Agenda - Special General Committee - 20090302Council/Committee
Secretary —
NO.09-10
MONDAY, MARCH 2, 2009
7:00 P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
February 27, 2009
AvioizA
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING
AGENDA NO. 09-10
OPERATING BUDGET
Monday, March 2, 2009
TOO p.m.
Council Chambers
Mayor Morris in the Chair
1 DECLARATIONS OF PECUNIARY INTEREST
11 APPROVAL OF AGENDA
RECOMMENDED:
THAT the agenda as circulated by the Corporate Services Department be
approved.
111 DELEGA TIONS
(a)-Ms-M4W.od.ie_W4(ay, Manager of Programs
Re: Review of 2009 Operating Budget
(Budget binder pages 399 — 408)
(b) Fire Chief John Molyneaux
Central York Fire Services
Re: Review of 2009 Operating Budget
(Budget binder page 330)
(c) Mr. John Gutteridge
Director of Financial Services/Treasurer
Re: Review of 2009 Operating Budget
(Budget binder pages 306 321)
7:00 p.m. -- 7:30 p.m.
7:30 p.m. — 8:00 p.m.
8:00 p.m. -- 8:30 p.m.
Special General Committee Meeting No. 09-10
Operating Budget
Monday, March 2, 2009
Page 2 of 2 .
IV CONSIDERATION OF ITEMS
1. Review of 2009 Council Budget pg. 1
. (deferred from February 23, 2009 Special General Committee)
RECOMMENDED:
THAT Council provide direction.
2.. Correspondence from Councillor Granger pg. 11
Re: The Farmers' Market
(Deferred from February 23, 2009 Special General Committee)
RECOMMENDED:
THAT Council provide direction. .
3. Extract from February 17, 2009 General Committee Meeting pg. 12
Re: 2009 Canada Day Parade Budget
RECOMMENDED:
THAT Council provide direction.
V ADJOURNMENT
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I Ma1or:,nd); em ber s o f A urc;r, i'lown CocmCil
Frorn. Mike Toward, Chart -
Aurora Farmers' Markel Executive Committee
Subject: 2009 Special Events rectuesi anti continued services in -kind assistance
February 202009
On behalf of the Aurora Farmers' Market Executive Committee and vendors, I would like to thank the
Mayor and Town Council_ Councilor Stephen Granger and Chris Alexander, for your great support and
patronage given towards our 2008 Aurora Farmers' Market year of operations.
I feel it is safe to say that the market prestige has grown and attendance has been increased
considerably over the previous year since we have taken up Our new location at Town Park, our"new4v"
designated location. We have experienced continued strong support along with increased public
participation at the Farmers' Market weekend events. This is developing a stronger sustainable
growth which is needed lobe successfi0 in the long term. The public attention received towards
the special events featured last year was excellent! This added much value to the quality cultural
experiences of the Aurora citizens in 2008. We appreciated the Town of Aurora supporting the Market
financially in 2008 along with your in -kind services. _
If is to this point that the Aurora Farmers Market would like to continue its partnership with the Town in
2009, with our request again for continued financial support along with the in -kind services we'll require to
enable our Executive Committee to provide the same quality special events this year.
See below:
1Nlay/end- Formers' Market starts (Soft opening)
Mtiy/30th -Grand Opening Event, (Band shell re(I'd)
June/201h- Aboriginal Day, (Band shell req'd)
June127th- Red & White Sbawben'y Festival, (Band shell-req'd for Canada Day — flagsnnusic)
July/4-To be determined
Julyll8th- Artists in the Park (No hand shell req'd)
Aug/1st- Music. Festival (Banc] shell and special permit time extension req'd. - Will feature later)
Aug/15th- Seniors Day. (Band shell and dance area will be used).
