AGENDA - Budget Committee - 20230123Town of Aurora
Budget Committee
Meeting Agenda
Date:Monday, January 23, 2023
Time:6 p.m.
Location:Council Chambers, Aurora Town Hall
Meetings are available to the public in person and via live stream on the Town’s YouTube channel.
To participate, 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 FIN23-002 - 2023 Budget Information 1
That Report No. FIN23-002 be received; and1.
That staff work with the Finance Advisory Committee (FAC) to
develop a ward budget policy and that it be established in the
2024 budget.
2.
6.2 CMS23-003 - Aurora Cultural Centre 2023 Funding Request 13
That Report No. CMS23-003 be received; and1.
That the request for the 2023 Operating Grant to the Aurora
Cultural Centre in the amount of $454,300 be approved; and
2.
That up to a maximum of $175,600 in funding from the Aurora
Town Square Operating budget to offset any relocation-driven
operating expenses experienced by the Aurora Cultural Centre be
approved; and
3.
That the requested increase to the base funding for 20234.
Operating Grant to the Aurora Cultural Centre in the amount of
$84,460 be approved; and
That the Aurora Cultural Centre base funding increase of
$84,460 be funded by an equivalent one-time contribution from
the Tax Rate Stabilization Reserve (Option 3).
5.
7.Adjournment
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Budget Committee
No. FIN 2 3 -002
Subject: 2023 Budget Information
Prepared by: Tracy Evans, Financial Management Advisor
Department: Finance
Date: January 23, 2023
_
Recommendation
1. That Report No. FIN23-002 be received; and
2. That staff work with FAC to develop a ward budget policy and that it be established in
the 2024 budget.
Executive Summary
At the January 9th and 14th Budget Committee meetings, staff was asked to come back
with information on multiple items. This report addresses some of these requests.
A comparison of Council remuneration in the northern six York Region
municipalities
Local comparable municipalities do not have ward specific budgets
A new insurance contract will result in savings in premiums with an increase to
deductibles
The initial approved capital budget authority for a project can change based on
the Town’s governance model
Moving forward the Town will report on capital project budget authority in-year
changes as part of the annual budget process
Page 1 of 18
January 23, 2023 2 of 6 Report No. FIN23-002
Background
As of the writing of this report, Budget Committee has completed three meetings taking
place on January 9th, 14th, and 16th. During these meetings Budget Committee made
multiple inquiries of staff.
Analysis
A comparison of Council remuneration in the northern six York Region municipalities
A summary of the Council salaries excluding benefits and car allowances is shown in
Table 1 below. This is based on the 2021 Council remuneration reports posted on each
of the norther six (N6) municipalities.
Table 1
2021 York Region N6 Council Salaries
Municipality Mayor Salary Councillor Salary
Aurora 101,589 37,363
East Gwillimbury 71,833 44,968
Georgina 78,315 37,542
King 92,942 40,638
Newmarket 99,398 51,330
Stouffville 96,685 47,973
Local comparable municipalities do not have ward specific budgets
Staff undertook a review of all municipalities within York Region, the majority do not
have ward specific budgets, nor do they have supporting policies. In some cases,
municipalities have allowed for a small discretionary budget for each council member.
At this time, the 2023 Council budget does not include any ward specific budgets. Staff
recommend working with the Finance Advisory Committee to develop a ward budget
policy for Council members and that discretionary ward budgets be established in the
2024 budget.
Page 2 of 18
January 23, 2023 3 of 6 Report No. FIN23-002
A new insurance contract will result in savings in premiums with an increase to
deductibles
After the development and tabling of the 2023 proposed budget, staff entered into a
new contract for insurance services. During the Corporate Services Budget Committee
operating budget presentation, the new insurance contract was identified and the
potential for resultant savings noted. This contract includes a reduction to the
premiums cost that was estimated in the budget. Further, the deductible amount that
the Town will pay on each claim has increased.
The increase to the deductible will likely result in a required higher insurance deductible
budget over time, which will be offset by the savings on the proposed budget for the
insurance premiums. This will result in no impact to the overall proposed 2023 Budget.
An insurance reserve will be created by the Treasurer to manage the risk of higher
deductibles. This will manage the variability from year-to-year. Any insurance budget
savings will be contributed to this newly created reserve and conversely, any insurance
related shortfalls will be offset with funds from this reserve.
The initial approved capital budget authority for a project can change based on the
Town’s governance model
A capital project’s initial capital budget authority may be changed over the course of a
fiscal year through three primary mechanisms under the Town’s existing governance
model:
- A transfer of capital budget authority between projects within a capital program
- An in-year capital budget authority change request approval from Council
- A transfer of capital budget authority between projects as per the delegation
bylaw
The transfer of capital budget authority between projects is allowed within any
established capital program. Capital programs were established in the 2021 for
facilities, fleet, roads and storm sewer asset management projects. In 2023, staff is
seeking Council approval to create an Information Technology capital program. Capital
programs enable staff to manage variances of similarly funded capital projects and
reduce the delays needed to seek additional approvals when tenders come in higher
than expected where project scope does not change.
Page 3 of 18
January 23, 2023 4 of 6 Report No. FIN23-002
The use of the capital programs is subject to the following rules:
The savings applied to other projects should represent true savings and not a
deferral that will need to be re-budgeted in future years
There is permanent reduction in the scope of donor project
The project scope must remain the same as originally approved by Council
The projects must have the same funding source
The capital budget authority for the program cannot be exceeded
The planned capital spending (cash flow) for the budget year cannot be
exceeded
Capital programs must be approved by Council
Any excess capital budget authority should be identified during completion of the
contract award form or through the formal budget or forecast update during the
year.
