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Agenda - Special General Committee - 20091130SPECIAL GENERAL COMMITTEE AGENDA 2010 BUDGET NO.09-32 MONDAY, NOVEMBER 30, 2009 7:00 P.M. COUNCIL CHAMBERS AURORA TOWN NALL PUBLIC RELEASE November 27, 2009 AURORA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING AGENDA FINAL BUDGET NO. 09-32 Monday, November 30, 2009 7:00 p.m. Council Chambers Mayor Morris in the Chair I DECLARATIONS OF PECUNIARY INTEREST II APPROVAL OF AGENDA RECOMMENDED: THAT the agenda as circulated by the Customer and Legislative Services Department be approved as presented. III DELEGATIONS a) Mr. Andrew Kipfer, President Aurora Historical Society b) Mr. Andre Flys, Co -Chair Aurora Farmers Market Association pg. 1 c) Mr. Dan Elliott, Director of Corporate & Financial Services/Treasurer Re: Review of 2010 Operating Budget — Corporate Expenses & Revenues d) Mr. Allan Downey, Director of Parks & Recreation Services Re: Review of 2010 Operating Budget — Parks & Recreation Services Special General Committee Final Budget Meeting Agenda Page 2 of 3 Monday, November 30, 2009 e) Mr. Dan Elliott, Director of Corporate & Financial Services/Treasurer Re: Item 1 - FS09-055 - 2010 Operating and Capital Budgets Status Report IV CONSIDERATION OF ITEM V ADJOURNMENT Special General Committee Final Budget Meeting Agenda Page 3 of 3 Monday, November 30, 2009 AGENDA ITEMS 1. FS09-055 - 2010 Operating and Capital Budget Status Report pg. 2 RECOMMENDED: THAT the revised 2010 Draft Operating and Capital Budgets (Attachments 1 and 2) reflective of adjustments from the Special General Committee Budget Meetings in October and November .2009, be received for information; and THAT Council direct staff to consolidate final budget amendments for budget adoption at the Council Meeting of December 8, 2009. 2. 2010 Operating Budget - Draft 1 Binder Distributed Separately RECOMMENDED: THAT the 2010 Operating Budget - Draft 1, be received for information. SPECIAL.GENERAL COMMITTEE - BUDGET - November 30, 2009 Delegation b Aurora Farriers Market Association November 27, 2009 Aurora Town Council Dear Members of Council: The Aurora Fanners Market has completed its 2A successfizl season at its new location, the town park at Wells and Mosley Streets. Our new location has allowed us to grow as planned; the number of vendors has doubled from 17 in 2008 to more than 40 permits issued in the 2009 season. Managing special events, vendors, volunteers, attracting new sectors of the public, advertising and maintaining a professional relationship with the people of the town of Aurora have become a very time consuming matter for 'the market's volunteer members. The Aurora Farmers Market Association executive committee, which represents all of our .vendors, has identified the need for a "Market Manager" to oversee general management of the market and "sell" the Market and the Town of Aurora to the public. As such a recent motion made by our market executive as follows; "That a market manager has been identified as a requirement for the "Aurora Farmers Market" at a cost of approximately $7,800 per armum. And further that we seek these funds from the Town of Aurora through increasing permit fees. As you know the Aurora Farmers Market has become a social hub for the commmunity. Special events like the Jazz Festival and others that attract thousands of members of the community. Thousands of pounds of food have been collected and sent to the food bank, And many non-profit community groups use this. venue to raise funds and spread their message. Not to mention a venue that supports local farmers, local food and a sustainable environment. Thank you again, and we look forward to your continued support. Sincerely, Andre Flys Co -Chair Aurora Farmers Market Association . 1 - SPECIAL GENERAL COMMITTEE - BUDGET —November 30, 2009 ITEM #` 01-1 TOWN OF AURORA AURORA SPECIAL GENERAL COMMITTEE REPORT No. FS09-0.55 SUBJECT: 2010 Operating and Capital Budget Status Report FROM: Dan Elliott, Director of Corporate & Financial Services - Treasurer DATE: November 30, 2009 RECOMMENDATIONS THAT the revised'.2010 Draft Operating and`Capital Budgets (Attachments 1 and'2) reflective of adjustments from the Special General Committee Budget Meetings in October and November 2009, be received for information; and THAT Council direct staff to consolidate final budget amendments for budget adoption at the Council Meeting of December 8, 2009. PURPOSE OF THE REPORT To provide Council with an update of where the budget currently sits with all of the budget changes made to date and summarize the items requiring further discussion before budget discussions can be completed. BACKGROUND On October 26, 2009, staff started their presentation of a draft budget to Council. Since that date, several budget deliberation meetings have taken place, during which Council. reviewed all of the proposed capital projects for 2010 as well as receiving presentations from all. departments with regards to their proposed operating budgets. At .this time, staff are working to provide the remaining information that Council had previously requested in order to allow Council to make informed decisions with regards to the capital and operating budget for the coming fiscal year. COMMENTS Provided within this report are a series of updated schedules and information pieces as well as information with regards to recommended changes that require Council's approval; for inclusion in the revised budget. -2- 5PEC1AL GENERAL COMMITTEE -BUDGET -November 30, 2009 ITEM #. 