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Agenda - Special General Committee - 20070104Council/Committee Secretary Aui�g3RA SPECIAL GENERAL COMMITTEE AGENDA NO, 07-02 TNUISDAY, JANURY k 2007 7:00 P.M. COUNCIL CHAMBERS AURORA TOWN NALL PUBLIC RELEASE 02/01 /07 Aui1 pizA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING AGENDA NO. 07-02 Thursday, January 4, 2007 7:00 p.m. Mayor Morris in the Chair I DECLARATIONS OF PECUNIARY INTEREST 11 APPROVAL OF AGENDA RECOMMENDED: THAT the content of the agenda as circulated by the Corporate Services Department be approved as presented. //I DELEGATIONS None IV CONSIDERATION OFITEM REQUIRING SEPARATE DISCUSSION V ADJOURNMENT Special General Committee Meeting No. 07-02 Thursday, January 4, 2007 Page 2 of 2 AGENDA ITEM 1. Review of the Town of Aurora 2007 Business Plans pg. 1 RECOMMENDED: THAT the Town of Aurora 2007 Business Plans be received for information. SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 BUSINESS PLANS 2007 = 2010 -1- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 �i -2- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER About the Office of the Chief Administrative Officer The mission of the office of the Chief Administrative Officer (CAO) is to provide effective and efficient administrative services to three primary groups = Council, Staff and the Public. The CAO is the senior bureaucrat ultimately responsible for the proper administration of the Corporation. The Municipal Act sets out the statutory responsibilities of the CAO and they are: (a) Exercising general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality (b) Performing such other duties as us assigned by the municipality. The Office of the CAO currently has four divisions: 1) Administration 2) Economic Development 3) Legal Services 4) Communications For the purposes of the business plan each of the four divisions is presenting a separate Plan. Note: Town ofArmora business plans provide the groundworkfor more detailed operational plans and smve as a management tool for plarvningfor the future.. Allplans• are re-evaluated as our business enviromnent evolves and are dependent upon changing circumstances, the availability of[he necessary financial and smf(resaurces and annual budget approval by Council. 12/19/2006 1:17 PM, Page I of 9 -3- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Planned Business Outcomes �Corporato Administration Planned Outcome (Goal) Efficient and effective administration of the corporation as a whole. 2007 Action Steps 1. Deal with day to day administrative issues as they arise. 2. Implement Management Leadership Skills Development findings. 3. Consider undertaking a Service Review of selected departments. 4. Continue long term Business Plans for all departments. S. Continue to improve financial information flow by. supporting the implementation of the new financial system for the Corporation. 6. Continue Performance Management process. 7. Conduct a citizen satisfaction survey. 8. Implement programs and practices that will add to staff and overall corporate morale. 9. Implement the Northern 6 joint approach to implement a three stream solid waste program and review strategic infrastructure requirements. 2008 Action Steps 1. Deal with day to day administrative issues as they arise. 2. Continue Performance Management process. 3. Implement programs and practices that will add to staff and overall corporate morale. 4. Continue to assess community needs, priorities and service delivery improvement opportunities. 2009 Actions Steps 5. Deal with day to day administrative issues as they arise. 6. Continue Performance Management process. 7. Implement programs and practices that will add to staff and overall corporate morale. 8. Preserve and maintain the heritage of Aurora's communities through promoting community programs and events. 9. Conduct a citizen satisfaction survey. 10. Commence development of strategy in co-ordination with other levels of government to encourage live/work options in Aurora. 2010 Action Steps L Deal with day to day administrative issues as they arise. 2. Continue Performance Management process. 3. Implement programs and practices that will add to staff and overall corporate morale. 4. Review and update government program initiatives to revitalize private and public properties and buildings, including the downtown core. Note: Town afAurara business plans in-oWde the groundworkfor more detailed operational plans and serve as o management tool for planning fo• the future.. All plmrs are re-m�aluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessmy frnancicd osdsiriresom-ces and animal burlget approval by Council. 12/19/2DD6 1:17 PM, Page 2 of 9 —4— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Planned Business Outcomes (cont'd) Council Support Planned Outcome (Goal) Provision of good advice to Council, responding to Councils' requests for assistance and implementing Councils' policies. Action Steps 2007 1. Refine an effective communication system with all members of Council. 2. Ensure implementation of the new Council procedures as prescribed in By-law 4835- 06.C. 3. Continue research on appropriate methods of ensuring effective responses to Council on emerging issues. 4. Provide Council Orientation following the 2006 Election, including Leadership workshops. 5. Research and undertake a governance review. 2008 Action Steps 1. Continue an effective communication system with all members of Council. 2. Continue research on appropriate methods of ensuring effective responses to Council on emerging issues. 3. Identify and promote sustainable initiatives. 2009 Actions Steps 1. Continue an effective communication system with all members of Council. 2. Continue research on appropriate methods of ensuring effective responses to Council on emerging issues. 2010 Action Steps 1. Continue an effective communication system with all members of Council. 2. Continue research on appropriate methods of ensuring effective responses to Council on emerging issues. Note: Town of Aurora business plans provide the groundworhfor more detailed operational plans and serveasainmtagementtoolforplamsingforthefuNre.. Allplmu arere-evaluated as our business enviroument evolves and are dependent upon changing circumstances, the availabiltg� of the necessary financial and staff resources and annual budget approval by Council. 12/19/2006 1:17 PM, Page 3 of 9 -5- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Planned Business Outcomes (cont'd) is rj a s e 4. .. 3 �'Cibl�d Source ,� tt Planned Outcome (Goal) To ensure that all members of the public are able to deal with the Town in a customer fiiondly environment. Action Steps 2007 1. _Continue to emphasize customer service as a primary goal of the organization. . Research and implement a customer satisfaction measurement system. 3. Ensure that appropriate training is available to all members of staff to promote a service friendly atmosphere. 4. Monitor the effectiveness of the Code of Conduct. 5. Monitor effectiveness of the management leadership skills development. 6. Develop a communications and public education protocol that conveys the costs associated with community needs. 7. Establish customer service standards thatwill be met when delivering municipal services. 8. Develop tools and mechanisms to achieve the customer service standards including enhancement of e-services. 2008 Action Steps 1. Continue to emphasize customer service as a primary goal of the organization. 2. Continue to monitor the effectiveness of the Code of Conduct. 3. Investigate and establish a multi -cultural advisory committee. 4. Undertake an accessibility needs study continue to review and update the Accessibility Plan. 2009 Actions Steps 1. Continue to emphasize customer service as a primary goal of the organization. 2. Continue to monitor the effectiveness of the Code of Conduct. 2010 Action Steps 1. Continue to emphasize customer service as a primary goal of the organization, 2. Continue to monitor the effectiveness of the Code of Conduct. 3. Create and implement a grant for residents, non -government organizations and students aimed at local projects that focuses on healthy environments and social and physical well-being. Now Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management toolforplanningfor thefuture.. Allplaus are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources and annual budget approval by Council. 12/19/2006 1:17 PM, Page 4 of 9 SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Staff— Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 10 • Chief Administrative Officer • Administrative Assistant to the CAO • Economic Development Officer • Solicitor • Assistant Solicitor • Law Clerk • Legal Administrative Assistant • Communications/ Marketing Co-ordinator • Advertising/Spomorship Representative • Website Analysis 2006 2007 2008 2009 2010 Positions (FTE) Budget Forecast Forecast Forecast Full-time 10.0 10.0 11.0 0.0 0.0 Part-time 0.0 0.5 0.0 0.0 _ 0.0 Net Change 0.5 0.5 W Nate: Torun oJ'Aurora business plans provide the gr•modwark for more detailed operational plans and serve as a mmnagement tool for• planningfar the future.. Afl plans m e re-esuiluated as mn• business einomoneut evokes• and are dependent upon changing circumstances, the availability of the necessary financial and slaffresources and annual budget approval by Council. 12/19/2006 1:17 PM, Page 5 of 9 -7- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Operating Budget Outlook 2006 2007 Zoos 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Nate: Tovm ofAur'ar'a business plans provide the groundmor& far more detailed operadonal plans and serve as a management toolforplanningfor thefunme.. Allplans are re-evaluated as our business envimnman/ evolves and aredependent upon changing cir•curnslauces•, the availability of the necessary financial and staffresources and annual budget approval by Council. 12/19/2006 1:17 PM, Page 6 of 9 SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Capital Budget Outlook 2006 '2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 - 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note: Torn ofAuroro business plans provide the groundwork for more detailed operational plans and serve as a managemeni tool fo- planningfor the future.. All plans are re-evaluated as our business environment evolves and are dependent upon charging eiremnstances, the avnilabili0v gfdio necesrmy financial and staffr•esour•ces and annual budget approval by Council. 12/19120061:17 PM, Page 7 of 9 SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER Accomplishments in 2006 • Completed and updated the Town of Aurora Strategic Plan. • Completed procedural by-law amendments to govern the procedures of Council and the Town of Aurora committees and boards. • Completed the update of the staff Code of Conduct. • Initiated a consultation process to deal with the Hydro sale proceeds. • Entered into an Agreement with the York Regional Police to sell 2.44 acres of Town owned land to accommodate Police services currently located in 3 locations. • Implemented the long term business planning process for the 2007, 2008, 2009 and 2010 budgets. • Completed a Service Diagnostic Analysis of the Public Works Department and Parks Division of Leisure Services. • Established a Customer Advisory Committee for PowerStream Inc. • Continued Provincial Offences Court Review. • Continued One York technology discussions. • Continued contact with CAO's from surrounding municipalities. Note.: Touvn of Aurora business plans provide the groundwa•ltfor more detailed operational plans and J serve as a management tool fa- planning for Ilre funrre.. All plans are re-evaluated as our business emdromnent evolves and are dependent upon changing circumstances, the avadabillow afthe necessary financial and staffresources and annual budget approval by Council. 12/19120061:17 PM, Page 8 of 9 -10- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CHIEF ADMINISTRATIVE OFFICER SERVICE KEY PERFORMANCE QUANTIFICATION 2007 AREA INDICATOR TARGET Corporate Waste Management Partnership Contract implemented September 2007 Administration with northern municipalities Council Responses to Enquiries by Response time 1 business day Support Council Public Service Customer Satisfaction Customer satisfaction survey 75%satisfaction Note: Ton�n ofAw•ora business plans provide the grnund"rkfor nacre derailed operational plans and sense as a wmmgennent tool for plans ingfor the future.. A11 plans are re-evaluated as our business envtrawaent emlves and are dependent upon changing ch ewnstances, the availability of dre necessary financial and staffresnur•ces and annual budget approval by Council. 12/19/2006 1:17 PM, Page 9 Of 9 -11- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 -12- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT About the Economic Development Division Economic development is an essential and integral component of the Town's municipal functions that directly supports the achievement of Goal 'A' of Aurora's Strategic Plan which states: "Foster and enhance a strong and stable economy consistent with the attributes of a sustainable community." With the Objective to: "Develop economic opportunities to aid in the growth and progress of Aurora as a desirable place to do business." The Economic Development Division's mandate is to prepare and implement an overall Corporate Economic Development Program to increase business investment in the community through the creation of initiatives and services in business attraction as well as business retention and expansion. The Division also develops and disseminates analytical information and forecasts on employment, businesses, and development trends and other key indicators to assist Council in the formulation and pursuit of policies and programs to ensure sustainable economic development. Finally, the Economic Development Office works closely with, and provides staff support to the Town's Economic Development Advisory Committee to foster and promote a positive community image, a viable community core and a healthy business environment for existing businesses. The Economic Development Division delivers its various programs and services within the following'Product-Market-Service' model, as prescribed in the 2003 approved Economic Development Strategy: o Develop a'Product' that will support and enhance the Town's economic growth and vitality; o Improve and Increase the Town's 'Marketing' efforts in order to proactively promote Aurora as a premier business address for new investment as well as business retention and expansion; and o Provide the Town's Business Community with the best level of municipal 'Customer Service' Note: Tm,-n of fur•nra bminessplans provide die groundwork forinore deaniled operational plans and serve as a management laol for planningfor the fenrre. All plans are re-evaluated as our business environment evolves and are dependent upon changing ctmeastances, the mnilnbility oflhe necessary financial and staff reources and annual budget approval by Canned. I2/19/2006 1:18 PM, Page 1 of 10 -13- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Planned Business Outcomes Develop a `Product:' to Support and Enhance the Town's Economic Growth Planned Outcome (Goal) To ensure that Aurora has a sufficient, reliable and marketable supply of 'available' serviced employment land and space to support the expansion of existing businesses and secure future business investment to meet the Town's long-term objectives. 2007 Action Steps I. Continue to review and provide timely and comprehensive comments from an economic development perspective to the Planning Department on various development applications submitted to the Municipality. 2. Assist in updating and streamlining the Site Plan review and approval process. 3. Investigate commercial downtown core revitalization programs/initiatives to encourage development and redevelopment of properties in order to improve the area's viability and functionality. 4. Enhance business retention and expansion programs such as Corporate Visitation and Aurora Business Ambassadors to better utilize their potential. 5. Host Business Information Meeting/Seminars to increase the Division's effectiveness in better communicating and liaising with local businesses, and convene a "State of the Economy" session with local businesses to obtain feedback on issues affecting the community. 6. Assist local businesses to explore new export market opportunities and promote awareness of and access to government programs. 7. Undertake on -going benchmarking studies to ensure that Aurora remains competitive with competing municipalities. 8. Initiate a targeted marketing campaign to attract desired businesses in key economic sectors. 2008 Action Steps I. Continue the items as set out in 2007, 2009 Action Steps 1. Continue the items as set out in 2007. 2010 Action Steps 1. Continue the items as set out in 2007. Nale: Town of Aurora business plansprovide the groundworkfor,acre detailed operationalplans and —� serve as a management tool for planningfor the furore. All plans are re-evaluated as our business environmant evolves and am dependent upon changing circumstances, the availability of the necessary financial andstaffi ernurces and annual budget approval by Council. 12/19/2006 1:18 PM, Page 2 of 10 —14— SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Planned Business Outcomes (cont'd) -' B) SmproQe and Increase the 3'own's `Mnrketuie' Fni4ative8 Planned Outcome (Goal) ` To promote the Town of Aurora as a prime business location for regional, national and international companies, and attract new business investment through the development and dissemination of marketing materials. Also, to work cooperatively and diligently with the local business community to retain existing companies and provide opportunities for business growth and expansion. 2007 Action Steps 1. Review and update various Town promotional/marketing publications in order to provide accurate, current, and comprehensive economic development related information to the public. 2. Continue to promote the Town through a variety of avenues including advertising and research other avenues for promotion and marketing. 3. Expand promotional avenues through local TV shows and interviews. 4. Develop an economic development focused `Marketing Plan' utilizing the recommendations outlined in the 2005 Economic Sectors Analysis. 5. Maintain a database of available industrial/commercial/office land and built space inventories in a hard copy format for public distribution. 2008 Action Steps 1. Continue the initiatives as shown in 2007. 2009 Action Steps 1. Continue the initiatives as shown in 2007. 2010 Action Steps 1. Continue the initiatives as shown in 2007. Note: Tmnn of Aurora business plans prmdde the groundxrark for more detailed operationa(p(ans and sense as a manngemen! mo(jor plarwirrgfar the firture. All plans are re-evaluated as our business enniroa ent evolves and are dependent upon changing cireumstarmes, the avai(abiliN ofthe necessary financial and staffresources and annual budget approval by Council. 12/192006 1:18 PM, Page 3 of 10 —15— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA. 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Planned Business Outcomes (cont'd) Rrdsrdexthe Bu{l�oSy.S'Crvrc@?.; Planned Outcome (Goal) To work cooperatively with other Departments to enhance support services to our municipal clients (corporate citizens, investors, developers) in order to retain local businesses and create an expectation for attracting new investment. This includes, but is not limited to, assisting businesses that want to invest in Aurora to navigate the sometimes complex municipal bureaucracy. 1. Encourage staff to attend various business related functions locally, and increase participation in GTA wide business organizations. 2. Utilize the Town's Business Ambassadors Program morejudiciously through a revised mandate and recruitment process. 3. Work cooperatively with other Departments, and specifically the Planning Department, to streamline the municipal approvals process related to non- residential investment opportunities to expedite decision -making and process various applications. 2008 Action Steps 1. Continue the initiatives as shown in 2007. 2009 Action Steps 1. Continue the initiatives as shown in 2007. 2010 Action Steps 1. Continue the initiatives as shown in 2007. Note: Town cfAumra business plans provide the groundwork jar more detailed operational plans and sen`e ns a rnmmgernenf trio! for pfmming for the firteae. A!1 pinns nre re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availabilior ofthe necessagr financial and staffresources and amoral budget approval by Council. 12/19/2006 1: IS PM, Page 4 of 10 -16- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET 1 ECONOMIC DEVELOPMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 1 Economic Development Officer 2006 2007 2008 2009 2010 Positions (FTE) Budget Budget Budget Budget Budget Full-time 1.0 1.0 2.0 2.0 2.0 Part-time 0.0 0.5 0.0 0.0 0.0 Total Permanent 0.0 1.5 2.0 2.0 2.0 Net Change 0.0 0.5 0.2 0.0 0.0 Note: Town of Aurora business plans provide the groundwar•k for more detailed operational plans and serve as a management tool for plamiing.jor the future. All plans are re-eoahrated as our business envaannient evolves and are dependent upon changing circumstances, the availabilio) of the necessary financial and staff resources and amoral budget approval by Council. 12/19/2006 1:18 PK Page 5 of 10 -17- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Operating Budget Outlook 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note.- Town ofAurorn business plaits• provide Me groundwork far• niore detailed operationalplans and —� serve as a management tool for pianitiugfar the future, All plaits are re-evaluated as our business envirornnent evoh�es and are dependent upon changing ctrcmnstances, the availability of the necessmy financial and stafresotu-ces• and annual budget approval by Council. 12/19/2006 1:18 PM, Page 6 of 10 Z" SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Capital Budget Outlook 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note: Town of Aurora business plans provide the groundivorkJor more detailed operational plans and serve as a uranagemenl tool forplanning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon c•Iranging circunuetarnces, the availability of the necessary financial and staffresources and annual budget approval by Council. 12/19I2006 1: ] S PM, Page 7 Of 10 -19- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT Accomplishments in 2006 `Product' Development • OP Review - Assisted in creating Terms of Reference and selection of planning consultant to undertake a review of the Official Plan regarding Industrial, Commercial, and Economic Development policies. • Responded to Planning Applications - Reviewed, prepared and provided Divisional comments to the Planning Department. • Prepared and provided Divisional comments to the Town's and York Region's Planning Departments regarding the Provincial Draft Growth Plan for the Greater Golden Horseshoe relating to the Town of Aurora. • Participated in the development of York Region's new 2006 Economic Development Strategy. • Prepared comments for York Region's Employment Land Inventory Report. • 'Worked cooperatively with the Marketing/Communications Coordinator to launch the redesign of the Town's website, and initiated an update of the current Economic Development Division web pages.' • Provided comments for staffs Planning Reports to Council regarding OPA and rezoning applications. • Assisted various local businesses with development applications for new/expanded . non-residential space in Aurora. • Produced and presented various reports to EDAC/Council. 'Markei'the Product & Business Retention/Expansion/Attraction • Implementation&Monitoring Plan —'Moving Ahead' -for approval to EDAC/Council in support of the Town's Economic Development Strategy. • Economic Development Divisions Web Site Pages —Updated pages as required with 'Business of the Month' feature. • Town Promotional Print Advertising— Developed the Town's ads and purchased space in various specialty publications, including: • Area Development (US) — 2 Editions • EDCO Report on Canada Edition • Aurora Chamber of Commerce Business Directory • Property Magazine —Industrial Edition • Aurora 2006 Business 'Bright Lights' Newsletter. • Economic Sectors Analysis — Completed and adopted by Council. • Call Visitation Program — Visited with local businesses. • Participation in a number of Industry Groups/Affiliations — EDO attended as a member, numerous organizations, including: • Greater Toronto Marketing Alliance (GTMA) • Greater Toronto Economic Developers Partnership (GTAEDP) • Economic Developers Council of Ontario (EDCO) • Economic Developers Association of Canada • Aurora Chamber of Commerce • Member of the EDCO 2005 Marketing Awards Committee `Service' Provision • Created an Economic Development Display Area for relevant publications at the Aurora Info desk and the front desk on the 2nd floor of the Town Hall. • Hosted Business Seminar —The Economic Development Division hosted a free business seminar for local companies entitled, 'Starting a Small Business.' • Information Package for State Farm — The EDO prepared an information package for State Farm to assist employees in relocating to Aurora. Note: Town of Aurora business plans provide the grnundivork for more detailed operational plans and salve as a management tool for planning for the fuAme. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and sta, ffrest urces and annual budget approval by Council. 