There is no limit on the amount that can be transferred between projects within a capital
program if all the above-mentioned rules are met.
An increase in capital budget authority for a project that is not part of capital program
may be achieved in one of two ways:
A formal request to Council requesting an increase of additional capital budget
authority through the annual budget process or an in-year approval request.
A request that the Treasurer transfer one time up to a maximum of 10% in capital
budget authority from a similarly funded project to another as per Schedule “C” of
By-law Number 6212-19 financial matters item # 25.
Moving forward the Town will report on capital project budget authority in-year changes
as part of the annual budget process
Currently the management of these changes to budget is difficult to track due to the
limited ability with the Town’s current systems. Reporting on this should be easier once
the Town’s implementation of the new financial system is complete.
Attachment #1 presents a listing of the opening 2023 active capital projects including
their initial 2022 approved capital budget authority, plus/minus any in-year adjustments
resulting in their final ending 2022 budget authorities. For each project that experienced
an in-year budget change and explanation is provided for the change. This information
will be included in future budget documents.
Page 4 of 18
January 23, 2023 5 of 6 Report No. FIN23-002
Advisory Committee Review
Not applicable.
Legal Considerations
Section 291 of the Municipal Act provides that a municipality may prepare and adopt
multi-year budgets. For the second and each subsequent year, Town Council will have
the opportunity to re-review the budget, make any necessary changes and re-adopt the
budget for the year to which the budget applies.
On October 22, 2019, Council approved By-law Number 6212-19 which updated and
defined the Town of Aurora’s delegation policies and procedures that were approved by
Council in 2007. This By-law also consolidated and identified specific delegations into a
single By-law. Under Schedule “C” of this new By-law, the Treasurer has delegated
authority to close any capital project deemed complete including the adjustment to
project funding to return or draw from the originating funding sources on behalf of
Council and to report to council on an annual basis.
Financial Implications
There are no direct financial implications as a result of this report.
Communications Considerations
The Town will inform the public of the changes to the budget process by posting
information to the Town’s website. The calendar of budget-related meetings will also be
shared on the website and through other communications channels.
Climate Change Considerations
The recommendations from this report do not directly impact greenhouse gas
emissions or climate change adaptation. Climate change has been considered in the
2023 proposed budget that will be reviewed by Budget Committee for its review and
consideration in the new year.
Link to Strategic Plan
Developing the annual budget supports all aspects of the Strategic Plan.
Page 5 of 18
January 23, 2023 6 of 6 Report No. FIN23-002
Alternative(s) to the Recommendation
1. None.
Conclusions
This report provides responses to multiple inquiries made by the Budget Committee
over the course of the discussions to date.
Attachments
Attachment #1 – 2022 to 2023 Capital Budget Continuity Schedule
Previous Reports
N/A
Pre-submission Review
Agenda Management Team review on January 19, 2023
Approvals
Approved by Rachel Wainwright-van Kessel, CPA, CMA, Director, Finance/Treasurer
Approved by Doug Nadorozny, Chief Administrative Officer
Page 6 of 18
Project 2023 Previously
Approved Budget
2022 Approved
Budget Difference Reason for change
Asset Management
Community Services
*Facilities
72319 - SARC - Replace security system - 32,100 (32,100) Project completed - Moved to Closed Capital project list in 2023
72398 - ASC - Replacement of security system 53,600 53,600 -
72444 - Yonge St Electronic Sign Replacement 70,000 70,000 -
72476 - Unplanned - Emergency Repairs Contigency 2022 - 100,000 (100,000) $94,191 to #72472. Project completed - Moved to Closed Capital
project list in 2023.
72146 - 215 Industrial Parkway Exterior Works (Roof and
Front Door System)145,000 145,000 -
72172 - ACC - Sport Flooring 73,900 73,900 -
72201 - Work Station Refresh Carpet Paint 1,064,978 1,070,000 (5,022) $5,022 to #74021
72204 - Security Audit & Implementation 526,800 526,800 -
72213 - ASC - LED Lighting - 50,000 (50,000) $3,773 to #72419. Project completed - Moved to Closed Capital
project list in 2023.
72226 - AFLC HVAC Arena 34,347 135,000 (100,653) $100,653 to #72263
72263 - SARC - Cooling Evaporator Tower 190,653 90,000 100,653 $100,653 from #72226
72283 - SARC - Replacement of Pylon Sign Message Board 77,500 50,000 27,500 $27,500 from #72443
72297 - ACC - Ice Resurfacer Room Heater 20,500 20,500 -
72302 - AFLC - Replacement of Arena Seating 51,200 51,200 -
72305 - SARC - West Roof Area - Window Sealant 10,200 10,200 -
72323 - SARC - Repair of concrete walkways - 20,000 (20,000) Project completed - Moved to Closed Capital project list in 2023
72324 - AFLC - Replace hollow metal doors & exterior exit
doors 83,350 55,000 28,350 $28,350 from #72405
72328 - AFLC - Replace built up roofing above Arena dressing
rooms 90,100 90,100 -
72340 - ACC - Reseal exterior windows 13,500 13,500 -
72342 - ACC - Replace thermoplastic membrane roofing 165,600 165,600 -
72346 - ACC - Reseal concrete floors 28,700 28,700 -
72372 - 215 Industrial - Refurbishment of Generator 50,000 50,000 -
72381 - CYFS 4-3 - Replace windows 28,800 28,800 -
72393 - ASC - Replacement of roofing sections 32,160 32,160 -
72404 - Town Hall - Replacement of exterior entrance doors - 16,500 (16,500) Project completed - Moved to Closed Capital project list in 2023
72405 - Town Hall - Replacement of roof sections and
Skylight Sealant 221,650 250,000 (28,350) $28,350 to #72324
72419 - Town Hall - Repair of concrete/stone walkways 37,273 33,500 3,773 $3,773 from #72213
72441 - AFLC - Pool Boiler Replacement 150,000 150,000 -
72448 - Town Hall - Interior Conversion to LED - 95,000 (95,000) Project completed - Moved to Closed Capital project list in 2023
72449 - SARC - Interior LED Retrofit - 30,000 (30,000) Project completed - Moved to Closed Capital project list in 2023
72450 - SARC - Low-E Ceiling - Arenas 128,000 128,000 -
72452 - Energy and Demand Management Plan
Implementation 100,000 100,000 -
72453 - Unplanned - Emergency Repairs - 200,000 (200,000) Project completed - Moved to Closed Capital project list in 2023
72454 - Victoria Hall - Accessible Ramp - Accessibility Plan
Implementation 20,000 20,000 -
72457 - Lane Ropes for SARC & AFLC and new diving board at
SARC - 48,000 (48,000) $27K from #72475. Project completed - Moved to Closed Capital
project list in 2023
72460 - Aurora Sports Dome Retrofit 600,000 600,000 -
72469 - COVID-19 Related Facility Improvements 72,550 72,550 -
74021 - SARC - Comprehensive Sound/Audio/Public Address
System Upgrade 50,222 45,200 5,022 $5,022 from #72201
72472 - SARC Pool Repairs - Grant Funded 448,791 45,200 403,591 In-year $354,600 CBA increase as per Council report #CMS22-012,
$94,191 from #72476.