1. - 2 November 30, 2009 - 2 Report No. FS09-065 Revised 2010 Draft Operating Budget For reference purposes a schedule outlining each approved operating: revision, together with a revised Summary of Operating Budget by Department has been included at Attachment #1. Revised 2010 Draft Capital Budget Changes have been made to the 2010 Approved in Principal Capital Budget. A revised copy has been included for your information. Please note that although capital_ projects #72110 Library Facility Needs Plan -and #73126 Parks & Recreation Master Plan Consulting. Studies are included in the approved projects 'above the line' both require a report to Council prior to any expenditures. (Attachment #2) Capital Project # 73109 RInC— Sheppards Bush Upgrades During the capital budget discussion a request was made to provide additional information with regards to the cedar -rail fencing component within capital project #73109 RlnC — Sheppards Bush Upgrades. Due to our tight timelines; this information . will be provided at the meeting as part of the discussions with the Director. of Parks and Recreation Services. Additional 2010 Capital Projects The request was made to move the consulting enhancements out of the Corporate & Financial Services operating budget and into the capital budget. Additional capital request pages have been completed and have been included with.this memo. (Attachment #3 & 4) Recommendation THAT Council include Capital Projects #14051 Special Audit Fees and #14062 HR Consulting "above the line" as part of the 2016 Capital Budget requests, and that the Cash to Capital allocation in the Operating Budget be increased accordingly to provide the necessary funding. Corporate Expenses & Revenues Department- Continued Discussion As part of the previous operating budget meeting on Monday, November 23, 2009, the request was made to update the Corporate Expense & Revenue charts to clarify what the funds are .being requested for and'to also reflect the budget changes that have -3 SPECIAL GENERAL COMMITTEE - BUDGET - November 30, 2009 ITEM # November 30, 2009 - 3 Report No. FS09-655 been approved thus far through the budget process, particularly for the HST provision. The updated charts have been included below in order to allow Council to complete their discussion around the Corporate. Expenses & Revenues budget. Preliminary Corporate Expenses Actuals as Actuals 2009 Variance of Dec 31, Dec 31, Approved 2010 Draft Unfavourable 2008 2009. Budget Bud et Favourable a/o. Personnel Costs Town -wide 1 Gapping 0 0 0 275,000 275,000 100.00 Other Expenditures 2 Church St School 74,800 227,600 228 000 346,800 118,800 52.1' 3 Cost Recoveries from Buildin 213,500 280,000 240,000 385,800) 145,800 60.7t 4 Operating 5 Contin encies WSIB Claims 38,100 182 900 0 100,000 100,600 100.0C 6 Costs 38,300 58,000 40,000 60,000 20,000 50.0C Cor orate Trainin 6,900 2;000 15,000 30,000 15A00 100.0C 7 Reorganization 8 Costs - net Cash Contributions 0 0 0 361,000 36i,000 100.0C to Capital 2,680,500 2,694,000 2,694;000 2,940,000 246,000 9.13 9 HST Capital 10 Contingency HST Operating . 0 0 0 180,000 180,000 1DO.OD 11 Savin s Contribution to 0 0 0 50,000 50,000 100.009 12 Reserves In -Year Tax 1,194,100 2205,200 2,422,100 1,697,000 725:100 29.949 Mjustments 73,400 200,000 150,000 160,000 10,000 6.67 Total Expenditures T 3892.500 r 9RQ Inn ono 4nn ti ,a nnn _ ___ Corporate Expenditures Notes: 1) Town -wide gapping estimates cost savings expected due to natural turnover vacancies. No actual expense savings will be captured during the year on this line item, rather savings will be reflected in the departments where vacancies arise. 2) Church Street School Cultural Centre provides the contracted operating funding support for the Cultural Centre Operations. 2010 is the first full year of operations. 3) Cost Recoveries from Building Services reflect corporate overhead allocations .made to /recovered from the Building Services Division which is supported by building permit fees revenues only. 4) Operating Contingencies reflect a provision for operational flexibility to address issues or opportunities which arise during the year. Council would control all allocations from this account. No costs would be recorded on this line, rather the budget would be transferred to the appropriate department at the time of approval ZZ WECIAL GENERAL COMMITTEE - BUDGET - November 307 2009 ITEM # 1-4 November 30 2009 - 4 - Report No. FS09-0.55 for expenditure. 5) WSIB claims costs record claims incurred during the year. A matching draw from the WSIB reserve is shown in the Corporate Revenues below. 6) Corporate Training provides staff training for corporate matters. 7) The 2009 Corporate Reorganization approved by Council results in a net increase in costs, including the provision for four new managerial positions. These costs have all been provided here for budget review purposes, and will be reallocated to the appropriate departments upon final adoption of the budget. 8) Cash to Capital is the allocation of annual tax levy funding to the Municipal Capital reserve to provide for funding of capital projects. Any unused allocation remains in the reserve for use in future years. 9).. HST. Capital Contingency is ,shown separately for • budget -purposes. The implementation of the harmonized tax will result in a net increase in capital costs for the corporation, estimated at this time. As needed during the year as project, contracts are secured, necessary HST allocations. will be transferred to the applicable capital project accounts. 10)HST Operating Savings is shown separately for budget purposes. The implementation of the harmonized tax is currently estimated to result in.a net savings to the corporation for its operational budget costs. Following adoption of the budget, this line item will be allocated to each department appropriately. 11)Contribution to Reserves represents tax cash allocations to reserves, and primarily represents the transfer of Gas Tax Funding to the Town's capital reserves. 12)ln-year tax adjustments arise from approved assessment and tax reductions occurring during the year. Corporate Revenues Actuals as Preliminary Actuals 2009 Variance of Dec 31, Dec 31, Approved 2010 Draft Unfavourable 2008 . 