12/19/2006 1:18 PM, Page 8 of 10 -20- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT • Inquiries — The EDO dealt with and responded to inquiries, either by telephone, fax, e-mail, targeted mailings or the Town's website, regarding information about or interest in the Town of Aurora. • Lead Follow-up — The-EDO responded by preparing and forwarding business packages in response to specific inquiries. Nate: Town ofAurora business plans provide the groundworkfor• more detailed operational plaits tied serve ns a rnanagemen(laol for planning fw• the fiaure. A!! plans are re-evnlu<aed as our' business environment evolves and are dependent upon changing circumstances, ilia availabili(jr of the necessary financial and staffresources and annual budget approval by Council. 12/19/2006 1:I S PM, Page 9 of 10 -21- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ECONOMIC DEVELOPMENT KeyPerformance Indicators KEY SERVICE.ATIEA MRFORNTANCE 'QUANTIFICATION 2007 TARGET ,"ICATOR Promote product - Provide a more - Amount of available (land/space) to balanced space, serviced and sustain growth, residential/non- marketable acreage, business investment residential and employment and economic assessment ratio opportunities in Aurora development Proactively market - Support a positive -Initiate Marketing -Distributed Aurora as a premier corporate municipal Plan and mail "Bright 19ure" packages to business address image Lights" publication to prospective area businesses contacts/leads Customer Service - Retain existing -Number & percentage -Reduce to less businesses of businesses that than 10% relocate from Aurora - Number of visits by -Enhance business EDO/Team through - Increase outreach initiatives Corporate Visitation Corporate visits Program Note: Town of Aurora business plod provide the g,oundwork for more detailed operational plans and �� J serve as a managemera tool for planning for flee futur e. All plans are ra-evahmmd as our business enviromnenl evolves and are dependent upon changing eireennstances, the availability of the necessmy financial and staff resources and annual budget approval by Commit. 12/19/2006 1:18 PM, Page 10 of 10 —22— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION About the Legal Services Division The Legal Services Division provides legal advice and services to Council and its Committees, the administration and staff of the Municipality. This wide range of services includes the following: 1. Providing legal, strategic and policy advice to Council and its Committees, the Chief Administrative Officer, Senior Management Team and the Municipality's departments; 2. Providing legal representation, advice and direction pertaining to the Municipality's services and operations; 3. Preparation, review and interpretation of agreements for the provision or acquisition of goods and services for the Municipality; 4. Preparation, review and interpretation of Municipal by-laws; 5. Real estate services including selling, buying, negotiating and completion of real estate transactions for purchases, sales, leases, easements, encroachments, and expropriations; 6. Planning and development related legal services including advice, preparation, completion and registration of subdivision agreements, condominium agreements, site plan agreements and other development agreements including minor site plan, tree preservation, and Oak Ridges Moraine simplified agreements, amongst others; 7. To protect and defend the Town's interests in litigation, dispute resolution and administrative tribunal matters and hearings including those before the Courts and the Ontario Municipal Board, amongst others; 8. Review, advise and report on recently enacted and pending legislation and its impact on the Municipality; 9. Review, advise and prepare administrative policy and procedure documents; 10. develop and standardize agreements, contracts and licenses for use by the Municipality's departments, where possible; and 11. Conduct legal research and prepare legal opinions pertaining to the Municipality's rights, duties, powers, and obligations pursuant to Provincial and Federal legislation, its own by-laws and policies, as well as pertinent case law. 12. Institute and implement processes, procedures, methods and actions required for valuations necessary for development clearance to be given by the municipality, including conducting all work required for determination of applicable cash -in - lieu of parkland. Note: Poam ofAurora business plmu provide the groundwork for more detailed operational plans and serve as a management tool for planniigfor the figure. All plans are re-evaluated as our business errvimninent evolves and are dependent upon changing chrumsimses, the availability ofthe necessary financial and sta fresoarces and annual budget approval by Couneil. 12/19/2006 1:18 PM, Page 1 of 8 -23- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA _ 2007 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Planned Business Outcomes Provision of go'o,'dund tim..ely legal,advicea direction and representation in issues and matters arismg m the Town's operations and services. 2007 Action Steps 1. Attend to day to day provision of written and oral legal opinions, advice, support and direction to the administration and staff in all manner of issues arising in the course of the business of the municipality including the preparation, development, and review of administrative policies and procedures to ensure legal compliance both as a result of legislative and case law change and as issues arise requiring review of same. 2. Provide Mayor and Members of Council with legal advice, reports, confidential memoranda, direction, and information regarding issues on which advice has been requested and in legal matters which arise in the course of the municipality's business and require Council direction. 3. Ensure preparation, review and provision of all necessary legal documentation, action and. response in matters requiring legal representation of the municipality, including litigation matters, and, in particular, an impending trial in which the municipality's fill by-law was challenged, and administrative tribunal proceedings generally resulting from planning and development -related matters. 4. Monitor, review and advise the administration and Council on new legislation which will affect and impact the municipality's operations, delivery and provision of municipal services, in particular, the anticipated amendments to the Municipal Act, 2001, expected to be in effect in 2007. 5. Prepare, develop, review and advise on administrative policies and procedures on an ongoing basis to ensure legal compliance both as a result of legislative and case law change and as issues requiring review of same arise. 6. Investigate opportunities for early determination and detection of potential legal issues in matters affecting the municipality with a view to employing preventive and mitigating measures for early problem solving or reduction of negative consequences to the municipality. 7. Represent the municipality's best interests in matters and issues affecting it amongst other York Region lower tier municipalities and as between the Regional Municipality of York and the municipality, for example, the preparation and review of the necessary contracts to implement the waste collection contract and three stream solid waste proagram amongst the Northern 6 municipalities of York Region. 8. Review the three year status of the provision of external legal services provided pursuant to the prior Request for Proposal process instituted and completed in 2004, 9. Consider and assess the feasibility of proceeding with a Request for Proposal for the provision of appraisal services. 2008 Action Steps 1. Continue with Items I through 7 as noted above. 2009 Action Steps 1. Continue with Items 1 through 7 as noted above. 2010 Action Steps 1. Continue with Items 1 through 7 as noted above. Note.• Town nfAurora business plans provide the growndwort for mare detailed operational plan and —� serve m a mmnogemenl tool for planningfor the fuan-e. All pfans are re-evaluated as our business• envfreament evolvas and are dependent upon changing circunuatanaes, the availability of doe necmwy financial and staffresources and annual budget approval by Council. 12/19/2006 1:18 PM, Page 2 of 8 -24- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Planned Business Outcomes (cont'd) Planned Outcome (Goal) Ongoing reviews of the municipality's landholdings for purposes of determining whether disposition of particular landholdings are feasible and in the r mpc pality's best interests. 2007 Action Steps 1. Consult and review with the Department Heads their respective annual workplars and projects with a view to determining -what legal work shall be required and at what time. 2. On the basis of the compilation of all the presented Departmental workplans and projects, establish timelines by which Departmental requests for legal assistance shall he made and a timeline by which such legal work shall be provided based on the complexity, volume and nature of the Departmental matter. 3. Develop a protocol with Departments for the handling of emergency matters which arise throughout the year and the manner and anticipated timelines by which any legal work required in such emergency matters shall be provided based on other competing priorities existing at the time, whether for Council or the administration. 4. Review with the Department Heads at least twice throughout the year the ongoing status of their respective workplans and projects with a view to determining if such have changed whether as to substance and/or as to anticipated timeline requests for legal assistance. 5. Review and assessment of achieving the performance objectives set out in the service agreements for purposes of ascertaining Departmental satisfaction with the respective service agreement and for determining whether altering the performance objectives contained in the service agreement is warranted and/or necessary. 2008 Action Steps 1. Continue with Items 1 through 5 as noted above and monitor and amend the Departmental service agreements as determined necessary. 2009 Action Steps 1. Continue with Items I through 5 as noted above and monitor and amend Departmental service agreements as required. 2010 Action Steps 1.. Continue with Items I through 5 as noted above and monitor and amend Departmental Note: Tmw, ofAvrmn b ndness plaits provide the groundwork forvnore detailed operational plans and sense ns a mmugement tool for planningJor dre future. A!! plans ore re-ennlunfer( as our busiiess environment evolves and are dependent upon changing circumstances, fie availability of the necessary ,financial and staff resources and annual budget approval by Council. 12/192006 1:18 PM, Page 3 of 8 -25- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 4 • Solicitor • Assistant Solicitor • Law Clerk • Legal Assistant 2006 2007 2008 2009 2010 Positions (FfE) Budget Forecast Forecast Forecast Full-time 4.0 4.0 4.0 4.0 4.0 Part-time 0,0 0.0 0.0 0.0 0.0 Total Permanent 4.0 4.0 4.0 4.0 4.0 Net Change 0.0 0.0 0.0 4.0 Note: Town ofAwrra business plans provide the groundwork for more detailed operational plans and serve as a nwnagernent tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circunstances, the availability ofthe necessary financial andstuffresourcer and annual budget approval by Council. 12/19/2006 1:I S PM, Page 4 of 8 —26— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Operating Budget Outlook 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a matiagernent toal,for planning for die future. All plans are re-evaluated as our business envirownent evolves and are dependent upon charging circumstances, the availabiligi of the necessary financial and saaff resnurreY and annual budget approval by Council. 12/19/2006 1:19 PM, Page 5 of 8 -27- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Capital Budget Outlook 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note: Tmvn ofAarcnn business plans provide the groundwork Jar nmre detailed operational plans and setae as a management tool for planning for• the fietw e. 411 plans are re-evaluated ns our business• environment evolves and are dependent upon changing circemrsimrces, the availability ofthe necessmy financial and suffresources and annual budgev approval by Council. 12/19/2006 1:19 PM, Page 6 of 8 —28— SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Accomplishments in 2006 • Procedural By-law review and resulting amendments. • Agreement with York Regional Police for the sale of a 2.44 acre portion of the Leslie Street Lands. • Schickedanz Subdivision Agreement and Registration. • Preserve Homes (Phase 2) Subdivision Agreement and Registration. • St. John's Road Development Corp. Ontario Municipal Board Appeal Hearing and Resolution. • Successful Motion for Dismissal without a hearing of Ontario Municipal Board Appeal of Town's Draft Plan of Subdivision for Leslie Street Lands. • Resolution and Ontario Municipal Board Hearing of Appeals pertaining to Heritage District Plan and Boundary in North-East Aurora. • Review and Preparation of Numerous Consulting and Service Agreements. • Ongoing Review of All Development Matters and conducting necessary work for Determination of Applicable Cash -in -Lieu of Parkland. • Review, Preparation and Registration of Numerous Development Related Agreements and Documentation including those for Site Plans, Minor Site Plans, Simplified Development and Tree Preservation Agreements, Consents and Minor Variances, Condominium Agreements. • Ongoing advice and support pertaining to matters regarding Marijuana Grow Operations. • Development Applications Approvals Process, Precedent Subdivision Agreement. • Resolution of Divisional Court Leave to Appeal and Ontario Municipal Board Appeals by MI Developments et al of Vacant Land Condominium 2 and Medical Arts Facility Development. • Successful Recruitment of an Assistant Solicitor and a Legal Assistant Note: Town o/Aurora business plans provide the groundworbfjor more detailed operational plans and serve as a management fool for plamringfor the futm'e. All plans tare re-evaluated as our business environment evolves and are dependent upon changing circumstances, the m+atlability of the necessary financial and staffresources and annual budget approval by Council. 12/19/2006 1:18 PM, Page 7 of 8 —29— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEGAL SERVICES DIVISION Key Performance Indicators SERVICE AREA KEY PERFORMANCE QUANTIFICATION 2007 INDICATOR TARGET Provision of Legal Quality of Legal Advice Number of Legal Opinions February 2007 Advice, Direction and Representation Municipality's Reports to Council and Staff Bi-annual Reporting May and Landholdings October 2007 Review and Potential Disposition Service Agreements Development of Terms of Completion of Service July 2007 with Internal Service Agreement Agreements Departments Provisions with Departments Note: Town of Aurora business plans provide the groundwork for nnare detailed operational plans and serve as a inanagenrent tool for planningfor the fitture. All plans are re-evaluated as our business environment evolves and are dependent upon changing eircumstances, the availability of the necessary financial and slaffresources and annual budget approval by Council. 12/19/2006 1:18 PM, Page 8 of 8 -30- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET MARKETING & COMMUNCIATIONS About the Marketing & Communications Department The Marketing and Communications department represents the voice of the Town of Aurora and is one of the main vehicles to convey the Town's official opinions, goals, values and objectives to all its stakeholders. This department is responsible for external and internal communications which is inclusive of media, public relations, advertising, sponsorship, website communications, staff communications etc. This unit works closely with all departments to create unified internal and external pieces to highlight different programs and initiatives. The Marketing and Communications department fulfills an important connection with its stakeholders in providing valuable information to educate and inform. The department uses tools such as media releases, newsletters, photo opps, our official website, advertisements, the noticeboard, town ambassadors and more to promote pertinent information to its target audience — Aurora residents and businesses and neighbouring municipalities. Note: Town of Aurora business plans provide dye groundwork for more detaded operational plans and serve as a marmgenent toolfor plmmingfor thefiitare. Allplans are re-evaluated as our business environment emh+es and are dependent upon changing circumstances, the availability of the necessary financial and slaff resources and annual budget approval by Council. 12/19/2006 1:17 PM, Page I of 9 -31- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET MARKETING & COMMUNCIATIONS Planned Business Outcomes Ad'he enep o[Ttirvh stoff'toMedia Communications Policy Planned Outcome (Goal) To ensure that all staff follows the revised Media Communications Policy to uphold a positive image and a consistent policy. 2007 Action Steps 1. Media training in early January/February for the new Town Council and Senior Management Staff. 2. Finalize and implement the new Media Communications Policy. 3. SMT and staff training on the Media Communications Policy by C.A.O. 4. Measure compliance of media policy through reviewing practices and actions of staff for six months to ensure adherence. 5. Refresher media training can be made available if necessary. 2008 Action Steps 1. Continue to monitor compliance of Media Communications Policy through reviewing practices and actions. . 2. Provide staff and Council support for any questions or follow-up. 3. Refresher media training can be made available if necessary. 4. Send out communications to staff if necessary if procedures are not being followed. 2009 Action Steps 1. Refresher media training can be made available if necessary. 2. Continue to monitor compliance of Media Communications Policy through reviewing practices and actions. 3. Provide staff and Council support for any questions or follow-up. 4. Send out communications to staff if necessary if procedures are not being followed. 2010 Action Steps 1. Refresher media training can be made available if necessary. 2. Continue to monitor compliance of Media Communications Policy through reviewing practices and actions. 3. Provide staff and Council support for any questions or follow-up. 4. Send out communications to staff if necessary if procedures are not being followed. 5. Prepare media training for next Mayor and Council. Note: Town of Aurora business plans provide thegroundwar•h fpmore detailed operationalplans and serve as a management tool far plmming far the fuatre. A11 plans are re-evaluated as our business enviromnent evolves and are dependent upon changing circumstances, the mmilabilily of the necessp7+ financial raid stuff resources and annual budget apprmlal by Cmpcil. 12/19/2006 1:17 PM, Page 2 cf 9 /—, -32- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET MARKETING & COMMUNCIATIONS Planned Business Outcomes (cont'd) Introduce new marketing and communication methods to promote Town initiatives Planned Outcome (Goal) Introduce new marketing and communication methods to promote Town initiatives and to create more awareness. Implementing new techniques to reach the community will provide opportunities to increase awareness and foster a positive image for the Town of Aurora. 2007 Action Steps 1. Review and update current Town marketing and communications methods and update accordingly. 2. Continue to use the methods of traditional advertising but expand techniques to allow for new innovative ideas. i.e. B-Rolls, marketing materials etc. 3. Develop a Communications Plan that focuses on the introduction of the new techniques. 4. Monitor and evaluate new marketing aid communications techniques for effectiveness. Make changes accordingly. 2008 Action Steps I. Review and update current Town marketing and communications methods and update accordingly. 2. Monitor and evaluate new marketing and communications techniques for effectiveness. Make changes accordingly. 3. Ensure all marketing & communications staff are aware of the new techniques and how to properly use them. 2009 Action Steps 1. Review and update current Town marketing and communications methods mid update accordingly. 2. Monitor and evaluate new marketing and communications techniques for effectiveness. Make changes accordingly. 2010 Action Steps 1. Consistently strive to improve communications tools and re -invent the wheel. 2. Re-evaluate the Marketing & Communications Plan and revise strategies as necessary, Note: To,n ofAurarn business plans provide the groundm,orkfarvnor•e detailed operational plans and serve as a rnanagernent fool for planningfar the fuatre. All plans are re-evaluated as our business environment evolves and are dependent upon changing cireannstances, the availabilit2) of the aecesamy financial and saaffresourees and annual budget approval by Council. 12/19/2006 1:17 PM, Page 3 of 9 -33- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET MARKETING & COMMUNCIATIONS Planned Business Outcomes (cont'd) Conttnuorsl im kovin Cite IeyeLofa.car "oFate; commu¢cations Yq a1(sta'keholders k , , irz , v Planned Outcome (Goal) To improve the level of corporate communications to all stakeholders about corporate and council decisions and philosophies, programs and services. 2007 Action Steps 1. Development and implementation of 2007 Communications Plan. 2. Continuous improvement of the Town's website including the introduction of on-line services (i.e. registration, ticket payments and electronic newsletters). 3. Introduction of an intranet system. 4. Development and distribution of 2006 Annual Report. 5. Continuation, enhancement and implementation of Emergency Preparedness Education program. 6. Development of a staff Communications Committee. 2008 Action Steps I. Development and implementation of 2008 Communications Plan 2. Continuous improvement of the Town's website and on-line services 3. Development and distribution of the 2007 Annual Report 4. Continuation, enhancement and implementation of Emergency Preparedness Education program 5. On -going development of different sections for the intranet. 2009 Action Steps I. Development and implementation of 2009 Communications Plan 2. Continuous improvement of the Town's website and on-line services 3. Development and distribution of the 2008 Annual Report 4. Continuation, enhancement and implementation of Emergency Preparedness Education program 5. Revision of the Communications Department function and assess any need for change, inconsistencies, strengths, weaknesses etc. 2010 Action Steps 1. Development and implementation of 2010 Communications Plan 2. Continuous improvement of the Town's website and on-line services 3. Development and distribution of the 2009 Annual Report 4. Continuation, enhancement and implementation of Emergency Preparedness Education program 5. Revision of the Elections Communications Plan. Note- Town of Aurora business plans praidde the groundworkfor nior•e detailed operational plans and serve as a management tool jar planning far the future..411 plans are re-evaluated as our' business envir'onrnent evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and animal budget approval by Coetncil. 12(192006 1:17 PM, Page 4 of 9 -34- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET MARKETING & COMMUNCIATIONS Staff— Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 3.0 • Communications/Marketing Co-ordinator • Advertising/Sponsorship Representative • - Web and Communications Specialist 2006 2007 2008 2009 2010 Positions (FTE) Budget Forecast Forecast Forecast Full-time 3.0 0.0 0.0 0.0 0.0 Part-time 0.0 0.0 0.0 0.0 0.0 Net Change 0.0 0.0 00 "Possibility of adding another communications staff person in 2009 or 2010 _. Nate: Town of Aurora business plans provide the groundivorh for mare detailed operational plans and sense as a management tool for planningfor die fuaaa. All plans are re-evaluated as our business envlrmnnent evolves and are dependent upon changing ciremnstmtces, the availability of the necessary financial and staffresources and annual budget approval by Council. 121192006 1 d7 PM, Page 5 of 9 -35- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET Operating Budget Outlook 2006 2007 2008 Budget Budget Forecast 0.0 0.0 0.0 0.0 0.0 0.0 MARKETING & COMMUNCIATIONS 2009 Forecast 0.0 0.0 2010 Forecast 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Nale: Tmurr nfAmora businers pfuns•pr•ovidefhe groundn+mkfor more detniled operational p/mm•mrd serve as a nearrngement tool far pinmtingfar the firfure. All platen• are re-evaluated as our buriness environment evolves and are dependent upon changing cirmrmstances, the availability aflhe nucessmy financial and strtff resources and annual budget approval by Council. 12/19/2006 1:17 PM, Page 6 of 9 -36- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET MARKETING & COMMUNCIATIONS Capital Budget Outlook 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 OA 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note: Town pl'Aurora business plans pravide the groundwork for ruore detailed operaNmml plan• and serve as a rnanagenrent fool for planning far the fnnar•e. All plats am re-e ,aluated as our business arrvirorunenl evah�es and are dependwu span charging circumsYanees, the avnifabili[v oflHe necessaq� financial and skffresources and annual budget apprmml by Council. 12/19/2006 1:17 PK Page 7 of 9 -37- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET ! 