Agenda - Special General Committee - 20091116SPECIAL GENERAL
COMM117EE
AGENDA
2010 CAPITAL BUDGET
NO.09-27
MONDAY, NOVEMBER 16, 2009
1:00 P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
November 13, 2009
AUi;t,oRA
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING
CAPITAL BUDGET
AGENDA
NO. 09-27
Monday, November 16, 2009
7:00 p.m.
Council Chambers
Mayor Morris in the Chair
I DECLARATIONS OF PECUNIARY INTEREST
H APPROVAL OF AGENDA
RECOMMENDED:
THAT the agenda as circulated by the Corporate Services Department be
approved. .
111 DELEGATIONS
a) Ms Irene Clement, Aurora Community Arboretum
Re: 2010 Work Plan
IV PUBLIC OPEN SESSION - Opportunity for members of the public
to provide input regarding the 2090 Capital Budget
V CONSIDERATION OF ITEMS
V1 ADJOURNMENT
Special General Committee — Capital Budget
Monday, November 16, 2009
Page 2 of 2
AGENDA ITEM
1. Memorandum from Acting Financial Analyst/Budget Coordinator pg. 1
Re: Capital Budget —Additional Information
Requested at November 7, 2009 Special
General Committee Capital Budget Meeting
RECOMMENDED:
THAT the memorandum regarding Capital Budget — Additional Information
be received for information.
2. 2010 Capital Budget Binders Distributed Separately
RECOMMENDED:
THAT the 2010 Capital Budget be received for information.
Sp AUe__n _porymittee - 2010 Capital Budget -November 16, 2009 ITEM #
MEMORANDUM Corporate and
mancial Services Department
Date: November 16, 2009
To: Mayor Morris, Members of Council
From: Tracy Pardue, Acting Budget Coordinator
Re: Capital Budget Additional Information
During the Capital budget meeting that took place on November 7t", there were a
few items that the committee wished additional information on. Below, are details
on these items.
Item #1
Representatives from the Aurora Community Tennis Club presented to council
their wish for new lighting. A Capital Budget sheet has been completed for
consideration by the budget committee, and is attached. (Attachment #1)
Recommendation — That Council include Capital Project #73125 in the amount of
$100,000 as part of the 2010 Capital Budget requests and that a funding source be
identified.
Item #2
The budget committee asked how the 2010 capital budget for road projects
compares with past years. Below is budget information from 2007 to 2010.
2007 2008 2009 2010
Budgeted Road Project Expenditures 4,739,486 5,901,018 5,140,616 5,999,530
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Special,Geper �omTttit_ I ee - 2010 Capital Budget -November 16, 2009 ITEM # 1-2
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Item #3
The budget committee asked for additional information regarding the RlnC
Capital Projects. Please see the memo attached for the requested information.
(Attachment #2)
Item #4
The budget committee requested additional information in regards to Capital
project #72073-Replacement of Library Carpet. Below is the information
requested. (Attachment #3)
Staff has reviewed the project and is adjusting the budget to $15,000 to install carpet
tiles in the two meeting rooms only. Staff will also investigate any seam damage that
may be occurring in the main common areas. With regard to other flooring materials, the
user groups are primarily yoga, pilates and children's programs and the understanding
is that these groups prefer the carpet. Cost wise, carpeting is the least expensive
material to use and the current carpet has been in use for 9 years. Other materials such
as tile or vinyl are some what more expensive and do not create the space conditions
that seem to be desired.
Item #5
The budget committee requested additional information in regards to Capital
project #72103 — Exterior Painting of Architectural Features at 22 Church St.
During the rehabilitation of the Church Street School, the consultant recommendations
prioritized building envelope, structural and below grade water infiltration. The painting
of the architectural roof details was not identified as a must do at that time but was listed
as a near term requirement. This work will primarily be completed by in house staff with
some contract support for areas requiring specialized safety equipment. Staff
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Special Ge�alf �Comiftiit� tgp�e - 2010 Capital Budget -November 16, 2009 ITEM # 1-3
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recommends this work to be done at this time prior to more deterioration occurring.
Delaying the project will increase the probability of increased repair costs due to
weather damage. The Scope includes the wood soffit and facia along the rooftop and
the wood and metal features of the raised flat roof area.
