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Agenda - Special General Committee - 20091121SPECIAL GENERAL COMMITTEE AGENDA 2010 OPERATING BUDGET NO.09-30 SATURDAY, NOVEMBER 21, 2009 9:00 A.M. COUNCIL CHAMBERS AURORA TOWN HALL PUBLIC RELEASE November 20, 2009 AURORA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING AGENDA NO. 09-30 OPERATING BUDGET Saturday, November 21, 2009 9:00 a.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. Dan Elliott, Director of Corporate and Financial Services/Treasurer Re: Review of 2010 Operating Budget Process: • Salaries and Benefits • Conferences, Training Seminars and Municipal Business • Administrative Proposed Amendments b) Mr. Neil Garbe, Chief Administrative Officer Re: Review of 2010 Operating Budget -.Chief Administrative Officer and Council c) Mr. Ilmar Simanovskis, Director of Infrastructure and Environmental Services Re: Review of 2010 Operating Budget— Infrastructure and Environmental Services Special General Committee Operating Budget Meeting Agenda Page 2 of 3 Saturday, November 21, 2009 111 DELEGATIONS - Continued d) Mr. Al Downey, Director of Parks and Recreation Services Re: Review of 2010 Operating Budget - Parks and Recreation (Arriving at noon) e) Mr. Dan Elliott, Director of Corporate and Financial Services/Treasurer Re: Review of 2010 Operating Budget • Corporate and Financial Services • Corporate Revenues and Expenses Section (If time permits) IV CONSIDERATION OF ITEM V CLOSED SESSION RECOMMENDED: THAT General Committee resolve into a Closed Session, following adjournment, to consider: ➢ labour relations or employee negotiations - verbal update (1 item) VI ADJOURNMENT Special General Committee Operating Budget Meeting Agenda Saturday, November 21, 2009 AGENDA ITEMS 2010 Operating Budget,- Draft 1 RECOMMENDED: Page 3 of 3 Binder Distributed Separately THAT the 2010 Operating Budget -.Draft 1 be received for information. SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET About the Council Administration OPERATING BUDGET DRAFT 1 Council Administration The Council Administration area is dedicated to serving the residents and businesses of the Town of Aurora in a responsive and effective manner through leadership and legislative action for the present and future well-being of the community. The Mayor is also responsible for representing the Town by sitting as a member of the Council of the Region of York. For the 2010 Budget, the Council Administration provides its activities and support to clients through three organizational areas as presented in this section: Offices of the Mayor and Council, Community Grants, and Town Committees. Services That We Provide Offices of the Mayor and Council o Town -wide policy leadership and guidance o Provides support to the Mayor and all Councillors for their Town related activities, including participation on various. committees and boards Community Grants o Oversees and administers various grant programs that are made available to residents, groups and organizations of Aurora, including the Arts & Culture grant and Education grants. Town Advisory Committees o Provides funding to support the work of various advisory committees. Full Time Approved Complement: 2009 2010 Approved Draft Budget Council Administration(Support Staff) 2FT 2FT Elected Council a o -1- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Council Administration 2010 Budget Highlights: Actuals Preliminary as of Actuals 2009 2010 Variance Dec 31, Dec 31, Approved Draft Unfavourable 2008 2009 Budget Budget Favourable Personnel Costs 408,200 422,300 425.400 440,100 14,700 3.46% Other Expenditures 181,000 179,800 216,60D 240,400 23,800 10.99% Total Expenditures 589,200 602,100 642,000 680,500 38,500 6.00% Revenues 400 5,600 13,200 19,100 (5,900 OAO% 588,800 586,500 628,800 661,400 32,600 5.18% .2- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Council Administration Offices of the Mayor and Council Overview: The Offices of the Mayor and Council portion of the budget includes the Mayor's Office, as well as the provision of administrative support to all members of Council. Expenditures: The Division's base expenditure budget has increased 4.86% over the prior year. Personnel costs represent 82% of the net divisional budget. Salaries and benefits increased 3.46%, with all increases due to step rate progression of applicable staff, and corporate increases for salary grid adjustment and benefits cost increases. All other expenditure items have been reviewed and reduced where possible, except for the reinstatement of the previously reduced conference provision. 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 408,200 422,300 425,400 440,100 14,700 3.46% Other Expenditures Conferences 8,500 11,300 15,000r27;;000 12,000 80.00% Other Expenditures 65,400 58,500 70,4008,500 1,000 2.70%73,900 69.800 85,4005,500 10,100 11.83% Total Ex enditures 482,100 492,100 510,800 535,600 24,800 4,86% -3- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -4- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Council Administration Community Grants Overview: The Community Grants area is managed through the Mayor's Office and provides funding under, the following grant programs; all subject to approvals by Council. • Mayor's Anti -litter Campaign • Community Grants • Arts & Cultural Grant • Historical Grant • Education Grants Expenditures: The Community Grants budget remained substantially the same as 2009. The 12.1 % increase resulted from the internal realignment of grant program funding to ensure all program costs were being recorded in the same area. Revenues: Funding comes from a reserve fund for the Arts & Cultural Grant as well as an annual donation from the business community in support of the Mayor's Anti -litter Campaign. 