1 MARKETING & COMMUNCIATIONS Accomplishments in 2006 • Launch of New logo and tagline town wide and re -design of town logo on all visible plaques. • Launch of new -redesigned Town website. • Implementation of Staff Internal Newsletter and Character Community Newsletter. • Implementation of Crisis Communications Strategy. • Revisions of Communications Plan. • Creation of 2006/2007 Waste Calendar. • Creation of 2007-2009 Resident's Guide. • Revision of Media Communications Policy. • 2006 Sponsorship Awards Ceremony. • Revision and practice of 2006 Emergency Preparedness Plan. • Creation of Media Plan for the 2006 Municipal Elections. • Development and Distribution of 2006 Community Report. • Revised Strike Comummications Plan in early 2006. Nate: Town ofAwma business plmu• provide the groundwork forniore detailed operational plans and \ serve as a management foal for planningfor the future. All plans are re-evaluated as oar besiness environment evolves and are dependent upon changing circumstances, the availability of the necessmy financial andsk ff resources and annual budget approval by Council. 12/19/2006 1:17 PM, Page 8 of 9 ®' SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET MARKETING & COMMUNCIATIONS Key Performance Indicators SERVICE AREA KEY PERFORMANCE QUANTIFICATION 2007 INDICATOR TARGET Introduction of Provide are awareness of More press coverage of Continue to New marketing and Town initiatives to all target different issues, feedback improve Communications audiences from staff and residents communication vehicles to methods benefit the Town Adherence to media Support a positive corporate Initiate Feedback from Communications image SMT and policy council. Media monitoring of . newspapers, local media. Continuous Enhance marketing and Establishment of a Feedback from improvement of communications department Communications Committee Committee. communications and the various levels of to focus on all functions providing information to all communications done town Overall audiences. Also enhance wide, feedback from the functionality of the staff regarding department. new initiatives. Focus groups. Nate: rown of Aurora bustnaw plans provide die gvu,idwork for mare detailed operational plans and serve as a management fool for planning for the future. All plans are re-evaluated as our business envirormrent evolves and a -a depmrdent upon changing circumstances, the availability of the necessay financial and staff resources and annual budget approval by Council. 12/1912006 1:17 PM, Page 9 of 9 —39— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 -40- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT About the Corporate Services Department Mission Statement: "The Corporate Services Department is committed to providing the highest level of support and service to its client groups by facilitating access to corporate information through the utilization of best practices, while educating our clients on legislation, standards and compliance." CLERK'S DEPARTMENT —ADMINISTRATIVE SUPPORT SERVICES The Clerk's Department— Administrative Support Services performs a variety of duties the majority of which are statutory in nature as prescribed by several legislative mechanisms such as the Municipal Act; Vital Statistics Act; Freedom of Information & Protection of Privacy Act; Municipal Elections Act etc. The following is a list of some of the functions performed in this department. • Secretariat Services • Records Management - • Municipal Elections • Insurance & Risk Management • Vital Statistics (Birth registration & Burial permits) • Commissioner of Oaths • Municipal Freedom of Information • Liquor License Clearance • Temporary Street Closures • Lottery/Bingo Licensing • Marriage Licensing • Telephone Switchboard Reception Services BY-LAW ENFORCEMENT & LICENSING SERVICES The mandate of the By-law Enforcement & Licensing Services is to investigate and resolve by-law complaints in a timely fashion by promoting voluntary compliance through regular dialogue with the public, thereby promoting health, safety and a harmonious community. Activities are divided into the following operational areas: • Regulatory By-laws Enforcement • Property Standards • Business Licensing • Mobile Vendors Licensing • Parking Control • Animal Licensing & Control HUMAN RESOURCES SERVICES Human Resources Services manages a variety of support services to the Corporation relating to staff, benefits administration, and labour relations. The specific areas of activity are further identified as follows: • Staff Recruitment • Compensation & Benefits • Health & Safety • Training & Development • Employee & Labour Relations Note: Town of Aurora business plans p-ovide the gmundnrork for more detailed operational plans and serve as a rnauagerneni tool for planningfor the fititn-e. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumslmses, the availability of the necess•aq+ financial and staffresources and annual budget approval by Council. Page 1 of 13 —41— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT INFORMATION TECHNOLOGY SERVICES The Information Technology Services Division provides technical solutions and expertise to meet the strategic goals of the Town, its employees and the community by managing the following corporate needs: • Continuing to improve and enhance access to corporate data • Managing system development and application support • Ensure that network security and information is safe guarded • Maintain technical and communications infrastructure • Implement tools to improve organizational efficiency • Design protocols and frameworks for operational effective and controls Note: Town cfAurora brininess plans provide the groundworkfor more detailed operational plans and serve as a maragennent tool far planningfor the future..411 plans are re-evaluated as our business environment evolves and are dependent upon charging circumstances, the availability afthe necessmy financial andstaff resources and annual budget approval by Council. Page 2 of 13 -42- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Planned Business Outcomes �By-1aw & Licensing Services Division Planned Outcome (Goal) To Administer and enforce the Town by-laws and regulations to ensure the health and safety of the public. 2007 Action Steps 1. Consultation with stakeholders on the implementation of a new Temporary Sign By-law. 2. The re -introduction of the Pet License Door to Door Canvassing Program and the review of all pet licensing fees. 3. The introduction of an Anti -Graffiti By-law and an accompanying educational program for private property owners. 4. The review and updating of all By-law information on the Town Web site including the implementation of an e-ticket function and the addition of all regulatory by-laws on-line. 5. Introduction and implementation of electronic record -keeping using Cityview and laptop technologies by field officers. 6. The development of a Public Awareness Program to educate the public on the responsibilities and functions of the By-law Services Department. 2008 Action Steps L Review of Animal Control Services contract and options for the future needs of the Town.. 2 The development of a Taxicab Driver's Training Course. 3. The inspection of all Town licensed vehicles by Ministry of Transportation (M.T.O.) mechanics on a yearly basis. 4. Introduction of applications online for both Pet and Business Licensing. 5. The creation of two information packages for residents on the Noise By-law and the Clean Yards By-law. 2009 Actions Steps l.. The implementation of the Taxicab Driver Training Course. 2. The review and updating of the Parking By-law. 3. The creation of two information packages for residents on the Parking By-law and the Watering By-law. 3. Introduction of by-laws for Council's consideration on licensing various types of businesses in Town such as Eating Establishments and Public Garages. 4. Development and implementation of expanded uses for the Parking Control Handheld units. 2010 Action Steps 1. The review of the Town's Noise By-law. 2. The review of the Town's Business Licensing By-law. 3. The Introduction and implementation of a Bicycle Patrols Program by staff. 4. An analysis of the potential for the introduction of an On -street Permit Puking Program. 5. The introduction of hybrid vehicles for use by the By-law Services Staff. Note: Town of Aurora business plans provide the groundwork for mare detailed operational plans and seine as a management tool for planning for the future. All plans me re-nialuated as our business environment evolves and are dependent upon changing circumstances, the availabilillr of the necesyaoy financial andstaffresources and annual budget approval by Council. Page 3 of 13 -43- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Information Technology Services Division Planned Outcome (Goal) To provide technical solutions and expertise to meet the strategic goals of the Town, its employees and the community. Z007 Action Steps 1. Providing end user technical training opportunities to encourage the development of knowledge workers within the Town. 2. Engage services of a consultant to conduct strategic planning session workshops with departments to develop and implement a new ITS Strategic Plan. 3. Ensure that corporate projects include ITS participation, by formalizing a corporate policy for project approvals which include ITS authorizations. . 4. Implement phase 1 recommendations from 2006 IT Risk Assessment and Risk Mitigations Strategies/Solutions. 5. Implement phase 1 recommendations from 2006 Computer Room planning. 6. Implement phase 1 recommendations from 2006 Print Need Analysis. 7. Develop procedural documentation for asset protection and protocols. 8. Telecommunications Audit. 9. Implement Microsoft standardfor complex network passwords. 10. Gauge ITS effectiveness by meeting with Department Heads to develop benchmarks/standards/expectations for ITS service. 11, Analysis of Help Desk activity to monitor trends and diagnose trouble spots for improvements. 12. Participation at conferences pertaining to MFIPPA to ensure compliance and to improve internal procedures. 13. Investigation of CRM (Customer Relationship Management) system for corporation — tracking issues across the organization. 14. Roll out of applications to web site for ease of use and transparent government services. 15. Implementation of a hosted solution for Leisure Services programs to fast -track electronic options for client registration. 16. Provide availability to fax from desktop. 17. Wireless connection. 18. Enhancement of Marriage License, Vital Statistics, Legal databases. 19. Utilize synchronization connectivity for CityView transactions. 20. Wireless WAN connectivity for real time transactions. 21. Continued development of corporate Intranet for publication of internal documentation. 22, Implement Maintenance Management module for phase 4 of financial system project. 23. Continued development of CityView Integration to corporate applications. 24, Cash receipt posting from CityView to financial system. 25. Integration of attendance from financial system to InfeHR. 2008 Action Steps 1, Providing end user technical training opportunities to encouragethe development of knowledge workers within the Town. 2. Initiate Enterprise Architecture project. 3. Investigate Storage Area Network (SAN) for corporation. 4. Maintenance and upgrades for security software to reduce network risks/threats. 5. Implement phase 2 recommendations from 2006 IT Risk Assessment and Risk Mitigations Strategies/Solutions. 6. Implement phase 2 recommendations from 2006 Computer Room planning. 7. Implement phase 2 recommendations from 2006 Print Need Analysis. Nate: Tmvn of Aurora business plmur provide the groundwork for n ore detailed operational plans and se,lve as a rnanagetnew wol for planning,/or thefitan'e. 411 plans are re-evaluated as our busines• envirannent evolves and are dependent upon changing circurmtance•, The availabtlin, of the necessary financial and surffresources and annual budget apprroval by Council. ' Page 4 of 13 -44- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET Planned Business Outcomes (cont'd) 2009 Actions Steps 1. Providing end user technical training opportunities to encourage the development of knowledge workers within the Town. 2. Conduct a network security audit complete with network vulnerability and network penetration testing. 2010 Action Steps 1. Providing end user technical training opportunities to encourage the development of knowledge workers within the Town. 2. Conduct strategic planning session workshops with departments to further evolve and develop ITS Strategy. 3. Investigate biometrics for network access and computer equipment authorizations. Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and seve as a management tool for planning for the figure. A1Jplans a e re-evaluated ar our business envi torment evolves and are dependent upon changing circmnstances, the availability ofthe necessary financial and staffmsources and annual budget nppruval by Council. Page 5 of 13 —45— SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Ylannea Human Resources Department Planned Outcome (Goal) To provide effective fiscal management of Human Resources financial resources through excellence and innovation in service delivery. 2007 Action Steps 1. Develop the Town's proposal package for exchange with CUPE 905 in preparation for the 2007 collective bargaining process; facilitate the collective bargaining process between the Town and CUPE 905; and implement Council -approved collective agreement amendments. 2. Facilitate the HumanResources Technology implementation of the Attendance Tracking, and Health and Safety modules through the Info HR System and Vadim. 3. Develop Corporate Human Resources Administration procedures to reflect current legislation/regulations/organizational changes e.g. retirement (the end of Mandatory Retirement), benefits and special leave, sick leave, clothing procedures, etc. 4. Upon Council approval, facilitate consultant review of the existing Job Evaluation structure with the view to designing and implementing a revised methodology, structure and process. 5. Conduct external compensation review and analysis of Town positions to determine compensation differential and/or continued competitiveness with surrounding municipalities/employment market— facilitate consultant participation if necessary. 2008 Action Steps I. Develop/facilitate new job evaluation methodology/process training forjob evaluation committee members. 2. Develop Corporate Human Resources Administration procedures to reflect current legislation/regulations/ housekeeping/organizational changes e.g. applicability of administration procedures and definition of employee, Department Head Authority, vacation, service and retirement gifts, salaried staff grievance procedures, etc. 3. Support MIS in the implementation process of the Info HR Employee Self Serve module providing employees with controlled access to screens in the Info HR system. 4. Conduct external compensation review and analysis of Town positions to ensure continued compensation differential and/or competitiveness with surrounding municipalities/ employment market is maintained. 5. Source consultant availability and co-ordinate training session(s) to provide Corporate wide training as necessary/ identified. 2009 Actions Steps 1. Facilitate process mapping of all Human Resources functions/tasks. 2. Continue to develop Corporate Human Resources Administration procedures to reflect current legislation/regulations/ housekeeping/ organizational changes e.g. employment expenses, Town owned vehicles, attendance at conferences/conventions, identification cards, change of personal information, etc. 3. Conduct external compensation review and analysis of Town positions to ensure continued compensation differential and/or competitiveness with surrounding municipalities/ employment market is maintained. 4. Facilitate implementation of new Info HR System modules) as they become known. 2010 Action Steps 1. Develop the Town's proposal package for exchange with CUPE 905 in preparation for the collective bargaining; facilitate the collective bargaining process between the Town and CUPE 905; and implement Council -approved collective agreement amendments. 2. Conduct external compensation review and analysis of Town positions to determine compensation differential and/or continued competitiveness with surrounding municipalities/employment market — facilitate consultant participation if necessary. 3. Continue to develop Corporate Human Resources Administration procedures to reflect__ Note: Town of Aurora business plans provide the groundwork for mare detailed operational plans and serve as a management foal for planning for the fimtre. All plans are re-evaluated as our business environment evolves and am dependent upon changing circmrrstances, the availability ofthe necessary financial and staffrarources and annual budget approval by Council. Page 6 of 13 —46— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT current legislation/regulations/housekeeping/organizational changes as necessary. Planned Business Outcomes (cont'd) Clerk's Services To provide internal and external clients with current, accurate and easily accessible information on deliberations of Council and associated Committees. 2007 Action Steps 1. Development of the 2007 Accessibility Plan. 2. Development of a Disaster Recovery Plan for the recovery of original minutes, by- laws, contracts and agreements of the Town. 3. Engage services of a consultant to undertake a risk management analysis of all Town owned buildings for insurance purposes. 4. Engage services of a consultant to undertake an evaluation appraisal of all Town owned buildings for insurance purposes. 5. Streamline process of posting agendas and minutes on the Town's website with the new content management system. 6. Establish protocols for the implementation of electronic distribution of agendas and minutes. 2008 Action Steps I. Development of the 2008 Accessibility Plan. 2. Enhancement of the Vital Statistics Registry in conjunction with the IT Division. 3. Complete electronic indexing of minutes and by-laws back to 1971. 4. Integration of the indexing program (CHIP), Agreement Program and the Records Retention Program in conjunction with the IT Division. 5. Development and implementation of a new records retention by-law for inactive paper records. 2009 Actions Steps 1. Development of the 2009 Accessibility Plan. 2. Development and implementation of a new records retention by-law for electronic records. 2010 Action Steps 1. Development of the 2010 Accessibility Plan. 2. Preparation for the 2010 Municipal Elections. Note: Town afAurora business plans provide the groundwarh, far more detailed operational plans and sense as a management loaf for planningfor the fiuure. All plans are re-evaluated as our business mrvironment evolver and are dependent upon changing circumstances, the availability ofdre necessary frnancial mrd staffresomres mrd annual budget approval by Council. Page 7 of 13 -47- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Staff — Our Most Valuable Resource Current— Total Full Time Equivalent Staff Positions = 19 • Director of Corporate Services • Administrative Assistant • Administrative Coordinator/Deputy Clerk • Committee Secretary • Committee Secretary • Licensing & Vital Statistics Officer • By -Law Services Coordinator • By -Law Clerk/Typist • By -Law Enforcement Officer • By -Law Enforcement Officer • Human Resources Manager • Human Resources Officer • Human Resources Assistant • Human Resources Assistant • I.T. Supervisor • Help Desk/Training Co-ordinator • Applications Analyst • Applications Analyst • Network Support Technician 2006 2007 2008 2009 2010 -- Positions (FTE) Budget Forecast _ Forecast Forecast Full-time 19 20 21 21 22 Part-time 10 11 11 11 12 Total Permanent 19 20 21 21 22 Net Change 1 1 0 1 Note: Town of Aurora business plans provide the ground"oorkjor more detailed operational plans and serne a• a rnanageutent tool for planning for the fittra-e. All plans o-e re-eralttaied as our• business enviraanent evolves and are dependent upon changing circianstances, the mmtlabilin, of the necessary financial andstaffresources and annual bttdget approval by Council. Page 8 of 13 -48- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Operating Budget Outlook 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note: Town o(Auro a business plans provide the gronnanmhfmvnore detailed operational plans and serve as a management tool for planning for (he future. All plans wire re-evahmted as our business errvirmmnent evolves and are dependent upon changing circumstances, the avadabilih, ofthe necessa,i financial and staffresourcas and annual budgel approval by Caursil. Page 9 of 13 SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET `^ . CORPORATE SERVICES DEPARTMENT Capital Budget Outlook zoos 2006 2007 2008 2009 2010 Actuals Est. Actuals Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined q Note: TownofAurorabasinessplansprov/dcdtegroundworkformwedetailedaperatiormlplansanrl serve m a managvmenr fool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necmaq .financial and aaffresources and amoral budget approval by Council. Page 10 of 13 -50- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Accomplishments in2006 CLERK'S DEPARTMENT— ADMINISTRATIVE SUPPORT SERVICES 1. Replaced aging Lotus Notes text searching program with new software. 2. Drafted and implemented new Lottery Licensing Policy. 3. Implemented new feature by providing copies of all Advisory Committees agendas and minutes on the Town's web site. 4. Successfully conducted the 2006 Municipal Elections. BY-LAW ENFORCEMENT — LICENSING SERVICES 1. Prepared and enacted a new Noise By-law that regulates and controls noise emissions throughout the Town. 2. Developed and implemented a new Pit Bull Owners Education Program that complements the new Provincial regulations related to Pit Bull dog owners. 3. Reviewed and arranged for the re-enactment of the Town's Business Licensing Bylaws in order to comply with the provisions of the Municipal Act. -t HUMAN RESOURCES SERVICES 1. New Info HR System database module was implemented thereby providing Human Resources with the single source of entry of personal-driformation when employees are hired/terminated or changes occur in their employment status. 2. A more congenial labour relations atmosphere has developed with the re- introduction of Adhoc Labour Management meetings. Participating attendees are receptive to resolving concerns and providing joint resolution to outstanding issues. 3. Human Resources conducted market salary surveys for all work groups (CUPE, non -union and OTCFT) noting competitiveness within the local municipal area. The compensation adjustments made in 2004 has stabilized recruitment activity in the Corporation. INFORMATION TECHNOLOGIES SERVICES Secure and Reliable ITS Infrastructure to ensure that adequate controls, checks and balances are in place to protect the security and lntegriq, of corporate data and assets: 1. Touch pad lock system installed to eliminate access to data centre room and data closets by non ITS staff. 2. Maintenance and upgrades installed for anti-spyware application to reduce network risks/threats. 3. Implemented systems to provide secure, reliable remote/work from home access to network and associated data. Customer Service Orientation to assist in promoting and changing processes to encourage online government activities, for improved and open access to government services for external stakeholders (constituents), and also provide efficient and proactive service to internal stakeholders (business units/deparbnenis). 1. Implemented effectiveness review of the new financial system modules. Redesigned the corporate web site to further promote e-government activities and initiatives. 2. Continued to improve the ITS Help Desk function by utilizing web interfaces for reporting problems and for tracking and managing trouble calls. Now Town of Aurora business plans provide the groundnvrk forvoore detailed operatiminl plans and serve as a,nmvagenrent tool for planningfor tliefitaa•e. All plans are re-evaluated as our business emdronnenl evolves and are dependent upon changing circunestances, the avadabilfo, of the necessmy financial and snaf resources and annual budget approval by Council. Page I of 13 —51— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Enabling workers with improved access to corporate data by providing staff with the tools and information to be productive and efficient within their business units and ensuring efficient access to corporate data resources by eliminating duplicate processes, and creating data standards. 1. Provided on going corporate application training sessions for core office software applications. _ 2. Conducted replacement program of computer equipment — PC through evergreening program. 3. Developed corporate Intranet for publication of internal documentation and standard applications. 4. Implemented HRIS and PO modules for phase 3 of financial system project. 