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AGENDA - Special General Committee - 20070924Karen Ewart Admin. Coordinator SPECIAL GENERAL COMMITTEE AGENDA BUSINESS PLANS NO, 07-35 MONDAY, SEPTEMBER 24, 2007 7:00 PM COUNCIL CHAMBERS AURORA TOWN HALL PUBLIC RELEASE 21 /09/07 AuRaRA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING AGENDA NO. 07-35 Monday, September 24, 2007 7:00 p.m. Council Chambers Mayor Morris in the Chair I DECLARATIONS OF PECUNIARY INTEREST 11 APPROVAL OFAGENDA RECOMMENDED: THAT the agenda as circulated by the Corporate Services Department be approved. 111 CONSIDERATION OF ITEMS DEPARTMENTAL BUSINESS PLANS 1. Public Works Department pg. 1 2. Aurora Public Library Board pg. 15 3. Chief Administrative Officer pg. 25 4. Communications and Marketing Division pg. 34 5. Economic Development Division pg. 45 6. Legal Services Division pg. 53 7. Leisure Services Department pg. 60 8. Planning and Development Department pg. 70 IV ADJOURNMENT SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 200 TOWN OF AURORA i . 0 NDA ITEM 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT About the Public Works Department The Public Works Department is responsible for the provision and maintenance of the Town's fleet and municipal infrastructure such as roads, streetlights, water distribution system, wastewater collection system, waste/recycling/yard waste collections, stormwater management facilities, surface water, traffic control devices and markings, the environmental monitoring and response as it relates to the above noted assets and infrastructure, as well as taking the lead role in the development of strategies to encourage stewardship of Aurora's air, water and land resources. In essence, provision of the basic needs of the community is the responsibility of the Public Works Department. The provision of these needs is both for the quality of life for the existing community and for the future planned growth areas of the Town. The Department's clients include all residents, businesses and visitors to the Town of Aurora, as well as other Town Departments. Service levels must be established to meet Provincial Government requirements/ legislations, sound engineering principles, Council policies and directions, and the requirements of our clients. —1— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Planned Business Outcomes Planned Outcome (Goal) To provide safe and reliable potable water and economical wastewater collection. 2008 Action Steps 1. Implement new lead testing protocols in the water distribution system 2. Implement a computerized complaint/work order management system 3. Continue to develop and implement a backflow prevention program 4. Proceed with development of a drinking water quality management system, as prescribed by the Clean Water Act $!. In conjunction with IT Services, initiate an asset management program using condition rating criteria including a review of operational, maintenance and c. Promote water efficient operations and conservation practices, including:'', working with Region staff to help maximize the effectiveness of Regional programs in these areas d. Evaluate and monitor performance of in -place trenchless rehabilitation' technologies through cost benefit analysis e. Implement progressive rehabilitation program to minimize wastewater inflow/ infiltration flows f. Work with Region staff to monitor the water supply for the Town and to proactively identify, emerging trends, issues, etc., that require attention and action 2009 Actions Steps 1. Complete asset management program including data collection and evaluation and develop water and wastewater 10-year master rehabilitation plan 2. Develop water and wastewater hydraulic modeling to optimize and forecast service delivery efficiencies 3. Continue with 2008 Action Step 6 2010 Action Steps 1. Implement water and wastewater 10-year master rehabilitation plan 2. Continue with 2009 Action Steps 2 and 3 —2— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2011 Action Steps 1. Continue with 2009 Action Steps Planned Business Outcomes (cont'd) Planned Outcome (Goal) To encourage greater diversion from landfill by providing efficient waste and recycling collection coupled with strong educational and promotional campaigns to assist our residents and business people to reduce waste going to landfill. To work with our Regional partners in our efforts to reduce waste going to landfill. To operate an efficient and economical collection system. Action Steps Monitor system l collectic Review Conduct waste management contractor performance program, surveys, diversion monitoring, and waste audits e new waste )n practices compliance review current promotional programs and create new waste diversion education programs to reduce landfilled waste 5. Review current and new/emerging technologies to maximize waste diversion 6. Continue with participation and promotion of local anti -litter programs 7. Implement enhanced SSO/recycling collection in Town parks, streets, and facilities, to service level determined during consideration of 2008 Budget 8. Work with Region to promote and enhance collection of household hazardous waste in the Town, including, working towards establishing a Community Environmental Centre in Aurora 2009 Actions Steps 1. Implement updated industrial, commercial, and institutional waste collection/reduction practices 2. Review multi -residential waste collection/reduction practices 3. Continue with 2008 Action Steps 1, 3, 4, 5, 6, and 7 —3— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET V 1 2010 Action Steps I. Implement updated multi -residential waste collection/reduction practices 2. Continue with 2009 Action Step 3 2011 Action Steps 1. Continue with 2010 Action Steps Planned Business Outcomes (cont'd) s Planned Outcome (Goal) Maximize surface and ground water quality. ,2008 Action Steps 1. Commence )mplementarion of stormwater management facility remedial strategy 2. Initiate a computerized stormwater asset management system i I 3. Implement updated catchbasin clearnng'program and continue partnership with j regional West Nile program �� 4. Continue implementation of stormwater detention pond maintenance and monitoring program S. Continue with provincially mandated spills response and reporting protocols 6. Continue, in partnership with L.S.R.C.A., with annual creek and river inventory/inspections program, and initiate database to collect relevant information 7. Implement deficiency repairs to identified storm water infrastructure 8. Implement and maintain salt management program guidelines and action plan 9. Monitor provincial, regional, and conservation authority source water protection initiatives and participate when and as needed 10. Update and implement Public Works spills response policy and associated protocols 2009 Actions Steps 1. Implement storm water asset management system 2. Implement action strategies coming from source water protection programs 3. Continue with 2008 Action Steps 4 to 9 —4— SPECIAL GENERAL COMMITTEE - SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2010 Action Steps 1. Develop stormwater management facility water quality testing regime 2. Continue with 2009 Action Steps 2011 Action Steps 1. Implement stormwater management facility water quality testing regime 2. Continue with 2010 Action Step 2 Planned Business Outcomes (cont'd) Planned Outcome (Goal) To provide appropriate summer and winter maintenance to our road network to ensure the safe and efficient movement of people, goods, and materials. 2008 Action Steps o develo' anew snow: stor age facili 1.' Undertake necessary studies t p g y', ' 27, .Implement pre-wetting/anti-icing winter maintenance practices 3,, Research and develop planned crack sealing program 4. ':Continue `to implement salt management plan practices &procedures 5. Maintain adherence to provincial minimum maintenance standards 6. Continue to review ongoing maintenance activities for cost effectiveness and monitor economic balance of outsourcing levels 7. Continually search out alternative means, equipment, and modes of operation to reduce maintenance costs, liability exposure and to enhance levels of service 2009 Actions Steps 1. Implement recommendations of snow storage facility review 2. Monitor pre-wetting/anti-icing practices 3. Implement crack sealing program 4. Research new and emerging technologies for optimizing winter road maintenance practices 5. Continue with 2008 Action Steps 4. to 7 —5— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2010 Action Steps 1. Implement new winter road maintenance practices 2. Continue with 2009 Action Step 4 2011 Action Steps 1. Continue with 2010 Action Step No. 1 Planned Business Outcomes (cont'd) Planned Outcome (Goal) To ensure that planned, Council approved, development can proceed in an, orderly ensure that future growth can be accommodated through the provision of nevi •astructure or the enhancement of existing infrastructure in such a way as to Guus Action Steps 1. ;II Continue to review development applications for adherence to good engineering, standards andfor cornpliance'with relevant policies; procedures, and i egulations' (For developments that are to be assumed by the municipality, the review includes looking at both short-term design issues and long-term (life cycle) issues such as ensuring the development is designed to make maintenance activities as efficient as possible) 2. Provide support, as necessary, to short and long-term planning initiatives of the Town to ensure that infrastructure needs are met 3. Continue to assist in the review of the Town's Official Plan to identify opportunities to ensure an adequate supply of land and infrastructure to meet Aurora's future commercial and industrial needs 4. Review policies to ensure growth is effectively directed in a way that takes advantage of existing infrastructure and services 5. Continue to ensure policies and by-laws for developments are sensitive to the environment 2009 Actions Steps 1. Continue with 2008 Action Steps 2010 Action Steps 1. Continue with 2008 Action Steps 2011 Action Steps 1. Continue with 2008 Action —6— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) To provide and maintain safe, efficient and fiscally responsible infrastructure. 2008 Action Steps 1. Commence implementation of recommendations of streetlight operations/ maintenance study 2. Prioritize capital improvement programs through asset management initiatives and life cycle analysis 3. Search out alternative means and emerging technologies to increase service life, Continue review and analysis of the road needs study and the 10-year capital reconstruction program Complete implementation of recommendations of streetlight operations/maintenance study 2. Align rehabilitation and replacement of underground facilities with 10 year road reconstruction proposals and other target area priorities 3. Continue with 2008 Action Step 2 to S 2010 Action Steps 1. Develop asset replacement/rehabilitation program incorporating water, wastewater and road priorities 2. Continue with 2009 Action Step 3 2011 Action Steps 1. Continue with 2010 Action Step 2 —7— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) To provide for safe and efficient pedestrian, cyclist, motorist, and goods movements. 2008 Action Steps 1. Review and update standards for lighting, signage, intersections and pedestrian crossings 2. Implement scaffolding policy 3. Continue to provide technical support to the traffic safety advisory committee as required program as,needed In conjunction with the Communications division, continue to increase public awareness through promotion and education of traffic safety 1. Implement updated standards for lighting, signage, intersections and pedestrian crossings 2. Examine methods to encourage better traffic movement through and outside of the downtown core 3. Foster safe passageways for pedestrians and cyclists within the Town 4. Review parking options in the Town 5. Continue with 2008 Action Steps 3. to 8 2010 Action Steps 1. Implement procedures to encourage better traffic movement through and outside of the downtown core 2. lmplement pedestrian and cyclists improvements where appropriate 3. Commence to implement parking improvements in the Town 4. Continue with 2009 Action Step 5 SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 1 ' '_- 2011 Action Steps 1. Continue with 2010 Action Step 3 and 4 Planned Business Outcomes (cont'd) Planned Outcome (Goal) Promote a healthy environment that fosters social and physical well-being. 2008 Action Steps 1. Create an "Environmental Management" division within Public Works to take 2009 Actions Steps In conjunction with the Communications division, develop, implement and monitor an environmental education strategy for the Town to increase environmental awareness and to promote low -impact practices 2. In conjunction with the Communications division, expand education and awareness programs relating to energy conservation practices on public and private properties 2010 Action Steps Develop a corporate master environmental plan including operational practices to improve the environment 2. Research, develop and promote electricity innovation measures 3. In conjunction with the Communications division, develop partnerships to assist with public education, planting events, restoration, and preservation projects 4. Continue to ensure policies and by-laws for developments are sensitive to the environment so SPECIAL GENERAL COMMITTEE - SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2011 Action Steps 1. Commence implementation of corporate master environmental plan Planned Business Outcomes (cont'd) Planned Outcome (Goal) To establish and maintain appropriate fleet management strategies and procedures to enable the vehicle and equipment fleet to efficiently support the delivery of pubic programs and services. 