*Museum & Archives
73324 - Pet Cemetery Restoration 75,000 75,000 -
*Programs
74007 - AFLC Fitness Equipment Replacement 298,600 298,600 -
74029 - Parade Float 27,500 27,500 -
Corporate Services
13018 - Human Resources Information/Payroll System 250,000 250,000 -
12002 - Accessibility Plan Implementation 1,382,869 1,382,869 -
* Capital Program Page 1 of 6
Attachment 1Page 7 of 18
Project 2023 Previously
Approved Budget
2022 Approved
Budget Difference Reason for change
Operational Services
Operations
*34008 - Roads Operations Infrastructure Inspection, Repair
and Maintenance Program 466,085 400,000 66,085 $18,012 from #34007, $25,000 from #14097, $23,073 from #31109
*31151 - Streetlights - 50,000 (50,000) Project completed - Moved to Closed Capital project list in 2023
*34004 - Safety Railing - Yonge St north of Orchard Heights - 400,000 (400,000) $12,000 from #34005. Project completed - Moved to Closed Capital
project list in 2023
*34005 - Traffic Protection Guide Rail - Kennedy St W.88,000 100,000 (12,000) $12,000 to #34004.
*34007 - Webster Drive Curb/Road Drainage Repair - 65,000 (65,000) $18,012 to #34008. Project completed - Moved to Closed Capital
project list in 2023.
*34616 - Side Walk /Engineered Walkway Reconstruction 525,000 525,000 -
*42073 - Stormwater Pond Maintenance Program - 2019 - 250,000 (250,000) Project completed - Moved to Closed Capital project list in 2023
43039 - Backflow Prevention Program - 50,000 (50,000) Project completed - Moved to Closed Capital project list in 2023
*Fleet
34262 - Vehicle Radio Upgrade 30,000 30,000 -
34431 - Roads - 3/4 Ton Pick Up (#23-21)60,000 60,000 -
34436 - Roads - 6 Ton Diesel Dump with Sander (#28-21)352,900 300,000 52,900 In-year $52,900 CBA increase as per Council Report #OPS22-011
71137 - Parks - 3/4 Ton Pick Up (#204-21)60,000 60,000 -
34432 - Roads - 2 Ton (#24-21)107,900 90,000 17,900 $17,900 to #34441
34440 - Roads - 6 Ton Diesel Dump with Sander (#33-20)- 263,900 (263,900) Project completed - Moved to Closed Capital project list in 2023
34441 - Roads - Street Sweeper (#40-21)- 288,300 (288,300) $17,900 to #34432. Project completed - Moved to Closed Capital
project list in 2023
71136 - Parks - 1 Ton Pick Up Crew Cab (#203-21)62,800 62,800 -
Parks
72281 - AFLC - Skate Park Reconstruction (Conditionally
Approved 2022)675,000 1,195,001 (520,001) $520K conditionally approved in 2022.
73237 - Pathway Paving - Various park trails 30,000 30,000 -
73303 - Tennis Court Resurface - Fleury, Summit & McMahon
Park - 190,000 (190,000) Project completed - Moved to Closed Capital project list in 2023
73333 - Playground Replacement - Elizabeth Hader 140,000 140,000 -
73336 - Cousins Park Boardwalk Replacement 170,000 170,000 -
73134 - Parks/ Trails Signage Strategy Study &
Implementation 695,700 695,700 -
73160 - Emerald Ash Borer Management Program 2,069,850 2,069,850 -
73175 - Walkway Lights - Graham Parkette 60,000 60,000 -
73192 - Board Walk Resurface McKenzie Marsh 600,000 600,000 -
73214 - Playground Replacement- Tamarac Park - 97,750 (97,750) Project completed - Moved to Closed Capital project list in 2023
73215 - Playground Replacement, Walkway Repaving- L
Willson Park 180,000 180,000 -
73232 - Trail/Playground Re-design - Jack Wood Park - 102,400 (102,400) Project completed - Moved to Closed Capital project list in 2023
73240 - Walkway/Basketball Repaving- Tamarac Park 30,000 30,000 -
73242 - Reconstruction of Fleury Park Washroom Facility 480,000 480,000 -
73315 - Sheppards Bush Parking Lot Resurface 250,000 250,000 -
Economic Development
12041 - 89 Mosley St - 5,438,538 (5,438,538) Project completed - Moved to Closed Capital project list in 2023
Planning & Development Services
*Roads
31113 - M & O and Underground Infrastructure
Rehabilitation - Murray Dr, Kennedy St W, Pinehurst Crt.