Item #6
The budget committee requested additional information in regards to Capital
project #31056-13loomington Sdrd-Bathurst to Yonge Sidewalk/Bikeway
Illumination and #31038-Bloomington, Yonge to Bayview Sidewalk/Bikeway
Illumination. Please seethe staff recommendation below.
Project 31056 is the section of Bloomington from Bathurst to Yonge Street: This will be
the first section to be reconstructed. The section of road fronts two schools and it is
recommended that the sidewalk and illumination be provided for this area.
Project 31038 is the section of Bloomington from Yonge to Bayview. This project is
planned for the 2011112 timeframe, however design is proceeding. This project is
requested at this time so as to provide commitment of funding for both projects. It could
be deferred by one year if council desires to commit the funding to other priorities. It is
also requested to keep both projects separate as final need assessments may
recommend that full pedestrian is not warranted at this time for this section of road
considering the current residential mix and estate lotuses.
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Special GUVal �Co�Y tee - 2010 Capital Budget -November 16, 2009 ITEM # 1-4
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Item #7
The budget committee requested that staff arrange for a representative from the
Arboretum to speak before council as to their plans for 2010 in regards to Capital
project #73085-Arboretum. Development.
There will be a delegation at the November 16th budget meeting. Ms Irene Clement will
be presenting.
Item #8
The budget committee requested additional information in regards to Capital
project#72091-SARC Dehumidification Glycol Loop. Below are staff comments
on this project.
This project was identified as an opportunity to use surplus waste heat from the Eco
Chill ice plant. Dehumidification of the ice pads is achieved through equipment that is
gas fired. This project considers the use of surplus waste heat to offset the natural gas
requirements for the dehumidification system. As ice area dehumidification is dependent
on seasonal conditions actual costs savings are quite variable, however, the initial
estimate is approximately $10,000 on a $290,000 annual natural gas. expenditu re. It is
not recommended that this project be brought above the line.
-4.
Special Gg�nUalf —C ' tqe - 2010 Capital Budget - November 16, 2009 ITEM # 1-5
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Item #9
The budget committee requested additional information on an estimate as to how
much it would cost to repair the sign at the north end of town and re -locate the
sign at the south end. Staff recommends the following;
The two entry features are built in place with field, stone bases on a concrete foundation,
therefore re -locating the current signs is not an option. Staff will identify potential
locations and cost estimates for new signs will be developed and presented at our first
opportunity.
Item #10
It was `brought to the Budget Committee's attention that a Capital project was
going to be added for a Financial Application Upgrade which must take place in
2010. Please see capital project #14050 in the amount of $20,000 which is
attached. It will be a project that will be presented above the line. (Attachment #4)
Recommendation — That council include Capital Project #14050 in the amount of
$20,000 as part of the 2010 Capital Budget requests above the line.
Item #11
The Director of Infrastructure & Environmental Services indicated at the
November 7"' meeting that Capital Project #72099 could be reduced from $290,000
to $10,000. The motion was referred to the CAO and Director of Corporate &
Financial Services to review what projects below the line could be brought above
the line.
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Special Gen
e al Comi 'tt 2010 Capital Budget - November 16, 2009 ITEM # 1-6
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Their recommendations of projects to move above the line are as follows:
1) #73111-Windaham Trail Culdesac Unit Paving Restoration - $40,000
2) #73116-Playground Maintenance Project -Various Locations - $40,000
3) #71055-Portable Welder - $20,000
4) #34126-Replacement of Truck #10 - $30,000
5) #34129-Replacement of 1 Tonne Truck - $58,000
6) #71032-Replacement of Dump Truck - $47;000
7) #71035-Replaement of 1 Tonne Truck - $45,000
Recommendation — That council consider Capital projects 73111, 73116, 71055, 34126,
34129, 71032 and 71035 move above the line as part of the 2010 Capital Budget
requests in lieu of Capital project 72099 being reduced from $290,000 to $10,000.
Item #12
The budget committee requested that staff bring back a list of projects that could
be funded from the Council Discretionary Reserve.
The following is a list of potential projects that could be funded from this reserve.