Aug/29th-.Corn Roast Day - -
Sept/12th- Apple & Honey Festival, (Band shell req'd)
Oct/10th- Thanksgiving at the Market
Octl3lst- Halloween at the Market -Final clay. -
The budget moneys require(! to finance the abave special events have already been listed in the 2009
operating budget, As mentioned, our Association will require from time to time To+rn services in -kind to be
available in order to offer these extended public services in 2009 in a professional manner
As Chair, I would appreciate if the Mayor and Members of Council would continue their Town support as
a 'key partner towards out request from the Farmers Market Executive Committee. Your support will he
recognized as our partner. This will again alloy: us to offer a strong community Market imane that will in
turn give back quality cultural services to the Aurora Community helping to make it " Auroras special
meeting place." 1 look forward to your reply.
Best Regards,
Mike Howard, Chair
Aurora Farmers' Market Executive Committee
CC: Mayor and Members of Council.
CC: Councilor Stephen Granger, Town Liaison Aurora Farmers' Market
11 -
SPECIAL GENERAL COMMITTEE - OPERATING BUDGET
AuRoRA
EXTRACT FROM GENERAL COMMITTEE MEETING NO. 09-07
HELD ON TUESDAY, FEBRUARY 17, 2009 & ADOPTED AT
COUNCIL ON TUESDAY, FEBRUARY 24,2009
VI DELEGATIONS
(a) Ms Sher St. Kitts
Re: 2009 Canada Day Parade.Budget
Ms Sher St. Kitts addressed General Committee to request a budget of $11,600 for the
2009 Canada Day Parade.
General Committee recommends:
THAT the comments of the delegate be received and, referred to the 2009
Leisure Services operating budg6t for consideration.
CARRIED
Extract/Correspondence Routing
Information
External Correspondence was sent by Council Secretariat.
I YeS
x
No
External Correspondence to be sent by:
ACTION DEPARTMENT:
(To Director and Secretary)
Admin-
Building
nee
x
Leisure
X
Works
Planning
ACTION STAFF:
(Il'other than above)
INFO DEPT:
(No action required)
Mar 2 Sp GC Budget Agenda
ADDITIONAL ITEMS TABLED
FOR SPECIAL GENERAL COMMITTEE MEETING
OPERATING BUDGET
Monday, March 2, 2009
➢ NEW ITEM 4 - JCC - York Central Fire Services
Finance Report - January 27, 2009
CENTRAL YORK FIRE SERVICES
January 27, 2009
Joint Fire Services and Corporate & Financial Services (Finance) Report —
Fire Services 2009-03
To: Joint Council Committee
Origin: CYFS — Fire Chief
Town of Newmarket — Treasurer
Subject: 2009 CYFS Budget — Revisions
RECOMMENDATIONS
THAT Joint Fire Services Report 2009-03 dated January 27, 2009 be received and
the following recommendations be adopted:
THAT revisions to the operating budget as contained in this report be
approved by JCC.
2. AND THAT a proposal for budget reductions under further consideration by
the Town of Newmarket Council be reviewed by JCC, and that direction be
given as to whether to include them in whole or in part in the 2009
operating budget.
3. AND THAT it be noted that the Fire Chief recommends approval of the
revised budget resulting in Net Expenditures of $16,095,288 and that there
be no further reductions such as those under consideration by the Town of
Newmarket Council.
4. AND THAT the revised 2009 Central York Fire Services operating budget,
as amended, be approved by JCC and forwarded, as required by the Master
Fire Service Plan, to the Town of Aurora for comment and to the Town of
Newmarket for inclusion in the 2009 budget process.
COMMENTS
In November 2008, Central York Fire Services submitted an operating and capital
budget for 2009 to the Joint Council Committee for consideration, as outlined in Fire
Services Report 2008-11. The net expenditures were $16,081,054.
Joint Fire Services and Corporate & Financial Services (Finance) Report — Fire Services 2009-03
January 27, 2009
Page 2 of 4
Upon further administrative review and in alignment with budget directives of the Town
of Newmarket, revisions have been proposed.
1. In the fourth quarter of 2008, Central York Fire Services received a surcharge
from WSIB based on claims experience from 2005 to 2007. We anticipate this
cost to continue for the foreseeable future and as such $85,000 has been
budgeted to a new expense line, 4106 Workers' Compensation.
2. Line 4278 Equipment & Maintenance has been reduced by $42,400 as we
understand that the York Police Services Board's request to recover radio
maintenance costs from users has been deferred for 2009.