2008 Action Steps 2009 Actions Steps 1. Develop fleet management system reports 2. Construct additional repair bays and wash bay 2010 Action Steps Research and develop improved methods and models for provision of fleet management services 2011 Action Steps 1. Reorganize PW Operations Division to create a separate fleet management unit 2. Implement new fleet management model —10— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 46.6 2007 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Forecast Full-time 39.0 44.0 45.0 46.0 48.0 Part-time 7.6 6.5 7.0 7.0 7.0 Total Permanent 46.6 50.5 52.0 53.5 55.0 Net Change 3.9 1.5 1.0 2.0 New Staff m Plan) 2011 9 FT new Operator > FT new Fleet Supervisor START-UP COST IMPLICATIONS OF STAFF GROWTH 2008 - $23,000 2009 - $0 2010 - $0 2011 - $15,000 —11— SPECIAL GENERAL COMMITTEE - SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT 0 h -12- SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORDS DEPARTMENT Accomplishments in 2007 • Implemented new waste collection contract, including launch of Green Bin Source Separated Organics (SSO) program, in September 2007 • Collaborated, along with other N6 partners and Communications division of Town, in joint education and promotion campaigns to promote new waste collection systems, and in particular the launch of the SSO collection program. This included the creation of a new Waste calendar and a number of other promotional/educational items • Completed reconstruction of Aurora Heights Drive from Yonge Street to west of Foreht Crescent, Laurentide Avenue, Illingworth Court, Morning Crescent, Knowles Crescent, Mark Street, Cedar Crescent, Oak Court, and Birch Court • Completed implementation of the NE Quadrant Traffic Calming Plan • Completed trench -less relining of watermains on Marls Street, Cedar Crescent, Oak Corot, Birch Court, Boulding Drive, Navan Crescent, Knowles Crescent, Jones Court, and sections of Wellington Street and Corbett Crescent • Completed Streetlight Operating and Maintenance Study • Purchased a number of major pieces of equipment, including combination sewer flusher/vacumn truck, snow plough truck, and backhoe loader —13— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Key Performance Indicators QUANTIFICATION 2008 SERVICE AREA KEY PERFORMANCE INDICATOR TARGET Water Distribution Water Quality Adverse water samples per 0% 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 " " betterYTotal4ehgth of paved Replacement roads Traffic and Condition of Sidewalks Number of deficient sidewalk 25% pedestrian Safety bays rehabilitated per ". year/Total number of deficient s sidewalk bays I' Surface and Ground � , i Storm Water Quality- Area of developed land 15% Wafer Quality Control serY;ked by storm water Mana ement � quality control/Total 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 lice'naedwehic�es>i, —14— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 200 TOWN OF AURORA i_ GND IT 2008 BUSINESS PLAN AND BUDGET Aurora Public Library Board BUSINESS PLAN About the Aurora Public Library Extracts from the APL Strategic Directions for 2004 — 2007 The Aurora Public Library has reached an exciting stage in its development. The Library's modern building located in the heart of Aurora's downtown, combined with our expanding virtual services, position the Library to provide improved services and programs to the people of Aurora. The strategic directions that follow outline our thinking on how best we can contribute to the vision of our community as "a place we're proud to call home." The Library offers a range of services to Aurora residents, including: Information and reference services Access to full text databases Community information Internet access service Readers advisory • Programs for children, youth,''an A visitin hbr service for the Our col encomp compact accessib records, Li ections are developed to meet'recreational as well as information and literacy needs. They as a variety of materials, including: books, magazines, government documents, auelio-cassettes, discs, videocassettes, DVDs, talking books, and electronic databases. The Library Catalogue, e in the Library as.well as through toe web site, enables patrons to renew material, check their 11 and place holds. TeleCirc enables telephone renewals as well as listing of items on loan or being held. Our most recent full -year data (2006) offers a snapshot of our service to the Aurora community: • Over 32,000 people are current registered members of the Aurora Public Library • These people borrowed in excess of 550,000 items The Library has over 150,000 items available for loan and provides access to over 17,000 magazine and journal titles in an electronic format • Over 33,000 holds were placed on Library materials • There were 130,000 visits to the Library's web site and over 200,000 remote searches of the Library's online catalogue • Over 400,000 visits were made to the Library • We offer more than 40 computers for public access, with nearly 6,000 annual uses • Nearly 8,000 people participated in Library programs 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 outer 4i6o ess environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources, and annual budget approval by Council. SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA First Draft - September 19, 2007 2008 BUSINESS PLAN AND BUDGET Page 2 Aurora Public Library Board Our Vision speaks to what we would like to be known for in the future.... Our vision is that all citizens of Aurora will see us as an essential service and a hub of our community. Our building will be part of a vibrant downtown — the Library will be seen by people of all ages as a welcoming place to gather, learn, read, and relax. We will be known for providing anytime, anywhere access through convenient high-tech services, while at the same time serving our patrons with a personal touch. Our services will contribute to the Town of Aurora's mission of being "a place we're proud to call home." Our Mission de" scribes'ourpurpose, or raisond'etre....... " . `�' These five strategic objectives outline our current focus: A. Make the Library more welcoming and accessible B. Strengthen the Library's services to meet changing community needs C. Build enhanced awareness of the Library and what it has to offer D. Build the capacity of our organization to meet growing and changing needs E. Improve accountability Note: Town of Aurora business plans provide the groundwork for more detailed operationalplans and serve as a management tool for planning for the future. All plans are re-evaluated as our jt&fress environment evolves and are dependent upon changing SPECIAL GENERAL COMMITTEE - SEPTEMBER 24, 2007 TOWN OF AURORA First Draft - September 19, 2007 2008 BUSINESS PLAN AND BUDGET Page 3 Aurora Public Library Board Planned Business Outcomes Planned Outcome (Goal) A. Make the Library More Welcoming and Accessible 2008 Action Steps: 1. Develop and implement to extent possible a customer service plan, including consideration of: ➢ Strategies for staff to help users of the Library feel more welcome ➢ Roving information service 2. Pursue the APL Space Development Plan, notably: ➢ :Commence implementation of Phase ,Two of the Plan,, including; provisions.for. additional public access workstations, reconfiguration of service points to accommodate enhanced self-service and roving information service, and enhaneed marketing and display opportunities 3. In conjunction with the Space Development Plan, ➢ Improve physical access for people of different abilities,., ➢ Improve signage and way -finding tools 4. Continue to work with the Town to; develop strategies to enhance parldng,and the exterior envrorunent arPugd the Library btiikjjng 2009 Action Steps: 1. Continue development and implementatiom of customer service plans 2. Complete implementation of Phase Two of the Space Development Plan, as applicable 3. Develop a strategy for optimizing and extending current service hours 2010 Action Steps: 1. Implement strategy for optimizing and extending service hours 2. Assess further welcoming and access needs for future implementation 2011 Action Steps: 1. Address finther welcoming and access needs as identified 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 obwji7siwess• environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources, and annual budget approval by Council. SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA First Draft - September 19, 2007 2008 BUSINESS PLAN AND BUDGET Page 4 Aurora Public Library Board Planned Outcome (Goal) B. Strengthen the Library's Services to Meet Changing Community Needs 2008 Action Steps: 1. Develop and implement strategies to monitor and analyze user satisfaction patterns, including mechanisms for continuous feedback (in conjunction with A. 2008 step 1 re customer service plan) 2. Develop and implement strategies to monitor and analyze Library usage, as well as industry and social trends, on a continual basis 3. Update and/or initiate plans for development of services and collections, notably in response to: ➢ Investigation of projected demographic shifts in the Aurora community, including 9 Trivestigation of accessible and other special service needs 4. Investigate further self-service options, including enhanced self -checkout service A 0 Consult with the Town of Aurora regarding development of compatible/complementary municipal services at the new Aurora Heritage Centre 2009 Action Steps: 1. Complete implementation plans for the library information system 2. Complete development plans for services and collections and implement as appropriate (pursuant to 2008 step 3) 2010 Action Steps: 1. Continue implementation of development plans for services and collections 2. Further steps to be developed, congruent with the new strategic plan 2011 Action Steps: 1. To be determined, congruent with the new strategic plan Ire, Note. Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for pZanningfor the future. A11 plans are re-evaluated as our-4tBigess environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staffracnureec. and annual hurlvpt annrnvnl by Cbrnzci7 SPECIAL GENERAL COMMITTEE - SEPTEMBER 24, 2007 TOWN OF AURORA First Draft - September 19, 2007 2008 BUSINESS PLAN AND BUDGET Page 5 Aurora Public Library Board t+�4 R'� �'ryh,, I d fi t t ''��m �•� i i L u �sry !�f a ah�'� k r: Plamied Outcome (Goal) C. Build Enhanced Awareness of the Library and What It Has to Offer 2008 Action Steps: 1. Create a marketing plan for APL services and resources 2. Review public relations materials and practices, pursuant to marketing plan objectives 3. Develop and launch an APL membership campaign 4. Analyze Library user data, notably geographic and demographic data, to identify gaps and weaknesses in commumity awareness and use of Library services 5. Develop strategies to address identified gaps and weaknesses in community awareness and use 2009 Action Steps:,, 1. Foher implement marketing plan objectives 2010 Action, Steps: 1. To be determined, b'bugru6ut with the new strategic plan W,i i;- 2011 Action Steps: 1. T6,be determined, congruent with the new'�strategic �plan 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-4gness environment evolves and are dependent upon changing circumstances, the availability of the necessaryfinancial and staff resources, and annual budget approval by Council. SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA First Draft - September 19, 2007 2008 BUSINESS PLAN AND BUDGET Page 6 Aurora Public Library Board Planned Outcome (Goal) A Build the Capacity of Our Organization to Meet Growing and Changing Needs 2008 Action Steps: 1. Provide ongoing orientation and training opportunities for Library Board members appointed for the 2007 — 2010 term of office 2. Develop and implement staff training programs, with particular focus on: ➢ Serving special customer needs and serving the developing multicultural community ➢ Continued strengthening of customer service skills, including roving information service 3. Expand the APL staff intranet and extend across the entire organization 4. Implement a new staff position to focus on strengthening support and reducing risk for the Library's rapidly developing information technology, which supports both public service and staff functions 5. Assessrallocafi resulting from: "v v Customer servicestrategies and roving information service t,2) plans',! d ✓ice hours (in conjunction with A.2008 step Strategy to optimize and extend service hours (in conjunction with A. 2009 step 2009 Action Steps: 1. Ongoing staff training and development 2. Possible implementation of a new staff position or resources, to focus on support for marketing and revenue generation 3. Further steps to be determined, congruent with the new strategic plan 2010 Action