5. Installed Vail? (Voice over IP) to remote/satellite sites for access to Town Hall servers. Note: Town of Aurora beshues plans provide die groundmi*fior ruore detalled operational plans and j serve as n numngement fool for pinnnirng, jor the firture. All plans are re-evaluated as om' business environment evolves and rose dependent upon changing circumstances, the availability, ofthe necessary financial andstoffresouraes and annual budget approval by Council. Page 12 of 13 -52- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET CORPORATE SERVICES DEPARTMENT Key Performance Indicators SERVICE AREA KEY PERFORMANCE QUANTIFICATION 2007 INDICATOR TARGET By-law & Licensing Implementation of anew Significant reduction of Enactment of Services by-law to regulate prohibited signage by-law Feb/07 temporary signs Re -introduction of door to 100% increase in pet licensing Project door canvassing of pet sales and corresponding completion by licenses revenue Sept 1107 Information Implement phase 1 of IT Introduce measures and Completion of Technology Services risk mitigation strategy procedures as recommended phase I by year in consultants report on staged end basis throughout year to reduce exposure to threats of the computer system Implement phase l of Re -allocation of room space Project computer room planning and addition of improved completion by cooling system June/07 Implement phase 1 of print Cost avoidance of future Two year needs analysis equipment and reduce costs of phased in house printing/photocopy approach by 10% in first year Conduct Review all telecommunication Project telecommunications audit invoices to identify costs completion by savings or alternative service Sept/07 delivery Human Resources Conduct collective Negotiations to begin in April Ratification Dept. bargaining process with for new collective agreement anticipated by CUPE Aug 07 Update and develop Recommended amendments to Project Administrative Procedures the Administrative Procedures completion by to reflect current legislation Manual to be reported out to year end Council Clerk's Dept. Develop 2007 Accessibility New Accessibility Plan to be Plan approval Plan drafted and presented to in Feb/07 Council Develop disaster recovery Draft plan and covering report Implementation plan for original minutes & by Sept/07 by-laws Conduct risk analysis of all Issue tender and select Project Town buildings consultant to undertake review completion July/07 Conduct appraisal of all Issue tender and select Project Town buildings consultant to undertake review completion July/07 Note: Town of Aurora business plans provide the gro ndwork for nsore detailed operational plans and serve as a management tool far planning for the future. All plans are re-evaluated as our business environnent evolves and are dependent upon changing circumstances, the availability of the necessary fmaneial and staffresomres and annual budget approval by Council. Page 13 of 13 —53— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 -54- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT About the Financial Services Department The Financial Services Department is responsible for serving both internal needs of the town as well as the external needs of the Towns ratepayers. Internally, our customers include Council, Directors, and all departments. We provide financial support services, these services includes but are not exclusive to financial advice, financial reporting, budget control, accounts payable, accounts receivables, payroll, purchasing and maintaining securities such as letters of credit and investments. Externally our customers are ratepayers, the public, vendors and various government ministries and agencies such as Ministry of Municipal Affairs and Housing. As for the public we issue both tax and water bills, collection function for both of these, we provide financial information to the public and our department in a lot of cases is the only contact that the public has with the Town of Aurora. Services That We Provide In Financial Services we provide financial direction and high quality corporate support service to our clients. We are also responsible for the stewardship of the financial assets and records. Financial Services: Accounting: • Payroll for the entire corporation, including Library Board on a bi-weekly basis, this includes receiving time cards, input, calculation, transfer and remittance advises. • Accounts Payable for the entire corporation with a weekly cheque run and a bi- weekly cheque run for Library. We enter 13,000 invoices per year for the corporation ensuring all background documentation is correct, properly maintained and filed. • We also are responsible for development charge remittances to the school board, region and maintaining the Town's reserves. • Other functions include bank reconciliation, reconciling of all accounts, regular reporting to Council and the various departments, assisting the auditor with year end working papers, letters of credit and security deposit maintenance, reconciliation of Capital and Reserve Funds and all Journal Entries. Budgets and Financial Statements: • Budgeting is the most critical function for the department and council as -this sets the goals and objectives of the organization for the fiscal period. • Responsible for co-ordination and presentation of annual budget. • Financial reporting to council and administration on a regular basis. • Regular review and report an budget variances. • Completion of Annual Financial Statement and Financial Information Returns to the Province. • MPMP Reporting and Municipal Scorecard reporting requirements for the Ministry of Finance. Revenue: • Issue approximately 16,000 Interim and Final Property Tax Bills on behalf of the Town, Region and Boards of Education and collection of same. • Issue approximately 4,500 Residential Water/wastewater bills monthly and 600 Commercial Water/Wastewater bills bi-monthly and collection of same. • Administer legislated property tax programs such as Vacancy Rebates for CommerciaVIndustrial Properties and Seniors Deferral Program. Nate: Tmvn oJAvrom busineea ➢lame provide de grwmdaork for mare Bela!/edrmlon.l p/orta and nerve ar a m.nogemen! cool for planning Jar the furore. All plans are reev.bmad .r our bmineas emironmem ev.A. and ore depmu w upon eh..g1.g dreumsr.nree, (he.v.11.billry oflhe nemmorhJinoneta! med elopremurces and.nn..l budge/ oppr..l by Co,mcN. 12/19/2006 2:43 PM, Page 1 of 10 -55- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT • Maintain the assessment roll, processing ARB Decisions and Minutes of Settlement issued by MPAC. • Issue Supplementary Tax Bills when received to maximize cash flow. • Follow up on all arrears of taxes and water bills. • Balance and account for all revenues of the Corporation. • Collection of all receivables for the municipality. Purchasing: • Purchasing is responsible for centrally providing efficient, effective and economic procurement of goods and services using competitive bid and proposal processes. This includes vendor pre -qualification, standing orders, processing of system purchase orders and the creation, distribution, evaluation and recommendation of competitive quotation/tender/request for proposal as well as the management of all procurement activity, all in accordance with the Town's Purchasing By -Law. • Additional responsibilities include providing expertise and consulting services to all Town departments relating to all aspects of purchasing, providing operating and capital expense commitment information, disposition of surplus goods and Policy compliance. Planned Business Outcomes Accounting . Planned Outcome (Goal) Complete Capital Asset Project in time for PSAB Requirements Eliminate issues identified in municipal auditors report . Develop Policy and Procedural manuals for the department Eliminate the issuance of cheques Implement Vadim system to incorporate electronically filling invoice information Provide departments with financial information and develop confidence in Financial Service Department 2007 Action Steps 1. Work with municipal auditor to meet reporting time lines 2. Continue to develop history required for calendarization for 1mancial reporting 3. Complete inventory of all assets of the municipality for new guidelines for Capital Asset Management Financial Reporting 4. Acquire software package for Capital Asset Reporting 5. Address issues identified in the Auditors Management Letter 6. Create Policies and Procedures for all functions within the Department to meet guidelines established by the Municipal Auditor 7. Perform appropriate number of internal audits for the various departments 8. Continue to work on proper cross training and succession planning 9. Promote and encourage the use of electronic funds transfer for the payment of suppliers 10. Work with departments to provide them the data they require to run their operation Nole: rmvn ofAnrom bminess yfans nrovfde the grvandA= oitrr more damped mnlem,lanal plans and serve as a coupon ch n mvl far planning fm the jvmrc. All plans ore recwluared as mrr bvslness envirvnmem ervfws and are dependent upon danging elreomsranres, the ma!lablllty line neassvryfinanciaf andngp'resmnrec and annual bvdgel approval by Couneil. 12/19/2006 2:43 PM, Page 2 of 10 —56— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT 2008 Action Steps 1. Develop the Capital Asset Management Plan for implementation and reporting for the 2009 Fiscal Year 2. Advise Suppliers that they must accept EFT payments to do business with the municipality 3. Continue to work with Departments to provide service they require 2009 Actions Steps 1. Review and revise policies and procedures as necessary 2. Do annual maintenance on Capital Asset Management 3. Work with departments to provide data required for their operations 2010 Action Steps 1, Do annual maintenance on Capital Asset Management 2. Work with departments to provide data required for their operations No,e: Torvn ofAuran busmeAll /.s provide the grvand. a for more de la(!ed apem,ional.lam and serve as a managemem fool for p(nnnNg far the fma¢. All plans are rrfinammed as our bw/mess andan anneal evolves and are dependent upon ahanging eim,mnpnees, the avallabillry ofhe necnsaryflnprmlal and s, presmrrces and annual badger apprava! by Cmmcll. 12/19/2006 2:43 PM, Page 3 of 10 -57- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Financial Analyst/Budget - Planned Outcome (Goal) Complete municipal audit and financial reporting within Provincial Guidelines Improve financial analysis, reporting and budget preparation Develop 4 year budget projections Improve operating budget calendarization Quarterly reporting of financial position of Operating, Water and Sewer and Capital Complete 2007 operating and capital budget by Feb 1, 2007 Complete and report 2006 financial statement by May 31, 2007 Complete 2008, 2009 operating and capital budget by December 20 Expand projections to 10 years for both Capital and Operating Review 2007 Action Steps 1. Expand capabilities of RAC Capital Budget Module 2. Review capital program rankings 3. Work with directors and council to develop 4 year plan 4. Collect data to make calendarization more effective 5. Work with departments on projection of monthly expenditures "K6. Develop a process where unexpendedfundsare brought forward annually 7. Work with Management team to make budget process more effective 8. Work with Council on completing 2008 budget by Dec 20 2008 Action Steps 1. Link Capital and Operating budgeting modules 2. Annually review capital projects 3. Work with departments on projection of monthly expenditures 4. Work with Council on completing 2009 budget by Dec 20 5. Work with departments to report monthly on budget variances 2009 Actions Steps I. Work with Council on completing 2010 budget by Dec 20 2. Work with departments to report monthly on budget variances 2010 Action Steps 1. Work with department on reporting budget variances Revenue Planned Outcome (Goal) All business and residents pay their fair share of user fees and property taxes without undue burden Protect the assessment base Maximize investment opportunity by managing our cash flow Implementation of centralized Accounts Receivable System Insure that all creditor of the corporation we treated equally Implement proper balancing routines to protect interest of municipality Increase use of PreAuthorized Payment Plans New Town vfdurom durinerr plena provide the grvundrvvrRJvr more derailed opermlonal plans and serve or a maregemem loaf for plonning for fhe firms. All plain ore re<rminaled ar o r bminera emironmenf evolver and ore dependent upon changing rlrcumaance; me wol/abdfry offhe nererroq�financiv(vndat premurcer and annual berdgq approvvl by CouneR. 12/19/2006 2:43 PM, Page 4 of 10 SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT 2007 Action Steps 1. Impact analysis of annual assessment growth 2. Participation in Provincial and Regional property tax policy 3. Participation in VOUG (Vadim Ontario User Group) to insure continued development of Property Tax (PT) and Utility Billing CUB) software to meet the business needs of the Town of Aurora 4. Provide technical interpretations to taxpayers 5. Work with Municipal Property Assessment Corporations to enhance the timeliness and accuracy of property assessment, and to resolve any complaints or anomalies 6. Invoice $10.2 million in Water/Wastewater revenues 7. Maintain Policy and Procedural Manual for Property Taxation, Water/Wastewater and Cash Receipting S. Develop Policy and Procedural Manual for Accounts Receivable 9. Promote with customers our Pre -authorized Payment Plan for Property Taxation and Water/Wastewater Billings 10. Continue to Investigate opportunities to out -source the printing, stuffing and mailing of Property Tax and Water/Wastewater bills and arrears notices to accommodate increased volumes related to population growth 11. Continue to Investigate opportunities to out -source payment processing and electronic receipt of funds to reduce the need for manual in-house payment processing 12. Develop policies and procedures for collection of all receivables of the municipality 2008 Action Steps I. Impact analysis of reassessment freeze for the taxation year 2008 2. Introduce intemet access for customer account inquiry. 3. Introduce intemet payment options for all Town receivables. 4. Promote with customers our Pre -authorized Payment Plan for Property Taxation and Water/Wastewater Billings 2009 Actions Steps 1. Impact analysis of reassessment of properties from January 2008 market values for the purposes of 2009 property taxation 2. Promote with customers our Pre -authorized Payment Plan for Property Taxation and Water/Wastewater Billing 2010 Action Steps 1. Impact analysis of reassessment of properties from January 2009 market values for the purposes of 2010 property taxation 2. Promote with customers our Pre -authorized Payment Plan for Property Taxation and Water/Wastewater Billing Note: Tmvn ofAarora baalneas plans provide the granndvork far mare demlled apesedana/ plans and serve as a management too/ je, lanal, for the /mare. All plans are ro-evalamed as or ba mess envtrmtmear evelves and are dependent vpon changing ormanamnas, he ..liability ofite neaessaryflnanalal and smfjremarces and annual badger appravvl by Caen➢. 12/19/2006 2:43 PM, Page 5 of 10 -59- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Purchasing Planned Outcome (Goal) Complete implementation of Purchase Order System Ensure that departmental purchasing follows policy Reduce the use of Requisitions Maximize timing of Tender Calls to obtain best results Reduce the number of addendum's Implement internal audit procedures 2007 Action Steps 1. Develop a Procurement Process and Procedures Manual 2. Implement PCard Program 3. Continue to work with Departments on the online Purchase Order System 4. Work with departments to get tenders out when timing is advantageous 5. Do random checks on purchases made by departments 2005 Action Steps - 1. Expand use of PCard Program 2. Analysis Company purchases to determine most effective method of purchasing 3. Work with departments to get tenders out when timing is advantageous 4, work with departments for consolidation of purchase orders 5. Do random checks of purchases made by department 2009 Actions Steps 1. Integrate P.O. System. Accounts Payable and Invoice Scanning Process 2. Analysis Company purchases to determine most effective method of purchasing 3. Work with departments to get tenders out when timing is advantageous 4. work with departments for consolidation of purchase orders 5. Do random checks of purchases made by department 2010 Action Steps 1. Analysis Company purchases to determine most effective method of purchasing 2. Work with departments to get tenders out when timing is advantageous 3. work with departments for consolidation of purchase orders 4. Do random checks of purchases made by department Note: revn of Aurora business In. pwWde the greundrorbfor more derailed operational plans and serve ns a management tool for planning far the Mitre. All plvn re<wluared na our business envlmaineta evolves and are depended upon changing dreumnvnces, the avaflab!lfq aflhe neressaryJinonclal and nagresmvrerand annual budget approval by Council. 12/19/2006 2:43 PM, Page 6 of 10 • 1 SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Staff— Our Most Valuable Resource Current —Total Full Time Equivalent Staff Positions= 15 • Director of Finance/Treasurer • Administrative Assistant • Revenue Supervisor/Deputy Treasurer • 4 Treasury Clerks • Accounting Supervisor • Payroll Co-ordinator • Accounts Payable • Purchasing Co-ordinator • Purchasing Clerk/Secretary • Purchasing Clerk • Financial Analyst/Budget Supervisor Positions E 2006 2007 Budget 2008 Forecast 2009 Forecast 2010 Forecast Full-time 14.0 15.0 15.0 15.0 15.0 Part-time 0.0 0.0 0.0 0.0 0.0 Total Permanent 14.0 15.0 15.0 15.0 15.0 Net Change 1.0 0.0 00 0.0 CAPITAL IMPLICATIONS OF STAFF GROWTH 2008 - $15,000 Office for Capital Asset Management Supervisor Nme: rmvn flMm buc A pfanr provide /he groundwork far more defalfed opemrlonaf planr and roan ar a managemem roof for planning ffoI the Panne. Al! plans deperdem upon chvnging dreamrmncer, rlre wvifabilfry v/rhe nereamryj7nandd and req/fruourcer andannna! bodge( apprwof by Caanril. 12/192006 2:43 PM, Page 7 of 10 -61- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Operating Budget Outlook 2006 Budget 2007 Budget 2008 Forecast Forecast Z009to. 852,231. 975,396. 989,505 1,011,786. 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 00 0.0 Capital Budget Outlook 2006 Budget 2007 Bud et 2008 Forecast 2009 Forecast 2010 Forecast 0.0 200,000. 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Accomplishments in 2006 • Met our objective of exceeding 2005 Return on Investment and exceeded the Scotia Exceeded Capital Debt Market Indices 90 day rate on investment for the year. • Did not maintain an account balance of $1 million or less, this was a result of the market, there were many times during the year when it was more advantageous to keep funds in our account. • Met all financial reporting requirements and provided addition reports and reporting capabilities for Senior Management Team. • Supplementary taxes bills were issued promptly upon receipt. • Increased PAP participation by 310 or 10% • Hired Financial Analyst/Budget Coordinator • Met all financial reporting dates to Council • Completed annual financial statements by June Nale: Tmvn ofAraorah.sIce plan. provide the grourrdrxorkfor mare derailed opermlona! plum and xrve ar n nranagemenl loot Jor p/arming for the furore. AI! plum ore rerevafmmd as oar buclneu emlronnrcut evolveu and . dependent upon chorging circm.$anres the availability ofrhe nece..nryfnondaland..dremrurc andannual budge$ approval by Council. 12/19/2006 2:43 PM, Page 8 of 10 —62— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Key Performance Indicators DEPAI.ZTMENT ' ' �.<: ' �e,..: • f . sERVICEAREA KEY PERFORMANCE QUANTIFICATION 2007 INDICATOR TARGET Financial Services Return on Investment That the Town's return That we will exceed Revenue Section on investment for the Scotia Capital municipal funds will Debt Market exceed previous years Indices 90 day rate by .25 basis points Financial Services Maximizing use of excess That we will develop a That our cash flow Revenue Section cash cash flow projection that will maintain an will allow us to utilize account balance of the Town's excess cast to $5 million or less maximize returns on average for the year. Financial Services Improved Financial Department will do a Will have year end Accounting Section Reporting Requirements betterjob in financial completed by April reporting for 2007 30 and will provide a minimum of quarterly reports for council and monthly for Directors Financial Services Tax Billing We are committed to Will improve cash Revenue Section producing supplementary flow and should 'tax bills as they arrive. reduce our taxes at year end by .5% Financial Services Preauthorized payments Will establish promotion Will increase Revenue Section campaign to encourage number of taxpayers to utilize this taxpayers on PAP method of tax payment by 10% Financial Services Complete budget for 2008 Complete budget Budgeting by December 20, 2007 for 2008 by December 20, 2007 Financial Services New purchasing policy To do a complete review To have purchase Purchasing Section and procedures of policy and procedures review done by for Purchasing June 30, 2007' Department in light of new PO System Financial Services Increase number of To encourage the use of To have 50 vendors Accounting Section payments to vendors Electronic Funds being paid by EFT through us of EFT Transfers for the by the end of 2007 - payment of the Town's vendors Financial Services Number of Internal Audits That we will perform That we will Accountng Section more internal audits in perform as a 2007 minimum I internal audit per department in 2007 Nom: T.. efAurara b.inur➢lane provide the ground cork for more dnailed operv,mnv! plans and rery u a rnvnagemem lavl for plann/ngfor the furore. dil plans are re-evoh,.,d aJ our baalnus environmem evolves and are dependent upon dvngft dreumsmncea, th avad billly ofthe necurap Qnonab! ands,ryremurcu and vnnnal b„dget approval by Cmmcll. 12/192006 2:43 PM, Page 9 of 10 -63- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET FINANCIAL SERVICES DEPARTMENT Financial Services Centralize Accounts That we complete the That a consistent Revenue Section Receivable transition to a centralized approach to Accounts Receivable Accounts Section Receivable with the intent of reducing our receivables at year end Nme: rmrn ofAurara b islness plena provlde the gm ad,,arAfor mare demflad operalland plans and serve v a management fool for planning for the Pairs. All plans are reamInaud a our business miromuent evolves and are dependent upon changing emanisnana,, the mmilabflay oftl,,...,,finunafal and slemmumaa and annual budgef approval by Cauncf/. 12/19/2006 2:46 PM, Page 10 of 10 -64- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT About the Leisure Services Department The Leisure Services Department is responsible for the planning, development and general/financial management and administration of the Parks and Facilities planning, construction, maintenance of operations, community and heritage program development and delivery for the residents of Aurora to enhance and improve their quality of life through the participation in recreation programs and the utilization of recreation facilities and active/passive green spaces. The Leisure Services Department provides essential public services which are necessary for ensuring a high quality of bath the natural and urban environment and a healthy, satisfying lifestyle for all Aurora citizens. Parks and open spaces, recreational and cultural/arts facilities, sports, fitness, creative and social programs are all to be facilitated with the aim of providing the greatest possible participation in providing and experiencing leisure. The Leisure Services Department delivers a wide range of programs and services primarily focused on the following areas: 1) Culture, Recreation and Leisure Services Delivery System 2) Leisure Facilities 3) Parks and Open Space 4) RecreationaI and Cultural Programming and Services Note: Tavvm of Aurora business plans provide the grarucdivork for mare derailed operational plans and seine tis a management tool for planningfor the future. All plans are re-evaluated as our business enviromnent evolves and are dependent upon changing circumstances, the availability of the necessary financial crud staff resources and annual budget approval by Council. 12/1912006 1:19 PK Page I of 12 —65— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Planned Business Outcomes Culture, Recreation and Leisure Services Administration Planned Outcome (Goal) To provide a first class delivery system that meets the needs of the citizens of Aurora. 2007 Action Steps 1. Continue to develop awareness programs that promote the benefits of recreation in supporting healthy lifestyles. 2008 Action Steps 1. Continue to encourage, support and recognize the efforts of volunteerism and outstanding community contributions. 2009 Actions Steps 1. Develop a strategy to promote cultural and tourism events that area supported by and contribute to local businesses. 2010 Action Steps 1. Continue to update the Culture and Recreation Master Plan to encourage healthy and active lifestyle choices and to ensure community based arts and cultural activities can flourish. Note: Town ofAur'are business planspr•ovide the groundwnrkfor mare detailed operationalplain and serve as• n managmnant tool fw• planningfw• the fimae..411 plmu me re-evalunled as our business erwhwnnient evolves and are dependent upon clanging circumstances, the availabilio, ofthe necessary financial and staffr•esources and annual budget approval by Council. 12/19/2006 1;19 PM, Page 2 of 12 SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Leisure Facilities Planned Outcome Development of new facilities, based on an assessment of current mid future needs. Redevelopment of existing facilities to maximize use and efficiency of operation. 1. Expand education and awareness programs relating to energy conservation practices on public and private properties. 2008 Action Steps 1. Research, develop and promote electricity innovation measures. 2009 Actions Steps Z010 Action Steps _. Note: Town of Aurora business plans provide the groundworlu for^,nore detailed opeieitionnl plans and scrne as a rnanageurew tool far planningfor the jewre. All plans are re-evahated as our business environment evolves and am dependent upon charging chvinnstances, the availability of'the necessa?y financial and staff resources and annual budget approval by Couacil. 