2009 Budget Budget (Favourablel % Revenues 1 Reliance on Prior Year's Surplus 0 813,800 917,000 7,500 909,500 99.1801 2 Penalties on Taxes 830,200 944,900 830,000 850 000 20,000 2.410o 3 Investment Income 1 648,500 900,000 1,400,000 1,840,000 440,000 31.430,, 4 Interest from Hydro Funds 600 000 600,000 600 000 600,000 0 - 0.000, 5 Federal Gas Tax Received 652,600 1,305,200 1,305,200 1465,000 169,800 12.2461 6 From WSIB Reserve 38,360 _{,114,100 40,000 60000 20,000 50,000, 7 PILS 231,000 209,200 22500()L207,000)18,000 8.000r 8 Supplementary Taxes 891;700 977 60q 350'00025 000 25 000 7.14°i Total Revenues 4,892,300 5,864,700 5 667 100 5,35'4,500 312,600 5.52°r -5- SPECIAL GENERAL COMMITTEE - BUDGET - November 30, 2009 ITEM # November 30, 2009 - 5 _ Report No. FS09-055 Corporate Revenue Notes: 1) Reliance on prior year's surplus represents funding or surpluses carried over from the prior year. In past years, the entire surplus has been carried over, and transferred out to reserves through the "Contributions to Reserves" line. Commencing for 2009, surpluses are being addressed in -year, and accordingly this line should only reflect council approved reliance. For 2010, the amount represents a provision made in, 2009 to fund a grand opening event of the Church Street School Cultural Centre, and which has been delayed to 2010 and accordingly is being carried over. 2) Penalties on taxes are interest and penalty charges on late and unpaid property taxes. Linpaid property taxes are. fully secured on title of the property in priority over any financial institution and pose little risk to the Town. 3) Investmnet income is earned on surplus cash; unspent capital allocations,. and. reserve and reserve fund balances. The amount shown is the net amount retained by the operating fund. 4) Interest from Hydro Funds represents a transfer to the operating funding. of interest earned on the proceeds from the sale of Aurora Hydro. 5) Federal Gas Tax received is recorded here before being transferred to the capital reserves for allocation to eligible capital projects. 6) The draw from the WSIB reserve funds any costs incurred for WSIB claims during the year. 7) PIL's are "Payments In Lieu" of taxes received from provincial or federally owned properties, which cannot be taxed, but must pay an equal amount. 8) Supplementary Taxes represent part year and prior year taxes related to structures which have been newly constructed and occupied during the year, but which were not fully assessed for taxation at the beginning of the year. Parks & Recreation Services — Continued Discussion Due to insufficient time to conclude the discussion regarding the Parks & Recreation Services operating budget request, Council requested Mr. Al Downey.to return to the November 30'" budget meeting to resume and conclude the discussion. A revised and updated copy of the Parks & Recreation Services business plan has been included. as an attachment in order to facilitate the continued discussion. (Attachment #5) Farmers' Market Manager As part of the Council Administration budget discussion, a request for additional.funds for the addition of a part-time Farmers' Market coordinator/manager was presented.. A delegate from the Executive of the Aurora Farmers Market will make a presentation to Committee at the meeting on November 30, 2000. Supporting materials may be presented at that time. IQ iPEC1AL GENERAL COMMITTEE - BUDGET.- November 30, zoos ITEM # ` s November 30, 2009 - 6 - Report No. FS09-055 Additional Staffing Requests As a result of staff reviewing the draft operating budget and errors being identified that resulted in a reduction in the tax levy increase being requested, two additional staff positions are being requested from Council. The positions are a Legal Administrative Assistant and a Notwork Operations Technician. The funds required for these positions were not included in the original draft of the operating: that was previously presented to Council. Complement Change Forms for both positions are now being presented to Council. (Attachment #6) Town Entry Signage We had previously reported that staff were working on identifying potential locations: and estimates. At this time,. the best estimates of costs for border/entry signs are as follows: - Unlit metal signs $1,500 each - Backlit plastic face signs $5,000 each Other Items for Discussion and Consideration Toassist in facilitating.discussion and review of the key issues of the budget, staff have provided a listing of enhancement items discussed in each departmental budget presentation, as well as other items which should be considered by .Committee. See Attachment # 7. FINANCIAL IMPLICATIONS The tax rate impact of the operating budget will be monitored throughout the course of the meeting's discussions, and will be available to the Chair upon request at any time, and at the conclusion of Committee's deliberations. CONCLUSIONS At this time, staff believe that they have provided, or will provide during this meeting all additional information that Council has requested that is relative to the deliberations of the 2010 capital and operating budgets. if Committee completes its budget deliberations, staff will consolidate all adjustments, and prepare a budget summary. for approval at the December'81h, Council meeting. -7- SPECIAL GENERAL COMMITTEE - BUDGET - November 30, 2009 ITEM # 1 November 30, 2009 - 7 - Report No. FS09-055 ATTACHMENTS Attachment #1 —Revised 2010 Draft Operating Budget Attachment #2 — Revised 2010 Draft Capital Budget Attachment #3 — Capital Project #14051 Special Audit Fees Attachment #4 — Capital Project #14052 HR Consulting Attachment #5 — Revised Parks & Recreation Services Business Plan Attachment #6 — Additional Staffing Requests Attachment #7 — Other Items for Discussion List PRE -SUBMISSION REVIEW CAO and Treasurer only. Prepared by. Dan Elliott, Director of Corporate & Financial Services — Treasurer -Ext. 4772 [dtt, C.A. Director of Corporate & Financial Services - Treasurer -8- Neil Garbe ChiefAdministrative Officer SPECIAL GENE Y C N N 3 a) < O r N L r M ro 4 p 0 E c > o 0 o Z Q N O Q 'a O v roa o � y e o a o s`Y U �Wy c M M V mmM.a N_ O O _C,� N u c d c 0 0 ro U ❑ o q)Wer 3CK ?009 o =' •- o O _E G' O ap' o q 4 d .0M M M T C i Ni c i ai c6 p 1-6 O 'f�.IX O O 4 O Q m m C T _= mm �� M U3 W O 0= •7 O -UO o C._..... N U @-93 @ E CR 'Np N Z C a a)° L (U N FD- LO -O 2-' O mC M. a >N5 O 0c1 Co [ 4) C U M. > o U @ m�@O U,c ❑ N o 0 _. O O Owl @ @ @ (D e o� ;coEE7:M5 co .. "ss'4 v > h _ _�: O O [OJ a' V L= li Q E a>> @ E c co tti w ro €a a❑ N 75 E 's c Qi @ O "x-... O uJ.