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MINUTES - Budget Committee - 20211120 1 Town of Aurora Budget Committee Meeting Report Date: Time: Location: Saturday, November 20, 2021 9:00 a.m. Council Chambers, Aurora Town Hall Council Members: Mayor Tom Mrakas (Chair) Councillor Harold Kim Councillor Wendy Gaertner* Councillor Sandra Humfryes Councillor Michael Thompson Councillor Rachel Gilliland Councillor John Gallo* Other Attendees: Doug Nadorozny, Chief Administrative Officer* Allan Downey, Director of Operations* Robin McDougall, Director of Community Services* Techa van Leeuwen, Director of Corporate Services* Rachel Wainwright-van Kessel, Director of Finance David Waters, Director of Planning and Development Services* Eliza Bennett, Acting Manager, Corporate Communications* Jason Gaertner, Manager, Financial Management* Sandeep Dhillon, Senior Advisor, Financial Management* Mohamedali Kamalia, Advisor, Financial Management* Laura Sheardown, Advisor, Financial Management* Anca Mihail, Manager, Engineering Services* Michael Mulvenna, Manager, IT* Michael de Rond, Town Clerk Ishita Soneji, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 2 1. Call to Order The Mayor called the meeting to order at 9:01 a.m. Budget Committee consented to recess the meeting at 10:40 a.m. and reconvened the meeting at 10:50 a.m. Budget Committee consented to recess the meeting at 12:32 p.m. and reconvened the meeting at 1:02 p.m. 2. Land Acknowledgement Mayor Mrakas acknowledged that the meeting took place on the traditional territory of the Wendat, the Haudenosaunee, and the Anishinaabe peoples whose presence here continues to this day. He further noted that Aurora is part of the treaty lands of the Mississaugas of the Credit and the Williams Treaties First Nations and thanked them for sharing the land. 3. Approval of the Agenda Budget Committee approved the revised agenda as circulated by Legislative Services. 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Delegations 5.1 Lynn Browne and Susan Morton-Leonard, Residents; Re: Budget for Train Whistle Cessation in Aurora (written delegation) Lynn Browne and Susan Morton-Leonard submitted a written delegation emphasizing the need for train whistle cessation in Aurora and requested that funds be allocated in the 2022 Town budget to work towards whistle cessation. Budget Committee received the comments of the written delegation for information. 3 6. Consideration of Items 6.1 2022 Operating Budget - Community Partner Business Plans and Presentations 6.1.1 Aurora Cultural Centre Board 2022 Operating Grant (Binder Tab 15) Eric Acker, President, Aurora Cultural Centre Board, recognized Suzanne and her team for their outstanding efforts in overcoming the challenges and creating opportunities to deliver virtual cultural programming and activities to the community throughout 2021. He further acknowledged the ACC's strong partnership with the Town and staff. Suzanne Haines, Executive Director, presented an overview of the ACC's 2021 activities to date including programming, volunteer involvement, community participation and statistics, revenues and expenses, successes of various programs, and key performance indicators. She spoke about the 2022 projections and operating budgets, noting the budget impacts of the COVID-19 pandemic, and expressed appreciation for the Town's continued support. Laura Hostick, Treasurer, was also present to answer questions. Budget Committee recommends: 1. That the presentation and business plan from the Aurora Cultural Centre Board be received; and 2. That the request for the 2022 operating grant to the Aurora Cultural Centre Board in the amount of $441,100 be tentatively approved. Carried 6.2 2022 Capital Budget Review 6.2.1 Review of 2022 Proposed Rehab and Replacement Capital Projects (Binder Tab 17) Budget Committee recommends: 4 1. That the proposed 2022 Rehab and Replacement Capital Projects be received; and 2. That the following 2022 Rehab and Replacement Capital Projects be approved as presented; and Community Services 72319 SARC - Replace security system 72398 ASC - Replacement of security system 72476 Unplanned - Emergency Repairs Contingency 2022 74007 AFLC Fitness Equipment Replacement 74029 Parade Float Corporate Services 14081 Ethernet Switch Redesign 14084 Maximo Gap Analysis & Implementation 14092 TrackIT Upgrade 14094 Data Centre Evergreening 14097 EZMax Mobile Operational Services 34008 Roads Operations Infrastructure Inspection, Repair and Maintenance Program 34262 Vehicle Road Upgrade 34431 Roads - 3/4 ton Pick Up (#23-21) 73237 Pathway Paving-Various Park trails 73303 Tennis Courts Resurface - Fleury, Summit & McMahon Park 73333 Playground Replacement - Elizabeth Hader 73336 Cousins Park Boardwalk Replacement Planning and Development Services 31113 M & O and Underground Infrastructure Rehabilitation - Murray Dr, Kennedy St W, Pinehurst Crt, Wiles Crt 31201 M & O - Banbury Crt, Highland Gate, Corbett Cr, Cossar Dr, Elderberry Tr, Ironshore Crt, Greenbriar Crt, Spyglass Crt, Cranberry Ln, Dawlish Ave 31202 M & O - Haida Dr, Windham Trail, Weelington Heights Crt, Bayfair Rd, McDonald Dr, Bell