12/19t2006 1:19 PM, Page 3 of 12 -67- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Planned Business Outcomes (cont'd) Parks and Open Space Planned Outcome (Goal) To protect and enhance the parks, open spaces and natural features in the face of ongoing urbanization. Enhance the open space linkage system and promote heritage preservation. 2007 Action Steps 1. Expand education and awareness programs (e.g. mail -outs, pamphlets, maps signage) which promote low impact use of the natural environment. 2008 Action Steps 1, Continue the maintenance and expansion of an interconnected trail system that links natural heritage features and also enhance the linkages of open spaces with park benches and natural features. 2009 Actions Steps 1. Continue to develop and implement strategies to manage environmentally sensitive lands. 2010 Action Steps 1. Promote and enhance opportunities recreation (i.e. walking, cycling, natural areas and bird watching). Hole: Town ofAurora business plans provide the groundwork for more detailed operational plans and serve cis a management tool far planning far the finum All plans are re-evaluated as our business envi ronrnent evolves and are dependent upon changing eircurnstances, the availability ofihe necessmy financial and svaffreources and annual budget approval by Council. 12/19/2006 1:19 PM, Page 4 of 12 WIC SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Planned Business Outcomes (cont'd) I Recreational and Cultural Programming and Services Planned Outcome (Goal) Develop a wide variety of recreation programs provided to the community as the key facilitator of recreational programming and services while identifying and rectifying any deficiencies in the current level of programming and to avoid duplication. 1. Continue to provide recreational programs and services that are responsive to the changing needs of resident. 2. Development strategies to use more art throughout the Town to reflect the Cultural Heritage. 2008 Action Steps 1. Preserve and maintain the heritage of Aurora's communities through promoting community programs and events. 2. Development and implement a strategy aimed at increasing youth engagement. 2009 Actions Steps 1. Implement and promote a volunteer management program including a process to inform residents of issues and volunteer opportunities. 2. Develop and implement a strategy aimed at increasing senior engagement. 2010 Action Steps 1. Develop partnerships to assist with public education, planting events, restoration and preservation projects. 2. Provide accessible cultural and recreational programs and services for residents with disabilities. Support the development of local theatre. Note: Toni afAurora business plans provide the grnundnmrkfor mare detailed operational plans and sen+e as a management lool for plamtingfor the future. All plans are re-evaluated as our business environment evolves ad are dependent upon changing circumstances, the availabilig+ ofthe necessary financial and staffresoarces and annual budget apprm+al by Council. 12/19/2000 1:19 PM, Page 5 of 12 m SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Staff — Our Most Valuable Resource Current —Total Full Time Equivalent Staff Positions = 2006 2007 2008 2009 2010 Positions (FTE) Budget Forecast Forecast Forecast Full-time 0.0 0.0 0.0 0.0 0.0 Part-time 0.0 0.0 0.0 0.0 0.0 Total Permanent 0.0 00 0.0 00 0.0 Net Change 0.0 0.0 00 0.0 CAPITAL IMPLICATIONS OF STAFF GROWTH Note: Town of Aurora business plans pravide the groundworltfor mire detailed operational plaits and serve as a management tool jar planningfor thefurore. All plans are re-enalualed as our business enviromnent evolver mid me dependent upon chnxging ctrcennsmnces, the rsvnilabiliry ofdie nacessary fuuineial and slaffresoarces and annual budget approval by Council. 12/1912DD6 1:19 PM, Page 6 of 12 -70- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Operating Budget Outlook 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0,0 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note: Tmvn ofAurnra bush,ess pim,s provide the groundworlc far more detailed opera(ional plains and sen+e as n managemw,t fool for planning for [hGfi,Gae. All plans are rc evaluated as our business environment evolves and are dependent upon changing airmnustances, the ovailabili! t of the eecessa,y Jlnancial and suffresources and annual budget approval by Coum:il. 12/1912006 1:19 PM, Page 7 of 12 -71- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Capital Budget Outlook 2006 2007 Zoos 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note.• Town of Aurora business plans provide the groun6pork for more detailed operational plans and \J' sense w• n nmm�gernent tool fw planning. fat the fir(ure. All plans ctre re-evcduated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necssamy financial wrdstaffresoureas and annual budget approval by Council. 12/19/2006 1:19 PK Page 9 of 12 -72- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT Accomplishments in 2006 FACILITIES/PROPERTY Capital - New Construction and Renovation Proiects • New Aurora Recreation Complex Substantial Completion August 2006 and phased occupancy and operation of Aquatics Facility July 2006. • Aurora Community Centre Arena #I refrigerated pad removal and re -installation including dasher board removal and re -installation completed August 2006. • Aurora Leisure Complex Pool. Shutdown including painting of pool deck and roof deck, filter tank removal and replacement and deck and tank maintenance. completed September 2006. • Town Hall and Leisure Complex accessibility door removal and re -installation. Project includes new exterior doors and hardware, accessibility hardware including internal public washrooms at Town Hall completed August 2006. • Aurora Public Library Security System modifications including access control upgrades and installation of internal and exterior cameras and digital recording completed September 2006. • Town Hall Security System modifications including updated access control system, back-up server, internal cameras at all access points and duress button network completed October 2006. • Aurora Recreation Complex Security System including additional cameras monitoring pool decks, common areas, entrance and exit points and East and West Arena completed December 2006. • Aurora Community Centre Auditorium Kitchen Renovations including painting, millwork, VCT flooring and stainless steel kitchen counters and sinks completed October 2006. Administration and Contracts Completed administration of operations furniture, fixtures and equipment acquisitions for new Aurora Recreation Complex and new Aurora Seniors Centre. Review of all large-scale service contracts, tender design and release including electrical, plumbing, HVAC, fire safety and suppression systems (December 2006). Assistance with the Administration and execution of a Pro -Shop and Snack Bar Contract at the new Aurora Recreation Complex (completion of contract projected for Sept -Dec 2006). Staff and Daily Operations • Maintain staff shifts structure including 10 hour shifts accounting for one full-time staff member opening and one full-time staff member closing all large-scale buildings. Re -designed schedule has lead to: 1) Savings in part-time budget, 2) Improved service with over -lapping staff daily and on event days (Tigers games on Fridays), 3) Improved preventative maintenance scheduling during the off-season, 4) Improved morale during the ice season and off-season. • Administered new health and safety checklist for staff to inspect large-scale buildings including refrigeration plant, ice re -surfacing equipment, pool filtration room and deck. • Completed revised and new Fire Safety Plans for Aurora Recreation Complex, Aurora Community Centre, new Aurora Seniors Centre and Town Hall. • Management of a facility wide hydro electrical demand response program. Note: Town of Aurora business plans provide the groundwork for more detailed aperaiored plans and serve as a management lool for pluming for the fi¢+n'e, All plans are re-evaluated as our business onvironncent evolves and are dependent upon clanging circumstances, the availability ofthe necessary financial and staffresourrcces rind annual budget approval by Council. 12/19/2006 1;19 PM, Pale 9 of 12 -73- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2,007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT PARKS DIVISION • Completed Hickson Park skateboard park and mountain bike course. • Completed new fencing project on the north boundary of the Cenotaph Park. • Completed Summit Park tennis court reconstruction project new court surface and new lighting. • Commenced site preparation and planting of the 2B Wildlife Park buffer planting in the East Aurora Wetland Complex covering an area of more than 30,000 square meters. • Completed the Sheppard's Bush sports field lighting project. • Harvested and planted in our parks and on streets approximately 100 trees. • Commenced an inventory of all municipal street trees recoding date for approximately 2,000 trees. GENERAL HIGHLIGHTS - PROGRAMS 2006 saw a total of 84 new programs added. Winter —18, Spring & Summer— 27, Fall — 39. Again this year, registration to date, has increased from 9,545 people in 2005 to 10,375 (9%) in 2006 (January 1 — September 15). Fall registration is still underway. To date, program revenue has increased by another 8.5% over 2005. An overall 21 % since 2004. We had $831,710.82 in program revenue in 2005 and $903,533.86 in 2006 (January 1 —September 15). Fall registration is still underway. Community Programs The Pre -School and Toddler rooms were officially opened at the new Aurora Recreation Complex for the Spring 2006 session. As a result, our registration numbers in our Pre -School programs has increased overall by 5%. We integrated 9 children with special needs into our camp programs this summer. We hired our own Special Needs Support Worker to offer one on one support. Our 2006 freezie sales garnered in excess of $5,000,00 this summer, enabling us to continue to subsidize camp opportunities for Aurora families. Three individual families were subsidized through the Leisure Services Department in 2006. Fitness • Successful Annual Member's Golf Toumamom raising over $1,500.00 for Cancer Research. • Established monthly "Free Guest Days" in an effort to attract potential new members to the Fitness Centre. Seniors • 2006 saw the opening of our new Senior's Centre and our membership numbers continue to grew. To date, our membership is 1,144 members. • We hosted our first "Membership Drive" in the new centre on Saturday, February 25, 2006 where we signed up 28 new members. • In May, we hosted the 121h Annual Art Show in our new building and it was the most successful yet. The Aurora Seniors' Art Group sold a record 35 paintings with sales over $5,000.00 during this 3 day event. • Summer 2006, saw the implementation of the first pre -registered programs at the Seniors Centre. Pre -registered programs have never been offered during the months of July and August due to low interest. • Due to the popularity of the new centre, extended hours were implemented on June 5, 2006. This allows the seniors exclusive use of the Seniors Centre for an extra 16 hours a week and has added additional evening programlactivity times on Tuesday and Friday nights. Note: Town of Aurora brininess plans• provide the grwundu ork far inane detailed operational plans and verve as a management foal far plannb,gfor•!he future. A!1 plans me re-evaluuted as our business environnent evokes and are dependent upon changing dr avatnances, the availability of the uecu spry financial and staffresources and annual budget approval by Council. 12119t2006 1:19 PM, Page 10 of 12 -74- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET LEISURE SERVICES DEPARTMENT • Belinda Stronach co -hosted a BBQ with the seniors called "From the Hill to the Grill" as a fundraiser for the Aurora Seniors Centre. We had over 200 people from all over the communityjoin us for lunch and we raised over $1,600.00, Youth • Organized eight (8) successful Community Service/Parks Clean -Up Days. Some days were also coordinated with the Mayor's Anti -Litter Clean -Up Days. • Organized & ran bi-weekly Local Area Network (LAN) Computer Tournaments with over 20 participants per event. Successfully held three (3) day Marathon Tournament with 50 participants. These events included sponsorships from Aurora Cable Internet & The Tech Zone among others. • Organized three (3) successful youth "Band Nights". Featured ten (10) bands and included 500 total participants. • Involved approximately 450 youth participants in the Aurora Basketball League, ages ranging 7-17. • Organized and participated in a "region wide" 3 on 3 Basketball Tournament called "Hoops 4 Diversity" that included 16 teams with 3 different age brackets. • Recognized by Parks and Recreation Ontario as being a "Youth Friendly Community" at Provincial Parliament. Aquatics • Introduced the new "Red Cross Swim" in January of 2006. The revised program from Red Cross replaces the AquaQuest program. Features of this new program include a stand alone pre-school level with Mascots, a 10 level youth program and a new Red Cross Swim at school program. The focus of this program is broken down into water safety and skills, swimming with new focus on fitness. • The Department implemented a new "Admission Policy" as a direct result of drowning in municipal pools in Ottawa, City of Toronto and Oakville. The policy states that any child under 10 years of age entering the facility must pass a facility swim test in order to swim without parental supervision in deep water. The policy is time consuming, but it was easy to see the benefit when not one child had to be rescued in deep water at the ARC since opening. • Town of Aurora lifeguards raised $500.00 for Red Cross during "W atergames" 2006 and over $1,000.00 during "Slide for Southlake". • The ARC became the new home to York Region Synchronized Swim Club. Special Events • The Bike and Board Rodeo was a brand new event implemented this year. This event was coordinated in partnership with the Optimist Club of Aurora, State Farm Insurance, A -Channel and PACT. More than 175 children participated. • Canada Day became a new experience with the pre -Canada party being branded as "Celebrate Aurora" and all the activities were centralized in one location. A giant midway was an added attraction this year and activities/entertainment was programmed for the entire day and evening which was well received by the community. • There were eight (8) concerts offered this year with the Concert -in -the -Park series. Attendance was very strong throughout the entire season. • New this you, "Movie in the Park" was piloted. "Cheaper by the Dozen II" was shown in Town Park on ajumbo outdoor screen. More than 400 people attended this first ever event and the feedback was fantastic. • The Ribfest and Beer Garden had its inaugural start in September with more than 1,800 people attending the first day. Note: Town of Aurora business plans provide the groundwork farina a detailed operational plans and serve us a n+mraga+rent tool for planning fav/re f+nure. All phnrs are re-ennbated as' are 6usinesa emirarnnenl evolves and are rlependerrt upon charging ch cmnstances, the anaihabilig+of the necessnr7+ financial and staffresoarces and annual budget approval bi+Council. 12/19/2006 1:19 PK Page 11 of 12 -75- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET \ LEISURE SERVICES DEPARTMENT Key Performance Indicators DEPARTMENT SERVICE AREA KEY PERFORMANCE QUANTIFICATION 2007 INDICATOR TARGET Note: Town ofAurare business plans provide the groundwork,formare detailed operational plans and \� same as a niamgenrent foal for planningfor the future. All plans are re-evaluated as ow' business environment evolves and are dependent upon charging circumstances. the availability ofthe necesscay financial and sanffras'ources and annual budget app'oval by Council. 12/19/2006 1:19 PM, Page 12 of 12 -76- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PLANNING and DEVELOPMENT SERVCES About the Planning Department The Planning Department provides advice to Council, the Public and Committee's of Council on a variety of policy and procedural issues. The Department has a mandate to deliver the following services in: • Preparation, review and updates of the Official Plan. • Research and processing of Secondary Plans and other Official Plan Amendments. • Other policy planning including environmental policy and dealing with Oak Ridges Moraine issues. • Research and preparation of the Zoning by-law, processing of amendments both site specific and general, maintenance of office consolidations. • Development application management including the preparation of all agreements for development applications. • Management of servicing allocation monitoring and distribution. • Heritage planning, including providing professional advice to the Heritage Committee. • Providing professional and administration services to the Committee of Adjustment. • Urban Design and Architectural Control. • Geographical hiformation Services to the Corporation. • Customer service guidance to residents, business owners and applicants. Note: Tou+n of Aurora business plans p-ovide lire groutrdrrw$for more detailed operrtliorml plans arvd nerve as a mmragernent tool fm• plmmingfor the fimure.. Afl plans nrre re-evahmted as arr businur envirmimenl evolves and are dependent upon changing eireamrtances, the availability ofthe necessary jnancial andstaff resources and annual budget approval by Council. 12/19/2006 1:20 PM, Page I of 12 -77- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PLANNING and DEVELOPMENT SERVCES Planned Business Outcomes Development Planning Through the processing of Planning Act applications balance the interests and objectives of the property owners with the objectives and concerns of abutting property owners and Town residents in general; recognize Provincial Policies including environmental, economic, heritage polices, Regional Official Plan, local Official Plan and Strategic Plan Polices; maximize urban design opportunities; optimize site functioning and intemaLlextemal efficiencies and community compatibility. 2007 Action Steps 1. Undertake and coordinate Corporate Review of development applications in a comprehensive and timely manner to ensure stable economic growth in a manner that serves the public interest. 2. Provide assistance to residents, development industry and business community respecting planning related issues, including development applications, general inquiries, and the development planning process. 3. Develop Standards for Drive through facilities including if required Official Polices and Zoning By-law Amendments. - 2008 Action Steps I. Undertake and coordinate Corporate Review of development applications in a comprehensive and timely manner to ensure stable economic growth in a manner that serves the public interest. 2. Provide assistance to residents, development industry and business community respecting planning related issues, including development applications, general inquiries, and the development planning process. 3. Ensure that protocols for reviewing applications include review of short and long term impacts of development, is sensitive to the environment and that residential development provides a variety of housing types and prices range possibilities. 2009 Action Steps 1. Undertake and coordinate Corporate Review of development applications in a comprehensive and timely manner to ensure the public interest is served. 2. Provide assistance to residents, development industry and business community respecting planning related issues, including development applications, general inquiries, and the development planning process. 2010 Action Steps I. Undertake and coordinate Corporate Review of development applications in a comprehensive and timely manner to ensure the public interest is served. 2. Provide assistance to residents, development industry and business community respecting planning related issues, including development applications, general inquiries, and the development planning process. Note: Town ofAumra business plans provide the groundwork for mare detailed operattanal plans and —� serve as a management tool for planning for the fun e... All plans are re-evaluated as our business environment evolves artd are dependent upomr changing circumstances, the availability ofthe eacesangr financial and staffresoarces mad annual budget approval by Council. 12 I912006 1:20 PM, Page 2 of 12 ®' SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PLANNING and DEVELOPMENT SERVCES Planned Business Outcomes (cont'd) 'Community Planning Planned Outcome (Goal) To provide a higher level of service to the broader community by having professional advice at both Heritage Committee and Committee of Adjustment meetings, to undertake Heritage Planning and Urban Design Review. 2007 Action Steps 1. Attend at Heritage Committee Meetings 2. Manage the delegated duties of the Heritage Committee with respect to minor additions to listed heritage buildings and demolitions. 3. Assist with Urban Design Review on Key Heritage area properties and other projects as assigned. 4. Develop a Implementation Plan for the completion of Heritage District Plans 5. Develop and implement a Heritage Strategy that will outline future Heritage initiatives. 6. Develop a comprehensive database of the Town's Cultural Heritage that can be used as a source document for anyone planning projects within the Town to ensure that Cultural Heritage is maintained. 7. Begin pre -consultation with candidate neighbourhoods for heritage conservation district designation. 8. Establish an Urban Design Awards program to recognize and encourage excellence in Urban Design in Aurora. 9. Establish a Heritage Awards program to recognize and encourage excellence in heritage conservation in Aurora. 10. Following up on the success of the Old House Restoration Workshop, implement an annual heritage lecture series for heritage property owners. 11. Work with the Special Events Coordinator and Heritage Advisory Committee to continue Doors Open Aurora as an annual event celebrating Auroras Heritage and architecture. 12. Establish standard practice for implementation of the Northeast Old Aurora Heritage Conservation District. 13, Continue to implement pro -active program of heritage designation in concert with heritage committee in compliance with approved criteria. 14. Continue to establish and implement a program of nominations of designated .properties to the federal heritage register to raise the municipal profile with respect to heritage conservation and provide local eligibility for Federal Funding programs. 2008 Action Steps 1. Attend at Committee of Adjustment and Heritage Committee Meetings 2. Manage the delegated duties of the Heritage Committee with respect to minor additions to listed heritage buildings and demolitions. 3. Work with the Policy Division to develop a comprehensive Secondary Plan for the Downtown Core. 4. Work with the policy division to review the Official Plan to ensure that Heritage Policies are comprehensive and consistent with current Provincial Legislation, 5. Work with the Treasury Department, Economic Development and the Policy Division to establish a facade improvement program for the Downtown core to implement the recommendations of the Comprehensive Secondary Plan. 6. Work with the Building Department to implement a new commercial sign by-law for the downtown to implement the recommendations of the comprehensive secondary plan. 7. Undertake a formal heritage conservation district study for an older historic neighbourhood. Note: Town of Aurora business plans provide the grounderorlr for more detailed operational plans and save as a rnmmgement cool for planningfor the future.. All plans are ra-evaGraled as our business environnent evolves and are dependent upon changing circumstances, the avoilubilloi ofthe necessay financial and staff resources and annual budget approval by Council. 12/19/2006 1:20 PM, Page 3 of 12 —79— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET 8. Work with the heritage advisory committee and the By-law Services Department to develop prescribed standards for minimum maintenance of heritage properties as defined by the Ontario Heritage Act. 9. Continue to implement pro -active program of heritage designation in concert with heritage committee in compliance with approved criteria. 10. Work with the Special Events Coordinator and Heritage Advisory Committee to continue Doors Open Aurora as an annual event celebrating Auroras Heritage and architecture. 11. Establish an Urban Design Database of Quality Urban design examples to assist in implementing the municipality's urban design objectives. 12. Work with the Policy and Development Divisions to Create and update Urban Design Guidelines and Standards for Other Land -use Categories (e.g. Industrial, Commercial). 13. Work with the Policy and Development Divisions to Create guidelines for preservation of heritage buildings in new developments. 2009 Action Steps I. Attend at Committee of Adjustment and Heritage Committee Meetings. 2. Manage the delegated duties of the Heritage Committee with respect to minor additions to listed heritage buildings and demolitions. 3. Work with the Administration Department to develop a program to promote the Heritage of the Community. 4. Initiate pre -consultation for a third heritage conservation district study for an older historic neighbourhood. 5. Continue to implement pm -active program of heritage designation in concert with heritage committee in compliance with approved criteria. 