- m O (Dam; O NeSrt:O C.)o N N N_P;LN N N_•C4yN N > > > -S= > > > S > > 0 0 o .n' o 0 o o 0 zzZZZZzz_ZZ _ +j y. -g. SPECIAL GENERAL COMMITTEE - BUDGET - November 30, 2009 ITEM # - `- Town of Aurora - Attachment 1 2010 Draft Operating Budget Summary by Department 2009 2010 Council Included 2010 Operating Fund Approved Base Approved Srvc New emit Dollar % Bud a Budget Leve[Ch.mier Items iud'el than'. Cha nne Gross Expenses (fay.)unfay. Council $642,000 $668,200 $0 s0 $668,200 $26,200 4.08% Chief Administrative Office 966,000 934,600 7,500 30,000 972,100 6,100 0.63% Customer& Legislative Services 037,200 828,000 317,500 0 1,145,500 208,3D0 22,23% Legal Services 647,100 609,700 0 0 689,700 42,600 6.58% Corporate& Financial Services 2,854,900 2,948,400 0 151,200 3,099,600 244,700 8.57% Corporate Expenses 5,309,100 4,199,200 579,000 - 385,000 5,164,000 (145.100) -2.73% Fire & Emergency Operations 6.335,400 6,616,400 0 0 6,516,400 181.000 2.86% Planning & Development Services 1,343,600 1,485,700 0 0 1,485,700 141,900 10.56% Building & By -low Services 2,156,200 2,425,200 0 76,600 21500,900 344,700 15.99 % Infrastructure & Environmental Services 10,689,300 10.797,300 .0 33,400 10,830,700 241,400 2.28% Parks & Recreation 61305,100 6.679.700 15,000 138,600 6,833,300 448,200 7.02% Library 2,719500 _ 2,891600 0 0 2,891600 172100 633°% Gross Expenditures 40,885 600 41.064,000 919,800 813,800 42.797,700 1,912 100 4.60 Gross Revenues Council Chief Administrative Office ,. (13,200) 0 (19,100) D 0 (19,100) (5,900) -gq,70% Customer & Legislative Services (205.800) 0 (34,000). 0 (207,500) 0 0 0 (241,600) 0 (34,700) 0.00% -16.78% Legal Services (61,000) (16,000) 0 0 (16,D00) 35,000 68.63% Corporate &Financial Services (226,500) (147,400) 0 0 (147,400) 79,100 34.92% Corporate Expenses (5,667,100) (5,347,000) (7,500) 0 (5,354,500) 312,600 5.52% Fire & Emergency Operations 0 0 0 0 0 0 0 Planning $Development Services (423,000) (694,500) 0 tl (694,500) (271,500) -64.18% 4.18 Building & By-law Services (1,891,200) (2,205,600) 0 (75,600) (2,281,300) (390,100) -20.63% Infrastructure & Environmental Sorvlces (1,172.200) (1,110,200) 0 0 (1,110,200) 62,000 5,29% Parks&Recreation (5,191,000) (5,233,100) (15,000) 0 (5,248,100) (57,100) -1.10% Library (130,400) (130,400) 0 0 (130,400) 0 0.00% (14,972,400) (14,937,300) (230,000) (75.600} (15,243,000) (270,600) -1.81% Taxatien (incl. from new assessment) (25 913 30o) (26,652,800) 0 0 (26,652,800) (739,50 Gross Revenues __h0885700) (41,690100) (230,0n0) (75600 41895800 Net Expendituresl(Revenues) - Council Chief Adminfslrative Office 628,800 966,000 .649,100 934,600 0 7,500 0 30,000 649,100 972,100 20,300 3.n% Customer & Legislative Services 730,400 794,000 110,000 0 904,000 6,100 173,600 0.63% 23.77% Legal Services 596,100 673,700 0 0 673,700 77,600 13.02% Corporate & Financial Services 2,625,400 2,801,000 0 151,200 2,062,200 323,800 12,32% Corporate Expenses & Revenues (357,900) (1,147,800) 572,300 385,000 (190,500) 167,400 -46,77%' Fire& Emergency Operations 6,335,400 6,516,400 0. 0 6,516,40 t81,000 2,86% Planning & Development Services 920,800 791,200 0 0 701,200 (129,600) -14,07% Building & By-law Services - 265,000 219,600 0 0 210,600 (46,400) -17,13% Infrastructure & Environmental Services 9,417,100 9,687,100 0 33,400 9,720,600 303,400 3,22% Parks & Recreation 1,194,100 - 1,445,600 0 138,600 1,685,200 391,100- 32.75% Library 2,689,100 2.7612,00 0 0 _2,761,200 - _1 ,72100 6.65% 25,913,300 26,126,700 689,800 738,200 27,654,700 1,641,400 6.33% Taxation (25,913,300) (26,652000) 0 0 (26,052.600) (739,500) 2.85% Net (Surplus) Deficit before Rate Change $- $(528,100) $669,800 $738,260 $901,90D $901,900 ORP: �Y r.•. S 4.... .. 7ilc-[aXR:aman9�0% -10- OMMERKE M0 M-w- z LU I, ��Y" I a I I WMI 61 In IND 1-70-111 . 10 M wo w E M C 29 �sE It IS gi g g �g 0 A 2 Q. .2 .2 w w w w w w w LD t(" w I W w am W, W6 5r .6 Lw f U. ' 4 A tp i _zr 10h 65 In E -6 15 22 0 . �97 x z B G:6 z , 0 0 Fo, . tj IT W n lu 'T�, EN w 1. I -b -6 b Z SP OUDGET - November 30, 2009 ITEM # 1 -11 a O 1 -12- 3P ITEM # 1 -12 m - November 30, 2009 14- ITEM. # 1 - 013 SPECIAL GENERAL COMMITTEE - BUb aWfA9Wi6ber 30, 2009 ff gWWq 4 Capital Projects Project Department Version Corporate & Financial Services requests $30,000 in one-time funding to review and confirm the appropriateness and effectiveness of internal controls and processes following the transition to the new organization structure. The review will ensure that the recornmended changes in the department's organization structure have not inadvertently impacted the effectiveness of the internal controls and processes in place. The Treasurer has no current reason to believe the controls are inadequate or ineffective. While the external auditors may choose to do assurance w ork on these controls, their materiality for purposes of their audit may exceed the materiality of staff and Council's expectations of the effectiveness and efficiency of the Tow n's controls and processes. It is prudent to have these controls objectively assessed in detail from time to time for the assurance of staff, the Treasurer and for Council alObli9,ation ,..... ... ,......_................ _ ._.._. _AI- _. 0 --:- ._ «., ._ ..... _. _.._....._ ._ _ ._ _. _. _ ... — _ _ -` . 1 - — — — — " ..... „..... .... ........ —. J. ieod AppPro roved Town grsms/ Direction 0 ......» ._ ,,. ,.. ... ,.. Y _ .._ ..... __ .... _ .. ........ .,� ... ,.. ......, ». _. _. __ ._ _.._ .». �« ....E wth Related . _. ................... , ...... �nal Funding. -«„ .._ 0 pact of Deferral 0 . "Ai, „ 0 quad to Service Levels 0 Expenditures Estimated Expenditures CONTRACTS 30,000 Expenditures Total Funding Other Financing CONTRIBUTION FROM GENERAL Funding Total -15- Page No.: 1 SPECIAL GENERAL COMMITTEE - BU6WWjA8TLX16ber 30, 2009 (C� �1+pji EN .T Capita) Proiects Project Department Version Corporate & Financial Services requests $60,000 in funding for two specific FIR related activitles that are scheduled to be completed during 2010. The current CUPS contract will expire March 31, 2010 and is to be renegotiated between the parties. Trying to manage this additional workload with the existing Tow n resources is troublesome as the negotiations w ill require a significant time commitment as well as specialized training that does not currently exist within existing staff. We are requesting $30,000 in order to fund assistance with this specialized requirement. The other $30,000 of funding is being requested to complete a thorough review evaluation and recommendations for updating of the Tow n's job evaluation processes. This review w ill assist the Executive Leadership Team to not only ensure that they have the correct skill sets in the correct positions, but also assist them ith retaining staff by ensuring