Steps: 1. Ongoing staff training and development 2. Further steps to be determined, congruent with the new strategic plan 2011 Action Steps: 1. Ongoing staff training and development 2. Further steps to be determined, congruent with the new strategic plan Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning far the future. All plans are re-evaluated as our-nuess environment evolves and are dependent upon changing circumstances, the availability of the necessary_ financial and staff resources, and annual budget approval by Council. SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA First Draft - September 19, 2007 2008 BUSRVESS PLAN AND BUDGET Page 7 Aurora Public Library Board Planned Outcome (Goal) E. Improve Accountability 2008 Action Steps: 1. Commence review and updating of the Library's strategic plan 2. Update the Policy Review Schedule 2007 — 2010 and review policies targeted for 2008 review 3. Sustain and, where appropriate, increase partnerships with Town departments, notably in the areas of financial services, facilities management, and human resources 4. Assess existing reporting practices and develop a plan for annual reporting to the community (in conjunction with C. 2008 step 1) 5. Participate in the provincial Municipal Performance Measurement Program, reporting as mandated for Library Services: 2011 Action Steps: 1. To be determined, congruent with the new strategic plan 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 ou�lgrjh*css environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources, and annual budget approval by Council. SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET First Draft - September 19, 2007 Page 8 Staff — Our Most Valuable Resource Aurora Public Library REPORTING STRUCTURE Manager Customer and Circulation Services Library Board Aurora Public Library Board August 2007 Chief Executive Officer Manager Adult Services Business Coordinator Manager Manager Children's and Systems and Young Adult Services Support Services Adult Services Llbranan `Systems Coordinator Circulation Supervisor Children's Services Assistant Circulation Assistant II Adult Services Assistant Young Adult Services Technical Services Coordinator Circulation Assistant 1 (8 PT) Librarian Technical Services Technician II Library Pages (9 PT) Technical Services Technician I i Information Services Assistant,(8) 'I ii Technical Services Assistant (S I I li i r 2007 ��;� 2008 ,, 2009 '. 2010 ;�' 2011 ' Positions (FTE) Budget °' Forecast '' "Forecast Forecast Full-time !: 19.0 20.0 21.0 21.0 22.0 Part-time 13.0 13.0 13.0 13.0 13.0 TotalPennanent,,. 32.0 33.0 .. 34.0 34.0 35.0 Net Change 1.0 1.0 0.0 1.0 2008 position results from action step D4: lmplement a new staff position to focus on strengthening support and reducing risk for information technology, both public service and staff functions Note: Forecast for 2009 — 2011 does not reflect staffing level increases that could result from assessment of allocation of existing staff resources and of future staffing needs (see D. 2008 step 5). Outcomes of this assessment will be reflected in future Business Plans. 2008 START-UP COST IMPLICATIONS OF STAFF GROWTH • 1 computer workstation = $1,500 Note: Totem of Aurora business plans provide the groundworlcfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our—b262wss environment evolves and are dependent upon changing +A- .,,.,,;7,.1.,7:n, ,.f+L.. __. ---------- -- .......I t..o__. ____.__. _r L_. ! __.____I SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSIlVESS PLAN AND BUDGET First Draft -September 19, 2007 Page 9 Accomplishments in 2007 Aurora Public Library Board In pursuit of the APL Strategic Directions 2004-2007, highlights include: • Increased use of the Library in all service areas, including print and electronic resources, both on -site and remote usage • Successful launch of "The Forum", an online blog for yotmg adult Library members • Introduction of an ESL Conversation Club to support newcomers in developing English language skills • Continued improvement and development of the APL web -site, for the purposes of information access as well as communication with the Aurora community, providing more interactive features and a freshened presence for the web resources and services. • Continued enhancement of access to electronic databases, both on -site and remotely, including: o Support for the CELPLO Consortia, a partnership with other public libraries for the shared negotiation and purchase of license agreements o Addition of more online databases, including frill -text "e-books", through Knowledge Otltario,.an.e-service: initiative; currently supported by the Government of Oni • Successful completion of the trial for a wireless access component of the Library's Service, with steadily increasing interest in and usage of the service in its first.full year of • Imnlementationof to services • Expansion of overall community programs to serve the needs: of all ages, many of which are developed through partnerships with external agencies,and organizafronsJucluding many government, social services, and education partners as well as community partners • Initiation of a partnership with PowerStream to encourage energy conservation and mbring the Watt Reader Loan Program, to the Aurora community e Implementationof a leadership position to assist the organization in strengthening its customer service • Development of a Space Development Plan for the Library; implementation of Phase One of the Plan, including provisions for self -checkout service, marketing initiatives, and accessible public access workstations; and plamiing for Phase Two • Development of a Policy Review Schedule for the 2007-2010 term of the Library Board, to ensure that all policy statements are reviewed for continued relevance and accuracy, and review of the policies targeted for 2007 • Continued support for the highly successful Aurora Film Circuit, implemented in 2006 as a volunteer initiative committed to fostering of arts and culture in Aurora through affiliation with the Toronto International Film Festival. The proceeds fiord out -of -budget programming the Library, notably enhancement of the film collection to include award -winning Canadian and international productions. • Continued active participation in the Review of Provincial Support for Public Libraries, an initiative of the Ministry of Culture to reform and refocus provincial support for Ontario public libraries • Initial and ongoing orientation for the members of the 2007-2010 Library Board • Negotiation of the renewal of the Collective Agreement with CUPE 905 APL Unit • Recruitment of a new Chief Executive Officer 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 ourk &,9ss environment evolves and are dependent upon changing circumstances, the availability of the necessa7 financial and staff resources, and annual budget approval by Council. SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA First Draft -September 19, 2007 2008 BUSINESS PLAN AND BUDGET Page 10 Aurora Public Library Board Key Performance Indicators , 'i r 1�; 3 i nI1 } n,wa , �� "IWR0aij 0a SER VICE AREA KEYPERFORMANCE QUANTIFICATION 2008 INDICATOR TARGET Circulation Timely availability of returned Elapsed time from check -in of 24 hours Services material returned material to being (I business day) available in appropriate shelf from check -in location Timely notification of reserved Elapsed tune from check -in of 24 hours 1,4 material being held for users returned material to issuing of (I business day) N I' notification from check in Information Services Timely Information requests Elapsed time from receipt of 24 hours ... .. .. received by telephone or e-mail request to delivery',9f response (I business day) fi-Qrn receipt of request W Timely staff reviews of Library Frequen.c�, of updating o Ws f re,vie Updated monthly materials oil the APL web page.,:,: Av'ailAility'ofnewly ' acquired' ji �' Elapsed d time from point of,,t,� 3 business days Technical materials with MARC records lj� receipt to' being.availablefor, Services 11.1,� i. fi jl!., ''joublic'use ec 20074arget - 4 days IN; Availability of newly acquired Elapsed time from of I business day INN 'S periodical materials point receipt to being available or Public use Systems Silp'Port Availability of remote access to Access available 99% achievement APL catalogue on a 2417 basis Functional public Elapsed time until a non- 2 business days access work stations functioning workstation is availableforpublic use Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management too[ for planning for thefitture. All plans are re-evaluated as our k24ags environment evolves and are dependent upon changing rirrvmctnnrov th, SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 20 7"OAA TOWN OF AURORA ITEM2008 BUSINESS PLAN AND BUDGET� CHIEF ADMINISTRATIVE OFFICER About the Office of the Chief Administrative Officer 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 The Office of the CAO currently has four divisions: 1) Administration 2) Economic Development 3) Legal Services 4) Communications For the purposes of the business plan each of the four divisions is presenting a separate Note: Town of Aurora business plans provide the groundworlcfor more detailed operationalplans and serve as a management tool for planning for the futatre. 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 1 of 10 -25- SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Planned Business Outcomes Corporate Administr•atiorz Planned Outcome (Goal) Efficient and effective administration of the corporation as a whole. 2008 Action Steps l . Deal with day to day administrative issues as they arise 2. Monitor Business Plans for all departments 3. Continue to improve financial infonnation flow by supporting the implementation of new financial processes for the Corporation 4. Review and implement changes to the Performance Management process for senior staff 5. Continue to implement programs and practices that will add to staff and overall corporate morale � 6. Perform an Employee Satisfaction Survey 7. Undertake a review of the corporate structure and implement appropriate changes *8. Conduct a citizen satisfaction survey 9. Continue Ca -operation and involvement with other Regional CAO's 10. Continue to support and manage the work of Legal Services, Communications and Marketing and Economic Development k1. Utilize co-op students to assist in various departmental activities 2009 Action Steps 1. Deal with day to day administrative issues as they arise 2. Continue Performance Management process 3. Continue to implement programs and practices that will add to staff and overall corporate morale 4. Continue to assess community needs, priorities and service delivery Improverment opportunities 11�5. Preserve and maintain the heritage of Aurora's communities through promoting community programs and events 6. Commence development of strategy in co-ordination with other levels of government to encourage live/work options in Aurora Note; Town ofAttrora business plans provide the groundwork for more detailed operational plans and serve as a managensent tool for planning for• the future. All playas are re-evaluated as our business environment evolves and are dependent �pon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 2 of 10 —26— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2010 Actions Steps 1. Continue to implement 2009 Actions Steps 1, 2 and 3 2. Review and update government program initiatives to revitalize private and public properties and buildings, including the downtown core 3. Conduct a citizen satisfaction survey 2011 Action Steps 1. Deal with day today administrative issues as they arise 2. Continue Performance Management process 3. Implement programs and practices that will add to staff and overall corporate morale Note. Town of Aurora business plans provide the groundworhfor 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 Itpon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 3 of 10 —27— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Planned Business Outcomes (cont'd) CoiIncil Support Planned Outcome (Goal) Provide effective advice to Council, responding to Council's requests for assistance and implementing Council's policies. 2008 Action Steps 1. Refine an effective communication system with all members of Council 2. Continue research on appropriate methods to ensure effective responses to Council on emerging issues . Research and undertake a governance review 4. Provide research assistance to Mayor and Members of Council 2009 Action Steps 1. Continue to implement an effective communication system with members of Council 2. Continue to research and update methods to ensure effective response to Council on emerging issues 3. Identify and promote sustainable initiatives 4. Undertake a governance review 2010 Actions Steps 1. Continue to implement 2009 Action Steps 1 and 2 2011 Action Steps 1. Continue to implement 2009 Action Steps 1 and 2 Note: Town of Aurora business plans provide the groundivorlr,for more detailed oper•atioraczl plans and serve as a i?xanagenient tool,for plannirTgfor the,fiztce-e. All plans are re-evaluated as our business environnTent evolves and are dependent ppon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 4 of 10 —28— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Planned Business Outcomes (cont'd) Planned Outcome (Goal) To ensure the Town provides a customer -friendly environment for all members of the public. 