2010 Budget Highlights: Actuals as of Dec 31, 2008 Preliminary Actuals Dec 31, 2009 2009 Approved Bud et 2010 Draft Budget Variance Unfavourable (Favourable) % Personnel Costs 0 0 0 0 0 0.00% Other Expenditures 89,400 90,100 110,600 124,000 13,400 12,12% Total Expenditures 1 89,400 90,100 110,600 124,000 13,400 12.12% Revenues 0 (10,000} 10,000) 15,000 5,000�83 89,400 80,100 100,600 _ 109,000 8,400 -5- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -6- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Council Committees Overview: OPERATING BUDGET DRAFT 1 Council Administration The Council Committees area provides funding for meeting expenses as well as some action funds for the following committees: • Accessibility Advisory Committee • Heritage Advisory Committee • Economic Development Advisory Committee • Environmental Advisory Committee • Farmer's Market Expenditures: The Committee's base budget is relatively unchanged from 2009, increasing only 1.46% year over year. Revenues: Due to increased levels of participation in the Farmer's Market, the Committee's revenue has increased by 28.1 %, resulting in a net budget decrease of 3.5%. 2010 Budget Highlights: Actuals as of Preliminary Dec Actuals 2009 2010 Variance 31, Dec 31, Approved Draft Unfavourable 2008 2009 Budget _Budget Favourable % Accessibility Committee 0 0 200 200 0 0.00% Heritage Committee Economic Development 4,400 5,000 5.200 5,200 0 0.00% Committee 7,400 7,600 8,000 8,300 300 3.75% Environmental Committee 1,500 3.200 3,000 3,000 0 0,00% Farmer's Market 3,fi00 _ 4,200 4,200 4,200 0 0.00% Total Expenditures 6,900 20,000 20,600 20,900 300 1.46% Revenues (400) 5,600 (3,200 (4,100) (90>� 28.13% 16,500 14,400 17,400 16,800 600 3.45% SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Administration Department About the Administration Department The Administration Department is responsible for providing effective and efficient administrative services to Council, Staff and the Public. The responsibilities of the Department include overseeing municipal operations, providing pro -active corporate communications and ensuring Council's priorities and strategic directions are achieved. The Administration Department is comprised of three divisions: 1. The Office of the CAO 2. Strategic Initiatives 3. Corporate Communications The Chief Administrative Officer (CAO) leads the Administration Department and is the senior staff person ultimately responsible for the proper administration of the Corporation. Services That We Provide The Administration Qepartment is home to three divisions that provide a number of associated services including: Office of the Chief Administrative Officer o Corporate Leadership and Support (Policy, Planning and Management) o Key liaise to Council o Effective and efficient administration of the corporation o Effective advice to Council, responding to Council's requests for assistance and implementing Council's Policies o Ensuring that the Town provides a customer friendly environment for all members of the public as well as internal and external stakeholders Strategic Initiatives o Continuous Quality Improvement o Strategic Planning o Program and Business Process Review o Economic Development Strategy o Property Sales and Acquisitions o Special Projects Corporate Communications o Corporate Communications Strategy o Corporate Special Events o Issues Management o Media Relations c Web Services _g_ SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Administration Department Key Objectives for 2010 Improved Operational Efficiency • Enrol in the National Quality Institutes Progressive Excellence program and begin implementation within one business unit. • Seamlessly implement changes in corporate organizational structure. • Work to establish performance measures. • Review and evaluate key performance indicators where appropriate. Positioning for our Future • Complete the Space Accommodation Study and facilitate implementation for Town Hall facility (1 Municipal Drive) • Initiate the planning and implementation of a Joint Operations Centre to accommodate both the Parks and Recreation Services and Infrastructure Services functions. • Establish a Business Continuity Program to position the corporation to better respond to a potential business interruption. • Proactively provide corporate messaging for events and issues effecting the Town's business. Client Service and Satisfaction • Develop a Customer Service Implementation Plan for the corporation. • Enhance the internal customer service focus and satisfaction • Examine conducting a customer satisfaction survey • Project management development with Building and Bylaw related to investor requests. Full Time Approved Complement: 2009 2010 Approved Base Budget • Office of the CAO 3FT 3FT • Strategic Initiatives 1 FT 1 FT • Corporate Communications 3FT + 1 PT 3FT + 1 PT + 1 New 7FT+1PT 8FT+1PT -9- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Administration Department 2010 Budget Highlights: Actuals as�of Dec 31, 2008 Preliminary Actuals Dec 31, 2009 2009 Approved Bud et 2010 Draft Budget Variance Unfavourable Favourable % Personnel Costs 642,700 577,600 686,100 699,900 13,800 2.01% Other Expenditures 189,300 224,300 279,900 272,100 7,800 2.79% Total Expenditures 832,000 801,900 966,000 972,000 6,000 