Dr, Devins Dr, Crawford Rose Dr 5 31203 M & O - Scanlon Crt, Vata Crt, Walton Dr, Old Yonge St 31207 Full Reconstruction - Milll St, Wells St, Edwards St, Temperance St 31210 Full Reconstruction - Marksbury Crt, Gilbank Dr, Lacey Crt, McLeod Dr 31228 M & O - Goulding Ave and Eric T. Smith Way 42089 Delayne Drive Channel Rehabilitation 3. That the following 2022 Rehab and Replacement Capital Projects, which were pulled for discussion, be approved as presented; and Corporate Services 14095 Cybersecurity Software 14103 Backflow Prevention App Operational Services 34436 Roads - 6 Ton Diesel Dump with Sander (#28-21) 71137 Parks - 3/4 Ton Pick Up (#204-21) Planning and Development Services 34712 Streetlights Improvement on Yonge Street from Wellington to Church 4. That the following proposed 2022 Rehab and Replacement Capital Project, which was pulled for discussion, be given conditional budget approval pending further report to Council; and Operational Services 72281 AFLC - Skate Park Reconstruction 5. That the following 2022 Rehab and Replacement Capital Project, which was pulled for discussion, be tentatively approved in the amount of $70,000; and Community Services 72444 Yonge St Electronic Sign Replacement - Conditionally Approved in 2019 6 6. That the following 2022 Rehab and Replacement Capital Project, which was pulled for discussion, be approved as presented, and that staff report back regarding the perimeter fencing on the site. Community Services 73324 Pet Cemetery Restoration Carried 6.2.2 Review of 2022 Proposed Growth and New Capital Projects (Binder Tab 18) Staff noted that the following proposed Growth and New Capital Project has been removed from the 10-Year Capital Plan: Operational Services 34185 Roads - Trackless Sidewalk Utility Vehicle (New) Staff noted that the following proposed Growth and New Capital Projects has been removed from the 2022 Budget: Operational Services 73250 Artificial Turf - Location #2 Staff noted that following proposed Growth and New Capital Project budget has been reduced from $2,725,000 to $2,575,000: Operational Services 73201 Artificial Turf - Location #1 Budget Committee consented to remove the following proposed Growth and New Capital Project from the 2022 budget: Operational Services 24024 Bylaw - SUV x 2 (New) Budget Committee recommends: 1. That the proposed 2022 Growth and New Capital Projects be received; and 2. That the following 2022 Growth and New Capital Projects be approved as presented; and 7 Community Services 74030 Korean War Memorial Corporate Services 14086 ArcGIS Portal 14101 Permit Occupancy Application 24029 AMPS Implementation Operational Services 73201 Artificial Turf - Location #1 Planning and Development Services 31229 Construction of Layby Lane on Tecumseh Drive at Aurora Heights P.S. 34617 Sidewalk - Edward/100m E of Yonge-Dunning 3. That the following 2022 Growth and New Capital Projects, which were pulled for discussion, be approved as presented; and Corporate Services 14076 Digital Education Program 14102 Garbage Tag Portal Operational Services 71092 Facilities - Van Aurora Town Square (New) 71117 Parks - Utility Vehicle - Wildlife Park (New) 73290 Tree Inventory 73335 Dog Waste Container/Diversion Pilot Project 4. That the following 2022 Growth and New Capital Projects, which were pulled for discussion, be given conditional budget approval pending further report to Council. Corporate Services 14088 Outdoor Wi-Fi Implementation Operational Services 73338 St. Anne's School Park Planning and Development Services 34518 Pedestrian Crossings as per 2019 DC Study 8 34519 Traffic Calming as per 2019 DC Study Carried 6.2.3 Review of 2022 Proposed Studies and Other Capital Projects (Binder Tab 19) Budget Committee recommends: 1. That the proposed 2022 Studies and Other Capital Projects be received; and 2. That the following 2022 Proposed Studies and Other Capital Project be approved as presented; and Community Services 73331 Parks & Recreation Master Plan 3. That the following 2022 Studies and Other Capital Project, which was pulled for discussion, be approved as presented; and Corporate Services 14105 IT Security Penetration Testing 4. That the following 2022 Studies and Other Capital Project, which was pulled for discussion, be given conditional budget approval, pending further report to Council. Corporate Services 13026 Risk Management Carried 6.2.4 Review of Closed Capital Projects (Binder Tab 20) Budget Committee recommends: 1. That the Review of Closed Capital Projects be received for information. Carried The Mayor allowed questions from Committee members regarding the 2022 Capital Budget after the consideration of Item 6.2.4. 9  Councillor Gaertner referred to Closed Capital Projects 71144, 71154, 71158, and 71171 and sought clarification regarding the variance in the approved budget amount versus the amount spent, and staff provided a response.  Councillor Gaertner referred to the Growth and New Capital Project 31229 - Construction of a Layby Lane on Tecumseh Drive at Aurora Heights P.S. and noted her opposition regarding the proposed budget and project. 7. Adjournment The meeting was adjourned at 1:34 p.m.