AGENDA - Budget Committee - 20211115Town of Aurora
Budget Committee
Meeting Agenda
Date:November 15, 2021
Time:6:00 p.m.
Location:Council Chambers, Aurora Town Hall
Due to the COVID-19 pandemic, meetings will be available to the public via live stream only on
the Town’s YouTube Channel. To participate electronically please visit aurora.ca/participation.
Pages
1.Call to Order
2.Land Acknowledgement
3.Approval of the Agenda
4.Declarations of Pecuniary Interest and General Nature Thereof
5.Delegations
6.Consideration of Items
6.1.2022 Operating Budget - Community Partner Business Plans and
Presentations
6.1.1.Central York Fire Services 2022 Operating Grant 1
(Binder Tab 14)
(Presentation to be provided by Fire Chief Ian Laing and Mike
Mayes, Treasurer, Town of Newmarket)
That the presentation from Central York Fire Services
be received; and
1.
That the request for the 2022 operating grant to the
Central York Fire Services in the amount of $12,294,900
be tentatively approved.
2.
6.1.2.Aurora Public Library Board 2022 Operating Grant 9
(Binder Tab 15)
(Presentation to be provided by Bruce Gorman, Chief Executive
Officer, Tom Connor, Board Chair, and Julie Rocca, Business
Manager)
That the presentation and business plan from the
Aurora Public Library Board be received; and
1.
That the request for the 2022 operating grant to the
Aurora Public Library Board in the amount of
$3,934,100 be tentatively approved.
2.
6.1.3.Aurora Historical Society Board 2022 Operating Grant 33
(Binder Tab 15)
(Presentation to be provided by Patricia Wallace, President,
Geoffrey Dawe, Treasurer, and Kathleen Vahey, Curator)
That the presentation and business plan from the
Aurora Historical Society Board be received; and
1.
That the request for the 2022 operating grant to the
Aurora Historical Society Board in the amount of
$84,600 tentatively approved.
2.
6.1.4.Aurora Sports Hall of Fame 2022 Operating Grant 64
(Binder Tab 15)
(Presentation to be provided by Javed Khan, President, and
Brian Roberts, Treasurer)
That the presentation from the Aurora Sports Hall of
Fame be received; and
1.
That the request for the 2022 operating grant to the
Aurora Sports Hall of Fame in the amount of $29,900
be tentatively approved.
2.
6.1.5.Aurora Business Improvement Area (BIA) 2022 Operating
Budget
91
(Presentation to be provided by Joanne Russo, President)
That the presentation from the Aurora Business
Improvement Area be received; and
1.
That a maximum 2022 special area tax levy of $40,400
be tentatively approved.
2.
7.Adjournment
FFire Services2022Budget SSubmissionPage 1 of 105
2022 Budget Highlights•Budget based on 10-year plan, target increase $714,500•Actual increase $674,500, includes $40,000 reduction target from Newmarket•$46,000 for growth expenditures (Station 4-5)•Asset Replacement Fund contributions increase of $35,000•$65,000 in revenue reduction for Whitchurch-Stouffville contract•0.20% change in cost allocation results in a shift of $59,000 in annual operating costs (increase to Aurora)Page 2 of 105
Operating Budget Analysis2022Total Budget Request $29,538,810Total Salaries, Wages and Benefits $24,830,310Page 3 of 105
2022 Wages and BenefitsAccount 2021 Budget 2022 Budget Increase %Management Salaries668,218678,241 10,023 1.5%Regular Wages17,194,96117,468,861 273,900 1.6%Regular PT Wages41,05252,148 11,096 27.0%Standby/Callback00 0 0.0%Overtime217,143226,092 8,949 4.1%Lieu Time Paid770,000848,950 78,950 10.3%Casual/Seasonal 18,00020,000 2,000 11.1%Payroll Benefits5,463,9005,536,018 72,118 1.3%Total24,373,27424,830,310 457,036 1.9%Page 4 of 105