0,62% Revenues 10,100 5,100 0 0 0 0.00% A91,900 I 796,800 966,000 972,D00 6,000 0.62% 2010 Efficiency Improvements: The Administration Department has realized a number of efficiencies that have been included in the 2010 Budget. Across the Department, "Other Expenditures" have decreased 2.8% (or $7,800) as a result of improved internal functions and efficiencies related to promotional and printing activities. Despite the overall reduction in non -personnel related costs, the Department has budgeted for expanded capacity for continuous improvement initiatives. -10- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Office of the CAO Division Overview: The Office of the CAO is responsible administrative services to Council, Staff leadership to approximately 180 full-time municipality and provide superior service the CAO, as outlined in the Municipal Act, OPERATING BUDGET DRAFT 1 Administration Department for providing effective and efficient and the Public. The CAO provides staff who respond to the needs of the delivery. The statutory obligations of include: a) Exercising general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality; and, b) Performing other duties as are assigned by the municipality. Direct reports to the CAO include the Town Solicitor/Director of Legal Services, the Director of Building and Bylaw Services, the Director of Corporate Services and Financial Services/Treasurer, the Director of Planning and Development Services, the Director of Customer and Legislative Services, the Director of Infrastructure and Environmental Services, the Director of Parks and Recreation Services, the Manager of Strategic Initiatives, the Manager of Corporate Communications and the Executive Assistant to the CAO. Expenditures: The Division's base budget experienced a moderate increase from 2009, increasing by 5.8% (or $20,100) year over year. Salaries and benefits decreased 0.4% (or $1,100) from 2009 as a result of the elimination of previous obligations. An approved administrative assistant position has been reassigned to the Office of the CAO (from Strategic Initiatives) pending further review. Other expenses increased $20,100 (or 36.5%) to expand capacity for continuous improvement initiatives and unexpected initiatives that may require external assistance. Consulting costs have been provided for the following activities: 2009 2010 & Prior (Request Executive Leadership Development 15,000 15,000 Corporate Organizational Review 95,000 Economic Development Website Redesign 20,000 Customer Care Implementation Plan 50,000 130,000 65,000 -12- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Administration Department Revenues: Not Applicable: The role and function of the Administration Department limits opportunities for revenue generation. Office of the GAO Staff Complement: 3 Full Time Chief Administrative Officer (CAO) Executive Assistant to the CAO Administrative Assistant 2010 Budget Highlights: Actuals as of Dec 31, 2008 Preliminary Actuals Dec 31. 2009 2009 Approved Bud et 2010 Draft Budget Variance Unfavourable Favourable % Personnel Costs 363,200 251,200 287,300 286,200 1,100 0.38% Other Expenditures 30,900 50,300 58,100 79,300 21,200 36.49% Total Expenditures 394,100 M1,500 345,400 365,500 20,100 5.82% Revenues 0 0 0 0 0 0.00% 394,100 301,500 345,400 1 365,500 1 20,100 1 t)Ag a -13- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Strategic Initiatives Division Division Overview: OPERATING BUDGET DRAFT 1 Administration Department The Strategic Initiatives Division leads strategic planning projects and programs as outlined by the CAO. The role of the division includes leading property sales and acquisitions, promoting, reviewing and evaluating continuous quality improvement, leading strategic planning, reviewing program and business processes and managing special projects as assigned by the CAO. Strategic Initiatives is also responsible for coordinating economic development functions for the Town of Aurora. The economic development function is centred on increasing business investment in the community from existing and incoming businesses, fostering a positive community image and providing a viable and healthy economic environment for existing and future businesses. The division also supports Council and the Town's Economic Development Advisory Committee in the development of policies and programs to ensure sustainable economic development. Expenditures: The Division's base budget experienced a 12.3% (or $28,400) decrease year to year from 2009. Salaries and benefits decreased 1.1% (or $1,500) as a result of the re -adjustment of vacant existing approved positions. An approved administrative assistant position has been reassigned to the Office of the CAO pending further review. Moreover, the Corporate Organizational Structure Review has recommended a new Manager of Strategic Initiatives position that has been budgeted for elsewhere. Other expenses have decreased 28.4% (or $26,900) due to improved efficiency as well as a re-evaluation of the corporate promotional and printing functions, which experienced a 35.2% and 44.0% reduction respectively. Consulting costs have been provided for the following activities: Business Retention and Expansion Strategy Economic Development Strategy -14- 2009 2010 & Prior (Request 30,000 30,000 30,000 30,000 SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Administration Department Revenues: Not Applicable: The role and function of the Administration Department limits opportunities for revenue generation. Strategic