6. Work with the Special Events Coordinator and Heritage Advisory Committee to continue Doors Open Aurora as an annual event celebrating Auroras Heritage and architecture. 2010 Action Steps - 1. Attend at Committee of Adjustment and Heritage Committee Meetings. 2. Manage the delegated duties of the Heritage Committee with respect to minor additions to listed heritage buildings and demolitions. 3. Undertake a formal heritage conservation district study for an older historic neighbourhood. 4. Continue to implement pro -active program of heritage designation in concert with heritage committee in compliance with approved criteria. 5. Work with the Special Events Coordinator and Heritage Advisory Committee to continue Doors Open Aurora as an annual event celebrating Auroras Heritage and architecture. 6. Work with the local community to coordinate a nomination of the Town of Aurora for the Heritage Canada Prince of Wales Prize for heritage conservation to recognize Aurora's efforts in this field. Nate: TONrn afAarnra bunaess plans pro4Jde the grotendwor'k Ia/➢IDR detailed operational plans and sen,e as a management tool for planningfor the future.. All plans• are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe neces's'my financial andstaffresources and annual budget approval by Council. 12/19/2006 1:20 PM, Page 4 of 12 i I) SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PLANNING and DEVELOPMENT SERVCES Policy /Geographical Information Systems Planned Outcome (Goal) To provide a comprehensive policy to guide land use decisions throughout the community based on an understanding of physical, cultural, and social opportunities and constraints, to manage growth in an environmentally and fiscally sustainable manner. To ensure that all required infrastructure can be provided to meet growth demands. To provide a current and accurate property fabric and other mapping layers that are linked to the property ownership and other Town databases in order to produce all the required departmental maps. 2007 Action Steps 1. Work with the Region of York on a Regional Official Plan Amendment to expand the Urban Boundaries to include the 2C lands. 2. Continue to work with Development Division Staff respecting the implementation of the Oak Ridges Moraine Conservation Plan polices of OPA # 48. 3. Work with the Region of York pertaining to the Places To Grow Act interpretation and implementation. Work with region on population projections updates and terms of reference for intensification studies. 4. Increase accessibility to the GIB network to other departments and provide training. 5. Updates of Servicing Allocation Matrix. 6. Continue to update, track and analysis the Key Performance Measures. 7. Enhance the CityV iew connection to the GIS data and add to the datasets within CityView. 8. Head a task force of representatives of the Development Division and Building Department to complete the zoning by-law review to deal with Heritage Communities, and Commercial and Employment lands. 9. Prepare RFP to undertake the 2C Secondary Plan. 10. Manage the 2C Secondary Plan work including public participation. 11. Expand the network capabilities and software solutions for the GIS requirements of the Town. 12. Investigate the initiation of web based GIS mapping. 2008 Action Steps 1. Review policies of the Official Plan and Secondary Plans respecting environmental policies to ensure consistency and currency on matters of protection of open space, environmentally sensitive lands, urban landscapes, and clean air and water. Undertake public consultation process and prepare Official Plan Amendment for Council enactment. 2. Research a Development Tracking System that includes a record/checklist of how approved development complies with Official Plan policies including environmental and heritage polices and has been reviewed comprehensively to determine short and long term impacts. 3. Establish a monitoring system to track the range of housing options are being provided within the Town of a yearly basis. 4. Updates of Servicing Allocation Matrix. 5. Continue to update, track and analysis the Key Performance Measures. Note: Town of Aurora business plans provide lhegroundivorkfor more detailed operational plans and serve as a monagement tool forplanning for the future,. All plans nre r'e-ev¢1valed as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessaq, financial and staffresources and annual budget approval by Council. 12/19/2006 1:20 PM, Page 5 of 12 Eno SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET 2009 Action Steps I. Undertake Secondary Plan for the Downtown, historic core that will include revitalization strategies, beautification initiatives, and cultural opportunities. 2. Undertake an intensification study for the Town to identify areas where higher density development can be supported by existing infrastructure, improved or upgraded infrastructure and the positive and negative social and financial implications of such intensification. Review policies for density increases and establish appropriate policies, guidelines and standards. Establish targets for increased density and devise a monitoring system to track development with increased density. 3. Updates of Servicing Allocation Matrix.. 4. Continue to update, track and analysis the Key Performance Measures. 2010 Action Steps 1. Following from the intensification Study review options for more affordable housing that will support a diverse local economy that includes a full range of housing options including smaller homes, apartments, townhousing, and legalized basement apartments. Track the development of such options along with intensification statistics. 2. Updates of Servicing Allocation Matrix. 3. Continue to update, track and analysis the Key Performance Measures. Note: Town of Aurora bustness plans• provide the groundwork for• more detailed operational plans and \, J serve as a management tool for planningfor the fuan•e.. All plans are rv-ermfualed as our business envirormrerd enolves and me dependent upon changbrg circmnstances, the availability afdie necessary financial and slaffresources and annual budget approval by Council. 12/19/2006 1:20 PM, Page 6 of 12 '® SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PLANNING and DEVELOPMENT SERVCES Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 14.0 • Director • Administrative Assistant • Planning Clerk • Manager of Development Planning • Manager of Policy Planning • Community Planner • Policy Planner • Planner(3) • Junior Planner • Data Base Analyst • GIS Technician • Secretary Treasurer Committee of Adjustment 2007 2008 2009 2010 Positions(FTE) Budget Budget, Budget Budget Full-time 14 0.0 0.0 0.0 Part-time 0.2 0.0 0.0 0.0 Total Permanent 14 00 0.0 0.0 Net Change 0.0 00 0.0 0.0 Note: Town af,4urora business plans provide the groundwork far more detailed operational plans and serve as a rnanagenrent tool for planningfor the fruure...411 plans are re-evaluated as our business emdronment evokes and am dependent upon changing circumstances, the availability ofthe necessmy _financial and sraffresources and annual budget approval by Cmtnci/. 12/19/2006 1:20 PM, Page 7 of 12 SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PLANNING and DEVELOPMENT SERWES Operating Budget Outlook 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined. Note: Town afAura•a business plans provide the groundworhfar more detailed operational pla,u and serve as a management tool for planning for ilie fi,lure.. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessary financial and staff resources and annual budget approval by Council. 12/19/2006 1:20 PM, Page 8 of 12 m SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PLANNING and DEVELOPMENT SERVCES Capital Budget Outlook ($million) 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined. Note: Town ofAmnra business• plans provide the groundwork.lbr+nare detailed operational plans and serve as a nrnnngemenl tool for pinxnixg fm the firture.. All plans are re-evaluated as our business emdronrnent evolves and are dependent upmr changing circumstances, the availability ofthe necessmy financial and staffresources and annual budget approval by Council. 12l1912006 I:20 PM, Page 9 0£ 12 SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PLANNING and DEVELOPMENT SERVCES Accomplishments in 2006 GENERAL Completion of the Reorganization of the Planning and Development Services Department including physical renovations to accommodate new staff, physical relocation of staff from Corporate Services Department, preparation and evaluation of new job descriptions, recruitment and orientation of, Community Planner, GIS Data Base Analyst and replacement of vacant positions. COMMUNITY PLANNING DIVISION I. Completion of the Old Aurora (North East) Heritage District Study and Plan (173 properties), 117 of which are of historical interest and implementation of a Heritage District Study Area By-law. 2. Designations of 8 properties under Part IV the Ontario Heritage Act. 3. Urban Design and Heritage review and assistance to 10 developments. 4. Review, commentary and assistance to building permit applications and pre - consultation inquiries. 5. Delegation of review of authority to approve non -controversial applications by Heritage Advisory Committee to improve customer service. 6. Hosted an Old House Restoration Workshop for 150 people in February. 7. Creation of a new Heritage Designation Plaque design for Aurora. S. Hiring of a contact community planning assistant. 9. In partnership with the Special Events Coordinator, organized the first Doors Open Aurora Festival on August 11, 2006. Doors Open featured 14 sites across the Town and received over 1500 total site visits. ryl10. Assisted the Policy Planing Division with respect to the consideration possible 11 controls for oversized homes. 11. Coordinated the nomination of 3 Aurorans for Ontario Heritage Trust Awards; 12. Hosted the Municipal Heritage Planners of Ontario Meeting and York Region Heritage Network at Hillary House. 13. Drafted 4 Educational Brochures of Aurora Heritage Programs. DEVELOPMENT PLANNING DIVSION 1. Implementation of the Minor Site Plan Process which includes a streamlined review and approval approach and a simplified agreement and securities template. 2. Approval of interim Planning application fee schedule to reduce the Town's exposure to a loss of application fee revenue. Participated in the Development Application Approval Process costing model project. 3. Tacking system established for site plan applications. 4. Approval of OPA and ZBA to permit a French Catholic High School at Bloomington and Bathurst Street, OPA and ZBA (Rice/ Schmidt) to allow a community commercial designation at the north-west comer of Wellington Street and Bayview Ave, approval of OPA and ZBA (Origin Holdings) to allow a 143 unit seniors rental building on John West Way. 5. Draft plan approval and ZBA for Halgrove lands (19 ha industrial plan of subdivision) and for Town owned lands (87 ha industrial plan of subdivision), draft approval and ZBA for Mattamy (73 lots within 213) and draft plan approval of Brookvalley Homes ( 75 lots within OPA 20 area). 6. Site Plan approval (Aurora Heights) to allow a 5 storey, 64 unit mixed use apartment building on Ycnge Street. 7. Successful completion of OMB appeals applying to: St. John's Road Developments (to determine extent of Wetland Complex and draft approve a 73 lot plan of subdivision), the MI Developments Inc. 10 unit vacant land condominium. 8. Public Planning Meetings to consider separate OPA and ZBA applications for Whitwell/ Wal-Mart and Loblaws properties, Planning reports will be prepared and considered by the new Council in 2007. Nate: Town of Aurora business plans provide the gr•oundaoork far nrore detailed operational plans and sense as a ntmmgeman/ tool for planing for the futon.. All plans are re-evah,ated as• oa- business envirannrent evolves and are dependent upon charging ch cuinstances, the availability of the necessary financial and staff resources and annual budget approval by Council. 12/19/2006 1:20 PM, Page 10 of 12 i SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PLANNING and DEVELOPMENT SERVCES 9. Completion of the Schickendanz 40 unit Subdivision and Preserve Homes Phase 2 and 3 Subdivision Agreement allowing the development of the remaining 207 lots within the plan of subdivision. 10. Update to precedent residential subdivision agreement to incorporate Bill 124 requirements. POLICY PLANNING/GIS DIVISION 1. Completion of the Official Plan updates pertaining to Commercial and Employment Lands. Addition of new Economic Development policies within the Official Plan. 2. Completion of the 2C Natural Heritage Evaluation. 3. Completion of the 2C justification studies to support a Regional Official Plan Amendment. That would expand the urban area of the Community in the Regional Official Plan. 4. Research options for and established a working group related to oversized houses. This project is ongoing. 5. Update of Cityview mapping to include zoning layers. 6. Zoning by-law consolidation completed to include Oak Ridges Moraine provisions and mapping. 7. Created new mapping to determine limits of Generic Regulation as issued by the conservation authorities. Update of Cityview to include generic regulation limits. 8. Property fabric adjustments were made based on new Teranet data. 9. Preparation of Key Performance Indicators baseline for employment to residential ratio's. 10. Created mapping for a Heritage District Plan. 11. Updates to the street naming policy were commenced. Note: Town of Aurora business plans provide the groundxmrkfar more derailed operational plans and serve as a rnanagenrent tool for plan ningfor the funny.. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, doe availability of the necessary financial and staff resources and annual budget approval by Council. 12/19/2006 1:20 PM, Page 11 of 12 SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PLANNING and DEVELOPMENT SERVCES SERVICE KEY PERFORMANCE QUANTIFICATION 2007 TARGET AREA INDICATOR Development Site Plan Approval Process Amount of time to process two Establish base Services types of site plans (major/minor) line data Policy Planning Employment land to residential Measure the ratio of employment Establish base /GIS land -ratio land to residential land using line data mapping tools Community Response to residents Amount of time for response 2 business days Planning I _ Policy Baseline Established 2006 BASELINE 2006 KEY INDICATORS - Official Plan KEY INDICATORS Target- Zoning Residential to Industrial % (Based on Area/Hectares) Residential to Industrial % (Based on Area canoes) Residential I Industrial Residential Industrial 82.4 17.6 82.9 17.1 Residential in Commercial %(Based on Area/Heetares) Residential to Commercial%(Based on Area/Hectares) Residential I Commercial Residential I Commercial 93.3 6.7 92.7 1 7.3 Development Baseline Established 2006 Date of Circulation to Depvrtments andAeadea Dateof SPRC Nlectin Data That All Department and Agency Comments Were Sent toApplicant A V'ERAGE WORK DA YS (torso eire.l.t. dare (fmm ducukaion darq FOR: FULL SITE PLAN 7 15 25 FOR: MINOR SITE PLAN I 10 22 Data of Delegation Report to Genemi Committee Date That Applicant Addresses All Comments A IERA GE WORK DA YS (fmm circulation date (tram issuance afcomments FOR: FULL SITE PLAN 1 34 so FOR: MINOR SITEPLAN NIA 89 Dale Site Plan Agreement Drafted and Sent N Applicant for Execution Length orTime In Complete Site Plan Procmt work days) A VERAGE WORK DA YS (from at] cammena oddmssed ULL FOR: FSITE PLAN 1 i 128 FOR: MINOR SITE PLAN 5 127 Community Planning- Enquiry Response Tune 2006 Division Indicator Average Response Target Response time Time Community Planning Time Frame for Tracking in progress 2 days responding to all inquiries Note. Town of Aurora business plans provide the groundwork far mare detailed operational plans and serve as n managemae/ roof far planning for the fimae.. All plans are re-evaluated as our business arrvbanrdent evolves and are dependent upon changing circuarstances• the availabilim ofthe necessary financial and staff resources and annual budget approval by Council. 12119/2006 1:20 PM, Page 12 of 12 SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 SERVICE KEY PERFORMANCE QUANTIFICATION 2007 TARGET AREA INDICATOR Development Site Plan Approval Process Amount of time to process two Establish base Services types of site plans line data (major/minor) Policy Employment land to Measure the ratio of Establish base Planning /GIS residential land ratio employment land to residential line data land using mapping tools Community Response to residents Amount of time for response 2 business days Planning Po/icy Baseline Established 2006 BASELINE 2006 KEY INDICATORS - Official Plan KEY INDICATORS Target- Zoning Residential to Industrial % Based on Area/Hectares Residential to Industrial % Based on Area/Hectares Residential Industrial Residential Industrial 82.4 17.6 82.9 17.1 Residential to Commercial % (Based on Area/Hectares) Residential to Commercial % (Based on Area/Hectares Residential Commercial Residential Commercial - 93.3 0.7 92.7 1 7.3 Development Baseline Established 2006 Date of Circulation Date of Date That All Department to Deparnnents SPRC and Agency Comments and Agencies Meeting Were Sent to An plioant AVERAGE WORKDAYS (from circulation data) from droulalon date FOR: FULL ME PLAN 7 15 25 FOR: MINOR SITE PLAN 3 10 22 Date of Date That Applicant Delegation. Report Addresses All to General Committee Comments AVERAGEWORKDAYS from circulation date tram Issuance of comments FOR: FULL SITE PLAN 34 80 FOR: MINOR SITE PLAN NIA 5g Dale Site Plan Agreement Length of mme Drafted and gentle Applicant to Complete Sit. for Ezecutlon Plan Process work days) (from all comments AVERAGE WORK EA YS addressed FOR: FULL er. PLAN 11 128 FOR: MINOR SliE PLAN 5 127 Community Planning - Enquiry Response Time 2006 Division Indicator Average Response Target Response time Time Community Planning Time Frame for Tracking in progress 2 days responding to all inquiries SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS About the Public Works Department The Public Works Department is responsible for the provision and maintenance of the Town's fleet and municipal infrastructure such as roads, streetlights, water distribution system, wastewater collection system, waste/recycling/yard waste collections, stormwater management facilities, surface water, traffic control devices and markings, the environmental monitoring and response as it relates to the above noted assets and infrastructure, as well as taking the lead role in the development of strategies to encourage stewardship of Aurora's air, water and land resources. In essence, provision of the basic needs of the community is the responsibility of the Public Works Department. The provision of these needs is both for the quality of life for the existing community and the future planned growth areas of the Town. The Department's "clients" include all residents, businesses and visitors to the Town of Aurora as well as other Town Departments. Service levels must be established to meet Provincial Government requirements/legislations, sound engineering principles, Council policies and directions, and the requirements of our clients. Change is the only constant in undertaking the responsibilities of the Public Works Department. Accordingly, constant monitoring of ever changing regulations, legislation, and technical parameters is essential. Training, research and planning to produce more efficient and effective Departmental operations is the environment under which we operate. Note: Town of'Aurora business plans provide the groundworle for more detailed operational plans and serve as a nanagemew fool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial andstaffresources and annual budget approval by Council. 12/19/2006 1:21 PM, Page 1 of 15 -91- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Planned Business Outcomes Water Distribution and Wastewater Collection Planned Outcome (Goal) To provide safe and reliable potable water and economical wastewater collection. 2007 Action Steps 1. Implement a computerized Complaint/Work Order Management System. 2. Develop and implement a cross -connection program. 3. Proceed with development of a Drinking Water Quality Management System as prescribed by Clean Water Act. 4, Initiate Asset Management Program using condition rating criteria including a review of operational, maintenance and rehabilitation techniques to economically and efficiently increase asset life. 5. Develop progressive rehabilitation program to minimize wastewater inflow/ infiltration flows. 6. Continue to: • Maintain drinking water quality and the operation of the water distribution system in accordance with Ontario Drinking Water Regulations. • Monitor changing MOE drinking water and wastewater regulations to ensure continued compliance. • Promote water efficient operations and conservation practices. • Evaluate and monitor performance of in -place trenchless rehabilitation technologies through cost benefit analysis. 2008 Action Steps I. Complete Asset Management Program including data collection and evaluation and develop Water and Wastewater 10-Year Master Rehabilitation Plan. 2. Expand education and awareness programs relating to water conservation practices on public and private properties. 3. Development of water and wastewater hydraulic modeling to optimize and forecast service delivery efficiencies. 4. Continue with the 2007 Action Step Nos. 5 & 6. 2009 Actions Steps 1. Implement Water and Wastewater 10-Year Master Rehabilitation Plan. 2. Continue with 2008 Action Step Nos. 2,3 & 4. 2010 Action Steps 1. Continue with 2009 Action Steps. Nate: Town of Aurora basinesa plans provide the gmundwork for more detailed operational plans and seine as a management tool far planing for the fitture. All plans are re-evaluated as am business environment evolves and are dependent upon changing circumstances, the availability of die necessary financial and staff resources and anneal budget approval by Council. 12/19/2006 1:21 PK Page 2 of 15 - -92- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Planned Business Outcomes (cont'd) Waste and Recycling Collection To encourage greater diversion from landfill by providing efficient waste and recycling collection coupled with strong educational and promotional campaigns to assist our residents and business people to reduce waste going to landfill. To work with our Regional partners in our efforts to reduce waste going to landfill. To operate an efficient and economical collection system. _ 1. Complete preparation for September 2007 initiation of Source Separated Organics (SSO) collection. 2. Prepare and distribute new Waste Collection Calendar for SSO implementation. 3. Review commercial, industrial and institutional waste collection/reduction practices. ;4. Develop waste management contractor performance program, residential compliance surveys, diversion monitoring and customer service objectives. 5. Continue to create and promote waste diversion education programs and work with Regional partners to reduce waste going to landfill. 6. The continued participation and promotion of local anti -litter programs. 2008 Action Steps 1. Implement updated commercial, industrial and institutional waste collection/reduction practices. 2. Implement waste management contractor performance program, residential compliance surveys, diversion monitoring and customer service objectives. 3. Monitor implementation of SSO collection. 4. Continue with 2007 Action Step Nos. 5. & 6. 2009 Actions Steps 1. Continue with 2008 Action Steps. 2010 Action Steps 1. Continue with 2009 Action Steps. Nate: Town cfAarora businessplans provide the groundwork for more detailed operational plans and serve as a management cool for plamdng far the finure. All plans are re-evaluated as our business environment owives and are dependent upon changing ewe, mint nees, the mailability of the necessary financial andstaffresources and annual budget approval by Council. 12/19/2006 1:21 PM, Page 3 of 15 -93- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Planned Business Outcomes (cont'd) Surface and Ground Water Quality Management Maximize surface and ground water quality 2007 Action Steps 1. Complete Stormwater Management Facility Remedial Strategy and Master Plan implementation protocol. 2. Initiate a computerized Storm Water Asset Management System. 3, Evaluate catch basin cleaning program effectiveness and continue partnership with Regional West Nile program. 4. Continue implementation of stormwater detention pond maintenance and monitoring program. 5, Continue with Provincially mandated spills response and reporting protocols. 6. Proceed, in partnership with L.S.R.C.A., with annual creek and river - inventory/inspections program. - 7. Implement deficiency repairs to identified stone water headwall structures and outfalls. 8. Implement and maintain salt management program guidelines. 2008 Action Steps 1. Commence implementation of Stormwater Management Facility Remedial Strategy. 2. Implement Storm Water Asset Management System. 3. Implement updated catchbasin cleaning program. 4. Develop & implement action strategies from Clean Water Act, source water protection program. 5. Continue with 2007 Action Step Nos. 4 to 8. 2009 Actions Steps 1. Develop Stoanwater Management Facility water quality testing regime. 2. Continue implementation of Stormwater Management Remedial Strategy. 3. Continue with 2008 Action Step Nos. 4. & 5. 2010 Action Steps 1. Implement Stormwater Management Facility water quality testing regime. 2. Continue with 2009 Action Step Nos. 2 & 3. Nate: Tom, of Aurora businessplmts prmWrle die grounda+orkfar more detailed operational plans and serve as a managemeni tool for plamingfar the f+ttu,•e, All plans are re-ennlunted as• our business mrvir•oament evolves and are dependent upon changing circumstances, the availability of the necessmy financial and staff resources and animal budget approval by Council. 