Wiles Crt.
5,122,291 4,252,291 870,000 $870,000 from #42066
31201 - M & O - Banbury Crt, HIghland Gate, Corbett Cr,
Cossar Dr, Elderberry Tr, Ironshore Crt, Greenbriar Crt,
Spyglass Crt, Cranberry Ln, Dawlish Av
1,311,400 1,311,400 -
31202 - M & O - Haida Dr, Windham Trail, Wellington Heights
Crt, Bayfair Rd, McDonald Dr, Bell Dr, Devins Dr, Crawford
Rose Dr
1,788,790 1,132,900 655,890
Capital program transfers: $150,000 from #31054, $75,000 from
#31116, $255,000 from #31126, $75,890 from #31134, $50,000
from 31114, $18,000 from #31126, $32,000 from #31177
31203 - M & O - Scanlon Crt, Vata Crt, Walton Dr, Old Yonge
St 1,006,900 636,800 370,100
Capital program transfers: $8,100 from #31054, $30,000 from
#31116, $77,000 from #31134, $135,000 from #31140, $120,000
from #31177
31207 - Full Reconstruction - Mill St, Wells St, Edwards St,
Temperance St 228,532 100,000 128,532 $128,532 from #42064
31210 - Full Reconstruction - Marksbury Crt, Gilbank Dr,
Lacey Crt, McLeod Dr 200,000 167,900 32,100 $32,100 from #34626
31228 - M & O - Goulding Ave and Eric T. Smith Way 790,500 790,500 -
31054 - Road Resurfacing - Ind Pkwy S (Engelhard to Yonge),
Vandorf (Ind Pwy S - Bayview)1,347,200 1,505,300 (158,100) $150,000 to #31202, $8,100 to #31203
31108 - Reconstruction - Algonquin Crescent and Haida Drive
(Sections)- 1,971,138 (1,971,138) Project completed - Moved to Closed Capital project list in 2023
* Capital Program Page 2 of 6
Page 8 of 18
Project 2023 Previously
Approved Budget
2022 Approved
Budget Difference Reason for change
31109 - Reconstruction - Kennedy St W & Temperance St - 2,988,300 (2,988,300) $23,073 to #34008. Project completed - Moved to Closed Capital
project list in 2023.
31114 - Reconstruction - Ransom Court and Ransom Street - 667,341 (667,341) $50,000 to #31202. Project completed - Moved to Closed Capital
project list in 2023 .
31116 - Road Resurfacing - Dunning Ave, Edward St, Golf
Links Dr, Ind Pkwy S, McClellan Way, Orchard Hts. Blvd,
Tamarac Trail, Yonge St S
- 3,549,010 (3,549,010) $75,000 to #31202, $30,000 to #31203, $160,000 to #34563. Project
completed - Moved to Closed Capital project list in 2023
31118 - Reconstruction- Browning Crt, Johnson Rd, Holman
Cres, Baldwin Rd 5,388,100 5,388,100 -
31119 - Reconstruction- Adair Dr, Bailey Cres, Davidson Rd.,
Harriman Rd.4,618,600 4,618,600 -
31124 - Henderson Dr. - Wildlife Passage 175,000 175,000 -
31126 - M & O - Harmon Ave, Orchard Hts Blvd., Whispering
Pine Trail - 977,632 (977,632) $255,000 to #31202, $18,000 to #31202. Project completed -
Moved to Closed Capital project list in 2023.
31134 - Road Resurfacing - Yonge St (Golf Links - Orchard
Hts)- 1,206,400 (1,206,400) $75,890 to #31202, $77,000 to #31203. Project completed - Moved
to Closed Capital project list in 2023.
31140 - Road Resurfacing - Archerhill Crt, Jarvis Ave, Gilbert
Dr, Westview Dr, McClellan Way - 616,592 (616,592) $135,000 to #31203. Project completed - Moved to Closed Capital
project list in 2023.
31177 - Recon - Vandorf Sdrd - Monkman Crt - Carisbrooke
Cir.- 1,550,000 (1,550,000) $120,000 to #31203, $32,000 to #31202. Project completed -
Moved to Closed Capital project list in 2023.
31178 - Reconstruction of Poplar Crescent 5,235,300 3,935,300 1,300,000 $1,300,000 from #42066
31199 - Road Resurfacing - Gurnett St., Kennedy St. E.,
Victoria St.,250,000 250,000 -
31243 - Long Term Remediation for the Pavement Heave
Over Vandorf Culvert West of Bayview 230,000 230,000 -
*Stormwater
42089 - Delayne Drive Channel Rehabilitation 152,000 150,000 2,000 $2,000 from #42067
*Streetlights
34712 - Streetlights Improvement on Yonge Street from
Wellington to Church 600,000 600,000 -
*Traffic
34563 - Intersection Pedestrian Signal on Henderson Drive 365,000 205,000 160,000 $160,000 from #31116
*Sidewalks
34626 - Sidewalk Construction on Kitimat - 192,700 (192,700) $32,100 to #31210. Project completed - Moved to Closed Capital
project list in 2023.
*Water, Wastewater, Stormwater
42064 - Storm Sewer Outlet Cleanup 981,468 1,110,000 (128,532) $128,532 to #31027
42066 - Damaged Storm Pipe off Henderson Dr - 4,010,000 (4,010,000) $870,000 to #31113, $1,300,000 to #31178. Project completed -
Moved to Closed Capital project list in 2023.