Initiatives Division Staff Complement: 1 Full Time Manager of Strategic Initiatives 2010 Budget Highlights: Actuals as of Dec 31, 2008 Preliminary Actuals Dec 31, 2009 2009 Approved Budget 2010 Draft Budget Variance Unfavourable Favourable .11 Personnel Costs 75,800 95,400 136,000 134,500 1,500 (1.10% Other Ex enditures Printing 3.000 10,700 15,000 8,400 (6,600) (44.00%). Corporate Promotional 30,600 35,100 46,300 30,000 16,300 35.21% Other Expenditures 9,400 23,000 33.400 29,400 4,000 11.98% 43,000 68,800 94.700 67,800 26,900 28.41% Total Expenditures 118,800 164,200 230,700 202,300 28,400 12.31% Revenues 10011 118,700 159,100 1 230,700 1 202,300 28,400 12.31% -15- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Administration Department Corporate Communications Division Division Overview: The Corporate Communications Division is responsible for assisting the.Mayor, Council and the Corporation in providing positive, constructive and accurate stakeholder communications. The division accomplishes this by determining an on -going corporate communications strategy, identifying issues requiring communications management, working with the Mayor and Council, CAO, senior staff and all departments to create unified internal and external communications programs and campaigns to highlight services, programs and initiatives including strategic planning, crisis communications, media relations, public relations, staff communications and website management. Expenditures: The Division's base budget is relatively unchanged from 2009, increasing only 3.7% (or $14,400) year. over year. Salaries and benefits increased 6.2% (or $16,400) with all increases due to step rate progression of applicable staff, and corporate increases for salary grid adjustment and benefits cost increases. The Corporate Organizational Structure Review has recommended a new Manager of Corporate Communications position that has been budgeted for elsewhere. Other expenses have decreased 1.6% (or $2,000) due to improved efficiency in internal functions. Revenues: Not Applicable: The role and function of the Administration Department limits opportunities for revenue generation. Corporate Communications Division Staff Complement 3 Full Time + 1 request Manager of Corporate Communications (new request- organizational review) Marketing & Special Events Coordinator Web Services Specialist Communications Specialist -16- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Administration Department 2010 Budget Highlicthts: Actuals Prelimiriary as of Actuals 2009 2010 Variance Dec 31, Dec 31, Approved Draft Unfavourable 2008 2009 Bud et Bud et Favourable % Personnel Costs 203,600 231,100 262,800 279,200 16,400 6.24% Other Expenditures 115,500 105,200 127,100 125,100 2,000) 7% Total Expenditures 319,100 336,300 389,900 404.300 14,400 3.69% Revenues 0,000 0 0 0 0 0.00% 309 100 336,300 389,900 404,300 14,400 3.69A -17- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 'I L N V 4= 4— O `W L tA tA •r V Q 4— A) i u W Jc 4— ^O W V -18- 4 y ! O 0 U ro N. Y Y m� U Ld L O U V m o•E 3 wo Y v E a v E U u iEW �v0- u n°' SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Customer and Legislative Services Department About the Customer and Legislative Services Department The Customer and Legislative Services Department is committed to providing the highest level of support and service to its client group. The Customer and Legislative Services Department provides its activities and support to clients through three organizational divisions: Customer Services, Legislative Services and Purchasing. Customer Services is a new Division that will provide leadership and coordination of customer service, including accessible customer service, across the Corporation and will interact with all Departments to develop a centralized customer service approach. Legislative Services handles a variety of duties, the majority of which are statutory in nature as prescribed by several legislative mechanisms such as the Municipal Act, 2001; Vital Statistics Act; Municipal Freedom of Information and Protection of Privacy Act,, and the Municipal Elections Act. Purchasing oversees all procurement functions to ensure that the Corporation obtains the best value for its purchases, combined with fair and equitable access to all goods and services providers. Services That We Provide The Department has three major functions and various associated activities including: Customer Service o Provides leadership and coordination of customer service, including customer service strategy and initiatives, across the Corporation o Ensures support for and compliance with the Accessibility for Ontarians with Disabilities Act 2005, including the provision of accessible customer service Legislative Services o Office of the Clerk o Council/Committee Secretariat o Freedom of Information o Elections o Insurance/Risk Management o Records Management -19- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Customer and Legislative Services Department Purchasing o .Procurement By-law and Policy o Oversees all purchasing functions to ensure that the Corporation obtains the best value for its purchases, combined with fair and equitable access to all providers of goods and services Key Objectives for 2010 Improved Operational Efficiency • Continue to maintain legislative compliance corporately • Seamlessly implement changes in Corporate organizational structure • Develop and implement policies for disaster recovery program for Council minutes and Corporate by-laws, contracts and