolio. REASON FOR COMPLEMENT CHANGE: New position to address growth. Contingent on approval and construction of a new community youth centre. Will potentailly service a demand for more youth programming initiatives in the community. Enables the Department to secure a succession plan for this division of Leisure Services. WHAT IMPACT WILL THIS HAVE ON REVENUE & EKPEN. An increase in overall departmental salaries, benefits and annual operating costs will be experienced effective 2009. EFFECT ON FUTURE OPERATING BUDGET Description Total 2009 Estimated Salary and Benefits 48,000 48,000 48,000 Operational Costs {Desk, Computer etc.} Total Expenditures 48,000 48,000 48,000 Description Total 2009 zu-1ul 2011 Internal transfer from other Department Total Transfer 01 0 REVENUE PROJECTION Description Revenue Total Projection 2009 2010 2011 Total Estimated Revenue 0 0 0 NET BUDGET IMPACT 48,000 48,000 48,000 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Planned Business Outcomes Economic Development Office Planned Outcomes (Goals) To enhance Aurora's economic growth by marketing Aurora as a prime business location and by supporting the Town's business community with best level of municipal service. 2009 Action Steps 1. Update the Economic Development Strategy and promote it to key stakeholders. An "Economic Summit" hosted by the Mayor's office and the Economic Development Office would be held to introduce the strategy. 2. Develop initiatives from the Economic Development Strategy including a "key account" corporate calling campaign for business retention and expansion; recruitment of Business Ambassadors and other identified projects. 3. Advise and facilitate EDAC involvement in the Secondary Plan for Downtown Revitalization. 4. Host a "Developer's Roundtable'' to facilitate two-way communication as well as to solicit their assistance in marketing Aurora. 5. Produce 3 Sector -specific Marketing brochures as well as a Marketing brochure for the Historic Downtown. 6. Implement a targeted marketing campaign (as recommended in the 2008 Sector Marketing Plan Consultant's study) to attract desired businesses in three economic sectors including direct mail campaigns, trade show and hosting of other promotional activities, as well as participating with Economic Development partner's marketing initiatives. 7. Update, enhance and expand the content of the Town's Economic Development Web site. 8. Revise, update and distribute the marketing materials, including the Community Profile, an annual Employment and Industry report and BrightLights. Update the Aurora "economic development and tourism content" for the Town's Economic Development partner's (York Region, GTMA and Ontario Investment Service) marketing products. 9. Produce and implement a tourism plan relating to events planned for the Prince of Wales prize. 10. Host a "Decora Aurora —Desire to Inspire" event in Spring, 2009 to promote Aurora as a destination for home decor goods and services. Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADNIINISTRATION DEPARTMENT 2010 Action Steps 1. Implement initiatives as recommended from the Economic Development Strategy including.a "key account" corporate calling campaign, Business Ambassador's program and other identified projects. 2. Continue a targeted marketing campaign to attract desired businesses in key economic sectors. 3. Implement initiatives identified in the Secondary Plan for Downtown Revitalization. 4. Update promotional marketing material, including the production of a fourth sector -specific marketing brochure. 2011 Action Steps 1. Continue Marketing campaign of four key economic sectors. 2. Marketing program is enhanced to market 2C lands. Client service is also enhanced to respond to increased development proposals associated with the 2C lands. Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool forplanningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Capital Budget Outlook 2009 2010 2011 Budget Forecast Forecast 0.0 0.0 0.0 2009 2010 2011 Budget Forecast Forecast Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staffresources and annual budget approval by Council. TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET ADMINISTRATION DEPARTMENT Accomplishments in 2008 Office of the CAO • Implemented Management Leadership Skills Development findings • Commenced process to sell 15059 Leslie Street lands • Continued participation with the Customer Advisory Committee for PowerStream • Continued Provincial Offences Court Review • Continued One York technology discussions Economic Development • Implemented BizPaL and promoted the service which is part of Aurora's Economic Development web -site. • Established "Gateway Sign" for the 404 area • Completed Sector Marketing Plans for 3 targeted sectors and initiated the development of 3 sector marketing brochures • Revised and updated the Community Profile and redesigned street banners • Assisted in the promotion for the sale of Town -owned lands • Produced and distributed 2 issues of Business `Bright Lights' Newsletter • Assisted various local businesses with development applications for new/expanded non-residential space in Aurora • Maintained external advertising campaign and serviced approximately 150 Economic Development enquiries Legal Services • Reviewed, Prepared and Registered numerous Development Related Agreements and Documentation including registration of 4 new residential subdivisions • Finalized Municipal Access Agreement for utilities and telecommunications • Finalized a Vending/Concession Contract for Town facilities (Global Foods) i Finalized the Aurora Community Arboretum Agreement including Release and Waiver forms • Resolved the Ontario Municipal Board appeal of the amount of cash -in -lieu of parkland payable (Frankfield Estates) • Disposition the Town -owned unopened road allowance known as Park Street • Dissolution of Borealis Holdings Incorporated Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: (Water and wastewater Assistant