42067 - Storm Outfall Erosion at Mill Street - 184,600 (184,600) $2,000 to #42089. Project completed - Moved to Closed Capital
project list in 2023.
42072 - Vandorf Sideroad Culvert and Ditch Repair - 219,000 (219,000) Project completed - Moved to Closed Capital project list in 2023
42075 - Performance Monitoring of LID Controls 240,000 240,000 -
42079 - Devlin Place Stream Rehabilitation 200,000 200,000 -
42080 - Jones Court Stream Rehabilitation 150,000 150,000 -
42083 - Willow Farm Lane Stream Rehabilitation 150,000 150,000 -
Finance
Information Technology
14081 - Ethernet Switch Redesign - 2022-2025 400,000 400,000 -
14084 - Maximo EAM for Cities - 100,000 (100,000) Project completed - Moved to Closed Capital project list in 2023
14092 - TrackIT Replacement 20,000 20,000 -
14094 - Data Centre Hardware Refresh 100,000 100,000 -
14095 - Cybersecurity Software 90,000 90,000 -
*14097 - EZMax Mobile - 50,000 (50,000) #25,000 to #34008. Project completed - Moved to Closed Capital
project list in 2023.
14103 - Backflow Prevention App 25,000 25,000 -
14047 - Computer & Related Infrastructure Renewal 1,712,622 1,847,507 (134,885) $67,385 to #14123, $46,200 to #14124, $21,300 to #14125
14123 End User Equipment Replacement - 2023-2026 67,385 67,385
14124 Data Centre Equipment Replacement - 2023-2026 46,200 46,200
14125 Mobile Equipment Replacement - 2023-2026 21,300 21,300
14070 - Boardroom Audio/Video Equipment 100,000 100,000 -
14075 - Business Process Automation and Data Integration 250,500 250,500 -
14082 - Data Centre Upgrades - Cybersecurity 60,000 60,000 -
81025 - GIS Scanner - 10,000 (10,000) Project completed - Moved to Closed Capital project list in 2023
Finance
14012 - Financial System 2,486,000 1,500,000 986,000 $986,000 CBA increase as per Council report #FIN22-012
43038 - Water Meter Replacement Program 4,587,336 4,587,336 -
43055 - Advanced Metering Infrastructure 1,599,500 1,599,500 -
Office of the CAO
12037 - Town of Aurora Website 85,000 85,000 -
$134,885 from #14047. Replaces existing Evergreening project
#14047, which will close at the end of 2022. These projects will
provide funding from 2023 onwards for technology refreshes.
* Capital Program Page 3 of 6
Page 9 of 18
Project 2023 Previously
Approved Budget
2022 Approved
Budget Difference Reason for change
Growth & New
Community Services
Programs
74030 - Korean War Memorial 24,000 24,000 -
74015 - Cultural Services Master Plan 180,000 180,000 -
74017 - Aurora Sports Hall of Fame 77,000 77,000 -
74019 - Active Net Scan System - 20,000 (20,000) Project completed - Moved to Closed Capital project list in 2023
Facilities
72113 - New Recreation Facility-Aquatic center 2,400,000 2,400,000 -
72223 - Electric Vehicle (EV) Charging Stations at Aurora
Town Square 13,800 13,800 -
72410 - SARC - 7500sqft. Gymnasium MPR Admin.11,125,000 8,200,000 2,925,000 In-year $2,925,000 CBA increase as per Council report #CMS22-036
72443 - AFLC - Pylon Sign 38,600 60,000 (21,400) $27,500 to #72283, $6,100 from #72285.
72445 - CYFS - Firehall 4-3 Pylon Sign - 30,000 (30,000) Project completed - Moved to Closed Capital project list in 2023
81019 - Aurora Town Square 51,939,501 51,939,501 -
Corporate Services
24029 - AMPS Implementation 150,000 150,000 -
24015 - Radios for By-Law Officers 85,000 85,000 -
24016 - Animal Control Start Up - 100,000 (100,000) Project completed - Moved to Closed Capital project list in 2023
12016 - Customer Experience Plan (CEP)453,100 453,100 -
Operational Services
Fleet
71092 - Facilities - Van - Aurora Town Square (New)55,000 55,000 -
71117 - Parks - Utility Vehicle - Wildlife Park (New)40,000 40,000 -
24023 - Cameras for Parking Enforcement 60,000 60,000 -
34111 - Roads - DLA/Multipurpose Road Maintenenace
Truck (New)500,000 500,000 -
34188 - Trackless Sidewalk Snow Blower Attachment - 150,000 (150,000) Project completed - Moved to Closed Capital project list in 2023
71060 - Facilities - 1/2 ton Truck (New)45,000 45,000 -
34564 - NEW - 6-ton Diesal Dump w/Plow/Sander 352,900 - 352,900 In-year $352,900 CBA increase as per Council report #OPS22-011
Parks
73201 - Artificial Turf - Location #1 2,575,000 2,575,000 -
73290 - Tree Inventory 40,000 40,000 -
73335 - Dog Waste Container/Diversion Pilot Project 61,000 61,000 -
73338 - St. Anne's School Park (Conditionally Approved 2022)- 200,000 (200,000) $200,000 Conditionally Approved in 2022
73085 - Arboretum Development 1,036,263 1,036,263 -
73107 - Former Kwik Kopy Trail Connection - 927,900 (927,900) Project completed - Moved to Closed Capital project list in 2023
73119 - Street /Park Tree Planting Contract 739,892 739,892 -
73147 - Trail Construction as per Trail Master Plan 150,000 150,000 -
73169 - David Tomlinson Nature Reserve (Phase 1-5)5,119,500 5,119,500 -
73177 - Regionally Approved Pedestrian Underpasses - 1,036,218 (1,036,218) Project completed - Moved to Closed Capital project list in 2023
73247 - Trail Construction (Pandolfo/Glen Ridge
development area)100,000 100,000 -
73287 - Hallmark Lands - Baseball Diamonds 3,750,000 3,750,000 -