agreements • Continue converting all archived contracts and agreements to electronic format Positioning for our Future • Conduct the 2010 Municipal Election and related activities • Engage a consultant to develop a comprehensive document and records management strategic plan that addresses the current and future needs of the Corporation, including development of a new records retention by-law for inactive paper records and electronic records • Develop and implement a long-term Corporate -wide customer service strategy Client Service and Satisfaction • Undertake activities to continuously improve our client's service experience with a focus on developing a centralized customer service approach for the Corporation Full Time Approved Complement: • Legislative Services • Customer Services • Purchasing 2009 2010 Approved Base Budget 6FT + 3PT 6FT + 3 PT 0 0 3FT 3FT 9FT + 3PT 9FT + 3PT -20- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Customer and Legislative Services Department 2010 Budget Highlights: Actuals as of Dec 31, 2008 Preliminary Actuals Dec 81, 2009 2009 Approved Budget 2010 Draft Budget Variance Unfavourable Favourable % Personnel Costs 588,800 584,900 655,800 726,700 70,900 10.81% Other Expenditures 252,100 258,700 281,400 418,700 137,300 48.79% Total Expenditures 840,900 843,500 937,200 1,145,400 208,200 22.22% Revenues 142,200 (108200) 206,800 241,500 34,700 16.78% 698,700 735,400 730,400 903,900 173,500 23.75% -21- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -22- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Customer and Legislative Services Department Customer Services Division Division Overview: The Customer Services Division of the Customer and Legislative Services Department provides leadership and coordination of customer service, including development of a centralized customer service approach and related initiatives, across the Corporation. This new Division will work to ensure that the services offered by the Corporation are aligned with the needs of a growing community. As Customer Services is a new Division, a budget for this Division has not yet been developed. It is anticipated that the Director of Customer and Legislative Services, when hired, will develop the budget and staffing model for the Customer Services Division. Expenditures: Many of the Division's costs, such as office supplies, will be covered within the budget for the Legislative Services Division and there may be realignment of current staff within the Customer and Legislative Services Department to improve efficiencies and reduce costs. Revenues: Again, as the Customer Service Division is a new Division, there has been no provision for revenues for this year. Customer Services Division Staff Complement: None -23- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -24- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Customer and Legislative Services Department Legislative Services Division Division Overview: The Legislative Services Division provides internal and external clients with current, accurate and easily accessible information on deliberations of Council and associated Committees; access to Corporate legal documents and agreements; coordination of the Corporate records management system; management of Corporate insurance and the Risk Management Policy; coordination of Municipal Freedom of Information and Protection of Privacy Act requests; and the efficient conduct of municipal elections. Expenditures: The Division's base budget is relatively unchanged from 2009, increasing only slightly year over year with most of the increase coming from increased insurance fees and insurance adjuster fees. Salaries and benefits increased 3.8% with most increases due to step rate progression of applicable staff, and Corporate increases for salary grid adjustment and benefits cost increases. The funds for the 2010 Municipal Election Budget are included in the Division's overall budget. Consulting costs have been provided for the following activities: 2009 2010 Document Management Study 50,000 100,000 50,000 100,000 Revenues: 2010 revenues are expected to be similar to 2009 revenues. Revenue sources for the Legislative Services Division include licenses and permits and other fees. -25- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Customer and Legislative Services Department Legislative Services Division Staff Complement: 6 Full Time + 1 request 3 Part-time Director of Customer and Legislative Services/Town Clerk Manager of Administration/Deputy Clerk Elections Coordinator (new request - contract) LicensingNital Statistics Officer Receptionists (2 PT) Manager of Legislative Services/Deputy Clerk Committee Secretary (2) Committee Secretary (contract - PT) 2010 Budget Highlights: Customer & Legislative Services Department -Administration" Actuals as of Dec 31, 2008 Preliminary Actuals Dec 31, 2009 2009 Approved Bud at 2010 Draft Bud at Variance Unfavourable Favourable % Personnel Costs 588,800 584,600 655.800 680,700 24,900 3.80% Other Expenditures Insurance Adjuster 23.500 20,900 20.006 25,000 5,000 25.00% Ins Claim Deductions 44,100 40,600 46,000 60.000 5,000 ilm% Other Expenditures 137,200 192,600 213,900 169,800 _(44,100) (20,62% 204,800 254,000 278,900 244,800 34,100 12.23% Total Ex enditures 793,600 838,600 934,700 925,500 9,200 0.98% Revenues 42,200 108,200_ 206,80o 66,500 140,300 67.84% 651.400 1 730,400 727,900 1 859,000 1 131,100 1 18.01% " The 2010 budget does not include the budget for the Purchasing Division (which is Included in the budget