AGENDA - Budget Committee - 20201123Town of Aurora
Budget Committee
Meeting Agenda (Revised)
Date:Monday, November 23, 2020
Time:6:00 p.m.
Location:Video Conference
Pages
1.Procedural Notes
This meeting will be held electronically as per Section 19. i) of the Town's
Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation.
Added items are marked with an asterisk(*).
2.Approval of the Agenda
3.Declarations of Pecuniary Interest and General Nature Thereof
4.Delegations
Note: At this time, the Municipal Offices are closed. This meeting will be live
streamed at https://www.youtube.com/user/Townofaurora2012/videos. Anyone
wishing to provide comment on an agenda item is encouraged to visit
www.aurora.ca/participation for guidelines on electronic delegation.
5.Consideration of Items
5.1.Deferred Items from Budget Committee Meeting of November 21, 2020
5.1.1.Review of the Proposed 2021 Growth and New Capital Projects
Binder Tab 18)
That the proposed 2021 Growth and New Capital
Projects, which were pulled for discussion, be approved
as presented.
1.
5.1.2.Review of the Proposed 2021 Studies and Other Capital
Projects
Binder Tab 19)
That the proposed 2021 Studies and Other Capital
Projects be received; and
1.
That the proposed 2021 Studies and Other Capital
Projects be approved as presented.
2.
5.1.3.Review of Closed Capital Projects
Binder Tab 20)
That the Review of Closed Capital Projects be received
for information.
1.
5.2.2021-2022 Budget - 2021 Work Plan, Operating Budget, and Staffing 1
Presentation to be provided by Doug Nadorozny, Chief Administrative
Officer)
That the presentation regarding 2021 Work Plan, Operating
Budget, and Staffing be received; and
1.
That salary gapping in 2021 be increased by $127,000; and2.
That the Chief Administrative Officer be directed to manage in-
year staff to achieve the revised salary gapping target; and
3.
That the total FTE count be reduced by two for the Building
Services positions no longer required; and
4.
That the multi-year budget contingency be reduced by $100,000
in 2021 and a further $8,000 in 2022.
5.
5.3.2021-2022 Budget - Consolidated Departmental Objectives
Binder Tab 16)
That the 2020 Objectives Overview of the Departmental
Objectives be received for information.
1.
6.Adjournment
Page 1 of 15
2021 - 2022
BUDGET
2021 Work Plan, Operating Budget, and Staffing
Budget Committee
November 23, 2020
AURORA
Page 2 of 15
Purpose of Presentation
• Provide overview of how business plans,
outcomes, and budget are linked for 2021
• 2021 Priorities and Outcomes
• Drivers of Growth and Transformation
• Business Outcomes and Staffing
• Actions to Mitigate Costs
• Tax Reduction Options
community
Page 3 of 15
2021 Priorities: Building Community
• Lead construction of Library Square to open by end
2022
• Continue to explore and implement parks, aquatics and
other sports -related studies
• Continue work on Official Plan Review to accommodate
growth and diverse needs in community
• Continued enhancement of customer service through
Access Aurora and Customer Experience initiative
Page 4 of 15
2021 Priorities: Organizational Efficiency
• New financial and HR system to keep up with
procurement needs, modernize financial systems, and
support efficient processes (internal & external)
•Implement action plans from Employee Engagement
Survey 2020
• Minimize risk for organization by ensuring appropriate
systems to manage contracts and legal issues
• Continued response to COVID-19
Page 5 of 15
Drivers for FTE growth
•Managing growth
• Additional population, households or businesses
• Adapting to urbanization needs (small town to big town)
•Business transformation
• Modernization of business processes
• In-house versus outsourcing
• Service level enhancements
• New or improved services or facilities
Page 6 of 15
FTE growth compared to assessment growth
# of
FTE
270
250
—Assessment Based
210 Growth
—Budget Approved FTE
190
2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 *2022*
Page 7 of 15
Growth driven positions
• Facility Booking Administrator
• Growth in demand for facility bookings
• Complexity and demand increased with COVID
• Sport & Community Development Specialist
• Adapting to a growing and urbanizing community
• Flex Serviceperson
• Development driven growth in roads and parks
Page 8 of 15
Growth driven positions
• Customer Service Representative PT to FT uplift
• Growth in number of calls and requests at Access Aurora
•Human Resources Consultant
• Internal growth in Town staff
• Modernization of recruitment practices and policies
• Legal Assistant
• Increased number of insurance claims
• More cost-effective to manage in-house
8
Page 9 of 15
Business transformation positions
• IT position
• Continued implementation of the IT Strategic Plan
• Enable business transformation across the organization
• Supports work from anywhere
• Financial Systems &Policy Advisor
• Modernization of finance policies and processes
• Key role for the implementation of the new financial system
Page 10 of 15
Tax impact of 2021 new positions
Department
Position
FTE
Net
$OO
Community Services
Facility Booking Administrator
1.0
68.2
Community Services
Sport & Community Development Specialist (Conversion)
1.0
-
Corporate Services
IT Strategic Plan Positions
1.0
111.8
Corporate Services
Customer Service Representative (Uplift to F/T)
1.0
55.7
Corporate Services
Human Resources Consultant
1.0
108.8
Corporate Services
Legal Assistant
1.0
74.3
Finance
Financial Systems & Policy Advisor (Capital Recovery)
1.0
-
Operational Services
Flex Service Person
1.0
81.3
Corporate Rev. & Exp.
New position gapping (N3 months)
(122.6)
Total
8.0
377.5
Page 11 of 15
Managing existing vacancies
• Community Services Special Events Coordinator has
been vacant since March 2020 and will remain so until
August 2021
• Building Services has two vacancies for positions no
longer required
• Other shorter -term decisions to manage staffing
11
Page 12 of 15
Options to defer in -year hiring
•Option A: Defer hiring of all new positions to July 1
•Option B: Defer hiring of new positions with tax impact
only
•Option C: Phase in hiring of positions through in 2021
• Authorize the CAO to strategically manage new hires along
with vacancies on existing positions
12
Page 13 of 15
Proposed tax levy and FTEs could be lowered
Budget Impact
Category
Description
FTE Tax
�o
Tax %
$000s
2021 Proposed
Budget
248 52,608.2
2.9%
Staffing
Deferral of in -year staffing (option A/B/C)
- (127.0)
(0.2%)
Staffing
Reduce headcount for building positions
(2) -
Risk
Take on more risk by reducing contingency
- (100.0)
(0.2%)
Subtotal
(2) (227.0)
(0.4%)
Revised Tax Levy
246 52,381.2
2.5%
13
Page 14 of 15
Option to reduce 2021 tax increase by 0.4%
• Reductions focus on: 3.0%
• Timing of new hires
• Taking on more risk
• The budget maintains: 2.0%
• The capital plan -fiscal 1.5%
strategy reserve 1.0%
contributions
• Library a
Square debt 0.5%
repayment and phase -in of 0.0°r°
operating costs
2.9%
2.5%
0.5% 0.5%
Tabled
Oct 27
Option
Nov 23
■ Other Town
Operations
■ Library Square
Operating Cost
Library Square
Debt Repayment
■ Fiscal Strategy
Page 15 of 15
Recommendation
1. That this presentation be received; and
2. That salary gapping in 2021 be increased by $127,000;
and
3. That the CAO be directed to manage in -year staff to
achieve the revised salary gapping target; and
4. That the
total FTE count be
reduced by two for
the
building
services positions
no longer required;
and
5. That the multi -year budget contingency be reduced by
$100,000 in 2021 and a further $8,000 in 2022.
i5