3. The budget for training costs (line 4474) originally included in line 4425
Education has been allocated out to its own separate line.
4. Line 4936 Asset Replacement Fund has been reduced and $6,600 has been
allocated out separately to 4911 Capital Financing. This maintains the total
operating contributions for capital at the same levels as in the 2008 budget.
5. Revised interdepartmental allocations are reflected in a net increase of $193.
6. Seminar and Convention expenses (line 4478) have been reduced by about 50%
as part of an overall strategy to assist in reducing the budget for 2009 in view of
current economic conditions.
Recommendation 1 requests approval of these revisions, resulting in an increase to the
budget of $13,634, for a revised budget of $16,095,288.
At the direction of Newmarket Council, staff have been asked to look at a proposal of a
further 3.5% reduction to certain line items in the budget not: including wages, and a
supplementary proposal to reduce 7 specific line items by a further 10%.
Recommendation 2 requests that JCC provide direction on this proposal, which has the
potential to reduce the budget by $39,017.
Attached is a table outlining the proposed revisions and subsequent budget cut
proposals.
ADDITIONAL COMMENT BY THE FIRE CHIEF
The budget document originally submitted and approved by JCC was compiled using the
following method;
Review of 2007 finals, year to date 2008 budget and year end projections,
Line by line analysis of the budget data relating to any consistent deficit or
surplus,
Reassignment of funds from areas of surplus to areas of deficit.
Joint Fire Services and. Corporate & Financial Services (Finance) Report — Fire Services 2009-03
January 27, 2009
Pape 3 of 4
During the budget discussion at the Town of Newmarket two items have come up which
the Fire Chief is confident can be either removed or reduced from the original
submission for 2009 to assist with this challenging economy.
An amount of $42,400.00 was requested to cover the Central York portion of a cost
sharing arrangement being contemplated with York Regional Police for the maintenance
of two-way radio equipment. This agreement does not appear at this time to be ready for
execution and will require further discussion between York Regional Police and the area
municipalities.
A reduction of $4,230.00 in the line item covering conferences and seminars, consistent
with the approach being applied across the Town of Newmarket budget for 2009 is
prudent given the economic times we find ourselves in.
Other budget adjustments have been made in the timeframe from the original
submission to the 2009 revised budget as outlined on the attached spreadsheet, and the
fire chief agrees with those revisions for 2009 as well.
At the Town of Newmarket Budget meeting of January 12, 2009, Central York Fire
Services, consistent with the approach being requested of all departments, was
requested to provide advice on the impact and appropriateness of the approach of
reducing certain budgetary line items by percentage amounts (3.5% in many cases and
13.5% in others) provided by Newmarket Committee of the Whole.
In creating the submitted budget the fire service management team approached the task
by looking at each line item using the above methodology and then redistributing any
surpluses to the areas showing consistent deficit. This produced a budget that in the
view of the CYFS team was balanced in terms of risk management, staff health and
safety, service levels and fiscal responsibility. The team is convinced that the budget
now being submitted to JCC for recommendation to the final budget process at the Town
of Newmarket is as trim as it can be and the CYFS team is in fact extremely nervous
about their ability to meet the figures as presented, given the year-end 2008 final
numbers. With the global fire service budget in mind, the Fire Chief is recommending
that no further reductions, as contemplated in the "further consideration" columns of the
attached spreadsheet, be made to the CYFS budget.
IMPACT ON THE MASTER FIRE SERVICE PLAN
This report is for information purposes and has no impact on the Master Fire Service
Plan.
CONSULTATION
This report has been completed in consultation with Newmarket and Aurora Finance
staff and the Fire Chief.
Joint Fire Services and Corporate & Financial Services (Finance) Report — Fire Services 2009-03
January 27, 2009
Pape 4 of 4
BUDGETIMPACT
The proposed revisions would mean an overall increase in the operating budget of
$13,634 ($8,273 for the Town of Newmarket and $5,361 for the Town of Aurora). Full
adoption of the proposal for further reductions would result in an overall decrease in the
2009 Central York Fire Services Operating Budget of $25,383 from that originally
proposed to JCC in November.
