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MINUTES - Budget Committee - 20230114 1 Town of Aurora Budget Committee (Capital Budget Review) Meeting Report Date: Time: Location: Saturday, January 14, 2023 9 a.m. Council Chambers, Aurora Town Hall Council Members: Mayor Tom Mrakas (Chair) Councillor Ron Weese Councillor Rachel Gilliland Councillor Wendy Gaertner* Councillor Michael Thompson Councillor John Gallo Councillor Harold Kim Other Attendees: Doug Nadorozny, Chief Administrative Officer* Allan Downey, Director, Operations Robin McDougall, Director, Community Services Marco Ramunno, Director, Planning and Development Services Techa van Leeuwen, Director, Corporate Services Rachel Wainwright-van Kessel, Director, Finance Jason Gaertner, Manager, Financial Management Daniel Bitonti, Acting Manager, Corporate Communications* Doug Bertrand, Manager, Facilities Sandeep Dhillon, Senior Financial Management Advisor Tracy Evans, Financial Management Advisor* Mohamedali Kamalia, Financial Management Advisor Anca Mihail, Manager, Engineering and Capital Delivery* Michael Mulvenna, Manager, Information Technology Michael de Rond, Town Clerk Linda Bottos, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 2 1. Call to Order The Mayor called the meeting to order at 9:03 a.m. Budget Committee consented to recess the meeting at 12 p.m. and reconvened the meeting at 12:34 p.m. 2. Land Acknowledgement Budget Committee acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, recognizing the many other Nations whose presence here continues to this day, the special relationship the Chippewas have with the lands and waters of this territory, and that Aurora has shared responsibility for the stewardship of these lands and waters. It was noted that Aurora is part of the treaty lands of the Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. 3. Approval of the Agenda Budget Committee approved the agenda as circulated by Legislative Services, on a two-thirds majority vote, with the addition of a delegation from Wendy Kenyon, Resident; Re: Capital Project No. 31124 - Henderson Drive - Wildlife Passage. 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 Wendy Kenyon, Resident; Re: Capital Project No. 31124 - Henderson Drive - Wildlife Passage Wendy Kenyon, on behalf of local turtle volunteer group Turtle Tias, provided background and a brief overview of the importance of the natural animal movement corridor in protecting species at risk and preserving biodiversity, and expressed concerns regarding the increasing safety issues on Henderson Drive in this area for both humans and wildlife. She requested that the planned construction of a new sidewalk on the south side of Henderson—from Bathurst to Watts Meadow—be reconsidered as 3 it would have a devastating effect on the current painted turtle nests and future hatchlings. Ms. Kenyon further suggested that the new culvert and retaining wall replacement be included elsewhere in the budget, and she thanked Council and staff for recognizing the importance of this project. Budget Committee received and referred the comments of the delegation regarding the proposed wildlife ecopassage to Asset Management Capital Project No. 31124 (page 16-102). 6. Consideration of Items 6.1 2023 Capital Budget Review 6.1.1 Review of 2023 Proposed Asset Management Capital Projects (Binder Tab 16) It was noted that the following proposed Asset Management Capital Projects have been removed from the 2023 Budget:  Operational Services – Fleet 34415 - Roads - Chev/1500 (#3-20) 71137 - Parks - 3/4 Ton Pickup (#204-21) Budget Committee recommends: 1. That the 2023 Draft Asset Management Capital Projects be received; and 2. That the following 2023 Draft Asset Management Capital Projects be approved as presented; and  Community Services – Facilities 72111 - Building Automation System Replacement 72484 - Inverter Batteries - Multi-sites  Community Services – Programs 73324 - Pet Cemetery Restoration 74040 - AFLC Fitness Equipment Replacement (2023/2024)  Operational Services – Operations 34019 - Streetlight Pole Replacement (2023)  Operational Services – Fleet 34262 - Vehicle Radio Upgrade 4 34454 - Roads - Asphalt Hot Box (#88-22) 34470 - Facilities - Ice Resurfacer (#596-21)  Operational Services – Parks 73341 - Butternut Ridge Trail Construction  Planning and Development Services – Roads 31156 - Pavement Condition Assessment (2023) 31178 - Reconstruction of Poplar Cres 31199 - Road Resurfacing - Gurnett St, Kennedy St E, Victoria St 31205 - M&O - Kennedy St W, Trillium Dr, Meadowood Dr, Treegrove Circle, McKinnley Gate, Klaimen Crt, Lenarthur Crt, Springburn Cres 31206 - M&O - Avondale Cres, Centre St, Earl Stewart Dr, McMaster Ave, Heathwood Heights Dr  Planning and Development Services – Water 43060 - Watermain Decommissioning - 15408/15390 Yonge St  Planning and Development Services – Stormwater 42078 - Sediment removal and remediation - Ponds C1, C4 42079 - Devlin Place Stream Rehabilitation 42080 - Jones Court Stream Rehabilitation 42083 - Willow Farm Lane Stream Rehabilitation 42090 - Sediment removal and remediation - Ponds SC2, WC5  Finance – Information Technology 14093 - Council Chamber A/V Technology 14111 - CyberSecurity Vulnerability Services 14112 - CyberSecurity SIEM Services 14116 - Data Centre Upgrades - Cybersecurity (2023) 14118 - Uninterruptable Power Supply Refresh 14120 - Legal Management System 14124 - Data Centre Equipment Replacement (2023-2026) 14128 - Cybersecurity Software (2023) 14131 - Unplanned - Emergency Repairs Contingency (2023) 5 3. That the following 2023 Draft Asset Management Capital Projects, which were pulled for discussion, be approved as presented; and  Community Services – Facilities 72470 - SARC - Replacement of Competitive Starting Blocks 72473 - SARC - Enclosed Outdoor Preschool Area 72477 - Unplanned - Emergency Repairs Contingency (2023) 72480 - SARC - Ice Plant Arena Rehabilitation 72481 - CYFS - Facilities Placeholder (BCA) 72482 - Recreation Centre - Facility Placeholder (BCA) 72483 - Library Elevator Pit Waterproofing  Operational Services – Operations 34016 - Retaining Wall Repair - 1 Community Centre Lane and 25 Falling Leaf Crt 34017 - Guiderail Replacement - Marksbury Crt 34018 - Replace Asphalt Multi-use Path on Bayview Ave - River Ridge Blvd to Borealis Ave; Borealis Ave to Spring Farm Rd 41015 - Structural Lining of Sanitary Sewer Mains and Laterals (2023-2026)  Operational Services – Fleet 34163 - Facilities - Replacement of GMC Savana Van to 1/2 Ton (#502-23) 34431 - Roads - 3/4 Ton Pickup (#23-21)  Operational Services – Parks 73237 - Pathway Paving - various park trails  Planning and Development Services – Roads 31113 - M&O and Underground Infrastructure Rehabilitation - Murray Dr, Kennedy St W, Pinehurst Crt, Wiles Crt 31204 - M&O - Industrial Pkwy N, Earl Stewart Dr, Mosley St, Larmont St 72466 - Parking Lot Rehabilitation - SARC  Finance – Information Technology 14115 - Cluster Replacement at Town Hall 14123 - End User Equipment Replacement (2023-2026) 14125 - Mobile Equipment Replacement (2023-2026) 6 4. That the following 2023 Draft Asset Management Capital Project, which was pulled for discussion, be approved without the construction of a new sidewalk; and  Planning and Development Services – Roads 31124 - Henderson Dr – Culvert Replacement with Wildlife Passage 5. That the following 2023 Draft Asset Management Capital Project, which was pulled for discussion, be approved with a railing option; and  Operational Services – Operations 34014 - Railing Replacement - 15347 Yonge St, 37 Harriman Rd 6. That the following 2023 Draft Asset Management Capital Projects, which were pulled for discussion, be given conditional budget approval pending additional information to Council; and  Community Services – Facilities 72412 - Work Station Refresh Carpet Paint 72478 - Sports Dome - Air Conditioning 72479 - Town Hall - 3rd Floor LED Lighting  Operational Services – Operations 34015 - Engineered Walkway Reconstruction - Moffat Cres to Valley Dr and Crawford Rose to Devins Dr  Operational Services – Fleet 34434 - Roads - 6 Ton Diesel Dump with Sander (#26-22) 71159 - Parks - Zero Turn Mower (#245:251-22)  Operational Services – Parks 73217 - Playground Replacement, Walkway Repaving, Basketball