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MINUTES - General Committee - 20111128 TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING REPORT OPERATING BUDGET & PUBLIC CONSULTATION Council Chambers Aurora Town Hall Monday, November 28, 2011 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard, Buck, Gaertner (arrived at 9:08 a.m.), Gallo (arrived at 9:08 a.m.), Humfryes, Pirri, and Thompson MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Director of Corporate and Financial Services/Treasurer, Director of Customer and Legislative Services/Town Clerk, Director of Infrastructure and Environmental Services, Director of Legal Services/ Town Solicitor, Director of Parks and Recreation Services, Director of Planning and Development Services, Manager of Financial Planning, Financial Analyst/Budget Supervisor, and Council/Committee Secretary Mayor Dawe called the meeting to order at 9:06 a.m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. II APPROVAL OF AGENDA General Committee recommends: THAT the agenda as circulated by the Customer and Legislative Services Department be approved. CARRIED III PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2012 BUDGET Mr. Christopher Watts, resident, addressed Council regarding the Smart Car currently assigned to By-law Services and referenced in Capital Project 24008 of the 2011 Draft Budget. He remarked on the reported inappropriateness of the car and issues around practicality, safety and maintenance, and questioned why the vehicle would remain in the fleet for any purpose. Mr. Watts recommended that the Smart Car should be seen as a liability and that the proceeds from the sale of this vehicle could be put toward converting the Town’s fleet into greener vehicles. Special General Committee Meeting Report Operating Budget & Public Consultation Monday, November 28, 2011 Page 2 of 7 General Committee recommends: THAT the comments of the delegate be received for information. CARRIED IV DELEGATIONS (a) Susan Morton-Leonard, Volunteer, Aurora Festival of the Arts (AFA) Re: Funding Request for 2012 Aurora jazz+ Festival Ms Morton-Leonard addressed Council on behalf of the AFA to request Council’s support of the fourth annual Aurora jazz+ Festival by allowing a waiver of the Town Park permit fees for the Civic Holiday long weekend, August 3-6, 2012, and by providing services-in-kind to include: use of the Town’s logo on Festival promotional material, signage and website; use of the Town’s electronic signs and non-electric signs to advertise the Festival; permission to display signs around the Town one month prior to the Festival; Festival information on the Town’s website including a link to the Festival’s website; and promotion of the Festival and having information available at Town Hall. She noted the economic benefits of the Festival, including greater awareness of local charities, increased sales for nearby retailers and restaurants, and increased exposure for the Town. Ms Morton-Leonard said they hoped that Council would continue to appreciate the citizen volunteer efforts involved in producing this annual event that contributes to the well-being of Aurora’s citizens. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED (b) Dan Elliott, Director of Corporate & Financial Services/Treasurer Re: Overview of Operating Budget Process Mr. Elliott reviewed the day’s agenda and provided an overview of the Operating Budget including overarching budget issues, adjustments to date, salaries and benefits, new staff, conferences and training, tax rate pressures, proposed adjustments, summary of debt, and the impact to the overall residential tax bill. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED V CONSIDERATION OF ITEMS 1. 2012 Operating Budget – Council Administration Presentation by Dan Elliott, Director of Corporate & Financial Services/Treasurer Mr. Elliott presented elements of the Council Administration Operating Budget. He reviewed the functions of the Department which are Office of the Mayor and Council, Community Grants, and Town Advisory Committees. Mr. Elliott provided an overview of expenditures and revenues, base pressures, efficiencies and reductions, and line items of the Department budget. Special General Committee Meeting Report Operating Budget & Public Consultation Monday, November 28, 2011 Page 3 of 7 Councillor Humfryes left the meeting at 10:30 a.m. The Committee recessed at 10:30 a.m. and reconvened at 10:51 a.m. General Committee recommends: THAT the original motion being “THAT the presentation by Mr. Dan Elliott be received; and THAT the 2012 Operating Budget – Council Administration be approved.” be tabled. CARRIED General Committee recommends: THAT the CAO and staff be challenged to reduce their respective department budgets by an additional 0.5% and, if unable to do so, staff be directed to report back regarding what the impact of doing so would be. DEFEATED General Committee recommends: THAT the original motion be brought back for consideration. CARRIED General Committee recommends: THAT the Community Grants and the Historical Grant budget discussions be deferred. CARRIED General Committee recommends: THAT the Arts & Cultural Grant budget be approved as presented. CARRIED General Committee recommends: THAT the Education Grants budget be increased from $3,000 to $4,800. CARRIED General Committee recommends: THAT the Economic Development Advisory Committee budget discussion be deferred. CARRIED General Committee recommends: THAT the Civic Responsibilities budget be reduced from $20,600 to $17,600. CARRIED Special General Committee Meeting Report Operating Budget & Public Consultation Monday, November 28, 2011 Page 4 of 7 General Committee recommends: THAT the presentation by Mr. Dan Elliott be received; and THAT the 2012 Operating Budget – Council Administration be approved as amended. CARRIED The Committee recessed at 12:02 p.m. and reconvened at 12:39 p.m. General Committee recommends: THAT Item 3 be moved forward for consideration. CARRIED 3. 