for the Corporate & Financial Services Department), but the Purchasing Division budget will be migrated into the 2011 Customer & Legislative Services Department Budget. The 2010 budget also does not specifically breakout the budget for the Customer Services Division as this is a new Division whose budget and staffing model will be developed by the Director of Customer & Legislative Services, when hired. -26- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Customer and Legislative Services Department Costs for 2010 Municipal Election Administration" Actuals as of Dec 31, 2008 Preliminary Actuals Dec 31, 2009 2009 Approved Bud et 2010 Draft Budget Variance Unfavourable Favourable % Personnel Costs 0 200 0 46,000 46,000 100.00% Other Expenditures 47,400 4,800 2,500 174,000 171,500 6,860.00% Total Expenditures 47,400 5,000 2,500 220,000 217,500 8,700.00% Revenues 0 0 0 175,000 175,000 100.00% .y 47,400 5,000 2,500 45,000 42,500 1,700.00% i uc uuuyut iur ciecaons nas peen separates trom the overall operating budget as the election expenditures are not generally annual costs. The $45,000 net budget cost represents the 2010 share of the funding for the election, which occurs each four years. The Revenue shown is a contribution from the Election Reserve, representing prior year contributions, -27- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -28- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Customer and Legislative Services Department Purchasing Division Division Overview: The Purchasing Division of the Customer and Legislative Services Department provides support by overseeing and coordinating procurement activities for the Corporation. Expenditures and Revenues: The 2010 budget for the Purchasing Division is included in the budget for the Corporate and Financial Services Department, and it will be migrated to the Customer and Legislative Services Department for the 2011 budget year. Purchasing Division: 3 Full Time Procurement Coordinator Senior Buyer Buyer/Analyst - 29 . SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -30- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGE DRAFT I \ ■ E k a D O $ ¥ � @ Ln > k / m ¢ d % E o. k U 0 / / ` �L " E §—SE )j{ c> {o» a(u ) \�\co / ±u) e§\ 50 /\ )({ } ) \< /za\ L"I'li SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -32- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Department: Is Position Full-time/Part-timelContracl Year of Initiation: Is Position New, a Complement Change for a Complement Transfer: Election Coordinator Customer & Legislative Services Contract 2010 New Contract position to lead and oversee the implementation of the Municipal Election process and related activities. Duties to include: coordinate the people, materials and equipment necessary to effectively carry out the Municipal Election; recruit and train election staff; assist with the development of a Municipal Election communications plan; review and preparation of voting locations and other duties as may be required. [!iSON�FO�,I'i 17�PL=�:�*�f3TsQFI�kj1,G ,Ua`"e r✓T�rT;u ��`tts _,ns�,�. S�n:;r`irx�t���'�u��v';�x 3iw�kG'rk'n�vlre ±! c,r Additional position required only for the conduct of the 2010 Municipal Election (approximately 10 month contract). Assist with the efficient and effective conduct of the 2010 Municipal Election. CV�IHp7�IMPACTyWILLiTli15„�NAV�,F ON,�„REVJ;ND,J:"8t)=`XPEN9IT, URE$f -F,,,' .mvw a.I't_+i`,1- i Position would be funded by the Election Reserve Fund. EFF91 ';O,N .. ,,.air IPgSGrl15,11e0 u-Y.r11.- ! v d .. v..L1 51:. yFUTUBE.QPERATING;Bl1DGET$ Ir stet 4..n! _ y�x1 Estimated Salary and neneats - 45,000 0 0 Operational Caets tDesk, Compoter etc.) Total Expenditures - 45,000 01 0 Internal transfer fram other N Toas eµ z r F-a a 41eGfl�n„',c . =2910 K Revenue Total Estimated Revenue 0 01 0 NET BUDGET IMPACT 45,000 0 0 -33- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Legal Services Department About the Legal Services Department The Legal Services Department provides a full and broad range of legal services to the Town of Aurora, its elected Council and appointed Committees, as well as the Chief Administrative Officer, the Executive Leadership Team and staff. The role of the Legal Services Department changes constantly to meet the diverse and complex needs of the Municipality as it continues to evolve. The primary function of the Department is to provide legal advice and opinions, interpretation of legislation, review of agreements, and litigation representation and management. The Department also acts in an advisory capacity with respect to various matters, while providing this broad array of services to its Client Departments in an economical and efficient manner. The Legal Services Department also serves to protect and defend the Town's interests in litigation and administrative law matters by attending hearings, dispute resolution sessions and other proceedings before the courts and tribunals, including the Ontario Municipal Board. The Department also conducts legal research and prepares legal opinions pertaining to the Municipality's rights, duties, powers, and obligations pursuant to Provincial and Federal legislation, its own by-laws and policies, as well as pertinent case law. The legal field is extremely broad and diverse and, as such, the Legal Services Department provides a very broad array of services in different spectrums of the law. The areas of law primarily practiced in the Department are Planning and Development, Real Estate, Administrative, Civil Litigation, General