2008 Action Steps 1. Continue to emphasize customer service as a primary goal of the organization +2. Research and implement a customer satisfaction measurement system 3. Ensure that appropriate training is available to all members of staff to promote a service -friendly atmosphere 4. Continue to monitor the effectiveness of the Staff Code of Conduct S. Continue to monitor effectiveness of the management leadership skills development 6:' Develop and implement a communications and public education protocol that conveys the costs associated with community needs 7. Establish and implem6ii customer service standards for delivering mmicipal services 8:: Develop tools to achieve customer service standards, including enhancement of e-services on the Town's website 9. ''.'Investigate and establishmulti-cultural'advisory committee 10. Continue to review and update Accessibility Plan 2009 Action Steps 1. Continue to emphasize customer service as a primary goal of the organization 2. Continue to monitor the effectiveness of the Code of Conduct 2010 Actions Steps 1. Continue to implement 2008 Action Steps 1 and 2 2. Create and implement a grant for residents, non -government organizations and students aimed at local projects that focuses on healthy environments, social and physical well-being 2011 Action Steps 1. Continue to implement 2008 Action Steps 1 and 2 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. Page 5 of 10 —29— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Staff — Our Most Valuable Resource Ciurent — Total Full Time Equivalent Staff Positions = 10 2007 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Forecast Full-time 10.0 11.0 12.5 12.5 13.0 Part-time 0.0 0.5 0.0 0.5 0.0 Total Pennanent 10.0 11.5 12.5 13 13.0 Net Change 0.0 1.5 1.0 0.5 0.0 START-UP COSTS OF STAFF GROWTH Proposed: 2008 F/T Senior Communications Specialist N/A P/T Economic Development Administrative Assistant $4000 Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a nanagennent 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 6 of 10 —30— SPECIAL GENERAL COMMITTEE - SEPTEMBER 24, 2007 -31- SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Accomplishments in 2007 • Implemented Management Leadership Sldlls Development findings ® Implemented the Northern 6 joint approach to a three stream solid waste program and reviewed strategic infrastructure requirements a Commenced process to sell 15059 Leslie Street lands ® Continued participation with the Customer Advisory Committee for PowerStream ® Continued Provincial Offences Court Review O Continued One York technology discussions a Maintained contact with Chief Administrative Officers from surrounding municipalities i;i I 1 e1 r,LI 1 IA i I t iU n; III III 4 I I More: Town of Aurora 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. Page 9 of 10 —32— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER i u , Y Ti01tOA i7p I"A"' .„. • ••, ,. l; �,4 Ice Corporate Employee Satisfaction Employee satisfaction survey 75% satisfactior Administration Council Responses to Enquiries by Response time 1 business day Support Council Public Service Customer Satisfaction Customer satisfaction survey 75% satisfactior. 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. Allplans 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 10 of 10 -33- SPECIAL GENERAL COMMITTEE — SEPTEMBER 24,� 2007 TOWN OF AURORA!ND ITEM 2008 BUSINESS PLAN AND BUDGET COMMUNCIATIONS AND MARKETING DIVISION About the Communications and Marketing Division As the primary vehicle for conveying the Corporation's official opinions, goals, objectives and values, the Communications and Marketing division is an integral part of the effective operation of the Municipality. The Communications and Marketing division is responsible for developing, implementing and advising senior staff on external and internal communications including strategic planning, crisis communications, media relations, public relations, staff communications, advertising sales, marketing, sponsorship and website management. The Communications unit works closely with the CAO to execute the Town's annual communications plan, determine on -going corporate communications strategy and identify issues requiring communications management. The division also works with the Mayor and Council, senior staff and all departments to create unified internal and external communications programs and campaigns to highlight services, programs and initiatives. 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 staffresources and annual budget approval by Council. Page 1 of 13 -34- SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET COMMUNCIATIONS AND MARKETING DIVISION Planned Business Outcomes Planned Outcome (Goal) Effect positive publicity for the Town of Aurora. 2008 Action Steps 1. Ensure that Council and staff follow the Corporation's Media Communications Policy 2. Measure compliance to media policy by reviewing practices and actions of Council and staff for six months 3. Collaborate with all departments to determine news -worthy stories releases to increase positive publicity 2. Continue to monitor compliance to Media Communications Policy through reviewing practices and actions 3. Provide Council and staff with media support 4. Implement Council and staff communications if procedures are not being followed 2010 Action Steps 1. Continue to implement 2009 Action Steps Ito 4 2. Prepare media training for 2010 — 2014 Term of Council 2011 Action Steps 1. Implement media training for 2010 — 2014 Council 2. Continue to implement 2009 Action Steps 1 to 4 Note: Town of Aurora business plans provide the groundwork fbr more detailed operationalplans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent ypon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. —35— Page 2 of 13 SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET COMMUNCIATIONS AND MARKETING DIVISION Planned Business Outcomes (cont'd) Planned Outcome (Goal) Increase and enhance public education, promotion and marketing programs to effect positive external corporate communications. 2008 Action Steps 1. Re -develop annual corporate communications plan, focusing on a corporate -wide strategy to analyze and improve marketing and communications activities 2. Continue to investigate and implement new techniques and define the role of the Communications division Assess the overall needs of the corporation and implement customized promotional, marketing and publicity tactics including: • Continued improvement'of the Town's Website including the introduction of on-line services (i.e. leisure registration, on-line customer satisfaction surveys and electronic newsletters) • Re -development of the economic development section on the website • ;Development aria rmpl6i entation of a public education program targeting residents'and businesses to promote 'water conservation tips, measures and infrastructure awareness'(in partne ship'with Public Works) • Continued development and implementation of additional public education initiatives for the greein;bin program (in partnership with Public!,Works) • 'Design, production�and distribution of 2007: Annual'Report • Continued development and implementation of Emergency Preparedness Education program ® Development of a staff Coum unicat�ons Committee and terms of reference • Imnlementation of a medium -term contract for the Town Notice Roard 4. Monitor and evaluate overall communications programs (i.e. green bin public education & promotion program) for effectiveness and make changes accordingly Communicate regularly with departments to ensure communications goals are being achieved 2009 Action Steps 1. Continue to explore and introduce new public relations, promotions and marketing techniques, i.e., development of B-rolls (B-roll refers to video footage provided to broadcast news organizations as a means of gaining free publicity) and direct mailings, etc.) Monitor and evaluate overall communications programs for effectiveness and make changes accordingly 3. Develop and implement the following: • 2009 Communications Plan Public education program to promote community safety for pedestrians and cyclists (in conjunction with Public Works) Public education program to promote the low -impact use of green space in Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and seve as a management tool for planning for the funire. 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 13 —36— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 1310 Aurora (in conjunction with Leisure Services) ® Addition of on-line services and increased program information on website Protocol for educating residents on cost of services and community programs • 2008 Annual Report • Enhanced Emergency Preparedness program 4. Review and revise the Comr-muzications Department's function and assess any need for change, identify inconsistencies, strengths and weaknesses etc. 5. Communicate regularly with departments and applicable staff to ensure goals are being achieved 2010 Action Steps 1. Continue to explore and introduce new promotions and marketing techniques 2. Monitor and evaluate overall communications programs for effectiveness (i.e. conduct focus groups, monitor phone inquiries) and make changes if necessary 3. Develop and implement the following: a 2010 Communications Plan New services on the Town's website Enhanced Emergency Preparedness Education program Review and revision of the Elections Communications Plan vn 2. 3. Monitor and evaluate overall communications programs for effectiveness and make 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 ypon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 4 of 13 —37— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET COMMUNCIATIONS AND MAi2KETING DIVISION Planned Business Outcomes (cont'd) Planned Outcome (Goal) To continuously improve staffs knowledge and understanding of the services, programs, decisions and philosophies of the Corporation and maintain a positive corporate culture. 2008 Action Steps 1. In partnership with IT Services, implement Phase 2 of the corporate intranet 2. Continue to produce the quarterly staff newsletter Increase number of staff information sessions (e.g. green bin and emergency preparedness info sessions) 4. Continue to produce the quarterly staff newsletter, assessing the potential for expansion 5. Increase number of staff information sessions (i.e. emergency preparedness) 6. Coordinate corporate staff meetings to inform staff on new policies, procedures and departmental initiatives 2010 Action Steps 1. Review and continue to implement internal communications plan and update as part of the overall Corporate Commm-tications Plan 2. In partnership with IT Services, continue to monitor the effectiveness of the intranet and implement changes to grow the site 3. Continue to evaluate, re -develop and implement internal events plan 4. Increase production of staff newsletter to 6 issues annually 5. Increase number of staff information sessions (e.g. emergency preparedness) Note: Town of Aurora business plans provide the groundwor7c for more detailed operational plans and serve as a management tool for planningfor the fitture. All plans are re-evaluated as our business environment evolves and are dependenr yepon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 5 of 13 AIM SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 6. Coordinate corporate staff meetings to keep staff informed 2011 Action Steps 1. Continue to implement 2010 Action Steps Note: Town of Aurora business plan provide the groundwork for more detailed operational plans and serve as a management tool for planing 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 6 of 13 —39— SPECIAL GENERAL COMMITTEE - SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET COMMUNCIATIONS AND MARKETING DIVISION Planned Business Outcomes (cont'd) Planned Outcome (Goal) To assist the Town in cultivating community spirit and encouraging tourism and a strong vibrant economy. 2008 Action Steps 1. Review current sponsorship program and identify strengths and areas for improvement 2. Conduct an evaluation and create a report on successful sponsorship programs in other municipalities and public sector organizations 3. Develop and implement a sponsorship plan, identifying opportunities for 3. Continue to implement event marketing plan 4. Review event marketing plan to ensure promotional goals are being achieved, and identify possible areas for improvement or revision 2010 Action Steps 1. Continue to implement 2009 Action Steps 2011 Action Steps 1. Continue to implement 2010 Actions Steps 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 dependgnt,upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 7 of 13 SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET COMMUNCIATIONS AND MARKETING DIVISION Planned Business Outcomes (cont'd) Planned Outcome (Goal) To ensure that one of the Town's primary communications tools is managed effectively and continuously improved to meet the information and service needs of residents, businesses and visitors. 