Resurfacing - Summit Park 7. That the following 2023 Draft Asset Management Capital Project, which was pulled for discussion, be given conditional budget approval pending a report to Council:  Operational Services – Parks 72281 - AFLC - Skate Park Reconstruction (conditionally approved 2022) Carried 7 6.1.2 Review of 2023 Proposed Growth and New Capital Projects (Binder Tab 17) It was noted that the following proposed Growth and New Capital Project has been removed from the 2023 Budget:  Community Services – Programs 74033 - Cultural Action Plan Implementation (2023) Budget Committee recommends: 1. That the 2023 Draft Growth and New Capital Projects be received; and 2. That the following 2023 Draft Growth and New Capital Projects be approved as presented; and  Community Services – Programs 73347 - Pet Cemetery Fencing 74025 - AV Equipment for Combined Virtual/In-Person Programming 74026 - Snoezelen Room/Sensory Room 74044 - Water Refill Station Trailer  Operational Services – Fleet 24024 - Bylaw - SUV x2 (New) 34565 - Conveyer or Material Stacker (New) 34566 - SUV - Roads Technician (New) 71060 - Facilities - 1/2 Ton Truck (New) 71092 - Facilities - Van - Aurora Town Square (New)  Operational Services – Parks 73085 - Arboretum Development 73355 - Tree Inventory (2023)  Planning and Development Services – Traffic 34519 - Traffic Calming as per 2019 DC Study (conditionally approved 2022) 34569 - Traffic Control Signals at Wellington St E and Kaleia Ave/Elyse Crt 8  Operational Services 73338 - St. Anne's School Park (conditionally approved 2022)  Finance 14088 - Outdoor Wi-Fi Implementation (conditionally approved 2022) 3. That the following 2023 Draft Growth and New Capital Projects, which were pulled for discussion, be approved as presented; and  Finance – Information Technology 14101 - Permit Occupancy Application 14102 - Garbage Tag Portal 4. That the following 2023 Draft Growth and New Capital Project, which was pulled for discussion, be given conditional budget approval pending additional information to Council; and  Planning and Development Services – Traffic 34570 - Train Whistle Cessation at St. John's Sdrd Grade Crossing Carried 6.1.3 Review of 2023 Proposed Studies and Other Capital Projects (Binder Tab 18) It was noted that the following proposed Studies and Other Capital Project has been removed from the 2023 Budget:  Finance 14108 - Asset Management Plan Update - Phase 3 Budget Committee recommends: 1. That the 2023 Draft Studies and Other Capital Projects be received; and 2. That the following 2023 Draft Studies and Other Capital Projects be approved as presented; and 9  Operational Services 34038 - Salt Management Plan Update 41014 - Condition Assessment of all Sanitary Pumping Stations and 1 Water Booster Station 73332 - Urban Forestry Study (2022/23)  Planning and Development Services 41012 - Wastewater Hydraulic Model 42811 - Energy Conservation Demand Management Plan (ECDMP) (2023) 42813 - Energy Retrofit Program Business Case 42819 - Natural Capital Asset Management Planning for Municipal Infrastructure 43064 - Water Hydraulic Model - Upgrade 81001 - Official Plan Review/Conformity to Places to Grow 81029 - Zoning By-law Update  Finance 14110 - Water Rate Study 3. That the following 2023 Draft Studies and Other Capital Projects, which were pulled for discussion, be approved as presented; and  Community Services 74027 - Recreation Needs Assessment for Persons with Disabilities  Operational Services 73288 - LED Sports Light Conversion  Planning and Development Services 81030 - Economic Development Strategic Plan  Finance 14067 - DC Background Study - 2024 4. That the following 2023 Draft Studies and Other Capital Projects, which were pulled for discussion, be given conditional budget approval pending a report to Council:  Finance 14106 - Security Awareness Training 10  Corporate Services 13026 - Risk Management (conditionally approved 2022) Carried 6.1.4 Review of Closed Capital Projects (Binder Tab 19) Budget Committee recommends: 1. That the Closed Capital Projects be received for information. Carried 7. Adjournment The meeting was adjourned at 3:03 p.m.