AGENDA - Special General Committee - 20080124SPECIAL GENERAL COMMITTEE
AGENDA
N0.08-05
TNURSDAY, JANUARY 24, 2008
CLOSED SESSION AT
7:00 PM
TO BE FOLLOWED BY THE
SPECIAL GENERAL COMMITTEE
DRAFT 2
2008 CAPITAL& OPERATING BUDGET
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
23/01/08
AvnoRA
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING
AGENDA
NO. 08-05
Thursday, January 24, 2008
Council Chambers
7:00 p.m.
Mayor Morris in the Chair
I DECLARATIONS OF PECUNIARY INTEREST
II APPROVAL OF AGENDA
RECOMMENDED:
THAT the content of the agenda as circulated by the Corporate Services
Department be approved as presented.
N CLOSED SESSION
Legal Matter, solicitor client privilege
THAT Council convene into a Closed Session to consider a legal matter,
solicitor client privilege, regarding a proposed memorandum of
understanding related to 230 Wellington Street East.
IV DELEGATIONS
a) Mr. John Gutteridge, Director of Financial Services/Treasurer
Re: 2008 Budget Overview
VI CONSIDERATION OF ITEM REQUIRING SEPARATE DISCUSSION
Vll ADJOURNMENT
Special General Committee Meeting No. 08-05 Page 2 of 2
Thursday, January 24, 2008
AGENDA ITEM
1. Review of the Council and Committees Operating Budget
(blue pages 3 — 18 inclusive) distributed January 8, 2008
(yellow pages 2 & 3 and 7) distributed January 21, 2008
2. Staff's Proposed Changes to Achieve Council's Directive
(PowerPoint presentation presented and distributed January 21, 2008)
3. Correspondence from the Director of Leisure Services
Re: Additional Information Requested at January 21, 2008 Meeting
(to be distributed at the meeting)
4. Justification of Budget Requests
(Requested at January 21, 2008 Meeting),
a) Yonge Street Committee/Farmers' Market $11,131 pg. 1
b) Aurora Historical Society — Use of Grant Funds pg. 4
5. Additional Information Requested by Mayor Morris January 22, 2008 pg. 6
a) Economic Development Committee $ 8,000 (CAO's Office)
b) Heritage Committee $ 5,200 (Planning)
c) Environmental Committee $ 8,400 (Public Works)
(to be distributed at the meeting)
d) Anti Littering Initiative $ 1,500 (Public Works)
(to be distributed at the meeting)
6. Clarification for Marketing/Communications Additional Staff
(to be distributed at the meeting)
7. Changes to the Ontario Property Tax Credit pg. 7
8. Finalization of the 2008 Capital and Operating Budgets
SPECIAL GENERAL COMMITTEE - JANUARY 24, 2008 AGENDA ITEM # 4A) - 1
Farmers', Market. Proposed •200gSpfciai: verits'andl•Gen'I''Budget'.
SDecial Even c'PrejQpcwr�
The same gen'.l setup will be donee to'Coli icid
Strawberry theme..Best'home'rhade jaifa pl eta
- Or the how to make easy Homemade j�lmis'featlitred,' bar;; :•
Our famous marketer Jan. .
Cost $300
)Wyunt^ Corn Roast : Angpgt lOq /TRA1 .. ' '
Corn on the cob (corn and butter/salt) (costs assodlated • tiouple,of.big Mafl4 df corn,,'a,'ppra a:10,, •, '
pounds of butter & salt shakers (estimats; $100)
Grill (Kevin mentfoned'ha has gall but the,& will be posslble ptopane'a;ii'S(•� $3U •'
Tom (and' Kevin) formerchef would be able to grill the corn to health & safety stand'atd'aR' .
Mayor and/or Couricillors would' be :great to have help.
Dress up the square with bates of st aw, bull rush and pussy.willow§ fro(h Aug 11 �:p8i5Y§ 01$eit: ,;
Shouid get s'dditana, strew balesi0 0 approx. $47bate -�40. Michael's father sellsstr�tv),'! .''
Feature a Scarecrow making event (demo) horn 9-'11 am: Colouring pfctureb. uppliod•,of'a; ":' : ••.
scarecrow, with straw and corn cobs can be done for, Will an. Best colbur.,irig:rati• 6'�•�iven' ', ;
prize,.The'Mayor can be the judge 6 re at 11130 Ish7
Feature a scarecrow made by the children and one+by the adults from the demp wltff.fditfier^(:
discussion on participant awards,etc.