2008 Action Steps 1. Review website content and update regularly 2. Create department and event sub -sections as required 3. Develop and implement a training plan to introduce departmental content authors 4. Analyze website statistics to determine effectiveness of the site 5. Develop 2010 website plan with associated budget 2010 Action Steps I. Continue to implement 2009 Action Steps Ito 4 2. Develop 2011 website plan with associated budget. 2011 Action Steps 1. Continue to implement 2010 Action Steps 1 to 4 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 8 of 13 —41— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET COMMUNCIATIONS AND MARKETING DIVISION Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 3.0 2007 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Forecast Full-time 3.0 4.0 5.0 5.0 5.5 Part-time 0.0 0.0 0.0 0.5 0.0 Total Permanent 3.0 4.0 4.0 5.5 5.5 Net Change 1.0 START-UP COSTS OF STAFF GROWTH 1.0 0.5 0.0 2008 F/T Senior Communications Specialist N/A 2009 F/T Corporate Events and Public Affairs Specialist $4000 2010 PIT Administrative Assistant $4000 Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planningfor the fiaure. 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 9 of 13 —42— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET COMMUNCIATIONS AND MARKETING DIVISION Accomplishments in 2007 • Performed Vice -Chair responsibilities for N6 Green Bin Communications Working Group • Developed and implemented green bin public education and promotional program for Aurora • Developed and implemented corporate intranet • Implemented and promoted first e-commerce service on website: Paytickets • Developed and implemented 2007 Corrununications Plan • Coordinated and edited content of 2007/2008 Waste Calendar • Implemented Council and staff Media Training and Media Communications Policy • Coordinated 2007 Sponsorship Awards Ceremony • Revised and implemented 2007 Emergency Preparedness Plan • Planned and coordinated the 2007 Emergency Preparedness contest and award • Desi.medi)roducedandi,distiibut6d2 • Development and rmnlementation of • Developed and Implemented by-law„ he on the website. • Developed and distributed three issues of the Town's inaugural staff newsletter • Solicited in excess of $25,000 in sponsorship revenue and in-ldnd services for special events • Raised $50,000 in advertising revenue to offset cost of Town publications • Planned and assisted in corporate event planning for Aurora Tigers Celebration, ACC's 401" Anniversary, green bin and emergency preparedness staff info sessions and recognition ceremony for Aurora's Canadian Idol contestant and Aurora's 2007 Teen Idol winner • Increased use of external communications tools such as media releases (55 disseminated to date), photo opportunities and media advisories ® Created 2007 Communications Guide for Mayor and Council and Council Committees 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. Page 12of13 —43— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET COMMUNCIATIONS AND MARKETING DIVISION Key Performance Indicators Media Relations and informative publicity Increase in positive and informative print and television coverage and event/initiative promotion 20% increase in positive news clippings Corporate Better unformed and Decrease in stakeholder 25% reduction in Communications: educated stakeholders inquiries through Info Aurora telephone inquiries External and corporate website and 10% reduction in web info submissions Corporate Communications: Internal ter infonmed and satisfied staff Increased participation in s events and info sessions 50% increase in staff attendance W ebsite Effectiveness of website Increased web traffic 35% increase in Management as a communications site visits -tool 15%increase in e-commerce solution 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 staffresaurces and annual budget approval by Council. Page 13 of 13 —44— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2TOWN 007 O AURORA ESS N AND BUDGET ECONOMIC ITEM ._.. . ECONOMIC DEVELOPMENT DIVISION About the Economic Development Division 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 objective of the Economic Development division is to develop economic opportunities and aid in the growth and progress of Aurora as a desirable place to do business. The Economic Development Division's mandate is to prepare and implement an overall corporate economic development program to increase business investment in the community and to foster a positive community image and 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. r 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 Vpon changing circumstances, the availability ofthe necessary financial and staff resources and annual budget approval by Council. Page 1 of 11 —45— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Planned Business Outcomes Planned Outcome (Goal) Development economic opportunities to aid in the growth and progress of Aurora as a desirable place to do business. 2008 Action Steps Continue to review and provide timely and comprehensive comments to the Planning and Development Department on various development applications submitted to the Municipality 2. Assist in updating and streamlining the Site Plan review and approval process 3. Investigate commercial downtown core revitalization programs/initiatives to encourage development and redevelopment of properties and Aurora Business Ambassadors Host Business Information Meeting/Seminars to increase the division's awareness of government programs Undertake benchmarking studies to ensure that Aurora remains competitive 9. Initiate a targeted marketing campaign to attract desired businesses in key economic sectors 10. Host a Real Estate Breakfast once a year to educate reahors on what is happening in Aurora and solicit their assistance in marketing Aurora 11. Expand the content on the Town's web pages to highlight economic trends and issues facing Aurora 12. Develop and implement a tailored marketing program to attract more businesses to Aurora 13. Continue to review the Town's OP and identify opportunities to ensure an adequate supply of land and infrastructure to meet Aurora's future employment land needs 14. Continue to liaise with external agencies through municipal, regional and senior levels of government to investigate potential opportunities to attract economic investment 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 avadabilio) of the necessary financial and staff resources and annual budget approval by Council. Page 2 of 11 —46— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT 15. Investigate opportunities to provide incentives to business who offer/provide environmentally friendly or energy efficient services and programs and other opporttuuties concerning exporting and joint ventures 16. Utilize summer students in order to collect data required for promotional pieces such as the community profile, quick facts, website, directory and OIS web site 2009 Action Steps 1. In conjunction with the Communications division, establish a policy regarding external promotional advertisements 2. Review and establish "Trade Show" opportunities in conjunction with the Region of York and the Northern 6 EDOs 2010 Action Steps 1. Continue Action Steps as set out in 2008 and 2009 2011 Action Steps Note: Town of Aurora business plans provide the groundworhfor 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 3 of 11 —47— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) To promote the Town of Aurora as a prime business location for regional, national and international companies, and attract new business investment through the development and dissemination of marketing materials. 2008 Action Steps 1. Review and update various Town promotional/marketing publications to provide accurate, current, and comprehensive economic development related information to the public 2. Continue to promote the Town through various promotional and marketing avenues 3! Expand promotional activities through local TV shows and interviews 4!. Develop an economic development focused `Marketing Plan' using the recommendations outlined mthe 2006 EconomicSectors Analysis 5. Maintain a database of. available mdustri'0commercial/office land and built space inventories in a hard copy fgrmat for`"public distribution 6Establish a downtown'signage"policy, using Heritage and Cultural sectors 7. In conjunction with Communications division, establish a "Gateway Feature" for Highway 404 8. In partnership with Communications division, redesign and upgrade the economic development portion of the Town's website 9. In conjunction with the Communications division, redesign and replace street bamiers 10. Increase production of `Bright Lights" newsletter to three times per year 2009 Action Steps 1. Work with York Region Tourism, Leisure Services and Coimnuiucations to establish an external marketing plan for tourism 2010 Action Steps 1. Continue 2008 and 2009 Action Steps 2011 Action Steps 1. Continue 2008, 2009 and 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 tlee fitture. 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 I M SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) To work cooperatively with other Town departments to enhance support services to our municipal clients (corporate citizens, investors, developers) in order to retain local businesses and attract new investment. 2008 Action Steps Encourage staff to attend various local business functions and increase participation in GTA wide business organizations 2. Utilize the Town's Business Ambassadors Program more judiciously through a revised mandate and recruitment process 3. Continue to work on the "Corporate Calling Program" with the Economic Development Advisory Committee Work cooperatively with other departments (specifically Planning and development achievements and activities over the past year iment an update the Economic Development Strategy in 2008 8. Market the Economic Development division internally so that Council and staff understand the purpose and mandate of the office 9. Research potential of Intranet for facilitating development applications and assisting businesses with Town related issues 2009 Action Steps 1. Continue the initiatives as shown in 2008 2010 Action Steps 1. Continue the initiatives as shown in 2008 and 2009 2011 Action Steps 1. Continue the initiatives as shown in 2008/9 and 2010 Note: Town of Aurora business plans provide the groundworhfor 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 6 of 11 —49— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2007 BUSINESS PLAN -AND BUDGET ECONOMIC DEVELOPMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 1 2007 2008 2009 2010 2011 Positions (FTE) Budget Budget Budget Budget Budget Full-time 1.0 1.0 1.5 1.5 1.5 Part-time 0.0 0.5 0.0 0.0 0.0 Total Permanent 1.0 1.5 1.5 1.5 1.5 Net Change 0.0 0.5 1.0 0.0 0.0 Proposed: 2008 P/T Economic Development Administrative Assistant $4000 Note: Town of Aurora business plans provide the groundworhfor 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 —50— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Accomplishments in 2007 • Assisted in creating Terms of Reference and selection of planning consultant to undertake a review of the Official Plan regarding Industrial, Commercial, and Economic Development policies i Reviewed, prepared and provided comments to the Planning and Development Department • Prepared and provided comments to the Town's and York Region's Planning Departments regarding the Provincial Draft Growth Plan for the Greater Golden Horseshoe relating to the Town of Aurora • Prepared comments for York Region's Employment Land Inventory Report • Worked cooperatively with the Communications division update the current Economic Development Division web pages Provided comments for staff's Planning Reports to Council regarding OPA and rezoning applications. space in Aurora • Updated all economic development marketing materials desk and the front desk on the 2"° floor of the Town Hall • Coordinated the installation of new entrance signs for the Town of Aurora 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 10 of 11 —51— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Key Performance Indicators Rffiil O&HMI % 11141 ...... Ml`�A 11"JINS'l Promote Provide a more Amount of available 50,000 to 100,000 sq. ft. product balanced space, serviced and of new (land/space) residential/non- marketable acreage, industrial/cornmercial/office to sustain residential and employment occupied space growth, assessment ratio opportunities in - 100 — 200 new non -retail business Aurora jobs investment - 5 new non -retail and employers economic development Proactively - Support a positive -Initiate Marketing - Distributed 150 "lure" market corporate Plan and mail "Bright packages to prospective Aurora as a municipal image Lights" publication to contacts/leads premier area businesses and business other key contacts address through Ontario & Internationally. '. custo 11t6Customerr Nunaber & ' -Reduce than 101/o Service businesses percentage of businesses that relocate from Aurora hicie'as"c' Co"r pbratel visits Enhance- business Number by, of visits by 50%' i outreach initiatives ' EDO/T am thr on Corpor ate Cain r g Program, 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. —52— Page 11 of 11 SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, QNDA M TOWN OF AURORA �@ 2008 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION About the Legal Services Division The Legal Services Division provides legal advice and services to Council and its Committees, the administration and staff of the Municipality. This wide range of services includes legal, strategic and policy advice to Council and its Committees, the Chief Administrative Officer, Senior Management Team and the Municipality's departments; legal representation, advice and direction pertaining to the Municipality's services and operations; review and interpretation of agreements for the provision or acquisition of goods and services for the Municipality; preparation, review and interpretation of Municipal by-laws; real estate services including selling, buying, negotiating and completion of real estate transactions for purchases, sales, leases, easements, encroachments, and expropriations. The Legal Services division also provides planning and development related legal services including advice, preparation, completion and registration of subdivision, condominium, site plan and other development agreements including minor site plan, tree preservation, and Oak Ridges Moraine simplified agreements. This division also serves to protect and defend the Town's interests in litigation, dispute resolution and administrative tribunal matters and hearings including those before the Courts and the Ontario Municipal Board. Legal Services also conduct legal research and prepares legal opinions pertaining to the Municipality's rights, duties, powers, and obligations pursuant to Provincialrand Federal:.legislation, its own by-laws. andpolicies,: as well as pertinent case law. -53- SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Planned Business Outcomes 11 v➢€Il p PI 1 1 1, 1{r w1 1 .