they are being compensated equitably within the corporation. Expenditures Estimated Expenditures CONTRACTS 60,000 60,000 Expenditures Total Funding Other Financing CONTRIBUTION FROM GENERAL Funding Total -16- Page No.. 1 iPECiAL GENE,Rp�COMf�TEE - BUDGET - November 30, 2009 2200100NBUOSINAEUSRS PLAN AND BUDGET Ri{MV-41r" Parks & Recreation Department About the Parks & Recreation Department The Parks & Recreation Department is responsible for the planning, development, gene rallfinancial management and administration of Parks and Recreation. We oversee planning, construction and maintenance of parks, as well as development and delivery of community and heritage programs to enhance and improve the quality of life of Aurora residents through participation in recreation programs and use of recreation facilities and active/passive green spaces. The Parks & Recreation Department provides essential public services which ensure a high quality of both natural and urban environments and promote a healthy, satisfying lifestyle for all Aurora citizens. Parks and open spaces, recreational facilities, sports, fitness, creative and social programs are all managed with the aim of encouraging the greatest possible public participation in fitness and leisure. The Parks & Recreation Department delivers a wide range of programs. and services primarily focused on the following areas: 1) Recreation and Leisure Services Administration 2) Parks and Open Spaces 3) Recreational Programming and Community Development Initiatives 4) Business Support Key Objectives for 2010 Improved Operational Efficiency Continue to encourage, support and recognize the efforts of volunteerism and outstanding community contributions. Develop a new budget format to better track departmental activity costs: Develop business practices that support improved customer service as well as departmental. efficiency. • Develop performance indicators that assist in tracking department progress. Implement reporting procedures to improve interdepartmental communications. Positioning for our Future Implement recommendations from the Plan. Parks and Recreation Master -17- SPECIAL GTOWN OF AURORATEE - BUDGET - November 30, 2009 ITEM # 1 -17 2010 BUSINESS PLAN AND BUDGET Parks & Recreation Department Client Service and Satisfaction • Implement on-line registration to provide another venue for program registration. Full Time Approved Complement: 40 F/T plus 2 (1 request through reorg, and 1 through enhancement) Director of Parks & Recreation Services Admin Asst for Director Manager of Recreation Admin Asst for Manager Community Programs Coordinator Fitness Supervisor Community Programmer Deck Supervisor (2) Facility Bookings Administrator Fitness Instructor/Appraiser 2 Seniors Coordinator Seniors Programmer Special Events Coordinator Youth/Community Dev. Coord. Sponsors hip/Special Events Assistant Aquatics Supervisor Facility Reception (6) Aquatics Pro rammer Mana er, Business Support (reorg position) Admin Asst for Manager Manager, Parks Parks Supervisor Landscape Architect Crew Leader -Parks Cat II Parks — Crew Leader Operator — Parks (2 Admin Asst for Manager, Parks Serviceperson — Parks (6. Crew Leader — Parks/ Forest Cood. (new req.) Part Time Approved Complement: 45.25 PIT Preschool Instructor (4) Lifeguard/Instructor (83) Program Leader/Lifeguard/Instructor (2) Facility Reception 11) Fitness Centre Assistant (3) Fitness Attendant Skate Patrol Program Leader Skate Patrol (18) Skate Patrol/Skate Cashier Skateboard Attendant (4) Landscape Technician Program Leader (11) Seasonal Employees (varies) Skate Cashier (4) Student Labourer — Parks (2) Labourer — Parks (12) Babysitter (3) -18- SPECIAL GfWl�,AB TTEE - BUDGET - November 30, 2009 ITEM # 1 -18 2010 BUSINESS PLAN AND BUDGET Parks & Recreation Department 2009 2010 Positions (FTE) Budget Forecast Full-time 40 42 Part-time 45.25 45.25 Total Permanent 85.25 87.25 Net Chance 2.00 2010 Budget Highlights: Actuals as of Dec 31, 2008 Preliminary Actuals Dec 31, 2009 2009 Approved Budget 2010 Draft Bud et Variance Unfavourable Favourable % Personnel Costs 4,240,600 4,405,200 4,511,800 4,638,900 127,100 2.82% Other Expenditures 21090,700 1,908,400 1,873,300 2,067,500 184,200 9.830° Total Expenditures 6,331,300_ 62313,600 6,385,100 6,696,400 311,300 4.88% Revenues 5,518.000 5044,300 5,191,000 5,248,100 57,100 1.101% 813,300 1,269,300 1,194,100 1,448,300 254,200 21,29% -19- SPECIAL GFfffffl(A9 TTEE - BUDGET - November 30, 2009 ITEM # 1 - 11 2010 BUSINESS PLAN AND BUDGET Parks & Recreation Department Parks Division Division Overview: The Parks Division of the Parks & Recreation Department is responsible for the overall planning, development and general management of the Town's parks system. Division Operationsincludes parks maintenance, new park construction and retrofit of existing parks. The Division is responsible for the maintenance and management of a vast urban forest inventory now exceeding 15,000 street trees and wood lots areas. In addition the Parks Division is responsible for all aspects of new development and site plan landscaping, tree preservation and landscape architecture related reviews and approvals functions to ensure that that all development related landscapes plan submissions are compliant with Corporate standards and policies. Highlights of the Parks Division responsibilities include managing and maintaining; • 69 soccer fields r 16 baseball fields • 35 active parks and playgrounds • 4 natural ice skating rinks • 16 municipal parking lots • 27 kilometers of trails • 780 acres of combined open space and active parks • More than 15,000 municipal street trees Pressures Facing the Parks Division Some of the most notable pressures in the Parks Operation that are influencing our ability to achieve and maintain an acceptable level of customer service and satisfaction are directly related to the following; • Under capacity Operation Centre resulting in physical space constraints for employees and inadequate storage space to protect vehicles and equipment • Dramatic increase in work load associated with municipal forestry administration and operational needs of the program • Dramatic increase in the level of landscape maintenance associated with municipal landscape features and the lack of available resources to