2012 Operating Budget – Parks & Recreation Services Presentation by Al Downey, Director of Parks & Recreation Services Mr. Downey presented elements of the Parks & Recreation Services Operating Budget. He reviewed the functions of the Department which are Parks and Recreation Services Administration, Parks and Open Spaces and Trails, Recreational Programming and Community Development Initiatives, and Business Support Services. Mr. Downey stated the 2012 Objectives associated with improving operational efficiency, positioning for the future, and client service and satisfaction. He provided an overview of expenditures and revenues, base pressures, growth and enhancements, and new items. Councillor Humfryes returned to the meeting at 12:44 p.m. General Committee recommends: THAT the presentation by Mr. Al Downey be received. CARRIED General Committee recommends: THAT the 2012 Operating Budget – Parks & Recreation Services be approved as presented. CARRIED General Committee recommends: THAT Item 5 be moved forward for consideration. CARRIED Special General Committee Meeting Report Operating Budget & Public Consultation Monday, November 28, 2011 Page 5 of 7 5. 2012 Operating Budget – Infrastructure & Environmental Services Presentation by Ilmar Simanovskis, Director of Infrastructure & Environmental Services Mr. Simanovskis presented elements of the Infrastructure & Environmental Services Operating Budget. He reviewed the functions of the Department which are Engineering and Capital Projects, Facilities and Fleet Services, Road Network Operations, Solid Waste and Recycling, and Water and Wastewater Operations. Mr. Simanovskis stated the 2012 Objectives associated with improving organizational efficiencies, positioning for the future, and client service and satisfaction. He provided an overview of expenditures and revenues, base pressures, efficiencies and reductions, new items, and forecast pressures. Councillor Humfryes left the meeting at 2:17 p.m. General Committee recommends: THAT the request for the conversion of three (3) Seasonal (Contract) Facilities Operators to full-time positions be referred back to staff to find $100,000 savings elsewhere in the budget. DEFEATED General Committee recommends: THAT the request for the conversion of three (3) Seasonal (Contract) Facilities Operators to full-time positions be deleted. DEFEATED General Committee recommends: THAT the presentation by Mr. Ilmar Simanovskis be received; and THAT the 2012 Operating Budget – Infrastructure & Environmental Services be approved as presented. CARRIED The Committee recessed at 2:35 p.m. and reconvened at 2:49 p.m. Councillor Humfryes returned to the meeting at 2:49 p.m. 2. 2012 Operating Budget – CAO’s Office/Administrative Services Presentation by Neil Garbe, Chief Administrative Officer Mr. Garbe presented elements of the CAO’s Office/Administrative Services Operating Budget. He reviewed the functions of the Department which are Organization Administration, Communications, Economic Development, Strategic Initiatives, and Environmental Initiatives. Mr. Garbe stated the 2012 Objectives associated with improving organizational efficiencies, positioning for the future, and client service and satisfaction. He provided an overview of expenditures, base pressures, efficiencies, enhancements, and forecast pressures. Special General Committee Meeting Report Operating Budget & Public Consultation Monday, November 28, 2011 Page 6 of 7 Councillor Gallo returned to the meeting at 3:12 p.m. General Committee recommends: THAT the Smart Commute budget discussion be deferred to a future Budget meeting in December, 2011 to allow the opportunity of a presentation by a representative of Smart Commute Central York. CARRIED General Committee recommends: THAT the presentation by Mr. Neil Garbe be received. CARRIED General Committee recommends: THAT the 2012 Operating Budget – CAO’s Office/Administrative Services be approved as amended. CARRIED 4. 2012 Operating Budget – Legal Services Presentation by Warren Mar, Director of Legal Services/Town Solicitor Mr. Mar presented elements of the Legal Services Operating Budget. He reviewed the functions of the Department and stated the 2012 Objectives associated with improving operational efficiency, positioning for the future, and client service and satisfaction. Mr. Mar provided an overview of expenditures and revenues, base pressures, and forecast pressures. General Committee recommends: THAT the presentation by Mr. Warren Mar be received; and THAT the 2012 Operating Budget – Legal Services be approved as presented. CARRIED 6. 2012 Operating Budget – Corporate & Financial Services Presentation by Dan Elliott, Director of Corporate & Financial Services/Treasurer Mr. Elliott presented elements of the Corporate & Financial Services Operating Budget. He reviewed the functions of the Department which are Office of the Director and Treasurer, Corporate Accounting, Financial Planning, Human Resources, and Information Technology Services. Mr. Elliott explained several key performance indicators and stated the 2012 Objectives associated with improving organizational efficiencies, positioning for the future, and client service and satisfaction. He provided an overview of expenditures and revenues, base pressures, efficiencies and reductions, annualization, new items, and forecast pressures. Special General Committee Meeting Report Operating Budget & Public Consultation Monday, November 28, 2011 Page 7 of 7 General Committee recommends: THAT the presentation by Mr. Dan Elliott be received. CARRIED General Committee recommends: THAT the 2012 Operating Budget – Corporate & Financial Services be approved as presented. CARRIED General Committee recommends: THAT the issue of continuing the contract with Bullfrog Power be deferred pending a further detailed report to Council. CARRIED VI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 4:29 p.m. CARRIED GEOFFREY DAWE, MAYOR JOHN D. LEACH, TOWN CLERK THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING OF NOVEMBER 28, 2011 WAS RECEIVED BY COUNCIL ON DECEMBER 13, 2011.