+ 1 , v �1 , v d A A' p 1��,+� 2008 Action Steps 1. Provide Mayor and Members of Council with legal advice, reports, confidential memoranda, direction, and information regarding issues on which advice has been requested and in legal matters which arise in the course of the municipality's business and require Council direction 2. Provide Mayor and Members of Council with legal advice, reports, confidential memoranda, direction, and information regarding issues on which advice has been requested and in legal matters which arise in the course of the municipality's business and require Council direction 3. Ensure preparation, review and provision of all necessary legal documentation, action and development -related matters 4. Prepare;,develop, review,,,and advise on administrative policies and procedures on an ongoing basis to' ensure legal compliance both as a result of legislative and case law change and as issues requiring review of same arise �'i4l 5. Monitor, review; and advise the administration and Council on new legislation which will affect and;'j impact the municipality's operations, delivery and provision,, of amendments to the Municipal Act 2001 including the appointment of an Investigator, and the development of various policies, including accountability and transparency, �notice,,purchasing, land sale, etc. . 6. Consider, assess, and represent the mrmicipality's best interests in matters and issues affecting it 7. Investigate opportunities for early determination and detection of potential legal issues in matters affecting the municipality with a view to employing preventive and mitigating measures for reduction of negative consequences to the municipality 8. Assist with the preparation and negotiation of a contract for the Town's Capital Asset Management Plan and its implementation 2009 Action Steps 1. Continue with 2008 Action Steps 1 through 7 20010 Action Steps 1. Continue with 2008 Action Steps 1 through 7 2011 Action Steps 1. Continue with 2008 Action Steps 1 through 7 -54- SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Planned Business Outcomes (cont'd) 2008 Action Steps 1. Review, preparation and distribution to the administration and Council, as required under the Mimicipal Act, 2001, of the listing of all municipal landholdings 2. Assessment and review with staff of the status of all municipal lands and the desirability and feasibility of disposing of particular lands identified as candidates for same 3. Review with Council on an ongoing basis the results of the staff assessment and review of the municipal landholdings for purposes of determining and obtaining Council's direction regarding the possible disposition of particular municipal landholdings 0 5. 0 7. and attend to obtaining any necessary appraisals as well as the delivery and execution of all legal documentation and fulfillment of of to k' and update, if necessary, Procedure Number 55 regarding Real Estate es and Leases and existing Land Sale By -Law Leslie Street, proceeding in accordance with Council direction, reporting to Council regarding the results of same, and proceeding with all necessary legal work to achieve disposition of said lands upon Council's acceptance S. Consider and assess the feasibility of proceeding with the issuance of a Request for Proposal for the provision of surveying services 2009 Action Steps 1. Continue with 2008 Action Steps 1 through 6 2010 Actions Steps 1. Continue with 2008 Action Steps 1 through 5 2011 Action Steps 1. Continue with 2008 Action Steps 1 through 5 —55— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLANANDBUDGET LEGAL SERVICES DIVISION Planned Business Outcomes (Goal) 2008 Action Steps Consult and review with the Department Heads their respective annual work -plans and projects with a view to determining what legal work shall be required and at what time 2. On the basis of the compilation of all the presented Departmental work -plans and projects, establish timelines by which Departmental requests for legal assistance shall be made and a timeline by which such legal work shall be provided based on the complexity, volume and nature of the Departmental matter 3. Develop a protocol with Departments for the handling of emergency matters which arise throughout the year and the manner and anticipated timelines by which any legal existing at the time, whether for Council or the administration 4. Review with the Department Heads at least twice throughout the year the ongoing '; status"'qf their respective work -plans and projaects with e view to'j determining if' such have changed whether as to substance and/or,as to antibrnated timeline requests for, 5. Review and assessment of achieving the performance objectives set agreement and for determining whether altering the performance objectives -d in the service agreement is warranted and/or necessary a Steps Continue with 2008 Action Steps 1 through 5 and monitor and amend the Departmental service agreements as determined necessary 2010 Action Steps 1. Continue with 2008 Action Steps 1 through 5 and monitor and amend Departmental service agreements as required 2011 Action Steps Continue with 2008 Action Steps 1 through 5 and monitor and amend Departmental service agreements as required —56— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 4 2007 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Forecast Full-time 4.0 4.0 4.0 4.0 4.0 Part-time 0.0 0.0 0.0 0.0 0.0 Total Pennanent 4.0 4.0 4.0 4.0 4.0 Net Change 0.0 0.0 START-UP COSTS OF STAFF GROWTH N/A 0.0 0.0 G „i �., WN �J —57— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Accomplishments in 2007 • Ongoing Procedural By-law review and resulting amendments • Sale to York Regional Police for a 2.44 acre portion of the 15059 Leslie Street Lands • Review and Preparation of Numerous Consulting and Service Agreements • Ongoing Review of All Development Matters and conducting necessary work • All the necessary work required for the determination of Applicable Cash -in -Lieu of Parkland and the resulting collection of $3,600,000.00 as of 2006 ® Review, Preparation and Registration of Numerous Development Related Agreements and Documentation including those for Site Plans, Minor Site Plans, Simplified Development and Tree Preservation Agreements, Consents and Minor Variances, Condominium Agreements • Hallgrove Estates Inc., Subdivision Agreement and Registration • Prato Estates Inc. (Phase 3) Subdivision Agreement and Registration • Provided contract dispute resolution services to our user departments • Waste Collection Partnership with 6 Northern Municipalities o 10 year Contract, MOU and Relationship Charter • Ongoing advice pertaining to various procurement matters including specific Tenders and Request for Proposals • Ongoing work and advice related to the amendments to the Municipal Act, 2001 M. SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Key Performance Indicators V VW N F.W 177- Ak"GFW Provision of Legal Quality of Legal Advice Niunber of Legal Opinions February 2008 Advice, Direction and Representation Municipality's Reports to Council and Staff Bi-annual Reporting June and Landholdings November 2008 Review and Potential Disposition Service Agreements Refinement of Terms of Completion of Refined March 2008 with Internal Service Agreement Service Agreements Departments Provisions with Departments —59— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007r---- TOWN OF AURORA I AGENDA ITEM 2008 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT About the Leisure Services Department The Leisure Services Department is responsible for the planning, development, general and financial management and administration of parks and facilities as well as culture, recreation, community and heritage program development and delivery. The Leisure Services Department provides public services which are essential for ensuring a high quality of both the natural and urban environment and a healthy, satisfying lifestyle for all Aurora citizens. Parks and open spaces, recreational and cultural facilities, sports, fitness, creative and social programs are all facilitated with the aim of providing the greatest possible leisure experience to residents and visitors. The Leisure Services Department's functions can be broken down into the following service areas: 1) Culture and Leisure Services 2) 3) Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planningfor the figure. 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 1 of 11 SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Planned Business Outcomes Planned Outcome (Goal) To provide a customer friendly delivery system that meets the needs of the citizens of Aurora. 2008 Action Steps To develop staffing strategies to meet the growing demands of our residents 2. Develop new budget format to better track departmental activity costs 2009 Action Steps Continue td' encourage,I support and recog and outstanding community contributions 0 Actions Steps strategy;,to .r d con tEibute o encourage based arts 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 plan are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staffresourees and annual budget approval by Council. Page 2 of 11 —61— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) Develop new facilities based on an assessment of current and fiiture needs and re -develop existing facilities to maximize use and efficiency of operation. 2008 Actions Steps �4 UU7 1. Review e 4. facilities and propose alternative usewblft� r P 1e �ii`�i Recreation Master Plan review, 2 • F.a 3. Continue with energy up -grades to facilities. 2009 Action Steps 1, In conjunction with the Communications division, expand education and awareness programs relating to energy conservation practices on public and private properties 2010 Action Steps 1, Research, develop and promote electricity innovation measures (identified in Public Works plan.under environmental protection) 2011 Action Steps 1. Complete a Facility Repair and Replacement Forecast. Note: Town of Aurora business plans provide the groundwork.for more detailed operational plans and serve as a management tool for planningfor the facture. All plans are re-evaluated as our business environment evolves and are dependent lcpon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. Page 3 of 11 —62— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) To protect and enhance our parks, open spaces and natural features in the face of ongoing urbanization. Enhance the open space linkage system and promote heritage preservation. 2008 Action Steps Continue the maintenance and expansion of an interconnected trail system that links natural heritage features and also enhances the link of open spaces with park benches and natural features 2. 2011 Action Steps 1. Implement new maintenance procedures and incorporate new technologies to reduce costs and labour 2. Develop partnerships to assist with public education, planting events, restoration and preservation projects Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for pZanningfor 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 4 of 11 —63— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 200813USINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) Develop and provide a wide variety of recreation and culture programs to the community while identifying and improving any deficiencies in the current level of service. 