ensure that service levels are being maintained - 20 SPECIAL GENERAL C�ONRIMITTEE - BUDGET - November 30, 2009 ITEM # 1 - 20 TO ORA 2010 BUSINESS PLAN AND BUDGET Parks & Recreation Department Expenditures: The Park Division's base budget has changed from 2009 resulting in a year over year increase of 16.2 %. The major drivers impacting the budget increases are as follows: • Salaries and benefits increased T4 % with increases due to additional staff proposed, corporate increases for salary grid adjustment and benefits cost increases. A significant portion of the increase can also be attributed to an increase in contract Landscape Maintenance required to maintain the municipal standards. Staff had identified in last years budget a 2010 forecast increase in the part time complement in the amount of $145,832. With the elimination of the use of pesticides and our past practice of providing landscape beds through -out our developments, our ability to maintain our service level has necessitated the requirement for more seasonal staff, however the existing parks yard can no longer provide sufficient space for these additional staff. Therefore staff are recommending that these additional forces be contracted out to the private sector, which is reflected in an increase budget request of $120,000 in shrub bed maintenance. This amount is still below our forecast amount,and overall the Parks Operation budget is $49,210 below the outlook projection. • The other most notable increase is associated with the Parks Division Fleet. A major factor impacting this increase relates to what was an annual Capital budget amount of $20,000- is now showing in the operational budget under the Parks Vehicle account Equipment Other for small tools and equipment. Revenues: Revenues have primarily been maintained from 2009; however, some additional revenue is anticipated due to Regional Road grass cutting. -21- SPECIAL GTI�IWR/1�L COM IdXTEE - BUDGET - November 30, 2009 ITEM # I - 2' 20010NBUSINESS vPLAN AND BUDGET Parks & Recreation Department Parks Division Staff Complement: 14 Full Time + 1 additional staff requested Fulltime CUPE Crew Leader (Forestry Coordinator) (new request) was deferred in 2009 10 seasonal CUPE Contract staff 12 summer students 1 part time summer student (assigned to McMahon Park ) 2010 Budget Highlights: Actuals as of Dec 31, 2008 Preliminary Actuals Dec 31, 2009 2009 Approved Budget 2010 Draft Budget Variance Unfavourable Favourable % Personnel Costs Base Budget Parks Crew Leader 1,486,500 0 1,524,400 0 1,548,500 0 1,596,300 66,600 47,800 66,600 3.09% 100.00% 1,486,500 1,524 400 1,548,500 1,662,900 114,400 7.39% Other Expenditures Shrub Bed Maint Vehicle Supplies 8,100 60,400 7,400 53,200 12,000 52,000 132,000 50,000 120,000 2,000 1000.00% -3,85% Equipment Other 0 0 0 20,000 20 000 100.00% Vehicle Repairs 138,200 144,000 155,000 155,000 0 0.00% Other Expenditures 940,300 632,600 712,200 721,900 9,700 1.36% 1,147,000 837,200 931,200 1,078,900 147,700 15.86% Total Expenditures 2,633,500 2,361,600 2,479,700 2,741800 262,100 10.57% Revenues 936,400 405,500 4G3,400 486,3D0 22,900 4.94% 1.697'100 1,953 00 2,016'300 2,255,500 239,200 11.86% -22- WECIAL GFtfgS Rg TEE - BUDGET - November 30, 2009 ITEM #1 - 22 2010 BUSINESS PLAN AND BUDGET Parks & Recreation Department Recreation Division Division Overview: The Recreation Division of the Parks & Recreation Department is responsible for . the design, management, implementation, monitoring, and evaluation of recreational programs and services operating in Municipal facilities/parks/schools. Programming areas include aquatics, fitness, pre-school, children, youth, adult, seniors, and special needs. This division also oversees special events, community service initiatives, marketing strategies and co-ordination of promotional material, membership and customer services, administrative procedures and practices, program participant/facility use/community group liaison duties, and project management. All costs related to provision of these services are incurred in their specific division budgets. Expenditures: The overall division's base budget is relatively unchanged from 2009. Salaries and benefits increased with all increases due. to step rate progression of applicable staff, and corporate increases for salary grid adjustment and benefits cost increases. There are slight increases in the Special Events portfolio as a result of some event enhancements and increased contractor fees. Revenues: Revenues remain steady and consistent with 2009 revenues. -23. SPECIAL GFWAC CAqMTEE - BUDGET - November 30, 2009 ITEM # 1 - 23 2010 BUSINESS PLAN AND BUDGET Parks & Recreation Department Recreation Division Staff Complement 16 Full Time 403 Part Time Manager of Recreation Administrative Assistant Aquatics Supervisor Aquatics Programmer Deck Supervisor (2) Fitness Supervisor Fitness Programmer/Appraiser (2) Special Events Co-ordinator Sponsorship/Special Events Assistant Community Programs Co-ordinator Community Programmer Youth Co-ordinator Seniors Co-ordinator Seniors Programmer 2010 Budget Highlights: Personnel Costs Other Expenditures Total Expenditures Actuals as of Dec 31, 2008 2,367,900 913,100 3,281,000 Preliminary Actuals Dec 31, 2009 2A68,200 900,600 3,368,800 2009 Approved Budget 2,515,300 906,900 3,422.200 2010 Draft Budget 2,515,700 939,400 3,455,100 Variance Unfavourable Favourable 400 32,500 32,900 % 0.02% 3,58% 0,96% Revenues 4,447,000) (1,166'000 4,522,700 1,153,900) 4,622,300 1,200,100 4,651,400� 1,196,300 29,100 3,800 0.63% 0,32% -24- SPECIAL GKR OF AURORATEE - BUDGET - November 30, 2009 2010 BUSINESS PLAN AND BUDGET ITEM # 1 - 24 Parks & Recreation Department Administration/ Business Support Division Division Overview: As part of the Organizational Review and in an effort to improve customer service and business efficiency, this division of the Parks & Recreation Department was introduced. This portfolio's primary responsibilities will be to focus on the business aspects of the Department. The activities will include permitting, reception, accounts payable, budget, marketing, policies and procedures, customer service initiatives and professional development of the department. Expenditures: This represents a new cost centre for the Department; however, some budget