Supervisor Department: IPublic Works Is Position Full-time/Part-time/Contmct Full Time Year of Initiation: yppg Is Position New, a Complement Change for a Complement Transfer: ORION= 11011111010111M: �� . „ I I ' . _'i... ail.. I i �I I �Il�'�'Hi'�+'i i ,i �1 This position will act as support for the Water and Wastewater Supervisor as well as be responsible for coordinating, planning and overseeing the daily work assignments for all staff within the area. Staff reports will be directed to this position. This position will also be responsible for labour relations, staffingneeds, field activity coordination and budget inputs to management. A key feature of this role is to relieve the Supervisor of day to day activities to allow for better longer term management of the services delivered. There has been a need for this position.for several years. This need has been so acute that the current Crew Leader has been acting in this capacity for the past three years. Although the union has supported the role over this period, it has always been with the understanding that a non -union position would be created to allow for an appropriate organizational reporting structure to avoid union staff reporting to union staff. The Union has become increasingly impatient with the current situation and is requesting either reverting to, the previous Crew Leader position or finalize the creation of a permanent non -union position for the Assistant Supervisor. I a N Regulatory, management and service delivery responsibilities have been steadily increasing over the past eight years to the point that the current Supervisor is unable to perform effectively without the assistance of a second person. Current practice has improved the situation but still restricts the operation as the Acting Assistant Supervisor role has not been formalized and has been arranged as a temporary solution. By proceeding with this position, Management will be in a better position to manage the.department and respond to community needs more effectively. 6AN Ai OLLN ' l ; '" 111 I I: O HOW t There will be the need to include salary funding for this position in the 2009 budget. DIET BUDGET IMPACT 88,000 0 0 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: (Roads Service Person Department: IPublieWorks Is Position Full-time/Part-time/Contract Full Time - Year of Initiation: 2009 Is Position New, a Complement Change for New Position, originally introduced in thebudget in 2007 - a Complement Transfer: This position is responsible for performing maintenance construction on roads, sewers, catch basins, and ditches. This position also is required for winter road maintenance and equipment operations. 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 2008/2009 winter season, we will need to increase our snow plough routes from 8 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. I IIEB„ � R t� Increasing work loads has impacted staff ability to perform required maintenance, support capital projects as well as respond effectively to community needs. This position will require additional funding to be approved in the 2009 budget. 1 oI (III 31 8 MORRO, 11111311,01100111111I, II'., �I11111H11110 a :' II '1N iIII IIER DO Im11.4 IM111912 ; III :Estimated Salaryand Benefits 63,000 Operational Costs (Desk, Computer etc.) Total Expenditures 63,000 - 1 IIB� E fl lawr�4..,1I l I I I� 1 I111051R NII�N�� tI11 I 111i Revenue Total Estimated Revenue 0' '- 0 0 NET BUDGET IMPACT' 63,000 z 0 0'. TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: IRoads and Traffic Assistant Supervisor Department: Public Works Is Position Full-time/Part-time/Contract Full Time Year of Initiation: 2009 Is Position New, a Complement Change for New Position a Complement Transfer: II 1 6 I! H1 I` This position will act as support for the Roads and Traffic Supervisor as well as be responsible for coordinating, planning and overseeing the daily work assignments for all staff within the area. Staff reports will be directed to this position. This position will also be responsible for labour relations, staffing needs, field activity coordination and budget inputs to management. A key feature of this role is to relieve the Supervisor of day to day activities to allow for better longer term management of the services delivered. There has been a need for this position for several years. This need has been so acute that the current Crew Leader has been acting in this capacity for the past three years. Although the union has supported the role over this period, it has always been with the understanding that a non -union position would be created to allow for an appropriate organizational reporting structure to avoid union staff reporting to union staff. The Union has become increasingly impatient with the current situation andis requesting either reverting to the previous Crew Leader position or finalize the creation of a permanent non -union position for the Assistant Supervisor. Regulatory, management and service delivery responsibilities have been steadily increasing over the past eight years to the point that the current Supervisor is unable to perform effectively without the assistance of second person. Current practice has improved the situation but still restricts the operation as the Acting Assistant Supervisor role has not been formalized and has been arranged as a temporary solution. By proceeding with this position, Management will be in a better position to manage the department and respond to community needs more effectively. There will be the need to include salary funding for this position in the 2009 budget. 