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MINUTES - General Committee - 20111212 TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING REPORT OPERATING BUDGET & PUBLIC CONSULTATION Council Chambers Aurora Town Hall Monday, December 12, 2011 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard, Buck, Gaertner, Humfryes, Pirri (arrived at 7:03 p.m.), and Thompson MEMBERS ABSENT Councillor Gallo 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 Parks and Recreation Services, Director of Planning and Development Services, Manager of Financial Planning, and Council/Committee Secretary Mayor Dawe called the meeting to order at 7:02 p.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 No members of the public came forward. Special General Committee Meeting Report Operating Budget & Public Consultation Monday, December 12, 2011 Page 2 of 6 IV DELEGATIONS (a) Suzanne Reiner, President, Aurora Historical Society (AHS) Re: AHS 2011 Funding Report and 2012 Funding Request Ms Reiner thanked the Town for its continued support since the mid-1960s in preserving the social, cultural and material heritage of the Town of Aurora. She presented the achievements of AHS in 2011 including services provided, collection and exhibit achievements, exhibit and collection-based programming, landscape and facilities management, fundraising and community relations achievements, governance and administration, human resources, and partnerships. Ms Reiner stated that AHS is requesting $50,000 in 2012 to enable it to continue providing heritage services to the community, promote the importance of preservation for future generations, and help offset costs associated with the management and operations of Hillary House. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED (b) Catherine Richards, Manager-Curator, Aurora Historical Society (AHS) Re: AHS Hillary House 150th Anniversary 2011 Funding Report and 2012 Funding Request Ms Richards presented the curatorial achievements to date and the next steps with regard to the celebrations of the 150th Anniversary of Hillary House, including programming and event plans, marketing and landscape plans, curatorial work, and fundraising activities. She stated that AHS is requesting the Town’s continued support for the 150th Anniversary plans in the form of $5,000 toward landscaping expenses and $5,000 toward programming expenses. Ms Richards thanked the Town for its support to date and for partnering with AHS on the 150th Anniversary plans. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED (c) Rob Layton, President, Board of Directors, and Laura Schembri, Executive Director, Aurora Cultural Centre Re: Aurora Cultural Centre – Update of Activities Mr. Layton, on behalf of the Board of Directors, thanked Council for asking them to guide the formation of the Centre and for Council’s past and future support. He suggested that the immediate embracing of the Centre by the Town’s citizens proves that Aurorans will join together to celebrate their heritage, explore their history, and share their culture. Ms Schembri thanked the Town for the operational funding which has enabled the Centre to meet its mandate in its first full year of operations. She reviewed the achievements of 2011, including having staff in place, an active volunteer roster, seasonal instructional programs, a schedule of rotating exhibitions, a concert series, free events, and fundraising initiatives. Ms Schembri stated that events have been well-attended, with steady growth in all areas, and local businesses Special General Committee Meeting Report Operating Budget & Public Consultation Monday, December 12, 2011 Page 3 of 6 have shown enthusiasm through sponsorships and in partnership. Ms Schembri referred to the 2012 Highlights of Programs and Events and the 2012 Highlights of Gallery Exhibitions by Month and provided a brief description of the plans for 2012. She also acknowledged and thanked Town staff for their assistance. Mr. Layton added that it was clear that Aurora continues to benefit from the contribution of the many dedicated professionals and volunteers that provide these programs and the Centre is grateful to be the resource through which these contributions are realized. General Committee recommends: THAT the comments of the delegates be received for information. CARRIED (d) Judy Marshall, Executive Director, Aurora Chamber of Commerce Re: Sponsorship from the Town Ms Marshall provided some background on the Signature Sponsorship received from the Town each year in the amount of $6,000, which is specifically for the Aurora Chamber of Commerce Business Achievement Awards. She explained that the Town receives event tickets and VIP seating for up to eight people, the Mayor presents the New Business Venture award, and the Town is included in all promotional material before, during and after the event, including during interviews where the top three sponsors are acknowledged for their support. Ms Marshall suggested that next year the Chamber would present a more detailed proposal to the Town and request additional funding, specifically for a reduced rental fee for the Aurora Home Show. She advised that the discounted fee would apply to only the three non-revenue setup days prior to the opening of the show. Ms Marshall thanked the Town for its excellent, ongoing support of the Chamber. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED V CONSIDERATION OF ITEMS 1. 