Other Operating BudgetOther Operating Expenses 2021 2022Actual Increase%Budget RequestFacilities repairs & maintenance 127,571 162,571 35,000 27.4%Hydro, Heat & Water 193,711 218,211 24,500 12.6%Equipment repairs & maintenance 136,850 156,850 20,000 14.6%Dispatch Services Contract 449,500 463,000 13,500 3.0%Street Snowploughing Contract 11,404 21,404 10,000 87.7%Vehicle repairs & maintenance 493,170 501,170 8,000 1.6%MTO Recoveries 0 7,000 7,000 0.0%Misc., Consulting & Contingency 124,242 115,242 -9,000 -7.2%Property Lease 31,500 23,500 -8,000 -25.4%Uniforms, Clothing 136,816 131,816 -5,000 -3.7%Support Cost Allocation 1,185,342 1,205,342 20,000 1.7%Asset Replacement Fund 1,399,600 1,434,600 35,000 2.5%11 line items have ZERO INCREASE8 line items were REDUCEDPage 5 of 105
2022 Capital BudgetBudget AmountAssistant Deputy and Deputy Chief Vehicle Replacement 180,000Life Cycle Replacement of Personal Protective Equipment (PPE) 180,000Recruit Firefighter Uniforms, PPE, and Equipment 150,000Firefighter PPE Washing System 100,000Fire Prevention - Fire Investigation Vehicle (4404) 70,000Upgrade Asst. Deputy, Deputy Chief, & Investigation Vehicles to Electric70,000Total New Requests 750,000Hazmat Truck (approved in 2019) 950,000Replacement of Fire Engine (06-14) (approved in 2020) 750,000Replacement of Fire Engine (06-15) (approved in 2021) 750,000Station 4-5 (approved in 2016 to 2020) 2,700,000Total Previously Approved Requests 5,150,000Page 6 of 105
Budgeting in a COVID World•In 2021 – $46,000 to the end of Q3 (Sept 30th) for Personal Protective Equipment, cleaning supplies, etc.•No specific provision in 2022 budget; however, there are general provisions available:•the contingency account•reserve for volatile expendituresPage 7 of 105
CYFS 82022/10/29Page 8 of 105
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Aurora Historical SocietyBudget Presentation to Town of AuroraNovember 15, 2021Page 33 of 105
BackgroundAHS has served the citizens of Aurora since 1963Established the Aurora Collection and the Aurora MuseumMade significant contributions to the restoration of Church Street School, raising in excess of $700,000 to the project, as well as volunteer labourOwns and operates Aurora's only National Historic SitePromotes interest in Aurora’s rich heritageProvides innovative programming and learning opportunities Page 34 of 105
Mission StatementTo preserve, interpret, and promote thesocial, cultural, and material heritage of the community of Aurora for the education, enrichment, and enjoyment of present and future generations.As the landscape of Aurora changes, the Aurora Historical Society Board of Directors continues tobe committed to the preservation of heritage and Hillary House National Historic Site.Page 35 of 105
2021 HighlightsVirtual Speaker SeriesRe-established partnership with Aurora Sports Hall of FamePartnerships with other Ontario Museums including the Toronto Railway MuseumLaunch of virtual How to Care For Workshop SeriesContinued growth of online presenceVolunteer Transcription ProjectPage 36 of 105
Reopening Hillary HouseVirtual, hybrid, and in-person Fundraising events: Strawberry Tea, Scotch Tasting, Victorian Harvest Tea, and Hillary House BallFacilitated Rentals and Film Productions – The Sawbones Society; and the Aurora EDC’s ‘C You in Aurora’Completed critical restoration of Hillary House verandah2021 Highlights Cont’dPage 37 of 105