Yellow table cloths, yellow balloons etc, (app 375)
Face painting. ($251sh), picture coloring
Cost: $30b max
Aooie a, ttnnay'fa=tiv^h enot/.Q$tI9Ba . ,' '
Feature a best Aurora'. •;. ri l ;•,:;', ' �;.•;:,.,.,: . -
apple pie or•Appte Crumble coatast ortho 1e'bectt `i(+.: :'a%'7!1; .' • :" -
bakidg/cooking Ideas thatare'home made. Giv
glit baskot idea) e a prize Cookbook or•other itemk:(�isq'tiss ,'1'
For: Bobbing for apples Colouring/
dfawing contest for the kids? '(Best "Bee*) priz®9 :;$2a" '•
'Face painting and red balloons ($75)
Fled table cloths for picnic tables ($25)
Apple cider.tasting along with Possible apple coring or cider
committee) squeezing demo(?j;(tSisouss With
.. Honey tasting and Bee Hive demo( Discuss with Andre and MI,ehael7) .
5� Approximate oust: $350 plus because this has, huge potentlal to. grow ,
JAN 2 2 2000
-1-
r
SPECIAL GENERAL COMMITTEE - JANUARY 24, 2008 AGENDA ITEM # 4A) - 2
Pg.Zont.
Gen'I decorating for Thanksgiving using Previous materials along with•veutlorldeas
Thanksgiving Is early this yoar on bctober 8, so we could do a "Speclai Event", on ortobere.....Prn
sure there will be lots of folks out to the Market that day: It would be-g'reat td'tie' if into a':
"Cuutomer Appreciation Day" with"speclala" from each vendor?? (Discuss Ibgisilc5 t fanothec
planning meeting in August 3, week)
Dress up the square with bales of straw decorated along with Pumpkins..IE A pumkin soaocrow..
Sell pumpkins as part of a promo f$aturtng 'sales of pumpkin ples,etc '
. ,Have a best dressed Turkey Contest for kids.Colnndng, and glue on crafts 6blo(6is6uss.h'cw.' .
possible)
Do a Judging contest of best decorated pumpkin. Have orange table cloths and Thanki;givin"g
thohta Ideas. Face painting otc can: be discusasd._
AoprQX Cost: $360
Market should end by Thanksgiving weekend unless the ', '. '
vendors want, to push for an extra weekend- due to' niee weather.
(TBA)
QverAll we should be able to organize 4 key events within a budget
cost of approx $1300 overall.
vyrcracC LIIIM 4yiro r-arrrlier3iingmet are: ..
1) Free Advertising spat.e on the Town's Notice Board no'gtnallef;then
4'W". This has to be consistent in order to assure §peeta7 evextts;,,;.:
;etc are given fair rocognidon; (This is a minor directiona4 request-to,:
the marketing and communication department which aeves.a lot of
money to the Town and addresses the Markets needs..'
2) Town communications,Support to establish the,Farrners' Market on'
the Town's website along with the York Region Tourism web'site
(with linkages) , Notice board advertising. and event/iharket.pictures
with schedule market'Information would be required to be
coordinated,
3) New"Sigriago will be required to advertise the flow I' atio,';
•: ' Expect mih 2 signs @$330JEach'� $700
-2
SPECIAL GENERAL COMMITTEE - JANUARY 24, 2008 AGENDA ITEM # 4A) - 3
Cont. page 3
4) Request continued staff support from the staff in the Tewn's permit
and works department as has been done In 2007. ( Super'supporti)
S} Entertainment costs $600 to compliment two key special events
needs for musical support.
6) Site enhancement materials such as straw bails, and various props
could cost $300 over the season.
7) Key part-time support from a summer student hired by Leisure
services could greatly enhance the successful coordination of the
markets special ovants. If this could be directed by Council to be
supplied by the leisure services department staffing area it would
really reduce much of the key day to day burden associated in
organizing events. ( Leisure Services can respond here as a part time
staffing during summer) Estimate: $1,600 (added after Janl2ln
Overall ,, i feel comfortable that with the Farmers' Market growing from 6
vendors to its current 18 that we can expect a healthy growth of 25 to 30
for next year.