There is no impact on the Capital Budget.
CONTACT
For more information on this report, please contact Mike Mayes at 905-953-5300, ext.
2102 or mmayes@newmarket.ca.
John Molyneaux, Fire Chief
Central York Fire Services
Mike Mayes, Treasurer
Town of Newmarket
JM:MM:tb
attachment
CENTRAL YORK FIRE SERVICES
2009 DRAFT OPERATING BUDGET
2008
2009
Further
Considerations
BUDGET
ACTUAL
Preliminary
Results
Draft
Presented
to JCC
Proposed
Revisions
Proposed
Mitigating
Measures
Total
Revised
Budget
Additional
3.5%
Reduction
Further
10%
Reduction
Total
Expenses
4011 Management Salaries
359,509
311,376
392,913
392,913
392,913
4021 Regular Salaries & Wages -
4024 Standby/Callback-
4025 Overtime
4026 Lieu Time Paid
4027 Provisional Allowance
4028 WSIB Reimbursements
8,987,366
130,000
485,318
401,451
345,737
9,217,020
96,915
813,206
429,378
4%857
9,325,135
105,000
503,557
414,190.
261,964
9,325,135
105,000
503,557
414,190
261,964
9,325,135
105,000
503,557
414,190
261,964
subtotal Regular Salaries & Wages
10,349,872
10,506,662
1Q609,846
10,609,846
10,609,846
4031 Part Time & Casual Wages
4106 WSIB Surcharge
4109 Direct Payroll Benefits
4216 Stationery & Office Supplies
4217 Photocopier Lease & Supplies
4219 Emergency Mgmt. Materials
4229 Janitorial Supplies
4232 Fuel for Vehicles
4261 Uniforms, Clothing
4269 Misc,
4272 Vehicle Repairs & Maintemano
4273 Building Repairs & Maintenan
4278 Equip. Repairs & Maintenance
4282 Properly Insurance
4299 Capital Acquisitions
4303 Cell Phone -
4311 Hydro
4321 Heat
4331 Water
4423 Insurance Claim Costs
4425 Education/Corporate Tuition
4462 Fire Prevention
4463 Fire Investigation
4464 Association Allowance
4465 Dispatch Service
4466 Wellness Program
4471 Mileage/Parking/Tolls
4474 Training
4478 Conferences &Seminar Fees
4662 Contingency Account
4666 Vehicle Lease
4791 Clerical & Administrative S
5151 IT Support
5153 Human Resources & Payroll
5154 Legal Support
5156 Purchasing Support
5157 Communications Support
5161 Accounting Support
4911 Capital Financing
4936 Asset Replacement Fund -
Revenues
37,119
2,783,510
14,280
4,080
5,100
15,300
70,013
118,718
3,620
130,000
15,300
115,000
48,668
40,800
15,300
64,372
57,935
7,479
5,100
34,272
12,240
2,448
2,500
277,750
15,300
1,020
9,180
50,000
59,640
3,696
223,900
266,115
7,301
29,220
24,348
14,368
-
377,459
38,768
122,732
2,827,010
10,992
3,993
1,713
14,553
91,174
127,842
4,445
185,384
19,938
120,889
48,668
13,509
9,456
47,886
46,771
6,200
2,867
31,272
15,696
97
2,500
276,342
12,456
1,645
6,461
3,814
54,817
3,696
223,900
266,115
7,301
29,220
24,348
14,368
6,600
377,459
8,600
2,861,405
14,566
4,200
5,200
15,500
86,000
122,000
3,700
176,600
15,000
159,700
49,642
41,600
14,400
55,000
- 55,000
7,000
9,202
45,000
24,000
5,000
2,500
345,313
- 15,600
1,040
9,000
50,000
55,000
3,696
232,296
276,094
7,575
30,316
25,261
14,907
402,334
85,000
(42,400j
(35,000)
35,000
19,604
(15,901)
757
(1,431)
283
(3,173)
6,600
31,475
(4,230)
8,600
85,000
2,861,405
14,565
4,200
5,200
15,500
86,000
122,000
3,700
176,600
15,000
117,300
49,642
41,600
14,400
55,000
55,000
7,000
9,202
10,000
24,000
5,000
2,500
345,313
15,600
1,040
35,000
4,770.