73292 - Picnic Tables/Benches/Garbage Receptacles - 55,000 (55,000) Project completed - Moved to Closed Capital project list in 2023
73296 - Trails - Joseph Hartman Trail Connection (DG Group)320,000 320,000 -
73299 - Non - Programmed Park in 2C 1,500,000 1,500,000 -
73323 - Mattamy Phase 4/5 Trail 900,000 900,000 -
73327 - DeGraaf Cres Trail 200,000 200,000 -
81016 - Aurora Promenade Streetscape Design &
Implementation Plan Capital Works 570,000 570,000 -
Operations
72285 - JOC - Additional Work 2,179,101 2,185,201 (6,100) $6,100 to #72443
43057 - Installation of Backflow Prevention Meters in Town
Facilities 125,000 125,000 -
34713 - Street Light Pole Identification 40,000 40,000 -
Planning & Development Services
Roads
31229 - Construction of a Layby Lane on Tecumseh Drive at
Aurora Heights P.S.65,000 65,000 -
31056 - Bloomington Sdrd - Bathurst to Yonge - Sidewalk/
Bikeway/ Illumination 883,569 883,569 -
31101 - Reconstruction - Vandorf Sdrd (Sections)3,547,100 3,547,100 -
31217 - Construction of Median at Yonge Street & Ridge
Road 150,000 150,000 -
34006 - Pave Snow Storage Facility - Lambert Willson Park 1,761,900 1,309,002 452,898 In-year $452,900 CBA increase as per Council report #PDS22-103
Traffic
* Capital Program Page 4 of 6
Page 10 of 18
Project 2023 Previously
Approved Budget
2022 Approved
Budget Difference Reason for change
34518 - Pedestrian Crossings as per 2019 DC Study
(Conditionally Approved 2022)144,100 216,150 (72,050) $72,050 Conditionally Approved in 2022
34519 - Traffic Calming as per 2019 DC Study (Conditionally
Approved 2022)122,550 245,100 (122,550) $122,550 Conditionally Approved in 2022
34527 - Yonge/Wellington Intersection Improvements 1,130,567 494,100 636,467 $636,467 Cost recovery from York Region
34533 - Traffic Calming Measures in School Zones 20,000 20,000 -
Sidewalks
34617 - Sidewalk- Edward/ 100m E of Yonge-Dunning 75,000 75,000 -
34610 - S/W, Multi-use Trail and Illumination - Leslie St -
Wellington St. to Don Hillock Dr - 192,810 (192,810) Project completed - Moved to Closed Capital project list in 2023
34620 - S/W, Multi-use Trail and Illumination - Leslie St. -
Wellington St. E to State Farm - 361,580 (361,580) Project completed - Moved to Closed Capital project list in 2023
34635 - S/W, Multi-use Trail and Illumination - St. John Sdrd -
Bayview to Leslie 1,444,000 1,444,000 -
34637 - S/W - Leslie St - 600 m north of Wellington to N
Town Limit 1,233,580 1,233,580 -
Water, Wastewater, Stormwater
43048 - St John's Sdrd - Leslie to 2C 1,661,000 1,661,000 -
Streetlights
34707 - Lighting Upgrade - Wellington, Berczy to West of
Mary - 236,956 (236,956)
$175,200 to #34006 as per Council decision on June 22, 2021.
$34,900 reduction in anticipated regional grant due to lower costs.
Project completed - Moved to Closed Capital project list in 2023
Finance
Information Technology
14076 - Digital Education Program 50,000 50,000 -
14086 - ArcGIS Portal 100,000 100,000 -
14088 - Outdoor Wi-Fi Implementation (Conditionally
Approved 2022)- 50,000 (50,000) $50,000 conditionally approved in 2022
14101 - Permit Occupancy Application 25,000 25,000 -
14102 - Garbage Tag Portal 25,000 25,000 -
14058 - Project Management Software - 50,000 (50,000) Project completed - Moved to Closed Capital project list in 2023
14068 - Wireless Upgrades and Enhancements 93,500 93,500 -
14072 - Cityview Portal Implementation 92,100 92,100 -
14085 - Migration to Cityview Workspace 100,000 100,000 -
14089 - Business Intelligence 50,000 50,000 -
24013 - CityView Portal 100,000 100,000 -
12025 - Customer Relationship Management (CRM)186,000 186,000 -
13023 - Access Aurora Telephony Project 51,200 51,200 -
Fire Services
21006 - Fire HQ, Hall and Training Construction 13,655,027 13,655,027 -
21106 - Pumper for Fire Hall 4-5 - 410,000 (410,000) Project completed - Moved to Closed Capital project list in 2023
21107 - Fire Hall 4-5 Turn Out Gear - 75,600 (75,600) Project completed - Moved to Closed Capital project list in 2023
21109 - Fire - Smaller Vehicles - 26,900 (26,900) Project completed - Moved to Closed Capital project list in 2023
21114 - Fire Master Plan - 2019 51,250 51,250 -
Building Services
24014 - Digital Plan Review and E-Permit Applications 120,000 120,000 -
* Capital Program Page 5 of 6
Page 11 of 18
Project 2023 Previously
Approved Budget
2022 Approved
Budget Difference Reason for change
Studies & Other
Community Services
73331 - Parks & Recreation Master Plan 100,000 100,000 -
73329 - Building Condition Assessment & Energy Audits 175,000 175,000 -
72206 - Back Up Generation for Evacuation Centre 50,000 50,000 -
72459 - Facilities Study 90,000 90,000 -
Corporate Services
13026 - Risk Management (Conditionally Approved 2022)30,000 70,000 (40,000) $40,000 Conditionally Approved in 2022
13020 - Appraisal of Town Buildings - 2019 44,970 44,970 -
13015 - Employee Engagement Survey - 2020 50,000 50,000 -
13021 - Diversity and Inclusion Strategy Consultant - 30,000 (30,000) Project completed - Moved to Closed Capital project list in 2023
13027 - Job Hazard Assessments 30,000 30,000 -