1) #72055-Energy Management and Conservation Building Retrofits - $208,300
2) #72098-Ice Plant Retro-Fits AFLC - $450,000
3) #72096-Re-Glazing of AFLC Pool Windows - $300,000
4) #72091-SARC Dehumidification Glycol Loop - $125,000
Please note that project #72055 is the only project above the line at this time.
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Special Gepealalr' �C�om"Rritt2010 Capital Budget -November 16, 2009 ITEM # 1-7
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Item #13
The budget committee asked if there were potential substantial savings in
regards to Capital Project#13012-Wireless Connectivity Phase 2 being moved
above the line to take place concurrently with previously approved Capital Project
#14020-Wireless Connectivity Phase 1.
The wireless project for Phase I is currently in the tendering stage. Phase I is to design
a wireless connectivity network for Town Hall with installation on the ground floor of
Town Hall, extending into all common areas, meeting rooms and staff areas. Phase 11 is
to extend the project to the balance of the building. Staff acknowledge that some cost
savings would occur should Phase I of the project be advanced to be completed all at
the same time. However., staff is concerned with the functionality, degree of intended
use, and logistics of all elements of the security. ITS staff recommend Phase I as a pilot
for evaluation prior to commencing with extending the network into the balance of the
building. Prior to awarding the tender for Phase I installation, staff will report to Council
with details of the project and,the costs. Accordingly, the Phase II element is
recommended to remain below the line on the capital projects list for 2010.
Item #14
There is a need to increase the 2010 budget for capital project #81006-2C
Secondary Plan Study. It needs to be increased from the previously requested
$25,000.00 budget amount to $85,000.00 to cover additional costs that have arisen
due to additional services that were not identified in the original proposal. Below
is an explanation as to why the project needs increasing. (See Attachment #5)
The reason for the increase is twofold. First, as a result of the receipt of a second
private official plan amendment application from the landowners east of Leslie Street,
staff requested our consultant obtain a cost estimate in order to undertake a peer review
of all associated background reports. Second, in response to our initial background
work it has been determined that it would be appropriate to undertake a concurrent EA
process associated with .the Planning Study currently underway. The EA process
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Special Ge e_a Comm ' t - 2010 Capital Budget - November 16, 2009 ITEM #
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relates to the requirement under the new EA Act that collector roads and storm water
facilities within new growth areas are subject to the EA process. The 2C Secondary
Plan Study is the first project of its kind in Aurora since the EA Act. (Attachment #5)
Item #15
Parks & Recreation Services has added Capital Project #73126 in the amount of
$100,000 for the Parks and Recreation Master Plan Consulting Studies. Upon
approval and endorsement of the Master Plan, two critical studies were identified,
a Parkland Acquisition Strategy and a Youth Needs Analysis. Both studies would
involve the engagement of consultants with recommendations presented to LSAC
and Council for approval. As previously presented, staff recommends that this
project is to be funded $90,000 DC's and $10,000 Cash in Lieu -Parklands. (See
Attachment #6)
Recommendation — That council consider Capital project#73126 in the amount of
$100,000 as part of the 2010 Capital Budget requests above the line.
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Special General Committee - 2010 CaplJPW&9"YfiQ%efmber 16, 2009
Capital Projects
AIJ*ME#T 14 - 9
Project 173126 McMahon Park Tennis Lighting Upgrade
Department 1Leisure Services
Version JDraft 2 Year 2010
R list nl= nnit rtnniss- D z 1-7 UE
En --- --- M
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To upgrade the level of tennis court lighting,
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Increase night time court illumination levels by 100%.
Increased level of service for semi private municipal tennis facility.
Increase user satisfaction and quality of tennis play.
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Aurora Community Tennis Club has requested an increased service level associated w ith the Tennis Court Illumination system. This requested up-
grade W ill effectively double the level of lighting currently in place at Mckbhon Park. This upgrade w ill require the replacement of all existing lighting
equipment including the underground electrical cabling. It should be noted that doubling the level of lighting w Ill resul(in additional ambient light being
generated in this location. This could potentially be interpreted by neighboring residents as an undesirable affect on their properties. Consultation with
the neighboring residents should be included in the process in the event that this project is approved- Staff recommend this project be further
explored during 2010 and in negotiations w ith the club, be reconsidered for 2011.