allocation is being transferred from other areas. Facility Bookings staff and Facility Reception staff costs are being transferred into this cost centre resulting in a reduction in other budget accounts. Budget for the Manager position will be transferred from the Corporate Account reorganization provision to this section at the conclusion of the Budget process. Revenues and permit revenues will also be transferred into this section from applicable facility operations accounts. Staff Complement: Director of Parks & Recreation Manager of Business Support Facility Reception (6) Administrative Assistant (2) Facility Bookings Administrator Facility Reception Part time (11) 10 Full Time (plus 1 through reorg), 11 Part Time 2010 Budget Highlights: Actuals as of Dec 31, 2008 Preliminary Actuals Dec 31, 2009 2009 Approved Budget 2010 Draft Budget Variance Unfavourable (Favourable) % Personnel Costs 386,200 412,500 447,900 460,400 12,500 2.79% Other Expenditures 30,700 170,600 35,200 39,100 3,900 11.08% Total Expenditures 416,900 583,100 1 483.100 499,500 16,400 3.39% Revenues 134,500 116,100 106,300 110,400 5,100 4.84% 282,400 467,000 377,800 389,100 11.300 2.99% -25- SPECIAL GENERAL COMMITTEE - BUDGET - November 30, 2009 4WFM III.21 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Department: Is Position Full-timelPart-time/Contract Year of Initiation : Is Position New, a Complement Change a Complement Transfer To provide Administrative Assistant (Legal) The transfer of administrative/clerical-related duties from the Law Clerk and Law Clerk (Junior) positions to a new Administrative Assistant position, will result in the longstanding backlog of administrative/clerical-matters being addressed in a timely manner and an elevation in service levels of the Department by allowing staff to provide the required specialized, technical legal assistance to Council and client Departments in a more timely manner. In order to properly and effectively manage the consistently Increasing workload in the Department, which has arisen as a result of the increasing size of client Departments, staff attrition rates, growth of the municipality, a variety of new legislation aimed at municipalities and the additional duties the Department has assumed on a permanent basis. Additional staff is required in order to deal with these and other pressures. ---- --_ Designating this position.as full-time would increase the existing service levels of the Department by-allowinwin g staff to provide the required specialized technical legal assistance to Council and client Departments in a more timely manner. The complement change would ensure a more effective distribution of duties among the appropriate skill sets, and woufd allow for the creation of a more cohesive, efficient and resilient Department capable of meeting the needs of the Town. Uverall, the Department will be more efficient in providing services to its client Departments and will be able to maintain a larger number of files in-house, as opposed to retaining external legal counsel. This will result in the Town achieving significant cost savings. ;NET DGET WACT . BU54,800 ` -26- SPECIAL GENERAL COMMITTEE - BUDGET - November 30, 2009 ITEM # 1 - 26 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE - Posltlon Name: Network Operations Technician oeparfir ne Corporate Financial Services IS Position Full-tlmelPart-limalcomrad full-time Year of initiation: 2010 Is Position New, a Complement Change for a Complement 7mnsfer: New The Network Operations Technician provides additional Support to me fverworwaecurny Aumimsirave uy , downloading the day to day maintenance and troubleshooting tasks to this supporting position. Key skills and responsiblilies are as follows: To monitor, analyze, troubleshoot, and/or evaluate hardware, software and other network related problems and provides technical expertise for performance and/or configuration of the global networks and systems. This position would perform general LANlWAN administration. Ability to communicate and work alongside a variety of technical and business focused staff is essential, FRO= TSR.0 fl P�EMEN,Ns l�W ,,,G�C�.��-�—. 'h��F �•-•.,—•�- tegic Plan has identified that IT Services Is unable to continue to provide the necessary services needs of the organization usig9 the existing resource allocations. Change is necessary within the facilitate meeting the growing needs and demands of the Internal customers. The additional .ill provide the NetworklSecurity Administralorwith �addltlonal time required to efficiently prioritize,d manage the key nelwork/inBastruclure project initiatives without Impacting the required ongoing support and maintenance activities. Adding an addltonal resource focused on the day to day real ntenance and troubleshooting tasks within the network allows staff to more efficiently manage the existing and future network and security portfolio within IT. The additional resource will allow staff the time to examine future opportunities for improvement with our core network applications and will allow for more time to allocate to project related activities. The added resource will help, support and maintain our network infrastructure enhancing our network service availability. EEEEGTy6N#CTIi1RE-gpERAMN"TJDS'�'C :5:'lii;Cosis �=8Va�',:EstlmatodrSalary 781.500 and:eenents -:.:: lbesH.cm2,500T.otal Epntlduros -84,000 0 M AAO 0 ' Q . 27 - SPECIAL GENERAL COMMITTEE - BUDGET - November 30, 2009 ITEM #'I - Z IMPACT OF NOT HIRING THIS POSITION 1) Non compliance with Audit Report - Management Letter. DETAILS: The Auditor's management report identified the need to have additional resources to be responsible for network support and maintenance routines including documentation. A time study has been completed over the past 3 months that has found that between 30- 40% of the Network/Security Administrators time is consumed with maintenance routines. This new position would inherit these maintenance routines along with other functions and project assignments, allowing the Network/Security Administrator the time to complete the necessary network documentation required. The time study identified that only 10% of time is allocated to improving operational efficiencies (research and development for improvements). The extra time saved can be allocated to proactively planning/researching/reviewing new network and security technologies as required to benefit the corporation. 