AchievedImplemented 17 programs and special events + 3upcomingPresented2 exhibitions Increased online presence and community engagementProvided over 2125 hours in volunteer opportunitiesWelcomed 326 visitors to Hillary HouseEducated community members through 2 Outreach ProgramsFundedand executed the action plan for critical verandah restoration work at Hillary House2021 How Did We DoGoalsPlan and implement approx. 30programs and special eventsHost 3 exhibitionsIncrease online presence and community engagementProvide over 3900 hours in volunteer opportunitiesWelcome 2000 visitors to Hillary HouseEducate community members through Outreach ProgramsFundand execute the comprehensive action plan for critical restoration work at Hillary HousePage 38 of 105
2021 COVID-19 NegativeImpactsLoss of program revenue and engagementCancellation of outreach opportunities Decrease in on-site attendanceChallenges with pivoting fundraising strategiesReduced volunteer opportunitiesPage 39 of 105
2021 COVID-19Positive ImpactsIncreased virtual and hybrid program and event offerings Increased online presence and engagement bringing new audiences and community awarenessPage 40 of 105
2022/2023 COVID-19 Impact ProjectionsConsequences are more predictable Future Government assistance unknownLevel of programming consistent with 2021Continued virtual/hybrid programmingPage 41 of 105
Ongoing ChallengesMeeting critical maintenance needs in a timely fashionRestoration fundingGrounds maintenanceStaffingVolunteer engagementPage 42 of 105
Ongoing Partnerships•Aurora Museum & Archives•Aurora Chamber of Commerce•Aurora Cultural Centre•Aurora Farmer's Market•Aurora Museum & Archives•Aurora Public Library•Aurora Senior Centre•Aurora Sports Hall of Fame•Garden Aurora•Neighbur Aurora (formerly snapd)•Other Ontario Museums•The Auroran Newspaper•Town of AuroraPage 43 of 105
2021 Sponsors, Supporters, and DonorsAqua GrillArtistica Dance StudioAurora Farmer's MarketAurora Home HardwareBazil Developments Inc.Benjamin Moore Paints – Klein PaintBDOBoston PizzaBrainy Games Canadian TireCassidy Event ManagementCondor PropertiesDelmanorERA ArchitectsEric McCartney Century 21 -Heritage GroupEye Care OpticalFood In MotionGaspare SaracinoGeoffrey DaweGeraniumGibson GroupGinger's BakeryGolf Glen Veterinary ClinicGroundswell Urban Planners Inc.Hockley Valley BreweryHoliday Inn ExpressHome DepotJackson EventsKelseys RoadhouseKerbel GroupLandscape OntarioLaurion LawMagnaMaple Tea HouseMarket Brewing CompanyMary Hope, Investors Group North South ManagementPrivate Wealth ManagementMcLaren Doors Orchid Thai Piazza Mercato AuroraRen's Pet DepotReplenishRoberts & Company CPARomy's RestaurantSt. Andrew's CollegeStory of Love The Country LookThe Patrick HouseThomas Foods International CanadaTina's GrillThe Auroran NewspaperTopper's PizzaTrayvinoVandenboshe JewellersVolvo Financial ServicesWestview Golf Ltd.Yonge Street WineryPage 44 of 105
Key Performance Indicators326People welcomed to Hillary House9251Online Followers162AHS Membersin 20212125Volunteer hourspreformed15,300Onlineengagements*Numbers are as of October 31, 2021565People engagedin virtual programsPage 45 of 105
Our 2022 GoalsPlan and implement approx. 25 programs and special eventsPresent 3 exhibitionsContinue to use online presence forcommunity engagementProvide over 3000 hours in volunteer opportunitiesWelcome 1000 visitors to Hillary HouseContinue to educate community members through Outreach ProgramsContinue to fund and execute the comprehensive action plan for critical restoration work at Hillary HouseInvestigate large-scale funding opportunitiesPage 46 of 105
2021 Funding•Donations•Memberships•Gift Shop Sales•Fundraising Events•Rentals •Canada Summer Jobs Grant•Community Museum Operating Grant•OTF Capital Grant•Town of Aurora Operating GrantEmergency Funding•Canada Emergency Wage Subsidy•CMOG Digital Capacity Funding•COVID-19 Business Support Grant - Energy Cost Rebate•OTF Resilient Communities Fund Grant•Reopening Fund for Heritage Organizations –Museums Assistance ProgramPage 47 of 105