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Direction 0
!Growth Related 0
External Funding 0
! Gplact of Deferral
,!Mpson 9R95kes." 0 L J
:Related to Service Levels
Expenditures
Estimated Expenditures
CONTRACTS
Expenditures Total
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100,000 100.000
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Page No.: I
SpecaUe� o�mittee - 2010 Capital Budget - November 16, 2009 A41
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MEMORANDUM Corporate and
Financial Services Department
Date: November 9, 2009
To: Mayor Morris, Members of Council
From: Laura Sheardown, Cash Flow and Investment Coordinator
Re: RInC Projects — Additional Information
The RInC Program
The Recreation Infrastructure Canada grant program (RInC) was announced on May
11, 2009, to assist municipalities, as well as other non-profit groups, to rehabilitate,
retrofit, enhance or repair existing indoor or outdoor recreation facilities, including 'bricks
and mortar' facilities.
Seven applications for the RInC funding program were submitted by staff, four of which
were approved for funding by the program administrators. The four projects, (total
project value and town portion) which have been approved for funding pending
execution of contribution agreements are as follows:
Protect Value Town Share
1. Parks Infrastructure Reconstruction —various $946,687.50 $316,562.50
2. Sheppard's Bush Infrastructure Replacement $612,562.50 $204,187.50
3. Aurora Community Centre Arena Improvements $402,187.50 $134,062.50
4. Confederation Park Rehabilitation Works $124 987.50 $ 41,662.50
Total value of projects approved for RInC funding $2,086,425, Town: $695,475
Included within the approved funding amounts, under the RInC program are two
calculated provisions: one for Project Management at 12,5% of the estimated costs and
the second for a Contingency amount of 10% of the estimated expenditures, including
the project management.
Most of the items included in the various grant projects were scheduled to be completed
either in the last few years or the next couple. However, some of the pieces were
included in order to leverage this opportunity to replace some equipment currently
utilized at certain facilities with much more energy efficient units at only one. third of the
entire cost.
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Special G qI oirr_too - 2010 Capital Budget - November 16, 2009 ITEM # 1 -11
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1) Parks Infrastructure Reconstruction (2010 Capital Budget Project #73108)
This project was designed to address a variety of issues that need repair or
replacement in various parks around town. Activities include pathway paving,
replacement of fencing, wooden bleachers, playgrounds and drainage systems as well
as the renovation of park washrooms.
Funding Request Breakdown
Location
Project Description
Gross
Cost
Year Originally
Scheduled
Lambert Wilson
Park
Pathway Paving
100,000
2006
Replace backstop fencing
40,000
2009
Bleachers
70,000
2009
Playground
75,000
2009
Fleury Park
Washroom Building
200,000
2012
McMahon Park
PIa round
60,000
1995
Harmon Park
Plgrg ound
55,000
1995
Craddock Park
Install Drainage System
45,000
2007
Machell Park
Install Drainage System
45,000
2007
Pathway Pavin
35,000
2007
Various
Park Benches
40,000
various
Subtotal1
765,000
Project Management (12.5o/0)
95,625
Contingent 10a/a) .
86,063
Total _
946,688
2) Sheppards Bush Infrastructure Replacement (2010 Capital Budget Project
#73109)
This project includes the paving of a gravel lot, which is heavily used by,not only a
public park, but is also utilized for a sports field location. Other items included in this
request are the replacement of wooden fitness stations that are more than 25 years old
and badly aged as well as the replacement of cedar rail fencing which is deteriorated
and collapsed in several locations.
- 11 -
Special G e al C� omrintt 2010 Capital Budget - November 16, 2009 ITEM # 1 -12
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Funding Request Breakdown
Location
Project Description
Gross
Cost
Year Originally
Scheduled
Sheppards
Bush
of Parking Lot
150,000
2006
_Paving
Fitness Trail
25,000
2003
Lakeview Trail
Cedar Rail Fencing
320,000
2008
Subtotal
495,000
Project Management (12,5%)
61,875
Contingency (10%)
55,688
Total
612,563
3) Aurora Community Centre Arena Improvements (2010 Capital Budget Project
#72107)
The repair and or replacement of several items within the arena are to be covered by
this project. Replacements include the de -humidification system, spectator seating and
several major components of the sound system, while repair included. the ceiling and
metal structure contained within..