2) Eliminates strategic planning opportunities as identified In IT Strategic Plan. DETAILS: Change within the IT structure has been strongly suggested by the IT Strategic Plan, developing 4 core areas of focus as presented to Council by Prior and Prior. Eliminating this position has a domino effect on the other positions whereby the duties and responsibilities will need to be supported by an existing staff members increasing the already heavy workload. 3) Eliminates resource backup and contingency. ` DETAILS: By adding this new position it provides a backup/secondary network resource providing continuous support in the event that the primary was unavailable - This provides the Town with enhanced customer service as unnecessary delays would not be encountered as they relate to network assignments. 4) Availability of network resources constrained for future projects DETAILS: Project resource impact - the availability of the network resource to work on necessary priority projects is reduced based on time required to upkeep maintenance routines. Additional costs required to bring in other resources for these priority projects as internal resources will be constrained. -28- IPECIAL GENERAL COMMITTEE - BUDGET - November 30,.2009 AT1ffiEI_f #�28 Staff Proposed Adiustments 1) $64,800 - Legal Administrative Assistant 2) $81,500 - Network Operations Technician 3) $100,000 — Contribution to Legal Reserve 4) $40,000 — Increase provision for assessment appeals Enhancement Items for Discussion Chief Administrative Office 5) $ 7,500 - Church Street School Grand Opening 6) $30,000 - National Quality Institute Membership (15,000) and Consulting Fee Contingency (15,000) Customer & Legislative Services 7) $65,000 —Accessibility Advisor 8) $45,000 — Election Coordinator Corporate & Financial Services 9) $89,000 —Application Analyst position 10) $ 5,000 — Additional Consulting as recommended by the IT Strategic Plan 11) $26,900 — Conversion of P/T HR Clerk to F/T 12) $25,000 — Employee Assistance Program (EAP) 13) $ 4,800 — Impact on Operating for Capital Project #74003 SARC Wireless Network - 29 . SPECIAL GENERAL COMMITTEE - BUDGET - November 30, 2009 ITEM # 111 - 21 Corporate Expenses & Revenues 14) $ 15,000 — Corporate Courses & Seminars 15) $180,000.— HST Capital Contingency 16) $(50,000) — HST Operating Savings 17) $150,000 — Increase Cash to Capital 18) $90,000 — Increase Cash to Capital for Audit Fees & Consulting Fees moved from Corporate &Finance budget to Capital 19) $(7,500) — 2009 Surplus to fund Church St. School Grand Opening 20) $100,000 — Operating Contingency 21) $361,000 — Reorganization Costs Infrastructure & Environmental Services 22) $18,400 — Conversion of P/T Recycling Coordinator to FIT 23) $20,000 — Office Equipment 24) $ 5,000 — Increase to Contracts 25) $(10,000) — Decrease to Operating due to Capital Project #31085 Pavement Markings Parks & Recreation 26) W0,000 —.Shrub Bed Maintenance 27) $(20,000) — Reduction in Purchase of Trees 28) $(30,000) Reduction in Arboricultural Contract 29) $68,600 — Crew Leader/Forestry Technician -30- . WECIAL GENERAL COMMITTEE - BUDGET - November 30, 2009 ITEM # 1 - 30 Other Items Below the line 30) Smart Commute 31) ADAPT 32) Aurora Farmer's Market Reader's Notes: Other items I would like to discuss. 1) 2) 3) 4) -31- ADDITIONAL ITEMS TABLED FOR SPECIAL GENERAL COMMITTEE BUDGET MEETING Monday, November 30, 2009 Memorandum from the Director of Corporate and Financial Services/Treasurer Re: East Holland River Restoration - Capital Project #73092 Delegation (f) - Mr. Peter Paz, Program Manager - Smart Commute Central York Re: Smart Commute Central York Delegation (g) - Mr. Klaus Wehrenberg Re: Funding for Railway Overpass at Cousins Drive AURORA y6wr&iiVs40'tC6y MEMORANDUM I Corporate & Financial Services Date: November 27, 2009 To: Mayor Morris and Members of Council Cc: Neil Garbe, Chief Administrative Officer From: Dan Elliott, Director of Finance/Treasurer Re: Capital Project #73092 East Holland River Restoration Recommendation: That Committee receive this memo for information purposes and provide necessary direction with respect to funding. It has come to our attention that staff overlooked a prior multi -year commitment of Council that requires consideration of additional funding for 2010. Such commitments are always subject to annual budget approvals. At the Council Meeting held on September 25, 2007, Council approved in principle a request for funding from the Lake Simcoe Region Conservation Authority (LSRCA) for a contribution towards the enhancement and restoration of the East Holland River and its watershed. The total contribution requested was $400,000 over six years, or $66,700 per year. Council has approved this amount of funding for the past two years towards this project. The attachment outlines some additional details of the original request. Staff are now bringing forward the request to fund the third of the six year commitment to the conservation authority. In consultation with the Director of Parks & Recreation, staff have identified the Parks Master Plan Reserve as the funding source. However, with the specific support of Committee, this project would qualify for funding from the Council Discretionary Reserve. Dan Elliott, Director of Corporate & Financial Services/Treasurer Ext. 4772 Town of Aurora Expenditures Estimated Expenditures CONTRACTS Expenditures Total Funding Discretionary Reserves PARKS MASTERPLAN Funding Total Capital Projects 266,800 66,700 66,700 66,700 66,700 266,800 66,700 66.700 66 7nn aF 7nn Page No.: 1 Council -September 25, 2007 w� ME; wJ `P �1 Now r n L Q., _�3 CO ++ o o Op W ro _C/) C T3 U N O N LL• N U O Q O ttS cz ZZ3v �z C/D C7D row' �� Z:)) aj v°ii.0�' 4� N (a ~l P tLU' 0 Ca 0.' w Q Q C O ti �3 �J cts a w 0 O 0 Z LLI U E O cn ©0a0rxa , CU U - � U. �n c� o � w q 4.1 y.y O •V y,�1 Ico ♦V Ii Council -September 25, 2007 co Q O QQ h 1�w��.l f�•� fir/ (�''QTyJ V • Qj •_� a N o N o o ro o o F0 to o b 0 ca p N O O 0 O O (D cc tD CON CO QV r W No � cM M O O CO O ti O O � CD � CO M f4 Cn CD O O Co. p h C to O N (D . N M 00 0 0 0 p r o sn (R 0 O O C° O ti cp Ln O N N o M rM LL U u_ ro < is t^