7 :. '..... _ .. .....I BI AR Room Estimated Salary and Benefits 185,000 Operational Costs(Desk, Computer etc.) 1 3,000 I otal rxpenaitures 1 11 sis maul I NET BUDGET IMPACT 88,000 0 0 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Department: Public Works Is Position Full-time/Part-time/Contract Part -Time Year of Initiation: 2009 Is Position New, a Complement Change for New Position a Complement Transfer: I I. II I I N '� I INIINI I Uh M - �INNN III I N 16 I I I IN I E N N 71 I N N This position is required to administer the delivery of the proposed winter snow windrow removal_ program. The position is required for up to 6 months per year starting in late fall to administer the delivery, complaint response, coordination and other program requirements. illlil NIII,NUNN This complement request is contingent on Council approving the addition of a snow windrow program starting in the fall of 2008 and has been identified in a report to Council as an integral requirement for effective delivery of the proposed program. As this program will require direct interaction and coordination with residents including verification of eligibility information, collection of fees and responding to calls, it has been identified that there is curently insufficient staffing to support this program in addition to the regular regular witer management responsibilities. This position may also assist with other duties should requirements exist. The custom service benefits of this positions will be immediately realized as this position will be responsible for coordinating resident requests for the additional service of windrow clearing. In addition, this position will be required to respond to residents should there be dissatisfaction or concerns with aspects of this new service deliery. Performance measures proposed for this position will include tracking of total resident client base, overall program costs and customer based satisfaction. ��`aNNiINNNNNNINININNNPN N N The position will be partially or fully funded through service specific fees depending on Council direction on their recommended fee structure. This will therefore result in a partial or full cost recovery. I N II NI -- I II I I II :.'.. I IN �I N NII INI _ HI11f Estimated Salary and Benefits 15,000 Operational Costs (Desk,Computeretc.)- 2,000 Total Expenditures `. 17,000 �. , . I ill II NIM Hai IINN I I 111111011M WOM12"I1M II Revenue 10,000 Total Estimated Revenue 10,000 NET BUDGET IMPACT 7,000 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: (Environmental Engineer Department: Public Works Is Position Full-time/Part-time/Contract Full Time Year of Initiation: 2009 Is Position New, a Complement Change for This position was originally approved in the 2008 budget but was volunteered for deferral to 2009 due a Complement Transfer: the timing for filling the Manager of Environmental Initiatives position first WOOD This position reports to the Manager of Environmental Initiatives within the Public Works Department. The role of this position is to support the delivery of Corporate environmental initiative. Types of activities include development and updating of the Corporate Environmental Management Strategy, liaison with all Town departments, support to departments in planning, funding and delivering environmental projects, developing and tracking environmental performance indicators: to track successes and provide public reporting on the environmental aspects of the Towns business. This position has been included in the Business Plan since 2007 and was approved in the 2008 budget process. This complement change is necessary to provide resources to deliver on the ambitious environmental initiatives identified in the Town's strategic plan and as necessitated by today's social environment. This position is required to support the delivery of environmental initiatives. It will provide a dedicated point of contact for the community and staff regarding responding to and delivering on key priority environmental projects. Performance will be based on effective delivery of projects in conjunction with close monitoring of the net environmental benefits being realized from the completion of these projects. Service benefits include increased community and corporate awareness as well as accelerated proactive environmental behaviors. There is expected to be a net surplus generated through this position as many of the environmental initiatives will relate to energy consumption as this is a prime are to gain environmental improvements. This will also be seen in non energy related aspects of the business as a driving theme for this position will be reduction of consumable materials which again will positively improve the corporate bottom line. � �; � 1 Estima[ed.Salary and Benefits R000 Operationet Costs (Desk, Computer etc.)..'.. 4,000 Total Expenditures'' 81,000 Revenue - Total Estimated Revenue 0 0 0. NET BUDGET IMPACT 81,000 0 0 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Department: Public Works Is Position Full-time/Part-time/Contract Full Time Year of Initiation: 2009 Is Position New, a Complement Change for a Complement Transfer: LO PENEVOOMAR 1011 I I mill,I 00 �N6IM MUMIN BREMou This position will assist departmental staff by performing such tasks as filing, records management, customer service, mail out deliveries, work processing, schedule management and other administrative support functions. ' ! I An intemal review identified a gap related to support services. It was found that engineering and technical staff are required to perform a large amount of administrative duties due to the limited availability of administrative support. There also seems to be a significant work load that can be diverted to an administrative position thereby relieving technical staff of these responsibilities to perform higher order duties. In addition, there is great benefit in having additional administrative capacity to improve customer service levels. 6 � Additional administrative support will further increase internal capacity to respond to community needs and improve service delivery performance. This position will require additional funding to be approved in the 2009 budget. �&N�HlIili H�I11I11lINIIS 8t! ... ,1, , .., Estimated Salaryand Benefits 60,000 Operatidnal Costs {Desk, Computer etch 5. :;Total Expenditures 60100 NET BUCGET IMPACT 60,000 0 0