13011 - Emergency Response Plan Update and Continuation
of Operations Plan 183,200 80,000 103,200 In-year $103,200 CBA increase as per Council report #CS22-017
Operational Services
73260 - Environmental Monitoring of 2C Lands 212,400 212,400 -
Planning & Development Services
12044 - Aurora Economic Development Corporation
Marketing Campaign - 20,000 (20,000) Project completed - Moved to Closed Capital project list in 2023
42809 - Municipal Energy Plan - 180,000 (180,000) Project completed - Moved to Closed Capital project list in 2023
42810 - Climate Change Adaptation Plan 100,000 100,000 -
43040 - Water Hydraulic Model for the Town 100,000 100,000 -
42059 - Storm Sewer Reserve Fund and Rates Study 150,000 150,000 -
31175 - Parking Lot Rehabilitation Study - 200,000 (200,000) Project completed - Moved to Closed Capital project list in 2023
34562 - Active Transportation Master Plan 150,000 150,000 -
81001 - Official Plan Review/Conformity to Places to Grow 750,374 750,374 -
81032 - Town Wide Green Development Guidelines 50,000 50,000 -
81027 - Municipal Hertiage Register Review and Update 100,000 100,000 -
81031 - Development Review Process and Fee Structure
Review - 75,000 (75,000) Project completed - Moved to Closed Capital project list in 2023
Finance
14105 - IT Security Penetration Testing 25,000 25,000 -
14073 - Information Technology Strategic Plan
Implementation - Studies and Other 230,000 230,000 -
14077 - Community Benefit Charge Study and DC update 50,000 50,000 -
14080 - Procurement Modernization - 65,000 (65,000) Project completed - Moved to Closed Capital project list in 2023
14087 - Town of Aurora-Second Generation Asset
Management Plan - 70,000 (70,000) Project completed - Moved to Closed Capital project list in 2023
14107 - Second Generation Asset Management Plan - Phase
2 70,000 - 70,000 In year $70,000 CBA increase as per Council report #FIN22-015
Office of the CAO
12026 - Organization Structural Review 125,000 125,000 -
12032 - Resident Survey - 2019 30,000 30,000 -
12042 - Municipal Levels of Service Review - 100,000 (100,000) Project completed - Moved to Closed Capital project list in 2023
Total 172,766,546 194,973,608 (22,207,062)
* Project(s) within Capital Program
Please note that 2023 new budget requests are not
reflected in this table
* Capital Program Page 6 of 6
Page 12 of 18
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Budget Committee Report
No. CMS 2 3 -0 03
Subject: Aurora Cultural Centre 2023 Funding Request
Prepared by: Phil Rose, Manager of Cultural Services
Department: Community Services
Date: January 23, 2023
Recommendation
1. That Report No. CMS23-003 be received; and
2. That the request for the 2023 Operating Grant to the Aurora Cultural Centre in the
amount of $454,300 be approved; and
3. That up to a maximum of $175,600 in funding from the Aurora Town Square Operating
budget to offset any relocation-driven operating expenses experienced by the Aurora
Cultural Centre be approved; and
4. That the requested increase to the base funding for 2023 Operating Grant to the
Aurora Cultural Centre in the amount of $84,460 be approved; and
5. That the Aurora Cultural Centre base funding increase of $84,460 be funded by an
equivalent one-time contribution from the Tax Rate Stabilization Reserve (Option 3).
Executive Summary
This report provides a summary of Aurora Cultural Centre’s (ACC) 2023 funding request,
summarizes ACC expenses that have been applied to the Aurora Town Square
operating budget between 2020 and 2022, and provides funding options for an increase
to ACC’s Base Operating Grant in 2023.
In addition to the annual Base Operating Grant, the Aurora Cultural Centre’s 2023
budget presentation includes a request for a base funding increase and ongoing
offsite costs related to Aurora Town Square.
Although Aurora Cultural Centre relocation-driven operating expenses will
continue to be applied to the Aurora Town Square operating budget, Council
Page 13 of 18
January 23, 2023 2 of 6 Report No. CMS23-003
directed staff to present funding options for the Aurora Cultural Centre base
funding increase of $84,460.
Background
During 2020 budget deliberations, the ACC identified operating pressures and the need
for a base funding increase of $58,700, $69,200 and $82,000 in 2020, 2021 and 2022,
respectively. These pressures were driven by a 2019 base salary funding catch-up of
$30,400, new required annual salary adjustments and rental income losses. To avoid
the need for an incremental tax rate increase at that time, these amounts were applied
to the Aurora Town Square (ATS) operating budget from 2020 to 2022.
In 2020, the ACC and Aurora Museum and Archives vacated the Church Street School in
anticipation of ATS construction, which began in October 2020. The Town’s 2020
budget earmarked funding from the ATS operating budget to compensate ACC for a
series of expenses they would incur as a result of vacating 22 Church Street and
relocating their office to Town Hall and their programs and performances to various
venues in Town. These expenses were carried forward to 2021 and 2022.