2019Audited2020 Audited 2021Projected(as of October 2021)2022 ForecastOperating Revenue $11,454 $11,382 $20,501 $7,350Fundraising $42,728 $14,132 $63,000 $63,000Municipal Funding $77,900 $81,675 $82,800 $84,600Grant Revenue $24,640 $24,631 $65,375 $30,000COVID-19 Funding $0 $15,556 $41,885 $0Transfer from Reserves $0 $0 $59,000 $0Total Revenue$156,722 $147,376 $332,561 $184,950Operating Expenses $128,029 $96,716 $141,232 $146,875Fundraising Expenses $16,944 $2,982 $31,065 $31,000Restoration Costs $0 $3,653 $95,000 TBDTotal Expenses$144,973 $103,351 $267,297 $177,875Operating Surplus/Deficit$11,749 $44,025 $65,264 $7,0752022 Request for funding: $84,600$80,900 (base) + $3,700 (Godfrey Collection storage)Page 48 of 105
Currently, this important research collection of over 2000 historical medical books and important archival material is stored in an off-site, climate-controlled commercial facility at an estimated cost of $3,700 per year. This is intended as a short-term storage solution until the new space at Town Square is available.The Godfrey CollectionPage 49 of 105
Hillary House RestorationPriority projects:Rear Summer Kitchen –Complete overhaulFoundation of middle section of the HouseLandscapeInterior Rooms$300,000 - 500,000 estimatePage 50 of 105
2022 Moving ForwardExplore representation from Town Council to AHS Board of DirectorsContinue to lobby various levels of government for greater support of Hillary House National Historic SiteEnsure restoration plans move forward to ensure our past has a future.Page 51 of 105
Hillary House National Historic Site“Hillary House is one of the [Ontario Heritage] Trusts, almost 200 heritage conservation easement sites located across the province. Hillary House is… recognized as a National Historic Site and is one of the best and most well-preserved examples of Gothic-Revival architecture to be found in Canada… it is the Aurora Historical Society that gives the property life.Our partners at the Aurora Historical Society worked tirelessly to maintain and preserve the site for use and enjoyment by the public and we commend their efforts to conserve this property... We appreciate the Aurora Historical Society’s continued stewardship, conservation, care, and upkeep of this provincially significant property...”Thomas Wicks Manager of Acquisitions and Conservation Services at the Ontario Heritage TrustPage 52 of 105
ThankYou!Page 53 of 105
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Historical Approved for
2018 2019 * 2020 2021 2022
Revenues
Fundraising 37,491 46,500 - 48,300 49,300
Dinner ticket sales 9,750 15,000 - 15,600 15,900
47,241 61,500 - 63,900 65,200
Expenses
Dinner expenses 34,767 36,200 - 37,600 38,400
Dinner management 10,500 11,000 3,200 11,400 11,600
Dinner expenses and management - subtotal 45,267 47,200 3,200 49,000 50,000
Collections (Assumed by Town Jan 2019) 19,012
Education 5,922 13,300 2,000 13,900 14,200
Communications (website, social media) 8,788 9,500 5,400 9,900 10,100
Executive Director (discontinued June 2018) 12,858 - - - -
Executive Assistant (beginning 2019) - 8,000 8,200 8,400 8,600
Executive Expenses 7,995 6,500 4,300 6,700 6,800
Nomination, Induction, Honoured Members 4,929 5,100 1,700 5,300 5,400
Special project - Covid-19 non returring expenses - - 2,000 - -
104,771 89,600 26,800 93,200 95,100
Operating deficit - 57,530 - 28,100 - 26,800 - 29,300 - 29,900
Town of Aurora Grant 48,100 28,100 28,700 29,300 29,900
Net Income (Loss)- 9,430 - 1,900 - -
* Note: The annual celebration induction dinner as well as
other programs and inititives were paused for the 2020 year
due to covid-19 with the intention to unpause in 2021.