50,000
55,000
3,696
251,900
260,193
8,332
28,885
25,544
11,734
6,600
370,859
(510)
(147)
(182)
(543)
(3,010)
(4,270)
(130
(3,007)
(525)
(4,106)
-(1,456)
(504)
(1,925)
(245)
(252)
(350)
(840)
(88)
(546)
(36)
(1,225)
).
(167)
(1,750)
(370)
(4,160)
(3,500)
(5,000)
-
8,600
- 85,000
2,861,405
14,056
4,053
5,018
14,958
82,990
117,730
3,201
173,594594
14,475
113,195
49,642
35,984
13,896
55,000
53,075
6,755
8,950
9,650
23,160
2,413
345,313
15,054
1,004
3,
4 ,603603
43,250
55,000
3,696
261,900
260,193
8,332
28,885
25,544
11,734
6,600
370,859
15,671,832
15,920,995
16,252,006
17,864
4,230
16,265,640
25,987
13,030
16,226,623
-
7431 Fire Dept. Recoveries
7471 Misc. Charges
Fotal Revenues
(212,688)
9,338
(251,789)
18,210
(220,664)
9,688
(220.664)
9,688
(220,664)
gg88
222,026
269,999
230,352
-
-
230,352
- 230,352
60,000
219,146
160,000
60,000
60,000
'o/(from) Reserves
NET EXPENDITURE
15,519806
15,870,142
16,081,654
17,864
4,230
16,095,288
25,987
13,030
16,056,271
4ewmarket's share
\urora's share(4799)
9,380,341
6,129,465
9,740,677
6,129,465
9,758,347
6:323:307
10,840
7,024
(2,567)
1,663
9,766,621
6,328,667
(15,769)
10,218
(7,907)
5,123
9,742,945
6,313,326
15,509,806
15,870,142
16,081,654
17,8fi4
4,230
16,095,288
25,987
13,030
16,056,271
02/03/2009
Department Functional chart
• See org chart file above
2008 Key Accomplishments
• Finalized Master Fire Service Plan Review
• Joint Council Committee approved Master Fire Plan Revisions
for submission to Aurora and Newmarket Councils in early 2009
• Successfully recruited a new Deputy Fire Chief from within the
CYFS ranks to replace retiring Deputy Chief Ken Bone
• Made application to the Ministry of Labour for a Multi -site Joint
Health and Safety Committee
Relevant Key Performance Indicators
• During the Master Fire Plan Review we have altered the KPI's,
which are response time oriented in the case of the fire service.
The new KPI's in combination with the new Computer Aided
Dispatch System will provide the ability to better analyze
response information.
• Currently we are meeting an average response time of 5
minutes and 28 seconds.
2009 Objectives
• Begin implementation of the Master Fire Plan
recommendations, including drafting of a new agreement
between the Towns of Aurora and Newmarket making Central
York Fire Services a permanent entity.
• Implement new automated fire service records management
system shared with Vaughan, Richmond Hill, King, East
Gwillimbury and Georgina.
• Implement Mobile Data Terminals in first run vehicles linked to
the Records Management and Computer Aided Dispatch
Systems.
• Creation of a Central York Fire Services website including links
from the Aurora and Newmarket websites. This will utilize a
new E Recruiting software to streamline the recruiting process.
Base Pressures
• Monitor the 2009 overtime utilization and report findings to the
Joint Council Committee
• Continue to review vehicle and equipment maintenance issue
to ensure we are meeting our obligations effectively and cost
effectively.
• Wages and benefits account for 91.6 percent of the CYFS
budget
Outlook 2010 and 2011
• Complete any outstanding or deferred recommendations
resulting from the Master Fire Plan Review
• Prepare for additional resources to be hired as outlined in the
2002-2011 Master Fire Plan.
• Purchase of a new Pumper as outlined in the Master Fire Plan
and funding through the Asset Replacement Fund.
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