2008 Action Steps Continue to provide recreational programs and services that are responsive to the changing needs of residents 2. Development an Arts and Culture Master Plan 3. Trnplement recommendations; from tie„ Recreation Master Plan 2009 Action Steps Implement and promote a volunteer management program including a process to inform residents of issues and volunteer opportunities velop and implement a strategy aimed at increasing older t participation 2011 Action Steps 1. Provide accessible cultural and recreational programs and services for residents with disabilities 2. Support the development of local theatre 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 5 of 11 SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Staff — Our Most Valuable Resource Current —Total Full Time Equivalent Staff Positions = 112.25 2007 2008 2009 2010 2011 2012 Positions (FTE) Budget Forecast Forecast Forecast Forecast Full-time 56.00 64.00 66.00 67.00 68.00 69.00 Part-time 56.25 59.00 60.00 62.00 62.00 62.50 Total Permanent 112,25 123.00 126.00 129.00 130.00 131.50 Net Change Proposed: 11: 31If1 10.75 3.00 3.00 1.00 1.50 Full-time: . 2 — Deck Supervisors 1 — Community Programmer 1 — Parks Service Person 1 — Operations Facility Maintenance Service Person 1 — Aurora Heritage Centre Curator/Programmer 1 — Aurora Heritage Centre Administrative Assistant/Receptionist 1 Operations Carpenter„ Part-time: 2 —Parks Seasonal Service Person 2 — Parks Students 1 Fulltime:" 1 1 Aurora Heritage Centre Facility Receptionist Programs and Community Development Supervisor Youth )?YOgrailllner ?n� Part-time: 1 1 Parks Student —Parks e S asonal Service Person ' 1 — Operations Facility Service Person 1 — Operations Permitting Cleric Part-time: 1 — Parks Seasonal Service Person 2 —Parks Students Full-time: 1 — Aquatics Programmer Note: Town ofAurora business plans provide the groundworkfor more detailed operational plan 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. Page 6 of 11 —65— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 z w Ca Ow �in aW w ou zIr ON F- w oc U) w SPECIAL GENERAL COMMITTEE - SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Accomplishments in 2007 FACILITIES/PROPERTY Capital Construction, Repair and Maintenance • Design and Tender for Aurora Heritage Centre renovations • Detailed study for Energy Management Retro-fits at the Aurora Community Centre • Fitness Centre renovations; paint, flooring, lockers, benches, lighting, furniture and accessibility doors • Council Administration area re -design and renovation • Town Hall generator install, design and construction • Town Hall accessibility upgrades at service desks • Installation of new reverse osmosis ice plant at the Aurora Recreation Complex • Sub -base install and new asphalt re -surfacing at the Aurora Factory Theatre • Completed artificial turf at Sheppard's Bush • Completed tree planting projects Spring 2007 using 150 trees from our nursery • Completed McMahon Tennis Court project • Assisted in the development of the Aurora Community Arboretum; planted and maintained 40 large caliper trees and prepared the large Flora Aurora display bed in Lambert Willson Park • Implemented a horticultural program involving the propagation and maintenance of 100 hanging floral baskets, 120 floral barrels, 75 permanent concrete planters and 6 permanent floral beds. Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool far planning for thefuture. 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 9 of 11 -67- SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT COMMUNITY PROGRAMS • Added 67 new programs: Winter— 18, Spring & Summer — 23, Fall — 26 • Increased registration by approximately 25% (6,239 people in 2006 to 7,788) • Club Aurora hosted first annual open house on January 6, 2007 and generated additional memberships • Youth Division implemented a "new" and more economical student membership (specific to students home for the summer months) at Fitness Centre • Successfully partnered with Boy Scouts and LSRCA to host first annual Haunted Forest at Sheppard's Bush, bringing the special events portfolio to 13 annual events • The Department has successfully partnered with the Sports Council of Aurora in 2007. Joint marketing and promotion has been successful through the Leisure Guide and through participation at our Canada Day event • A record number of 3,300 children attended summer camp programs this year • ruiperatup is 5tui uur4uut9, WI ALPPll • ',Aquatics Division received the Life Saving Society's Scarborough Cup Award • ISummer Concert S 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 10 of 11 SPECIAL GENERAL COMMITTEE - SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Key Performance Indicators �r� r QUANTIFICATION 2008 SERVICE AREA KEY PERFORMANCE INDICATOR TARGET Administration Inquiries Response to inquiries by Within 48 residents. hours A process will be put in place in Registered Programs an attempt to reduce our waiting 50% Community Programs lists for registered programs. To maintain parks and Parks Operations open space system in Maintain and meet maintenance 100% accordance with current standards and service levels rnunicipal'standards= Facilities/Property Facility permits Response time of permits to Within 48 U rJ applicants. hours 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 ypon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. -69- Page 11 of 11 SPECIAL GENERAL COMMITTEE — SEPTEMBER 24; 2007 TOWN OF AURORA 4'NA :IT-EM g 2008 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT SERVCES DEPARTMENT About the Planning and Development Services Department The Planning and Development Services Department provides professional planning advice to Council, the public and Council endorsed committees on a variety of policy and procedural issues. The Planning and Development Services Department, comprised of the Development Planning division, Community Planning division and Policy and Geographic Information Systems division has a mandate to deliver services that include preparing, reviewing and updating the Town's Official Plan; researching and processing 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 processing amendments both applicant driven/site specific and general. The Planning and Development Services Department further manages and prepares agreements for development applications, servicing allocation monitoring and distribution; heritage planning, professional and administration services to the Committee of Adjustment; urban design and architectural control; geographical information services and customer service guidance to residents, business owners and applicants. ,�, � I � i r Note: Town of Aurora business plans provide the groundworhfor more detailed operational plans and serve as a management tool for planningfor the figure. All plans are re-evaluated as our business environment evolves and are dependent zrpon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. 9/21/2007 10:15 AM, Page 1 of 14 —70— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF ••• PLANNING AND DEVELOPMENT SERVCES DEPARTMENT Planned Business Outcomes Planned Outcome (Goal) Balance the interests and objectives of property owners through the processing of Planning Act applications. 2008 Action Steps 201 1. Cormnence corporate review of development applications in a comprehensive and timely manner to ensure stable economic growth and public interest is served 2. Provide planning assistance to residents, development industry and business community Continue to ensure that application review protocols include short and long term impacts of development, environmental sensitivity and multiple residential housing and pricing options 1. 1. Continue to implement 2008 Action Steps 1 to 4 i 1. Continue to implement 2008 Action Steps 1 to 4 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. 9/21/2007 10:15 AM, Page 2 of 14 —71— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT SERVCES DEPARTMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) 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. 2008 Action Steps 1. Attend Heritage Committee Meetings 2. Manage the delegated duties of Heritage Committee with respect to minor additions to listed heritage buildings and demolitions buildings, and other projects assigned Continue to develop an implementation plan for the completion of heritage Continue the Heritage Awards program to recognize and encourage excellence 8. Follow up on the success of the Old House Restoration Workshop to implement workshops or other educational programs for heritage property owners 9. Continue to establish and implement a prograin of nominations for designated properties of the federal heritage register in order to raise Aurora's profile in heritage conservation and provide local eligibility for federal funding programs 10. Work with the Policy Division to develop a comprehensive secondary plan for the downtown core 11. Work with the Policy Division to review the Official Plan to ensure that heritage policies are comprehensive and consistent with current provincial legislation 12. Work with the Treasury Department, Economic Development and the Policy Division to establish a fagade improvement program for the downtown core to implement the recommendations of the comprehensive secondary plan 13. In conjunction with the Building Department, implement a new commercial sign by-law for the downtown core as recommended by the comprehensive secondary plan 14. Initiate a formal heritage conservation district study for an older historic Note: Town o{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 pnpon changing circumstances, the availabilnv of the necessary financial and staff resources and annual budget approval by Council. 9/21/2007 10:15 AM, Page 3 of 14 —72— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET neighbourhood 15. Continue to implement pro -active program of heritage designation in conjunction with heritage committee and approved criteria 16. Work with the Special Events Coordinator and Heritage Advisory Committee to continue Doors Open Aurora as an annual event 17. Establish an urban design database to assist in implementing the municipality's urban design objectives 18. Work with the Policy and Development Divisions to create and update urban design guidelnnes and standards for other land -use categories (e.g. industrial, commercial) 19. Work with the Policy and Development Divisions to create guidelines for preservation of heritage buildings in new developments 20. Provide secretariat for the Committee of Adjustment 21. Prepare and circulate all planning applications as required by the Planning Act and provide clerical backup for the Policy and Development Divisions etion Steps Attend Heritage Committee Meetings Manage the delegated duties of the Heritage Committee wi respect to minor additions to listed heritage bitil�'dings and,deznolitions Work with the Adtnrnistratron Department to develop a program to'promote the Hei4ge ofthe Cori niimty_'!�u,, older historic neighbourhood 6. Continue to implement pro -active program of heritage designation in conjunction with heritage committee and approved criteria 7. Work with the Special Events Coordinator and Heritage Advisory Committee to continue Doors Open Aurora as an amoral event 8. Work with the heritage advisory committee and the By-law Services Division to develop prescribed standards for minimum maintenance of heritage properties as defined by the Ontario Heritage Act 9. Provide secretariat for the Committee of Adjustment 10. Prepare and circulate all Planning applications as required by the Planning Act and provide clerical backup for the Policy and Development Divisions 2010 Action Steps 1. Attend Heritage Committee Meetings 2. Manage the delegated duties of the Heritage Committee with respect to minor Note: Town. of Aurora business plans provide the grcundworh 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. 9/21/2007 10:15 AM, Page 4 of 14 —73— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2007 additions to listed heritage buildings and demolitions Initiate a formal heritage conservation district study for an older historic neighbourhood 4. Continue to implement pro -active program of heritage designation in concert with heritage committee in compliance with approved criteria 5. Work with the Special Events Coordinator and Heritage Advisory Committee to continue Doors Open Aurora as an annual event celebrating Aurora's Heritage and architecture 6. Work with the local community to coordinate a nomination of the Town of Aurora for the Heritage Canada Prince of Wales prize for heritage conservation to recognize Aurora's efforts in this field 7. Provide secretariat for the Committee of Adjustment 8. Prepare and circulate all Plamaing applications as required by the Planning Act 9. Provide clerical backup for the Policy and Development Divisions heritage committee in compliance with approved criteria 5. Work with the Special Events Coordinator and Heritage Advisory Committee to continue Doors Open Aurora as an annual event celebrating Auroras Heritage and architecture 6. Provide secretariat for the Committee of Adjustment 7. Prepare and circulate all Planning applications as required by the Planning Act. Provide clerical backup for the Policy and Development Divisions 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 staffresources and annual budget approval by Council. 