To accomplish this and a relocation we'll needs Council's support to
allocate $3,000.to a special operating Aurora Farmers' Market reserve
account that is stand. alone and easily recognizable for 2008,
WE
SPECIAL GENERAL COMMITTEE - JANUARY 24, 2008
AGENDA ITEM # 4B) - 1
WE
SPECIAL GEmERa COMMITTEE - JAaY2 &s AGENDA #ab2
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SPECIAL GENERAL COMMITTEE - JANUARY 24, 2008 AGENDA ITEM # 5 - 1
Additional Information Requested by Mayor Morris January 22, 2008
The Economic Development Committee is as follows:
$200.00 for Office Supplies
$200.00 for Meeting Expenses
$7600.00 for Internal Grants (Business_ Achievement Awards Sponsorship)
The cost breakdown of expenses incurred by the Heritage Advisory Committee
last year included
1) $2700 for 21 designation plaques
2) $1500 for Doors Open Ontario registration
3) $75 for Community Heritage Ontario Membership
4) $20 for Civic Award frames
5) $120 for Heritage District Pre -consultation Meeting
6) $160 for Wood Interpretive Plaques
7) $225 for Doors Open Aurora Signage
Total estimate: $4800
The Heritage Advisory Committee also commissions consultant studies which
generally cost around $2000 and other heritage related events such as the
Heritage Designation Plaque Presentation Ceremony to be held this year on
February 11, 2008
-6-
SPECIAL GENERAL COMMITTEE - JANUARY 24, 2008
AGENDA ITEM # 7 - 1
Ontario
CREDITS, BENEFITS & INCENTIVES
PROPERTY TAX CREDIT
MINISTRY OF REVENUE
The refundable property tax credit provides property tax assistance for people with low to moderate
incomes. - -
Ontario tax credits are funded by the province. The Canada Revenue Agency (CRA) administers the
program on behalf of Ontario through the federal income tax system.
Claim your tax credit on the ON 479 Ontario Credits form included in your federal Tl-General
income tax return.
New
As announced in the 2007 Ontario Budget, it is proposed that the Income threshold of the Ontario
Property and Sales Tax Credits for senior couples be increased beginning in 2007 so that seniors
receiving the minimum level of income guaranteed by the government from Old Age Security (OAS),
Guaranteed Income Supplement (GIS) and the Ontario Guaranteed Annual Income System (GAINS)
get the full benefit of the credits. The new threshold would be determined when the federal
government finalizes OAS and GIS amounts for 2007.
The Benefit
Tax assistance for taxpayers with low to moderate incomes.
Subject to age and net income criteria, the combined maximum amount of property and sales tax
credits you can receive for any one taxation year is $1,125. You cannot claim these credits on a
return for a person who died in the tax year.
Eligibility
The eligibility requirements for both these tax credits are outlined in the Property and Sales Tax
Credits Information Bulletin.
How to Apply
Calculate your claim on Form ON479, Ontario Credits included with the federal income tax and
.benefit package.
http://www.rev.gov,on.m/engli,sh/credit/ptc/
-7-
1/22/2008
ADDITIONAL ITEMS TABLED
FOR SPECIAL GENERAL COMMITTEE MEETING
Thursday, January 24, 2008
➢ ADDED ITEM — Delegation b) Mr. Michael Howard
Re: Farmers' Market
➢ ADDED ITEM - Delegation c) Mr. Andr6 Flys
Re: Farmers' Market
➢ ADDED ITEM — Delegation d) Director of Leisure Services
Re: Leisure Services Staff Complement
➢ ITEM 5c) Environmental Advisory Committee Proposed 2008
Budget
➢ ITEM 5d) Anti -Littering Initiatives Proposed 2008 Budget
➢ ITEM 6 — Justification for 2008 Staff Requests — Communications
and Marketing
➢ ADDED ITEM 9 — Correspondence from Mr. James Knox
Re: ADAPT — Request for Funding Assistance
➢ ADDED ITEM 10 — Revenue Comparison for Leisure Services
(Requested at the January 21, 2008 meeting)
Delegation (b)
Panizza, Bob
From: Mike Melodie Howard [
Sent: Wednesday, January 23, 2008 7:46 PM
To: Panizza, Bob
Subject: Delegation Request
Bob,
I would like to -speak at tomorrow's budget meeting on the subject of the Aurora Farmers Market.
Please confirm what time you are expecting this topic to be discussed at the meeting.