Funding Request Breakdown
Location
Project Description
Gross
Cost
Year Originally
Scheduled
Aurora
Community
Centre
Arena Dehumidification System
150,000
n/a
Spectator Seating
120,000
2007
Sound System
25,000
2007
Ceiling Repair & Painting
30,000
2007
Subtotal
325,000
Project Mana ement 12.5%
40,625
Contingency (10%)
1 36,503
Total
1 402,188
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Special G�UI,�Cof Corn - 2010 Capital Budget -November 16, 2009 ITEM # 1 - 1S
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4) Confederation Park Rehabilitation (2010 Capital Budget Project #73110)
Replacement of aging infrastructure at Confederation Park was addressed in the last
project. The infrastructure that was identified for replacement includes the completion
of the pathway paving, replacement of the aging shade structure as well as the
installation of bleachers for the baseball diamond.
Funding Request Breakdown
Location
Project Description
Gross
Cost
Year Originally
Scheduled
Confederation
Park
Completing of pathway paving
35,000
2010
Shade Structure
60,000
2002
Bleachers
6,000
2003
Subtotal
1 101,000
Project Management 12.5%
12,625
Contingency (10%)
11,363
Total
124,988
Projects Not Approved Under the RInC Program
Three other projects were submitted under the RInC program, however they were not
approved. The projects were as follows:
- Stronach Aurora Recreation Complex Improvements
Location
Project Description
Gross
Cost
Stronach
Aurora
Recreation
Complex
Dehumidification Glycol Loop
_
120,000
Soft -started Motor and Variable Frequency Drive_
30,000
Upgraded Building Automation Software
3,000
Subtotal
153,000
Project Management (12.5%)
19,125
Contin enc 10%)
17,213
Total
189,334
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Special Gepe l CC�om tt- 2010 Capital Budget- November 16, 2009 ITEM # 1 - 14
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- Aurora Family Leisure Complex Arena Dehumidification System
Location
Project Description
_
Gross
Cost
Aurora Family
Leisure
Complex
Arena Dehumidification System
_
150,000
Subtotal
160,000
Project Management 12.5%
18,750
Contingency (10%)
16,875
Total
185,625
- 56 Victoria Street Improvements
Location
Project Description
Gross
Cast,
56 Victoria
Street
Re -design, remove and re -install HVAC system
500,000
Remove and re -install flat roof structure
Patch and paint walls
Carpeting
Energy Efficient lighting and plumbing fixtures
Energy Efficient Windows
Recommissioning Elevator System
Subtotal
500,000
Project Management (12.5%)
62,500
Contingency (10%)
56,260
Total
618,750
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Special General Committee - 2010 CalUfl Member 16, 2009
A I 1 'NEUT'#,315
Project
Department
Version
Improve building conditions.
Improve conditions for patrons and groups permitting the meeting rooms.
Staff recermlends removing and replacing the rolled carpet at the Library meeting rooms w ith a high quality carpet tile. The carpet in the meeting rooms
requires replacement due to large volumes of patrons using the common area of the library and permitting and programming of the meeting room
spaces. Patterns of w ear have developed causing discoloration and some areas present a potential trip hazard. Carpet tile w ill allow for removal and
re -install in specific areas without full carpet removal.
al Obhation
health and Safely 10 .
Support Approved Town Programs( Direction 04�, Growth Related y
,EMernal Fundm 0
6
--
4Related to Service Levels 3
Expenditures
Estimated Expenditures
OPERATING MATERIALS
Expenditures Total
Funding
Discretionary Reserves
MUNICIPAL CAPITAL
Funding Total
15,000
(15.000) (15,000)
- 15 - Page No.: 1
Special General Committee - 2010 CapitaTfflW fJggtg1A(y�qember 16, 2009 ITEM # 1 - 16
Capital Projects
Project 172073 Replacement of Library Carpet
Department IPublic Works
Version I Draft 2 Year
CADocuments and SettingsWaron kannazyfyWy Documents42009 Capitatll.ibrary Carpet 005.jpg
- 16 - Page No.: 2
Special General Committee - 2010 Capitif0lbodg MINOVember 16, 2009
Capital Projects
A]YE W4-1 #47
Project 114050 Financial Application Upgrade
Department Financial Services
Version Draft 2 Year
Mff 7
To upgrade the financial application (iQty) to the next version before December 2010. .