9/21/2007 10:15 AM, Page 5 of 14 —74— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT SERVCES DEPARTMENT Planned Business Outcomes (cont'd) Planned Outcome (Goal) To provide a comprehensive policy to guide land use decisions throughout the community, based on an understanding of physical, cultural, and social opportunities and constraints; To manage growth in an environmentally and fiscally sustainable manner and to ensure that all required infrastructure can be provided to meet growth demands. Also to 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 departmental maps. ULiuu OILePs Updates of Servicing Allocation Matrix Head up a task force of representatives of the the 6. GeoSmart initiative to develop land use planning tools such as density calculations and green -space monitoring 7. Investigate the initiation of web based GIS mapping 8. Complete a GIS needs analysis in consultation with all municipal departments and determine if additional resources are required. 9. Review policies of the.Official Plan and Secondary Plans respecting envirommental policies to ensure consistency and currency on matters of protection of open space, environmentally sensitive lands, urban landscapes, and clean air and water. Undertake public consultation process and prepare Official Plan Amendment for Council enactment 10. Research a Development Tracking System that includes a record/checklist of how approved development complies with Official Plan policies including environmental and heritage polices and has been reviewed comprehensively to determine short and long tern impacts. Note. Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as d management tool for plam2ing 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. 9/21/2007 10:15 AM, Page 6 of 14 —75— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET 2009 Action Steps Establish an amival monitoring system to track the range of housing options provided within the Town 2. Updates of Servicing Allocation Matrix Undertake Secondary Plan for the Downtown, historic core that will include revitalization strategies, beautification initiatives, and cultural opportunities 4. Undertake an intensification study for the Town to identify areas where higher density development can be supported by existing infrastruchlre, improved or upgraded infrastructure and the positive and negative social and financial implications of such intensification 5. 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 6. Official Plan Review and Updates to the Official Plan Policies to conform with "Places to Grow" 7, Updates of Servicing Allocation Matrix 8. Implement a broader GIS function to ade departments based on the findings of the ants, townhouses, and legalized tch options along with 2. Updates of Servicing Allocation Matrix 3. Continue to update, track and analyze the Key Performance Measures 4. Implement web based mapping 5. Continue to monitor GIS fimction to determine if deparment 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 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 Note: Town of Aurora business plans provide the groundworlcfor 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 ltpon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. 9/21/2007 10:15 AM, Page 7 of 14 —76- SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT SERVCES DEPARTMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 14.0 2008. 2009 Positions (FTE) Budget Budget Full-time 14.0 15.0 Part-time 1.0 1.0 2010 2011 Budget Budget 16.0 16.0 1.0 1.0 Total Pennanent 14. 15.0 16.0 16.0 Net Change 0.0 1.0 1.0 0.0 START-UP COSTS OF STAFF GROWTH 2008 No additions 2009 F/T GIS Supervisor $4000 Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planningfor the fiaure. All plans are re-evaluated as our business environment evolves and are dependent,upon changing circumstances, the availability of the necessmy financial and staffresources and annual budget approval by Council. —77— 9/21/2007 10:15 AM, Page 8 of 14 SPECIAL GENERAL COMMITTEE - SEPTEMBER 24, 2007 o.. v own SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT SERVCES DEPARTMENT Accomplishments in 2007 COMMUNITY PLANNING DIVISION ® Received Honourable Mention from Canadian Institute of Planners for Work on Northeast Old Aurora Heritage Conservation District Plan ® Designation of 8 properties under Part IV the Ontario Heritage Act bringing Aurora's total to 29 (a 240% increase in the number of designations since establishment of pro -active designation program in 2005) • Urban Design and Heritage review and assistance to 16 Industrial/Co=e.rciaVinstitutional developments, 5 Heritage Permit Applications; 15 Building Permits and Heritage review of 4 residential plans of subdivision • Renaming and updating Aurora's Inventory of Heritage Resources as the Aurora Register of Properties of Cultural Heritage Value or interest in accordance with amendments to the Ontario Heritage Act ea�la�caara-a.�r Assisted the Policy Planning Division with respect to the consideration of possible controls for oversized homes Coordinated the nomination of 6 Amorans for Ontario Heritage Trust Awards • Achieved nomination of all but one designated property to the Canadian Register of Historic Places making Aurora a national leader in this program • In partnership with the Special Events Coordinator, organized the second Doors Open Aurora Festival • Established in-house urban design review function for Industrial Buildings on internal streets • Drafted policies for consideration by the Heritage Advisory Committee related to boarding of abandoned buildings and architectural salvage • Assisted Economic Development Division with establishment of a brochure promoting Aurora's Downtown as the "Home Decor Capital of Canada" DEVELOPMENT PLANNING DIVSION Implemented refinements to the Site Plan process to outline priority review procedures for Industrial Commercial and Institutional (ICI) development applications 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 availabiluly of the necessary financial and staff resources and annual budget approval by Council. 9/21/2007 10:15 AM, Page 9 of 14 —79— SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT SERVCES DEPARTMENT • Participated and provided input into the Development Application Approval Process costing model project (DAAP) to reduce the Town's exposure to a loss of application fee revenue • Subdivision agreement preparation and plan registration for the Minto and Prato Estates phase H residential developments within the 2B neighbourhood • Preparation and approval of draft plan conditions for Ballymore and MI Developments and Brookvalley residential subdivisions • Approval of OPA, ZBA and Site Plan to pen -nit a Catholic High School at Wellington Street and Industrial Parkway North • Approval of ZBA and draft plan of condominium for Sterling Cook residential development at Yonge Street and Bloomington Road • Approval of ZBA and Site Plan for Whitwell/Wal-Mart regional commercial development at Wellington and Leslie Streets • Approval ZBA and Site Plan approval to allow a mixed use apartment building on Yonge Street, north of Valhalla Court, the Conguisti application at 145 ludustrW Parkway South;;" and the Medical Centre at 520 Industrial Pkwy South • Site Plan approval to allow redevelopment of Esso gas station on Yonge Street and Royal Road, Ridgewood Condominium at John West Way, a new Industrial' Building at 1,14 EngelhardDr., a retirement Home on$ollanduiew'l'rail, an apartment building at Yonge Street and Aurora Heights Drive --a parking lot expansion at Van Rob Stamping, the'French Catholic High School, Klemore Homes and Aurora Toyota,,, LICE' PLANNING/GIS DIVISION •' Worked with the Region of York to finalize Official Plan modifications to the Industrial and Commercial policies n,"! ' Tip: „'d ai n ..Jyj • Research options for and established a working group related to oversized houses • Participated and assisted in Region of York in the preparation of population and employment projections to meet the requirements of Places to Grow • Initiated updates and report on Planning processes to adhere to the provisions of Bill 51 — The Planning and Conservation Land Statute Law Amendment Act • Creation and maintenance of new Condominiumn Dataset • Revised the Aurora Street Name Policy and added new names to the name bank • Creation of 3D Elevation Mapping in AutoCAD • Subdivision agreement preparation and plan registration for the Hallgrove Estates industrial plan of subdivision for the Development Division • Prepare development agreement to ensure implementation of conditions provided for in natural heritage studies • Completed a review of Drive thru policies, held a public meeting and prepared policies for inclusion in the Official Plan and amendments to the zoning by-law 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. 9/21/2007 10:15 AM, Page 11 of 14 SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT SERVCES DEPARTMENT SERVICE KEY PERFORMANCE QUANTIFICATION 2007 TARGET AREA INDICATOR Policy Employment land to Measure the ratio of The 5 year Planning /GIS residential land ratio employment land to residential Official Plan land using mapping tools review will set targets. Development Site Plan Approval Process Amount of time to process two Establish base Services types of site plans line data (major/minor) Community Response to residents Amount of time for response 2 business days Planning Policy Baseline Established 2006 BASELINE 2006 KEY INDICATORS - Official Plan,,, KEY INDICATORS Target- Zoning Residential to Industrial % Based on Area/Hectares) Residential to Industrial % (Based on Area/Hectares- )-Residential Industrial Residential Industrial 82.4 17.6 82.9 17A Residential to Commercial °/a,(Based on Area/Hectares) . Residential to Commercial % (Based on Area/Hectares) Residential Commercial Residential `' Commercial 93.3 ! F 6.7 I 192.7 T3 2007 Indicators::: 2007 KEY INDICATORS - Official Plan KEY INDICATORS Target- Zoning Residential to Industrial % Based on Area/Hectares) Residential to Industrial % Based on Area/Hectares Residential' "' lad ustrial �'" Residential" Industrial 82.4 17.6 82.1 17.9 Residential to Commercial % (Based on Area/Hectares) Residential to Commercial % (Based on Area/Hectares Residential Commercial Residential Conunercial 93.2 6.8 1 7.3 Residential to Commercial/Industrial Totals % (Based on Area/Hectares) Residential to Commercial/Industrial Totals % (Based on Area/Hectares Residential Comrnercial/Industrial Residential Commercial/Industrial 77.8 1 22.2 77.2 22.8 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 mutual budget approval by Council. -81- 9/21/2007 10:15 AM, Page 12 of 14 SPECIAL GENERAL COMMITTEE - SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT SERVCES DEPARTMENT Development Baseline Established 2006 - Site Plan Tracking *Note 9: All values below are expressed as average work days" ' Note 2: Not all site plans have been finalized. As such, values highlighted in Me within rows E and F will vary in subsequent KPI reports.'* Type of Site Plan Full Minor Amendment Application Row Year 2006 2007 2006 2007 2007 A Time duration between application submission and circulation. 7 5 5 3 4 4 B Time duration afforded to staff to conduct preliminary review of 16 13 10 13 13 application and to hold a site plan review committee meeting .,; C Time durdtioff between ILL subm;ission'date,to providing the applicant ; 25 24 22 26 22 with a complete set of internal department and external agency;,, comments D Time duration from submission date to delegation/information 69 69 Not 38 28 tracked report before General Committee E Time required by applicant to address Insufficient Insufficient Insufficient departmental and external agency data Data data available available available comments F Length of time to k °' Insufficient gffi Insufficient Insufficient complete site plan data Data data available process, including available available registration of agreement Note: Town ofAurora 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 staffresources and annual budget approval by Council. 9/21/2007 10:15 AM, Page 13 of 14 Ulm SPECIAL GENERAL COMMITTEE — SEPTEMBER 24, 2007 TOWN OF AURORA 2008 BUSINESS PLAN AND BUDGET PLANNING AND DEVELOPMENT SERVCES DEPARTMENT Community Planninq - Enquiry Response Time 2006 Division Indicator Average Target Response Response time Time Community Time Frame for Tracking in 2 days Planning responding to all progress inquiries Note: Town of Aurora business plans provide the groundworlcfor more detailed operational plans and serve as a management tool for planning for the futxme. All plans are re-evaluated as our business environment evolves and are dependent gpon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. —83— 9/21/2007 10:15 AM, Page 14 of 14 ADDITIONAL ITEMS TABLED FOR GENERAL COMMITTEE MEETING Monday, September 24, 2007 Replacement Page 50 — Economic Development Staff m Our Most !Valuable Resource TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 1 2007 2008 2009 2010 2011 Positions (FTE) Budget Budget Budget Budget Budget Full-time 1.0 2.0 0.5 3.0 3.0 Part-time 0.0 0.0 0.0 0.0 0.0 Total Permanent 1.0 2.0 2.5 3.0 3.0 Net Change 0.0 1.0 0.5 0.5 0.0 Proposed: 2008 Economic Development Administrative Assistant $4000 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 staff resources and annual budget approval by Council. Page 7 of 11