Thank you,
Michael Howard
1/24/2008
Panizza, Bob Delegation (c)
From: Andre Flys
Sent: Wednesday, January 23, 2008 3:58 PM
To: Panizza, Bob
Cc: Ewart, Karen
Subject: Delegation request for Special General Committee meeting Thursday January 24
I would like to make a brief delegation regarding the Aurora Farmers Market,
Thanks
Andre Flys
Pioneer Brand Honey & Nuts
When the power of love overcomes the love of power, The world will know peace. -Jimi
Hendrix
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Anti -Litter Budget
• Advertising in the Chamber of Commerce Newsletter
• Turtle Island rear -pack truck, a driver and a loader:
$150.00 per hour with a minimum charge of 4 hours
• Town staff to pick up blue box recycling ( 62.50/hr x 6 hrs)
• 150 Kits for the Volunteers (gloves, water, garbage bags, hand sanitizer)
• BBQ for Volunteers
• Printing (posters) & plaquing
• Recycling bins from Norseman (150 @ $6)
Total
$160
$600
$375
$750
$750
$200
900
$3,735
AURORA
y6Wm i", good, cocxpAV
MEMORANDUM I Communications & Marketing
Administration
Date: January 23, 2608
To: John Rogers, CAO
From: Kristen Yemm, Communications & Marketing Coordinator
Re: Justification for 2008 Staff Requests
The 2008 Communications & Marketing Division's Business Plan includes an increase in staff compliment of 1.0 full
time staff and 0.33 temporary staff.
Communications is presently comprised of three full time positions including the Communications & Marketing
Coordinator, Communications Specialist and the Advertising and Sponsorship Representative.
Currently, the Communications Specialist position and full time salary is being shared by two part-time staff (please
see attachment 1). As outlined in the current job description for the Communications Specialist position, both the
responsibility of managing the website and providing corporate communications support to the Communications and
Marketing Coordinator are core areas of responsibility. Based on the dual role this position performs, staff has
divided the responsibilities, creating a part time Communications Specialist working 21 hours per week and a Web
Specialist working 14 hours per week. The division of hours for these positions was based on a greater need for
communications support.
Outlined in the Communications and Marketing Division's 2008 Business Plan is a Council Communications section,
which is a new area of responsibility within the portfolio of this division. In order to meet our current corporate
communications needs, the communications needs of the Mayor and Council, and to effectively manage our website,
the addition of this full time position is necessary.
1 New FT Senior Communications Specialist:
Reason for Request:
The number of programs and events requiring communications and marketing support is increasing as the Town of
Aurora grows. Also growing, are the demand for on-line services and continued web development and the need for
increased media and public relations support for the Mayor and Council. In order to meet current and future service
demands and to effectively execute awareness and educations programs, the Communications Division requires
permanent support beyond our current staff compliment.
Importance of Position: This position is necessary in order for the Division to meet the current media, public
relations, external and internal corporate communications and website demands. Without this position, the
Communications Division will continue to operate in a reactive fashion in relation to media and public relations and
will not be able to implement many of the initiatives outlined in the 2008 Business Plan.
The Communications Division is requesting the additional full time position of Senior Communications Specialist in
order to increase the current 21 hours of communications support to 35 hours per week. Approval of this position will
also allow the current Web Specialist position to focus only on website development and content management and
intranet development and support on a full time 35 hour per week basis.
The Senior Communications Specialist will be responsible for
• Providing Mayor and Council with guidance in the development of an annual Mayor and Council
Communications Plan
• Assisting Mayor and Council with the implementation of tactics included in the annual Communications
Plan (e.g. Council Newsletter, Quarterly Mayor and Council meet & greet sessions, Weekly Council
update column in local news publication, etc.)
• Providing the Mayor and Council with general communications advice and assistance via editing
services for media releases, Mayor's messages, speeches and general resident communications
• Providing the Mayor and Council with coordination assistance with graphic design needs, special
presentation preparation and event coordination
• Coordinating media relations including, drafting and editing all corporate. press releases, media
advisories, photo opportunities, coordinating media events and coverage and assisting the Mayor's
office with external communications.
• Coordinating special communications projects such as the Town's annual Emergency Preparedness
Education Plan and the development of resident e-newsletters
• Overseeing the Staff Communications Committee (formerly the Editorial Committee)
• Assisting with ongoing promotion of public works programs, i.e. ongoing green bin education, water
conservation education
• Continued development of Staff Newsletter and coordination of semi-annual all -staff meetings/info
sessions
• Providing editing functions for Economic Development and other departments
• Providing back-up for website and intranet content management
1 Temporary Senior Student.(Intern)
Reason for Request:
To support communications staff with the increasing demands on the division and to provide on-the-job training and
experience to students in post -graduate Public Relations/Communications programs..