12/19/2006 1:21 PM, Page 4 of 15 -94- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Planned Business Outcomes (cont'd) Road Maintenance Planned Outcome (Goal) To provide appropriate summer and winter maintenance to our road network to ensure the safe and efficient movement of people, goods, and materials. 1. Implement Salt Management Plan practices & procedures. 2. Undertake necessary studies to develop a new snow storage facility and initiate planning for pre-wetting/anti-icing winter maintenance practices. 3. Maintain adherence to Provincial Minimum Maintenance Standards. 4. Continue reviewing ongoing maintenance activities for cost effectiveness and monitor economic balance of outsourcing levels. 5. Continually search out alternative means, equipment modes of operation to reduce maintenance costs, liability exposure and enhance levels of service. 2008 Action Steps 1. Implement recommendations of snow storage facility review. 2. Initiate pre -wetting as a winter maintenance practice. 3. Continue with 2007 Action Step Nos. 3 to 5. 2009 Actions Steps 1. Monitor pre -wetting practice. 2. Continue with 2008 Action Step No 3. 2010 Action Steps 1. Continue with 2009 Action Step No. 2. Nate: Town of Aurora business plans provide the groundepork far more detarled operational plans and serve as a raaroage,nent tool for pla,ming for the firhrre. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staff resources and anal budget approval by Council. 12/19/2006 1:21 PM, Page 5 of 15 -95- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA. _ 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Planned Business Outcomes (cont'd) Land Development and Re -Development Planned Outcome (Goal) To ensure that planned, Council approved, development can proceed in an orderly fashion supported by adequate infrastructure. To ensure that future growth can be accommodated through the provision of new infrastructure or the enhancement of existing infrastructure in such away as to maintain 1. Continue to review development applications for adherence to good engineering standards and for compliance with relevant policies, procedures, and regulations. For developments that are to be assumed by the municipality the review includes looking at both short -tercet design issues and long-term (life cycle) issues such as ensuring the development is designed to make maintenance activities as efficient as possible. 2. Provide support, as necessary, to short and long-term planning initiatives of the Town to ensure that infrastructure needs are met. 3. Continue to assist in the review of the Town's Official Plan to identify opportunities to ensure an adequate supply of land and infrastructure to meet Aurora's future commercial and industrial needs. 4. Review policies to ensure growth is effectively directed in a way that takes advantage of existing infrastructure and services. 5. Continue to ensure policies and by-laws for developments are sensitive to the environment. 2008 Action Steps 1. Continue with 2007 Action Steps. 2009 Actions Steps 1. Continue with 2008 Action Steps. 2010 Action Steps 1. Continue with 2009 Action Steps. Note: Town of Aurora business plans pnmdde the groundwork for more derailed operational plans and �--� rave as n mrnugemanr tool far• pluming far the firnare. All plans ure re-evaluated as our business environment ewlw, and are dependent upon changing clr•cun,saances, the availability ofthe necessay financial and staff resources and annual budget approval by Council. 12/19/2006 1:21 PM, Page 6 of 15 Inc SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 _ TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Planned Business Outcomes (cont'd) Capital Infrastructure Rehabilitation and Replacement To provide and maintain safe, efficient and fiscally responsible infrastructure. 2007 Action Steps 1. Complete the Streetlight Operations and Maintenance Review Study. 2. Prioritize capital improvement programs through asset management initiatives and life cycle analysis. 3. Search out alternative means and emerging technologies to increase service life, reduce maintenance costs, liability exposure and enhance customer service. 4. Continued review and analysis of the Road Needs Study and the 10-Year Capital Reconstruction Program. 5. Continue with standard annual rehabilitation practices such as, water box vacuum excavations, watermain cathodic protection, main line valve repairs/exercising program, sidewalk rehabilitation program. 6. Continue to update existing infrastructure. 2008 Action Steps 1. Align rehabilitation and replacement of underground facilities with 10 year road reconstruction proposals and other target area priorities. 2. Commence implementation of recommendations of Streetlight Operations/Maintenance Study. 3. Continue with 2007 Action Step Nos. 2 to 6. 2009 Actions Steps 1, Complete implementation of recommendations of Streetlight Operations/Maintenance Study. 2. Develop asset replacement/rehabilitation program incorporating water, wastewater and road priorities. 3. Continue with 2008 Action Step No. 3. 2010 Action Steps 1. Implement asset replacement/rchabilitation program incorporating water wastewater and road priorities. 2. Continue with 2009 Action Steps. _ Notc: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve ns a management tool forplamring far the future. All plans are re-evaluated as our business envirromnent evobes and are dtpendewr upon changing circmnstarces, the mailability offhe necessary (initial and staff resourees and nnn ad budget appra"al by Coarcil. 12/19/2006 1:21 PM, Page 7 Of 15 -97- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET . PUBLIC WORKS Planned Business Outcomes (cont'd) .SaleMovement of People & Goods Planned Outcome (Goal) To provide for safe and efficient pedestrian, cyclist, motorist and goods movements. 2007 Action Steps 1. Review and update standards for lighting, signage, intersections and pedestrian crossings. 2. Develop a Scaffolding Policy. 3. Continue to provide technical support to the Traffic Safety Advisory Board as required. 4. Provide support to the Road Watch program as needed and requested. 5. Increase public awareness through promotion and education of traffic safety. 6. Continue to monitor and re-evaluate products and areas for the annual road painting program. 7. Proceed with annual sidewalk inspection and evaluation program, including public participation for new installations and designs. S. Continue with annual traffic count program and collision review analysis. 2008 Action Steps 1. Implement updated standards for lighting, signage, intersections and pedestrian crossings. 2. Implement a Scaffolding Policy. 3. Examine methods to encourage better traffic movement through and outside of the downtown core. 4. Foster safe passage ways for pedestrians and cyclists within the Town. 5. Review parking options and available public transit. 6. Continue with 2007 Actions Step Nos. 3 to 8. 2009 Actions Steps 1. Implement procedures to encourage better traffic movement through and outside of the downtown core. 2. Implement pedestrian and cyclists improvements where appropriate. 3. Continue with 2008 Action Step Nos. 3 to 6. 2010 Action Steps 1. Continue with 2009 Action Step No. 3. Note: Town afAnrora business plans provide the groundwork fbr more detailed operational plans and % serve ns a rnai,agement tool fa- pla iiing for the f aai'e. All plans are m-n,ali,atod as our business environment evolves and are dependent upon changing circumstances, the availability of the necessmy financial and staff resourcesand annual budget approval by Council 12/19/2006 1:21 PK Page 8 of 15 SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC FORKS Planned Business Outcomes (cont'd) Environmental Protection Planned Outcome (Goal) Promote a healthy environment that fosters social and physical well-being. 2007 Action Steps d. Create an "Environmental Management" division within Public Works to take ownership of, and provide support for, environment -related initiatives undertaken by the Town, either by itself or in partnership with other agencies. 2, Develop and promote clean air initiates on public and private properties. 3. Continue to develop and implement strategies to manage environmentally sensitive lands. 4. Continue to work with other partners to identify and implement Regional actions aimed at air (what is the Region doing in this area?)and water protection. ✓ D Maintain retention of environmental consulting groups for specialized investigations and mitigation programs. 2008 Action Steps 1. Expand education and awareness programs which promote low impact of the natural environment. 2. Develop, implement and monitor an environmental education strategy for the Town to increase environmental awareness and to promote low -impact use. 3. Expand education and awareness programs relating to energy conservation practices on public and private properties. 2009 Actions Steps 1. Develop a Corporate Master Environmental Plan including operational practices to improve the environment. 2. Research, develop and promote electricity innovation measures. 3. Develop partnerships to assist with public education, planting events, restoration and preservation projects. 4. Continue to ensure policies and by-laws for developments are sensitive to the environment. 2010 Action Steps 1. Continue with implementation of Corporate Master Environmental Plan. Note: Town of Aurora business plans provide the groundivoi k for more detailed operational plans and serve as a management roof for planningfor the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availabilio- of the necessan, financial and sigff resaurces and annual budget approval by Council. 12119!?406 121 PM, Page 9 of 15 • • SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Planned Business Outcomes (cont'd) Fleet Management To establish appropriate fleet management strategies and procedures to enable the vehicle and equipment fleet to support the delivery of pubic programs and services. 2007 Action Steps 1. Implement a computerized Fleet Management System. 2. Establish full and equitable cost recovery from all Fleet users. 3. Establish formal proactive customer specific seasonal service and over -haul programs. 4. Establish formal tender and quotation sign -off procedures. 5. Complete analysis and implementation (replacement) of fuel storage, dispensing and control systems. 6. Develop a Fleet Policy Manual. 7. Present business plan for construction of additional 2 repair bays and a wash bay. 2008 Action Steps • 1. Develop life cycle cost criteria for equipment replacement decisions. 2. Develop Fleet Management System reports. 2009 Actions Steps 1. Implement life cycle equipment replacement criteria. 2010 Action Steps 1. Continue with operation of 2007 — 2009 Action Steps. Note: Town afAurora business plans provide the groundwork for more detailed operational plans and serve as a management too! for planning fw• /he fuhnre. All plans nre re-evaluated as our business• envirmmrent evahes and are dependent upon changing circumstances, the m+ailabiliN of the necessmy finm¢ia/ and staffr•esources and annual budget approval by Council. 1211912006 1:21 PM, Page 10 of 15 -100- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Staff — Our Most Valuable Resource Current— Total Full Time Equivalent Staff Positions = 39.83 • Director • Administrative Assistant • Manager of Engineering Services • Manager of Operations Services • Roads/Traffic Supervisor • Water/Wastewater Supervisor • Municipal Engineer (3) • Technical Assistant (2) • Traffic/Transportation Analyst • Operations Technician • Administrative Coordinator • Clerk Secretary . • Crew Leader (Water/Wastewater)—(2) • Crew Leader (Roads/traffic)—(2) • Operator (Water/Wastewater)—(2) • Operator (Roads/Traffic) — (3) • Service Person (Water/Wastewater)—(3) NOTE ADDED ONE • Service Person (Roads/traffic) — (5) NOTE ADDED ONE • Mechanic — (2.33) • Crossing Guards (10 people — 5 FTE) NOTE ADDED 2 • Fleet Clerk (0.5) 2006 2007 2008 2009 Positions (FTE) Budget Forecast Forecast Full-time 35 41.67 44.17 45.17 Part-time 4.83 4.83 4.93 4.83 Net Change 2010 Forecast 46.17 Note: Town of Aurora business plans provide the grounrhvork for more detailed operalionat plans and serve as o n rnageneeut tool far plarming for d,e future. A11 plans are re-evahrated as our business environment evolves and are dependent upon changing Mrci nstauces, the availability ofthe necessary financial and staffresources and annual budget approval by Council. 12/19/2006 1:21 PK Page 11 of 15 —101— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Operating Budget Outlook 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note: Town ofAmnrn business plans provide the groundwork far more detailed operational plans and serve as a mmnagenneni tool for planning far the jidure. All plans are re-evaluated as our business environment evolves and are dependent upon clanging circmnstances, the availabilih, of the necessmy financial and sn ff resrournes and annual budget approval by Council. 12/19/2006 1 21 PM, Page 12 Of 1$ -102- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Capital Budget Outlook ($million) 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 00 0.0 0.0 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note: Town ofAuroru business plans provide the groundworkfor more detailed operational plans and sen+e as a management lool for planningfar the firture. All plans are r'e-evaluated as our business emrimnmenl evolves and are dependent upon changing circumstances, the availability of the necessary financial and staffresources and annual budget approval by Council. 12/19/2006 1:21 PM, Page 13 of 15 -103- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Accomplishments in 2006 • Completed reconstruction of Vandorf Sideroad from Industrial Parkway South to Bayview Avenue; Hill Drive, George Street from Tyler Street to Wellington Street West; Bell Drive, and both ends of Devlin Crescent. • Completed Salt Management Plan. • Completed Stormwater Management Remediation Strategy Study. • Completed Northeast Quadrant Traffic Cahning Study. • Completed retrofits ofSWM facilities NWl and NC2. • Completed comprehensive update of the 10-Year Capital Reconstruction Program. • Improved the "unaccounted for water" percentage by almost 4%. • Continued into second phase of inflow/infiltration program in core areas with use of smoke survey technology. • Installed new video surveillance system at No. 9 Scanlon Court to help reduce illegal dumping and improve building security. • Submitted updated winter service level program. • Completed new sidewalk design and public presentation to Centre Street and Catherine Avenue residents for a planned 2007 construction date. • Surface -treated the last two gravel roads in Aurora. • Issued new waste collection calendar. • Awarded new 10-year waste collection contract with improved services levels and implementation of Source Separated Organic collection in 2007. Note: Town ofAurara business plans provide the groundwork for more detailed operational plans and senor as a management tool for planning for the future. All plans are re-evaluated as our business enviromnent evolves and are dependent upon changing cirewnstatces, the availability of the necessary financial and slaff,wources and annual budget approval by Conned. 12/19/2006 121 PM, Page 14 of 15 —104— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA - 2007 BUSINESS PLAN AND BUDGET PUBLIC WORKS Key Performance Indicators SERVICE KEY QUANTIFICATION 2007 AREA PERFORMANCE TARGET INDICATOR Water Water Quality Adverse water samples per 0% Distribution year/Total water samples taken per and year Wastewater Collection Waste and Diversion of Solid Waste Tonnage Diverted from 35% Recycling Waste Landfill per Year/Gross Waste Collection Tonnage Collected per Year Road Winter Event Number of times winter response 100% Maintenance Responses meets or exceeds Town LOS per winter season/Number of winter events per winter season Capital Condition of Paved Length of paved roads with 65% Infrastructure Roads condition rated good or Rehabilitation better/Total length of paved roads and Replacement Traffic and Condition of Number of deficient sidewalk bays 25% pedestrian Sidewalks rehabilitated per year/Total Safety number of deficient sidewalk bays Surface and Storm Water Area of developed land serviced 15% Ground Water Quality Control by storm water quality Quality controYrotal area of developed Mans ement land Fleet Condition of Number of licensed vehicles with 90% Management Town's Vehicle condition rated good or and Equipment better/Total number of licensed Fleet vehicles Now Tom, of Aurora business plaits provide the groundwork for more detailed operational plans and nerve ns o maimgemem tool for plm,ning for the future. All plmrs are re-crnaluated as' our business errvirmmre v ervivas and ma dependent upon changing circianstances•, the availability of the necessary financial and xtaffresources and annual budget approval by Council. 12/19/2006 1:21 PM, Page 15 of 15 -105- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 �i -106- SPECIAL GENERAL COMMITTEE — JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD About the Aurora Public Library Extracts from the APL Strategie Directions for 2004 — 2007 The Aurora Public Library has reached an exciting stage in its development. The Library's modern building located in the heart of Aurora's downtown, combined with our expanding virtual services, position the Library to provide improved services and programs to the people of Aurora. The strategic directions that follow outline our thinking on how best we can contribute to the Town of Aurora's vision of being "a place we're proud to call home. " The Library offers a range of services to Aurora residents, including: • Information and reference services • Access to full text databases • • Community information • Internet access • Readers advisory services • Programs for children, youth and adults • A visiting library service for the homebound Aurora Public Library Our collections are developed to meet recreational as well as information and literacy needs. They encompass a variety of materials, including: books, magazines, government documents, audio- cassettes, compact discs, videocassettes, DVDs, talking books, and electronic databases. The Library Catalogue, accessible in the Library as well as through the web site, enables patrons to renew material, check their records, and place holds. TeleCirc enables telephone renewals as well as listing of items on loan or being held. Our most recent full -year data (2005) provides a quick snapshot of the level of activity in our Library • Over 31,000 people are current registered users of the Aurora Public Library • Those people borrowed in excess of 550,000 items • The Library has over 140,000 items available for loan and provides access to over 13,000 magazine andjoumal titles in an electronic format • We offer more than 40 computers for public access • Over 7,000 people participated in Library programs • Over 400,000 visits were made to the Library Our Vision speaks to what we would like to be known for in the future: Our vision is that all citizens of Aurora will see us as an essential service and a hub of our community. Our building will be part of a vibrant downtown — the Library will be seen by people of all ages as a welcoming place to gather, learn, read, and relax. We will be known for providing anytime, anywhere access through convenient high-tech services, while at the same time serving our patrons with a personal touch. Our services will contribute to the Town of Aurora's mission of being "a place we're proud to call home." Our Mission describes our purpose, or raison d'etre: Discovery and Inspiration... Connecting Aurora to information, lifelong learning, literacy, and the love of reading. Strategic Objectives These five strategic objectives outline our current focus: A. Make the Library more welcoming and accessible B. Strengthen the Library's services to meet changing community needs C. Build enhanced awareness of the Library and what it has to offer D. Build the capacity of our organization to meet growing and changing needs E. Improve accountability Note: Town of Aurora business plans provide the groundwork for nvore detailed operationalplans and serve as a management tool for planningfor the funtre. 411 plans are re-evaluated as atn- business envirnwnew evolves and are dependent upon changing circumstances, the availability of the necessaryfinancial and rtrtfj'resowces and annual budget approval by Council. Page I of 11 —107— SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET Planned Business Outcomes AURORA PUBLIC LIBRARY BOARD Customer Service Planned Outcome (Goal) Make the Library More Welcoming and Accessible. 2007 Action Steps: 1. Develop an intentional customer service model, including consideration of roaming information service, and implement to the extent possible. 2. Develop and implement staff strategies to help users of the Library feel more welcome. 3. Improve physical access for people of different abilities. 4. Improve signage and way -finding tools. 5. Complete a space development master plan and: Implement short term objectives, including provisions for self -checkout service, marketing initiatives, and accessible public access catalogue workstations ➢ Develop a strategy for implementation of longer term objectives. G. Develop a strategy for optimizing and extending current service hours. 7. Continue to work with the Town to develop strategies to enhance parking and the exterior environment around the Library building. 2008 Action Steps: _ 1. Continue implementation of customer service model. 2. Implement longer term objectives of space development master plan, as applicable. 3. Implement strategy for optimizing and extending service hours. 2009 Action Steps: 1. Continue to implement longer term objectives of space development master plan, as applicable. 2. Assess further welcoming and access needs for future implementation. 2010 Action Steps: 1. Address further welcoming and access needs as identified. Note: Town of Au, are business plans provide the groundwm* for more detailed operalional plans and serve as a nratagemari fool far plamringfor the future. All phis are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessaryfinancial and staffresoumes and annual budget approval by Ceased. Page 2 of I I MKIIZ SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD Planned Business Outcomes (cont'd) Community Needs Planned Outcome (Goal) Strengthen the Library's Services to Meet Changing Community Needs. 2007 Action Steps: 1. Assess service needs of developing multilingual and multicultural community. 2. Assess special and accessible service needs (in coy junction with A.2007 step3). 3. Enhance the scope and effectiveness of web -based services. 4. Investigate further self-service options. 5. Develop and implement strategies to monitor and analyze Library usage as well as industry and social trends, on a regular and ongoing basis. 6. Develop and implement strategies to monitor and analyze user satisfaction patterns, including mechanisms for continuous public feedback. 2008 Action Steps: I. Update and/or initiate plans for development of services and collections, in response to outcomes of 2007 strategies to monitor and analyze usage, emerging trends, and satisfaction patterns (2007 steps 5 & 6). 2. Expand self check-out service, as warranted. ( CAPITAL) 3. Assess the automated notification service and upgrade as warranted. ( CAPITAL ) 4. Assess need for expansion of public workstations. 5. Upgrade the library information system as required. 2009 Action Steps: 1. Implement development plans for services and collections (pursuant to 2008 step 1). 2. Expand the suite of public workstations, consistent with assessment of needs.( CAPITAL) 3. Assess need for further upgrade of the TeleCire automated notification service. 2010 Action Steps: 1. Continue implementation of development plans for services and collections. 2. Assess further needs for automated notification service. Note: Town of Aurora business plans provide the groundx+ork for more detailed operational plans and serve as a management loolfu plumingfor•thefiam•e. All plans am,eevahrated as our business environment evolves andare dependent upon changing circunvstances, the availabili)p of the necersaryfinancial and stafresources and annual budget approval by Council. Page 3 of I -109- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET Planned Business Outcomes Awareness Build Enhanced Awareness of the Library and What It Has to Offer. 2007 Action Steps: I. Develop a marketing plan. 2. Review public relations materials and practices, pursuant to marketing plan objectives. 3. Analyze Library user data, notably geographic and demographic data, to identify gaps and weaknesses in community awareness and use of Library services. 4. Develop specific strategies to address identified gaps and weaknesses in community awareness and use. 5. Continue development of outreach programs initiated in 2005 and 2006. 2008 Action Steps: 1. Further implement marketing plan objectives 2. Implement strategies specific to identified gaps and weaknesses 3, Develop and launch an APL membership campaign 2009 Action Steps: To be determined 2010 Action Steps: To be determined Nnta: Toum of Aurora businesa• plans provide dre grmnvfurmdc jonnore denriled opmntimra! pfnru• mrd ren�e ns u management tool jbr plennhrg for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, dre availability aj•dre nwessan)Pnancial and staffresources and annual budget approval by Council. Page of 11 -110- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD Planned Business Outcomes (cont'd) Effective and Efficient Organization Planned Outcome (Goal) Build the Capacity of Our Organization to Meet Growing and Changing Needs. 