Municipal, Contract, Computer and Information Technology, Mediation, Arbitration, Dispute Resolution, and Procurement. Services That We Provide The most frequent services the Legal Services Department provides to our Client Departments and stakeholders are: Legal, strategic, risk management and policy advice to Council, the Chief Administrative Officer, Executive Leadership Team and the Client Departments; • Legal representation, advice and direction pertaining to the Municipality's services and operations; Preparation, review and interpretation of agreements for the provision or acquisition of goods and services by and for the Municipality; Preparation, review and interpretation of Municipal by-laws; -34- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Legal Services Department • Real estate services including title searches, the preparation of documents, and the negotiation and completion of real property matters, including, but not limited to, purchases, sales, leases, easements, encroachments, tax sales and expropriations; • Planning and development -related legal services including advice, preparation, registration and final review of all development agreements, including, but not limited to, plans of subdivision, condominiums, site plan, minor site plans, tree preservation, and Oak Ridges Moraine simplified agreements; • Institute and implement processes, procedures, methods and actions required forvaluations to determine the cash -in -lieu of parkland payable for development applications; • Protecting and defending the Town's interests in litigation and administrative tribunal matters by attending hearings, dispute resolution sessions and other proceedings, including those before the courts and the Ontario Municipal Board, amongst others; • Review, advise and report on recently enacted and pending legislation and its impacts on the Municipality; • Review, advise and prepare administrative policy and procedure documents; • Develop and standardize agreements, contracts and licenses for use by the Municipality's Departments, when required; and • Conduct legal research and prepare legal opinions pertaining to the Municipality's rights, duties, powers, and obligations pursuant to Provincial and Federal legislation; its own by-laws and policies, as well as pertinent case law. Key Objectives for 2010 Improved Operational Efficiency • Review and update procedures regarding Parkland Dedication/Cash-in-Lieu of Parkland Dedication; • Review and update Administration Procedure No. 55 regarding Real Estate Sales, Purchases and Leases and existing Land Sale By-law; • Review and update Administration Procedure No. 52 regarding the Town's Litigation Claims Process; and • Develop a protocol with the Client Departments for the handling of matters that arise throughout the year and the manner and anticipated timelines by which any legal work required in such matters shall be provided, based on other competing priorities existing at the time, whether for Council or the Administration. -35- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Legal Services Department Positioning for Our Future • Create and implement a new Administration Procedure in relation to the public sale of land through the Tax Sale process, by way of public tender or public auction, in concert with the Corporate & Financial Services Department; and • Initiate a complete review of all Municipal By-laws to ensure their currency and that they are reflective of the current legislative framework. Client Service and Satisfaction • Implement Council's direction regarding the disposition of any municipal landholdings, and attend to obtaining any necessary appraisals as well as the preparation, delivery and execution of all legal documentation and fulfillment of legislative requirements regarding any instructed landholding disposition; • Consult and review with the Department Heads their respective annual work - plans and projects with a view to determining what legal work shall be required and at what time. On the basis of the compilation of all the presented Departmental work -plans and projects, establish timelines by which Departmental requests for legal assistance shall be made and a timeline by which such legal work shall be provided, based on the complexity, volume and nature of the Departmental matter; • Continue to maintain legislative compliance corporately and provide advice and interpretation to the Client Departments with respect to same; • Undertake activities to continuously improve client and stakeholder service experience; and • Align the skill sets of Departmental staff in order to provide the required specialized, technical legal assistance to create a more cohesive, efficient and resilient Department capable of meeting the needs of the Town. Full Time Approved Complement: 2009 2010 Approved Base Budget • Legal Services 4FT 4FT -36- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Legal Services Department Expenditures: The Department's base budget is relatively unchanged from 2009; however, the specific factors that have had the most significant impact on our budget for 2010 are the changes to the Advocacy and Personnel Advocacy accounts and the removal of the Integrity Commissioner line item from the Department's budget. Previously, the Integrity Commissioner was remunerated through the Legal Services Department budget. Recently, due to the reorganization of the Town's Departments, this expenditure has been moved to the Customer & Legislative Services Department to properly align the