Importance of Position: This position is necessary in order for the Division to meet the increasing media, public
relations, external and internal corporate communications and website demands.
The Senior Student will be responsible for;
• Assisting with coordination of special projects i.e. Emergency Preparedness Contest, staff info sessions,
green bin promotion/education, coordination of Recycling and Waste Collection Calendar and media
relations for the corporation and Mayor's Office, photographing special events/functions and other duties
that are aligned with communications and marketing
• Performing daily administrative functions such as maintaining media contact list, postings on Bulletin
Boards, assisting with the coordination of information for the Town Notice Board, taking meeting
minutes, filing etc.
Kristen Yemm, Communications and Marketing Coordinator
Ext. 4228
Attachement 1
Communications and Marketing Division
Current Organizational Chart
Communications & Marketing Coordinator
FIT FIT
Communications Specialist Advertising & Sponsorship Representative
Duties of this position are currently split as illustrated below
PIT - 21 hrs/wk "T -14 hrslwk
Communications Specialist Web Specialist
Organizational Chart with Requested Staff Compliment
Communications & Marketing Coordinator
FIT FIT FIT
Senior Communications Specialist Communications Specialist * FAdvertising & Sponsorship Representative
PIT
Senior Student
* The addition of a full time Senior Communications Speicialist will allow the Communications Division to
change the existing Communications Specialist position to a full time web Specialist.
ADDITIONAL
A ITEM
A &T
REG. CHARITY 0900522D I
The Association for Differently Abled People Together
r10 Newmarket Health Centre, 194 Eagle Street, Newmarket, ON L3Y 1 J6
Office (905) 868-9523 Fax (905) 868-9524
January 23 rd 2008
Budget Committee
Town of Aurora
1 Municipal Drive
Aurora, Ontario
L4G 6J 1
Karen Ewart.
RE: Follow up on Budget Meeting Presentation.
Firstly please let me say thank you for allowing me to meet with you
and present our proposal to you, Thank You.
During the discussion that followed several questions were asked and I
hope that my explanations were suitable.
,,kAs for the one that I could not answer at that time here is the
explanation and figures.
ARUORA CLIENTS TRANSPORTED BY ADAPT
OCTOBER 629
NOVEMBER 663
❑ECEMBER 757
TOTAL 2,049 ( AVERAGE OF 683 PER MONTH )
Taking the "DIS" out of Disability
If you take the average of 683 per month you would have a total of
81296 trips for the year.
However as I pointed out in my presentation the numbers are
increasing each month, as the above figures show.
At the average loss of $ 1.09 per kilometre ADAPT has paid a total
of $ 2,233.41 from their fundraising, over the period on a full
year based upon the above figures this would amount to
$ 8,933.64.
If you see this as a favourable thing to do for your residents, we could
invoice the town on an monthly basis for the actual Kms driven, or in
whatever fashion you decide.
Trusting this information will help and I await your response.
amain, sincerely, �
/ !lames N. Knox- .A .'--- "~
2
AURORA
yowM 1H,666dC�y
MEMORANDUM
Date: January 24, 2008
To: Mayor and Members of Council
From: L. John Gutteridge, Director of Finance
Re: Revenue Comparison for Leisure Services
ADDITIONAL
._..ITEM_
Name of Division
Financial Services
At the budget meeting of January 21, 2008 Council requested that we present a
breakdown of the revenue for the Leisure Services Department. These figures do not
include the Parks Department.
The following is that breakdown:
2007
2007
2008
Budget
Actual
Budget
Administration
Miscellaneous
$
1,576
$
-
Facilities
Fees & Services
$
500
$
450
$
500
Miscellaneous
$
1,000
$
417
$
-
User Fees
$
1,977,137
$
1,988,122
$
2,006,120
Community Programs
Miscellaneous
$
119,087
$
60,617
$
53,000
User Fees
$
2,013,166
$
2,160,335
$
2,260,075
Grants
$
35,000
$
50,730
$
36,000
Special Events
Miscellaceous
$
16,600
$
12,012
$
16,300
User Fees
$
4,600
$
3,484
$
4.000
Grants
$
1,000
$
2,500
$
1,000
TOTAL
$
4,168,090
$
4,280,243
$
4,376,995
Difference between 07 and 08 Budget
$
208,905
Difference between 07 Actuals
and
08 Budget
$
96,752
You will see on the bottom line that there is a projected budget increase of $208,905,
however there is only a $96,752. increase in 2008 revenues over the 2007 actuals.
L. John Gutteridge, Director of Finance/Treasurer