Budget 2020 - 2022
3 Year Budget
AURORA SPORTS HALL OF FAME
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1Page 91 of 105
COVID-19 impacts in 2021As of May 2021:154 business locations70% active (108) 17% (26) inactive (due to COVID)13% (20) closed/vacant (due to COVID and/or other)Service75%Restaurant8%Retail17%Aurora BIA Businesses CategoriesDental9%Education4%Financial12%Realty3%Health15%Personal14%Legal3%Restaurant8%Retail17%Service15%Aurora BIA Active Businesses by Category*154 total -108 Active; 26 Inactive; 20 Vacant/ClosedObjectives for 2021:1. Improve and increase Member Engagement2. Begin member outreach and events to drive traffic and awareness to the DowntownPage 92 of 105
Improve and increase Member Engagement•Updated the BIA by-law to enable improved avenues of communication for members•Updated the BIA Members list•Updated and refreshed the BIA Logo•Participated in the Town’s Business Survey•Added 3 new Board Members•Created a Marketing Committee•Created a Budget/Finance Committee•Released and RFP for a new, member-focused BIA website•Became a Member of the Ontario BIA Association•Became a Member Aurora Chamber of Commerce•Supporting the Town’s applications for the new My Main Street grantsBegin member outreach and events to drive traffic and awareness to the Downtown•Supported the Town, AEDC and Magna for the Downtown Window Art project•Installed decals along Yonge Street for better visitor parking information•Purchased a BIA branded event tent•Decorated Machell’s Alley with new Downtown Banners•Animated Machell’s Alley with pop-up music in partnership with the Aurora Cultural Centre, Chartwell Residence and local performing artists•Installed an ‘Instagram/Selfie’ spot in Machell’sAlley for the fall awareness•Supported Aurora Chamber and the ExploreAurora campaigns•Launched a Halloween-themed ‘Spooktacular’ campaign to promote the area•Sponsored and actively participated in the Town’s ‘Saturday Night Fever on Yonge Street’ event 2021 AccomplishmentsPage 93 of 105
WWhat: Entering COVID re-opening protocols, the Town wanted to provide an event to support local main street businesses and celebrate all of the efforts by residents and visitors in keeping Aurora safe. The result? “Shut down Yonge Street andDance in the Street!”Saturday Night Fever on Yonge Street offered food, music, dance, fun and a chance to see neighbours, friends and visit local businesses on Yonge Street –all while keeping COVID safe!Page 94 of 105
WWho:5Page 95 of 105
Where:DDowntown Aurora, Historic Area of Yonge Street Page 96 of 105
WWhen:Saturday, September 18, 20214pm to 11pm Page 97 of 105
Why:Downtown and Main Street businesses are the heart of a town, and COVID caused a great deal of stress, anxiety and loss. As a way to celebrate the local innovators, entrepreneurs, and the people that supported them through the pandemic, the Town of Aurora decided to invite them to a dance party in the middle of Historic Yonge Street –70’s Style!Page 98 of 105
How:With only 28 days notice, several COVID protocols changes, and fast outreach to the BIA, Town staff quickly engaged to bring Saturday Night Fever to life! The near impossible was made possible! 28 days to prepare | 100+ businesses to engage | 1M logistics items to task | 4 entertainment groups to book | 1 theme – boogie till you drop!Page 99 of 105
How: Marketing and promotion support through the Town’s social media, BIA website and Aurora Neighbur (Snapd Aurora). And, participation by local entrepreneurs!Page 100 of 105
FFun: nufsaid Page 101 of 105
SStats and Impacts: Page 102 of 105
SStats and Impacts: •25+ BIA businesses participated•20 Staff and volunteers•38 Performers & Roadies•35+ Silent Auction prizes•1800+ Smiling Attendees (behind their masks!)Impact on resident and business spirit…priceless!Thank you!Page 103 of 105
22022 Budget PlaceholderDescriptionBudgetNotesAdministration $9,000Insurance, membership fees, website hosting, cheque & bank fees, year end accounting fees. Marketing, Social, Web$10,000Marketing, promotion and website enhancementsContact/Member Support$10,000Ambassador grant contribution (if awarded) or committed to part-time person for admin/member support.Materials and Printing$1,400Materials printing for BIA member’s windows/doors; welcome kits; other printingSummer EventWinterEvent$10,000$10,000Contribution to partnering in Town/Chamber events; or BIA-run events; TOTAL$50,400Carry-over from 2021($10,000*)*Estimated – commitment for Ambassador GrantTOTAL 2022 REQUESTED FUNDS$40,400****Less any other carry-over from 2021, to be confirmed with audited financials.Page 104 of 105
15TThank you!Page 105 of 105