----
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Upgrading to the next version will provide continued support for the Corporation's financial application.
The primary driver for the upgrade is the current version will not be supported by the vendor after. December 2010. This upgrade w ill require IT
resources for project planning, migration to the next version, security for user rights, and coordinating staff training etc.
Le al Obli ation __,,_ W _ ,;
T.__..
Health and Safety 0
Support Approvod Town, Programs/ Direction . 4. 0
Growth Related . _ .:........ .. .. .. „,.. .... �.W
External Funding < 0
. Impact of Deferral
e
',elated to Service Levels 0 1
Expenditures
Estimated Expenditures
CONTRACTS
Expenditures Total
Funding
Other Financing
CONTRIBUTION FROM GENERAL
Funding Total
2.0,000 20,000
(20,000) (20,000)
(20,000) (20.000)
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Special General Committee - 2010 Capitz4gMly�f!IWf4ember 16, 2009
Capital Projects
.,.
Project
Department
Version
�.;�,�_�- �.� .�,,: _�.=DescYl I h �, �� �,v,�� mow..==_�•�-`'.�>
Undertake a Secondary Plan for the 2c area. Will include detailed landuso plan, urban design guidelines, servicing plans, storm water management and
transportation plans.
This will begin the process to bring these lands forward for development in the post 2012 timoframe and include the 404 frontage or ploymenl lands -
Will result in a potential avoidance of an OMB hearing dealing with appeals on parts of the lands. Environmental studies (Natural Heritage Study) have
been corrpleted as part of previous Growth Management Study for the incorporation of 2C lands w ithin the urban boundaries of the Town by Regional
Official Plan Amendment.
The cost of not proceeding is mainly associated with OMB expenses to defend a project that has been justified in a public staff report.
"-
Expenditures _
Estimated Expenditures
CONSULTING
CONTRACTS
Expenditures Total
Funding
Other Financing
CONTRIBUTION FROM GENERAL
Discretionary Reserves
CONTRIBUTION FROM
Obligatory Reserves
Funding Total
15,000 15,000
70,000 70,000
(2,500) (2,500)
(2,500) (2,500)
(6,000) (6,000)
(6,000) (6,000)
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Page No.: 1
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Special General Committee - 2010 CapitaTAk*dq6tember•16, 2009 ITEM # 1 - 19
Capital Projects
Project
Department
Version
Funding
Obligatory Reserves
DEVELOPMENT CHARGES
Funding Total
- 19 - Page No.: 2
Special General Committee - 2010 Capitfflol gfbAwf*"ember 16, 2009
Capital Projects
Project 73126 Parks and Recreation Master Plan Consulting Studies
Department Leisure Services
Version JDraft 2 Year 2010
Upon approval and endorsement of the Parks and Recreation Master Ran, two critical studies
were identified. One is a Parkland Acquisition Strategy
and the other is a Youth Needs Analysis. Both studies would involve the engagement of consultants with recommendations preconted to LSAC and
Council for approval.
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.
Su»ppoa Approved Town Programs/ Direction 0
Growth Related 0
External Funding _ 0
'Impact of Deferral 0 +
,Impact on Operations_.. -_ . 0 r_ _..... ... ...
Rnlofad in Cen.i.•c I mmlo n = •
Expenditures '
Estimated Expenditures
CONTRACTS
Expenditures Total
Funding
Obligatory Reserves
CIL PARKLAND CONTRIBUTION
DEVELOPMENT CHARGES
Funding Total
100,000 100,000
100,000 100,000
(10,000) (10,000)
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Page No.: 1
Special General Committee - 2010 CapitaT(WdIOfAAfWWember 16, 2009 ITEM # 1 - 21
Capital Projects
Project
Department
Version
.29.
Page No.: 2
ADDITIONAL ITEMS TABLED
FOR SPECIAL GENERAL COMMITTEE
CAPITAL BUDGET MEETING
Monday, November 16, 2009
➢ Additional Information Regarding Hydro Funds:
Past Uses and Recommendations for 2010"
(To be handed out at meeting)
➢ Updated Summary of Capital Projects