The following table summarizes what ACC expenses have been applied to the ATS
operating budget between 2020 and 2022, excluding costs to move ACC equipment and
furniture to Town Hall:
Description Year Budget Actual Notes
Relocation Costs (includes
storage, compensation for lost
rental revenue, space rental for
performances/programs,
relocation marketing support,
equipment rentals, technical
production services, piano
tuning, and program supplies)
2020 $80,810 $0 The ACC received
Federal Emergency
Support Funding
and did not require
these funds from
the Town in 2020.
2021 $151,100 $13,047 Remaining
relocation costs
offset by
unanticipated grant
revenues.
2022 $118,500 $154,138 Forecasting to be
$35,638 over
budget due to rental
and storage rate
increases.
Page 14 of 18
January 23, 2023 3 of 6 Report No. CMS23-003
Base Funding Increase (includes
salary right size/increase, rental
income loss, and telephone and
bookkeeping expenses)
2020 $58,700 $58,700
2021 $69,200 $69,200
2022 $82,000 $82,000
Analysis
In addition to the annual Base Operating Grant, the Aurora Cultural Centre’s 2023 budget
presentation includes a request for a base funding increase and ongoing offsite costs
related to Aurora Town Square.
The ACC presented their 2023-2026 budget to Council on January 16, 2023. Their
request included the regular annual Town Operating Grant ($454,333 for 2023), plus
$175,600 for ATS-related relocation costs, and $84,460 for a base grant increase that
would become part of the annual ACC’s base funding going forward.
Although Aurora Cultural Centre relocation-driven operating expenses will continue to be
applied to the Aurora Town Square operating budget, Council directed staff to present
funding options for the Aurora Cultural Centre base funding increase of $84,460.
Staff have identified the following options to fund the ACC operating grant increase of
$84,460:
Option 1: Increase the proposed tax levy percentage in the 2023 budget by 0.2%
from 3.5% to 3.7%.
Option 2: Apply this proposed expense to the Aurora Town Square operating
budget for one more year. Although the increase to the ACC’s Base Operating
Grant has been funded from ATS operating since 2020, the ACC has stated that
this additional funding would be needed regardless of ATS opening. Also, as ATS
gets closer to construction completion and year 1 of operations, the ATS
operating budget has already been committed to existing and new staff salaries,
facility maintenance, contracted services, ACC relocation costs, marketing and
communication, and other related operating expenses necessary to prepare ATS
for opening. As a result, it will be difficult for the ATS operating budget to
continue to accommodate the ACC’s base grant increase without going over
budget.
Option 3: One-time allocation from the Tax Rate Stabilization Reserve. This option
is a temporary measure and a longer term funding source for the ACC’s Base
Operating Grant increase would need to be reconsidered for 2024 and beyond.
The benefit of this option is that the ATS governance review would be complete
Page 15 of 18
January 23, 2023 4 of 6 Report No. CMS23-003
by 2024 and the Town would have a better understanding of all ATS related
revenues and expenses, and therefore enabling it to make an informed decision
regarding the long term funding source for the ACC base grant increase.
Advisory Committee Review
Not applicable.
Legal Considerations
The ACC’s grant request is in accordance with the terms of the Provision of Cultural
Services Agreement between the Town and the ACC. When considering the ACC’s grant
request, the Town and Council should consider the performance of the ACC, including
KPI results, and should review the ACC’s business plan and financial statements.
Financial Implications
The proposed 2023 operating budget includes funding for the ACC’s base operating
grant of $454,300 and has earmarked sufficient funding up to a maximum of $175,600
to offset any relocation-driven operating deficits experienced by the Aurora Cultural
Centre. However, it does not presently include an allocation for the proposed base
funding increase of $84,460 for the ACC. Should the additional $84,460 in base funding
be approved for the ACC, its base operating grant would become $538,760.
It is recommended that this proposed base funding increase be funded through a one-
time allocation from the Tax Rate Stabilization reserve (Option 3).
Communications Considerations
The Town will inform the public of the information in the report by posting it to the
Town's website.
Climate Change Considerations
The recommendations from this report do not impact greenhouse gas emissions or
impact climate change adaptation.
Link to Strategic Plan
Aurora Town Square supports the following Strategic Plan goals and key objectives:
Page 16 of 18
January 23, 2023 5 of 6 Report No. CMS23-003
Supporting an exceptional quality of life for all in its accomplishment in satisfying
requirements in the following key objectives within these goal statements:
Invest in sustainable infrastructure
Celebrating and promoting our culture
Encourage an active and healthy lifestyle
Strengthening the fabric of our community
Enabling a diverse, creative, and resilient economy in its accomplishment in satisfying
requirements in the following key objectives within these goal statements:
Promoting economic opportunities that facilitate the growth of Aurora as a
desirable place to do business
Alternative(s) to the Recommendation
1. Council may provide direction to increase the proposed tax levy percentage in the
2023 budget by 0.2% from 3.5% to 3.7% to fund the requested increase to the 2023
Operating Grant to the Aurora Cultural Centre in the amount of $84,460.
2. Council may provide direction to fund the requested increase to the 2023 Operating
Grant to the Aurora Cultural Centre in the amount of $84,460 from the Aurora Town
Square operating budget.
Conclusions
On top of the ACC’s 2023 base funding request, this report summarizes funding options
for an increase to ACC’s Base Operating Grant in the amount of $84,460 in 2023.
Attachments
None
Previous Reports
None
Page 17 of 18
January 23, 2023 6 of 6 Report No. CMS23-003
Pre-submission Review
Reviewed by Finance, Legal, Communications and CAO.
Approved by Robin McDougall, Director, Community Services Department
Approved by Doug Nadorozny, Chief Administrative Officer
Page 18 of 18