2007 Action Steps: 1. Assist Council in the recruitment of effective Board members for the 2007 — 2010 term of office. 2. Provide orientation and training for Library Board members appointed for the 2007 — 2010 tern of office. 3. Develop and implement staff training programs, with particular focus on: • Striving for excellence in customer service • Serving special needs and the developing multicultural community 4. Increase staff hours by 15 hours per week to address growth related needs in Support Services. 5. Assess staffing level needs relative to strategy to optimize and extend service hours (in conjunction with A.2007 step 6). 6. Implement plans and new ideas in a more timely and efficient manner, involving leadership skills development as required. 2008 Action Steps: 1. Assess staff resource needs resulting from service and collection development plans (in conjunction with B.2008 step 1). 2. Ongoing staff trainingand development. 3. Potentially implement a new staff position to focus on support for marketing and revenue generation. 2009 Action Steps: 1. Ongoing staff training and development. 2010 Action Steps: 1. Ongoing staff training and development. Note: Town of An, business plans provide the gr•oundiirork for more detailed operatimml plans and serve as a mnnagernenl fool fm• planning for the future. All plarvs are re-evnlua[ed ns our busbress ermiromnent eno(ves and are dependent upon changing circumstances, the avOlability of the necessarn financial and staff resources and annual hudgel approval by Council. Page 5 of 11 -111- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD Planned Business Outcomes (cont'd) Accountability Planned Outcome (CToal) Improve Accountability. 2007 Action Steps: 1. Develop an employee conduct policy. 2. Review purchasing policy and practices. 3. Develop a policy review schedule to ensure that all existing policies are reviewed at least once during the term of the Library Board. 4. Review policies targeted for 2007 review. 5. Sustain and, where appropriate, increase partnerships with Town departments, notably in the areas of financial services, facilities management, and human resources. 6. Assess existing reporting practices and develop a plan for annual reporting to the community. 7. Develop a strategy for renewal or updating of the Library's strategic plan. 8. Participate in the provincial Municipal Performance Measurement Program, reporting as mandated for Library Services: i. Operating costs for Library services per capita ii. Operating costs for library services per use iii Library uses per capita 2008 Action Steps: 1. Update the Library's strategic plan. ( CAPITAL) 2. Implement annual plan for reporting to the community. 3. Explore opportunities to diversify the Library's revenue base. 2009 Action Steps: To be determined. 2010 Action Steps: To be determined. i Note: Town ofAurara business plansprovide the groundworkfor more detailed operational plurts and serve as a mmragement fool for plarming for the future. All plans are re-evaluated as our business enviranmeut evolves and are alependent upon changing cireranstances, the availability offhe necessary! financial a,idstaffreromnoes and mutual budget approval by Council. Page 6 of I -112- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 31.5 • Public Services 23.5 o Circulation & Information Services • Support Services 5.6 o Systems and Technical Services • Administration 2.4 2006 2007 2008 2009 Positions (FTE) Budget Forecast Forecast Full-time 19.0 19.0 21.0 20.0 cart -(.me 125 13.0 13.0 13.0 0.5 2010 Forecast 20.0 1.0 Note: Forecast far 1008— 2010 does not reflect staffing level increases that could result from optimising and extending public service hours (see D. 2007 step 4). Anv such increases will be reflected in future Business Plans. Broad cost estimates have been included in the operatingforecast.. Now: Touin of Aurora business plans provide The groundwork for more detailed operaliona( plans and serve as a vuaagernenrt tool fm' planning for the future. 411 plans are re-evaluated as our business environment evolves and are dependent upon changing eircmnslances, the avni(abili>) of the necessary financial and slaf/'resources and annual budget approval by Council. Page 7 of 1 I -113- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD Accomplishments in 2006 In pursuit of the APL Strategic Directions 2004-2007, highlights include: • Increased use of Library services in all areas, including print and electronic resources, both on -site and remote usage. • Implementation of further new outreach initiatives, targeted primarily at youth and seniors, the priority community demographics in the Strategic Directions. • Continued improvement and development of the APL web -site, for the purposes of information access as well as communication with the Aurora community. • Continued enhancement of access to electronic databases, both on -site and remotely, including support for the CELPLO Consortia, a new partnership with other libraries for the shared negotiation and purchase of license agreements. • Enhancement of the Library's Internet Access Service through introduction of wireless access. • Successful implementation of Microsoft Exchange server and advanced spar filtering capabilities to aid staff productivity and time management. • Expansion of overall community programs to serve the needs of all ages, many of which are developed through partnerships with external agencies and organizations, including many government, social services, and education partners as well as community partners. • Support for the launch of the highly successful Aurora Film Circuit, a volunteer initiative committed to fostering of arts and culture in Aurora through affiliation with the Toronto International Film Festival, the proceeds of which fund out -of -budget programming the Library. • Successful launch of "Louder", an online magazine featuring writing and art, written for and by young adults, published by the Aurora Public Library. • Policy review and development with respect to Library services and administration, including a Library Board Procedural By -Law, • Completion of the capital campaign in support of the 2001 library building project. • Active participation in the Review of Provincial Support for Public Libraries, an initiative of the Ministry of Culture to reform and refocus provincial support for Ontario public libraries. Note: Tone ofAur ura business plans provide the groundworkfor inure detailed operational plans and serve as a nnanngeraent cool for planning for the fimtre. All plans are re-evaluated as our business environment evolves and are dependent upon changing cimamstances, the availability of the necesamy financial and staff resources and annual budget approval by Council. Page 10 of 11 -116- SPECIAL GENERAL COMMITTEE - JANUARY 4, 2007 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD Key Performance Indicators SERVICE AREA KEY PERFORMANCE QUANTIFICATION 2007 INDICATOR TARGET Circulation Timely availability of Elapsed time from check -in of 24 hours Services returned material returned material to being (1 business day) available in appropriate shelf from check -in location Timely notification of Elapsed time from check -in of 24 hours reserved material being held returned material to issuing of (1 business day), for users NEW notification from check -in Information Services Timely Information requests Elapsed time from receipt of 24 hours received by telephone or e- request to delivery of response (I business day) mail from receipt of request Timely staff reviews of Frequency of updating of Updated monthly Library materials on the APL reviews web page NEW Availability of newly Elapsed time from point of 4 business days Technical acquired materials (with receipt to being available for 2006 target - 6 days Services MARC records) public use AMENDED Availability of newly Elapsed time from point of l'business day acquired periodical materials receipt to being available for NEW public use Systems Support Availability of remote access Access available 99% achievement to API, catalo e NEW on a 24/7 basis Functioning public work Elapsed time until a non- 2 business days ., stations NEW functioning workstation is - available for public use Nate: Town ufAurora busbvess plans pravide the groundwork favnare detailed operado+al plans and serve as a amageaent tool far p/nnninyfar the fun+re. A!l plmu me re-et+gloated ns our business errviromnent evolves m¢f me dependent ,pan clanging circu+nstances, the m+nllability ofrhe necessary+financial andstaffresaurces and annurd budget approval by Council. Page 11 of 11 -117- ADDITIONAL ITEMS TABLED FOR SPECIAL GENERAL COMMITTEE MEETING Thursday, January 4, 2007 Building Administration Business Plan TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION About the Building Administration Department The Building Administration Department reviews building permit applications and conducts on site inspections for construction projects within the Town of Aurora in accordance with the Ontario Building Code, the Town of Aurora Zoning Bylaw and other applicable legislation. Our mandate is to ensure a healthy and safe environment in the buildings where we live, work and play. We are responsible for ensuring minimum building standards are achieved for new buildings, additions and renovations with reference to public health and safety, structural sufficiency, fire protection, energy conservation, accessibility and water and sewage protection. In addition to Building Code matters Building Administration provides zoning comments and interpretations on development applications such as draft plan of subdivision, site plan applications, land severances and minor variances. Other administration functions include the issuance and inspection of sign permits, pool enclosure permits, hot tub permits and fill permits. Building Administration delivers a wide range of programs and services to meet the needs of the corporation and the community it serves. The four fundamental areas of focus can be categorized as legislative, administrative, public protection and education, and customer service. Note: Town of Aurora business plansprovide the gioundworkfar mare detailed operational plans and serve as -a management tool far pinuring for the fittare. All plans are re-wjahmted as our business enviromnent evolves and are dependent upon changing circmnstances, the availability ofthe nacesamy financial and staffresources and annual budget approval by Council. 1/2/2007 1:31 PM, Page 1 of 10 Z-\ TOWN OF AURORA -- 2007 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION Planned Business Outcomes Legislative Planned Outcome (Goal) To ensure public health and safety through the administration and enforcement of the Ontario Building Code and other governmental legislation relating to the design and construction of buildings and their appurtenant systems. 2007 Action Steps 1. Ensure compliance with the Ontario Building Code, Zoning Bylaw and other applicable law for construction project in the Town of Aurora. 2. Review building permit application plans and documents within the legislated time period corresponding to the class of building. 3. Respond to prescribed inspection notices within the legislated time period. 4. Report on building permit fees collected in the previous year including the direct and indirect costs of delivering the services related to the administration and enforcement of the Building Code Act. 5. Revise fees for building permits based on outcomes of the Development Application Approval Process Review. 6. Continue to train and qualify staff in additional building code categories To ensure a responsive and flexible workforce. 7. Administer and implement changes of new 2006 Building Code. 2005 Action Steps 1. 2007 Action Steps 1 through 4. 2. Provide training and development opportunities for staff in innovative construction design. 3. Develop a catalogue of acceptable solutions for objective based code. 4. Develop acceptable standards for green technologies and energy conservation in construction design. 2009 Actions Steps 1. 2007 Action Steps 1 through 4. 2. Establish a leadership role in the building regulatory industry through extensive knowledge, participation and partnerships with all stakeholders. 2010 Action Steps 1. 2007 Action Steps 1 through 4. 2. 2. Maintain a leadership role through training and development and responding to evolving demands of the industry. Note. Towm ofAuraa business plans provide the groundwork fa- more detailed operational plans and senje as a monagenrent tool for plarmingfor the futtar, A11 plans are re-evakrated as our businness enviro,new evoh,es and are dependent upon changing circumstances, the avaitabtlio; ofihe necessary ,financial and staffresources and annual budget approved by Council. 1/2/2007 1:31 PM, Page 2 of 10 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION Planned Business Outcomes (cont'd) .P,nblic Proteetiou.and Education. Planned Outcome (Goal) To protect the general public through administration and enforcement of legislation and increase public awareness on building related health and safety matters for the continued enjoyment of the Municipality by its residents. 1. Respond to and take action on building related complaints. 2. Be proactive with regards to illegal construction. 3. Collaborate with other departments to develop corporate information for distribution to stakeholders on building related matters. 4. Establish positive working relationships with partners in the industry for the purpose of expanding communication channels for public education. 5. Increase public education programs. 6. Review bylaws to ensure public protection. 7. Assist with the development of a protocol to deal with secondary dwelling units. 2008 Action Steps 1. Define service levels for building code plan review. 2. Define service levels for building code inspections. 3. Define service levels for the administration of municipal bylaws. 4. Continue to enhance public education on building related matters. 2009 Actions Steps 1. Establish and implement a quality assurance program. 2. Investigate feasibility of consolidating public protection bylaws for effective administration. 3. Continue to enhance public education on building related matters. 2010 Action Steps 1. Be accountable for all construction related activity in the Town of Aurora. 2. Continue to enhance public education on building related matters. Note: Town ofAurmm busbvess plans• provide the grotmdwmAfor mare detailed opera(imml plrzrys• and `� J servearamanagementtoolforplanningfor(befutur'e. Aflplrtns rzr•ern-enahtatmt as our'bvs•iners enviromrrent evolves and are dependent upon changing circumstances, the availablligr of the necessnty financial and staffresources and annual budget approval by Couneit 1/2/2007 1:31 PM, Page 3 of 10 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION Planned Business Outcomes (cont'd) Administrative Planned Outcome (Goal) Provide services and programs relating to building matters that are streamlined, efficient and transparent. 1. Undertake and implement recommendations of Building Administration Operational review. 2. Establish a procedure for the issuance of part permits for projects subject to the Development Application process. 3. Amend Building Bylaw to include streamlined processes and construction facilitation options. 4. Develop Zoning bylaw interpretation policies to ensure consistent application and recommend zoning bylaw amendments for effective administration. 5. Define roles and responsibilities of Building Administration and Bylaw Enforcement related to property and zoning matters. 6. Organize and catalogue plans and documents for improved record retention and retrieval.. 7. Modify and enhance Cityview to meet Bill 124 requirements including workload prioritization, inspection scheduling and fee tracking. S. Rollout tablets to inspectors for increased efficiencies and improved record keeping. 9. Provide ongoing training and development opportunities for staff. 2008 Action Steps 1. Participate in a comprehensive Zoning Bylaw review. 2. Develop an inventory of certified plans for stock drawings such as tents, sometime, portable classrooms, etc. 3. Continue with Cityview enhancements for on line tracking of applications. 4. Review cash handling procedures. 5. Provide ongoing training and development opportunities for staff. 2009 Actions Steps 1. Review and update policies and procedures. 2. Provide ongoing training and development opportunities for staff. 2010 Action Steps 1. Investigate the feasibility of accepting electronic plans including electronic response and record retention. Nwe; Toxm ofAurora business plans provide the groundwork far more detailed operational plans and serve ns a nvumgenent tool fm• plarming for the firLrre. All pinrs are re-evaluated as our business• e,Mrornnent evolves and are dependent upon changing cir•crnnstances, the availability+ of the necessary financial and staff resources and annual budget approval by Council. 1/2/2007 1:31 PM, Page 4 of 10 TOWN OF AURORA 2007 BUSEgESS PLAN AND BUDGET BUILDING ADMINISTRATION Planned Business Outcomes (cont'd) Customer Service Deliver high quality service in a professional manner with an emphasis on accessible information, timely response and continuous improvement to meet the evolving needs of our clients, internal partners and other stakeholders. 1. Launch a quick stream permit approval system geared to homeowners with an objective of issuing over the counter permits where possible. 2. Review and update information packages for customers. 3. Participate in customer satisfaction survey and establish a customer service work plan based on outcomes. 4. Continuously review information available on the Town website to ensure information is accessible and accurate. 5. Establish a policy for routine disclosure of information. 6. Investigate feasibility of web enabling Cityview for online tracking and scheduling of inspections. 7. Consider options for increasing service channels such as customer service e-mails, 'web access, interactive voice response, etc. 8. Develop Customer Service standards and provide training to staff. 2008 Action Steps - 1. Consider options for one stop shopping for development applications and municipal approvals. 2. Investigate the feasibility of e-commerce and e-service for specific pilot services. 3. Continuously review information available on the Town website to ensure information is accessible and accurate. 4. Develop partnerships with industry with the objective of availing customer service opportunities. 5. Provide ongoing training to staff to ensure a highly skilled workforce. 6. 2009 Actions Steps. 7. Expand service channels and e-servicing. 8. Survey customers for satisfaction. 9. Provide ongoing training to staff to ensure a highly skilled workforce. 2010 Action Steps 1. Provide ongoing training to staff to ensure a highly skilled workforce. Nale Tom, ofAaora business plans provide the groundworlrfor more detailed operational plans and \ J serve asp uranagement fool for planning for the fimu-e. Allplans• are re-evaluated as as business environment evolves and are dependent upar changing ciraunstances'. the availability ofthe necessmv ,linancial andstafresources and annual budget approval by Council. 1/2/2007 1:31 PM, Page 5 of 10 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION Staff— Our Most Valuable Resource Current— Total Full Time Equivalent Staff Positions = 11 • Director of Building Administration/ChiefBuilding Official • Administrative Assistant • Senior Building Inspector/Plans Examiner • Lot Grading Co-ordinator/Building Inspector • Building Inspector/Plans Examiner (4) • Plumbing Inspector/Plans Examiner • Permit Information Officer • General Office Cleric 2006 2007 2008 2009 2010 Positions (FTE) Budget Forecast Forecast Forecast Full-time - 11 12 12 12' 13 Part-time 0.0 1.0 1.0 1.0 1.0 Total Permanent 11 13 13 13 - 14 Net Change 2.0 0.0 00 - 1.0 Nate: Town ofAuror'a business plmu provide the grouadwor•kfar rums detailed operational plans and serve as a n anagemeru tool for planning for the future. Al! playa• mr re-evaluated as our business enviromnent evolves and are dependent upon changing circumstances•, the amilabilitv of the necessmy financial and sra fiwourca and annual budget approval by Council. 1/2/2007 1:31 PM, Page 6 of 10 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION Operating Budget Outlook 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 0.0 00 0.0 0.0 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined Note: Town of Aurora businessplans provide the groundworkfor more detailed operational plans and \` j serve as a management tool for planningfor the fio¢ae. A11 plans are re-evaluated as oim basineas envrranrnent evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources and annual budget approval by Council. 112/2007 1:31 PK Page 7 of 10 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION Capital Budget Outlook 2006 2007 2008 2009 2010 Budget Budget Forecast Forecast Forecast 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 00 00 00 0.0 00 0.0 -00 0.0 0.0 00 0.0 0.0 Please Note: This chart will be completed once the capital and operating budgets are more defined ,Vale: Town afXurwa business plans provide the groundworkfor more detailed operational plans and s•e,ve as a management tool for plannig far the jture. All plans• mare-a+nluated as our business euvironment "ales and are dependent upon changing ch cwnstances•, the availability afdhe necessary financial and staff resan'ces and annual budget approval by Council. 1/2/2007 1:31 PM, Page 8 of 10 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION Accomplishments in 2006 • Issued 1150 building permits for construction within the Town of Aurora. • Conducted 6500 on site inspections for construction projects within the Town of Aurora. • Responded to 200 building related complaints. • Implemented flexible processes for building permit applications to meet Bill 124 requirements and assist homeowners, developers and builders in obtaining necessary approvals for construction. • Enhanced staff training for Bill 124 qualification categories to ensure a highly skilled and flexible workforce. • Established a Memorandum of Understanding with Central York Fire Services for the review and inspection of fire safety matters under the Ontario Building Code. • Modified Site Plan and Subdivision processes and agreements in response to Bill 124 requirements for the issuance of building permits. • Participated in the Development Application Approval Process review to determine appropriate fees for developments applications. • Reviewed and amended the Sign Bylaw ensuring a workable and consistent document that reflects the needs of the community and business partners. • Enhanced Cityview to include tracking of permit applications, workload reporting, zoning information, applicable law and inspection results. • Redesigned website to include new legislative requirements with easy access and links to relevant information. • Established departmental policy manual to ensure uniform service delivery to all stakeholders. • Participated in testing of tablets for electronic tracking of inspections with rollout to all inspectors in 2007. • Prepared for the implementation of the new 2006 Building Code through staff training and skill development opportunities. Note; Town of Aurora business plans provide the grmmdwork,for more detailed operational plans and serve as a managemenl lool for planning, for Nre future. A11 plans are re-evulumed us mn' business• ,amirorunent evolves and are dependent upon changing eiremnsiances, the availaldlio� ofthe necessity financial and s4r>�resmmcer and maim! budges approval by Cmrncil. 1/2/2007 1:31 PM, Page 9 of 10 TOWN OF AURORA 2007 BUSINESS PLAN AND BUDGET BUILDING ADMINISTRATION Key Performance Indicators SERVICE AREA KEY PERFORMANCE QUANTIFICATION 2007 INDICATOR TARGET Complete Building Review applications within Permits issued with legislated 10 to 30 Permit Applications legislated time period for time periods or written business days corresponding to class of Refusal Notice sent depending on building building type Incomplete Building Review applications in a Permits issued to meet Meet Permit Applications timely and flexible manner applicants target dates for established construction target dates through project management Building Inspections Respond to mandated Inspections passed or Respond to inspections within the Deficiency Notice issued inspection legislated 48 hours requests within 48 hours 100% of the time Other permits such as Review permit applicaNdInvestigate/respond view and respond to 10 business sign, pool enclosure, hot for compliance with byant within 10 business days tub and fill permits days Sign Variances Prepare report to Gen to General Committee 10 business Committee withhin 10 business days days recommendations Zoning letters and Research and preparn response to applicant 10 business Compliance Reports . written responsehin 10 business days days Complwnts/Inquiries Respond to complaintsgate/respond to request 2 business days inquiries in atimely mahin 2 business days Note: Tones of Aurora business plans provide the grourrduoark far marr detailed aperalional plans and serve as a rnanage,neul tool for planning for the future. All plans arm re-evaluated as an' business envirau rent evolves and are dependent upon changing cirmnnstances, the availability ofthe necesaay financial and staffrasources and annual budget approval by Council. 112/2007 1:31 PM, Page 10 of 10