2012 Operating Budget – Aurora Public Library Board Presentation by Louise Procter Maio, Chief Executive Officer & Secretary- Treasurer, Aurora Public Library Ms Procter Maio introduced Mr. Charles Levine, Chair of the Aurora Public Library Board, as a co-presenter. She thanked Council and acknowledged the support that the Library has received over the years. Ms Procter Maio advised that the Operating Budget had been reduced by $25,400 due to a benefits cost adjustment. Mr. Levine recognized members of the Library Board and Library staff who were present in the audience, as well as those Council Members, past and present, who have been or are currently active on the Library Board. He presented the Library’s mission, role, and community value, and noted that a recent telephone survey revealed a higher percentage (73%) of Library users in Aurora compared to many other communities surveyed. Mr. Levine reviewed the 2011 use indicators, as of September 30, 2011, and said these activity rates showed that the Library is an Special General Committee Meeting Report Operating Budget & Public Consultation Monday, December 12, 2011 Page 4 of 6 asset that provides a value-added service by connecting resources with people and contributing to the social and economic development of the community. Ms Procter Maio presented elements of the Aurora Public Library Board Operating Budget. She reviewed the Library’s governance and its functional areas including Public Services, Support Services, and Administration. Ms Procter Maio stated the 2012 Objectives associated with engaging the community, collaborating and partnering, and mobilizing knowledge. She provided an overview of the budget principles, items, highlights, pressures, and the impact of assessment growth on the Library budget. Ms Procter Maio added that the Library is an integral community asset that offers significant community value, where every dollar invested in the Library is an investment in each resident. General Committee recommends: THAT the presentation by Ms Louise Procter Maio and Mr. Charles Levine be received; and THAT the 2012 Operating Budget – Aurora Public Library Board be approved as presented. CARRIED 2. 2012 Operating Budget – Fire & Emergency Services Presentation by Fire Chief Ian Laing, Central York Fire Services Mr. Dan Elliott presented prior to Fire Chief Laing in order to provide some context regarding the Fire & Emergency Services Operating Budget. He reviewed the functions being Central York Fire Services (CYFS), under the direction of the Joint Council Committee, and the Community Emergency Preparedness and Operations Management Centre. Mr. Elliott presented an overview of the budget including changes for 2012, CYFS cost sharing history, and a summary of the financial changes and impact on Aurora for Fire Services. Councillor Humfryes declared a pecuniary interest in the Fire & Emergency Services Operating Budget, as her spouse is employed by Central York Fire Services, and left the meeting at 8:42 p.m. Chief Laing noted that the tenth anniversary of Central York Fire Services is approaching as the consolidation of the Aurora and Newmarket fire services officially took place in January, 2002. He recognized and thanked all past and present members of the Joint Council Committee for their continued support. Chief Laing provided an overview of staffing, deployed through the truck platoons, training, administration and fire prevention, and operating out of four fire stations. He presented emergency response data and noted that service contracts with the Town of Whitchurch-Stouffville and the Township of King generate revenue. Chief Laing reviewed elements of the Operating Budget, including wages and benefits and other operating expenses, and the Capital Budget, including fleet, facilities, and equipment. Special General Committee Meeting Report Operating Budget & Public Consultation Monday, December 12, 2011 Page 5 of 6 General Committee recommends: THAT the presentation by Mr. Dan Elliott and Fire Chief Ian Laing be received; and THAT the 2012 Operating Budget – Fire & Emergency Services be approved as presented. CARRIED The Committee recessed at 9:18 p.m. and reconvened at 9:25 p.m. Councillor Humfryes returned to the meeting at 9:25 p.m. General Committee recommends: THAT the Historical grant budget discussion be brought forward to address the Aurora Historical Society grant component. CARRIED General Committee recommends: THAT the $50,000 operating grant and the $10,000 grant for the 150th Anniversary of Hillary House be approved. CARRIED General Committee recommends: THAT the Committee be provided with additional details of “Other Expenditures”, to include the top five major expenditures from each department, and any other expenditures which exceed $25,000, as proposed in the 2012 Budget. CARRIED 3. 2012 Operating Budget – Water, Wastewater & Stormwater Services Presentation by Ilmar Simanovskis, Director of Infrastructure & Environmental Services, and Dan Elliott, Director of Corporate & Financial Services/Treasurer Mr. Simanovskis presented elements of the Water, Wastewater & Stormwater Services Operating Budget. He provided an overview of the drinking water supply and wastewater systems including key objectives and budget objectives. Mr. Simanovskis identified key factors associated with sustainability, system water losses, and deficit reserve balances. He reviewed the 2011 variances, Regional rate forecast and calculation, composition of the proposed water/wastewater rate increase, annual rate history, and reserve balances. Mr. Elliott addressed the rebalancing and transfer of $409,000 from the water fund to the tax fund. He explained that there were two components: $116,000 of non-metered water used by the Parks Division not previously billed to the tax rate; and $293,000 of costs previously funded by water that can no longer be supported. Mr. Elliott advised that this transfer would be revenue-neutral to the Special General Committee Meeting Report Operating Budget & Public Consultation Monday, December 12, 2011 Page 6 of 6 Town, represent truer costs for the tax and water operations, and ensure that those receiving services pay the cost of those services. Mr. Simanovskis continued by providing an overview of the stormwater system, including key objectives, budget objectives, 2011 variances, composition of the proposed fee increase, annual fee history, and reserve balances. General Committee recommends: THAT the Procedural By-law be waived to extend the hour to 11:00 p.m. CARRIED Councillor Buck left the meeting at 10:31 p.m. General Committee recommends: THAT the presentation by Mr. Ilmar Simanovskis and Mr. Dan Elliott be received; and THAT the 2012 Operating Budget – Water, Wastewater & Stormwater Services be approved as presented. CARRIED General Committee recommends: THAT a communications package be created and regularly updated in order to keep the residents of Aurora informed of the 2012 Budget process and status. CARRIED VI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:52 p.m. CARRIED GEOFFREY DAWE, MAYOR JOHN D. LEACH, TOWN CLERK THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING OF DECEMBER 12, 2011 WAS RECEIVED BY COUNCIL ON FEBRUARY 14, 2012.