budget item with the function of the Town Clerk. This resulted in a $15,000 credit to the Legal Services Department budget. The Town's Advocacy account has notably increased to reflect the current need to rely on external legal counsel for specific matters to meet the demand for specialized legal services. In addition, the Personnel Advocacy account has increased significantly to take into consideration the negotiation of a. new CUPE Agreement in 2010. It is anticipated that the Personnel Advocacy account will be reduced to its now -current level in 2011. Further, it is a key objective of the Department to be the sole provider of legal services to the Town and to further reduce external advocacy -related costs. In order to meet this key objective and to more effectively manage the consistently increasing workload in the Department, additional staff is not only necessary, but required in order to deal with these and other pressures. Revenues: The Department's revenues have shown a significant reduction as a direct result of changes that have been implemented internally within the Planning & Development Services Department ("Planning"), as those changes relate to fees collected for planning and development applications. With the new allocation method, Planning will retain all of the fees collected from the development application process, thereby significantly, reducing the revenue stream of the Legal Services Department. The Department will continue to collect and retain minimal revenues from the Town's Fees and Services By-law for the drafting and review of basic and complex agreements, and for attending to land registration matters. The Department will also continue to maximize the Town's Cash -in -Lieu of Parkland Reserve Account as reflected in the Parks & Recreation annual budget. -37- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Legal Services Department In addition, the cost recovery from the Building & By-law Services Department has been realigned and placed into the "Other Expenditures" category. The recovery amount has been increased from $15,000 to $50,000, which has significantly reduced that portion of the budget. Legal Services Department Staff Complement: (4) Full Time Director of Legal Services/Town Solicitor Assistant Solicitor Law Clerk Law Clerk (Junior) 2010 Budget Highlights: Preliminary Actuals Actuals 2009 2010 Variance as of Dec Dec 31, Approved Draft Unfavourable _ 31, 2008 2009 Budget Bud ce Favourable % Personnel Costs 233,700 380,800 389,900 470,500 80,600 20.67% Other Expenditures Advocac 382,200 210,000 125,000 1 00,000 25,000 20.00% Personnel Admin 72,300 35,000 35,000 55,000 20,000 57.14% Other Expenditures 55,700 96,000 97.200 14,200 83,000 85.39% 510,200 _ 341_000 257,200 219,200 (38 000) 14.77% Total Expenditures 743 900 721 800 647 100 689 700 42,600 6.58% Revenues 262,600 28,000 51,000 6,000 35,000 68.63% _ 481,300 693,800 596,100 673,700 77,600 13.02% -38- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -39- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 u uo o N �O _V O i N N O 3 3 ~ N fo a _3 A 1 1 Ltil BE ME SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department About the Corporate and Financial Services Department The Corporate and Financial Services Department is responsible for serving both the internal supportive needs of the Town's administration as well as the external needs of our stakeholders in the core areas of Information Technology, Human Resources and Financial Services. In doing so, this department is also charged with fulfilling the statutory roles of the Municipal Treasurer as set out in the Municipal Act of Ontario. Internally, our clients include the Mayor and Council, heads of every department, and all departmental staff. We provide them with operational business and technical support, advice, reporting and business information, process support and controls, training, and strategic corporate financial planning. We ensure statutory compliance in financial, legislative and employment matters. Externally, the Department serves ratepayers, the public, prospective employees, vendors and various government ministries and agencies. Among the services provided are the issuance and collection of tax and water bills, dissemination of general financial information, statutory and accountability reporting and corporate recruitment services. In the midst of the Corporate Reorganization, the costs and revenues of the Procurement Services Group are currently presented within the Financial Services group. Upon final budget approval, and the hire of the new Director of Customer & Legislative. Services, the direct cost and revenue amounts for the procurement group will be internally reallocated to the Customer & Legislative Services Department. For the 2010 Budget, the Corporate and Financial Services Department provides its activities and support to clients through three organizational cost centres as presented in this section: Financial Services, Information Systems & Technology, and Human Resources. In future budgets, this department budget will be presented in five organizational units as described in the following paragraphs. Services That We Provide The Department has four functional groups reporting to the Director as follows: Office of the Director &Treasurer o Departmental Leadership and Support (Policy, Planning and Management) o Key liaise to Council, the Chief Administrative Officer and all Department Heads -41 - SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department Corporate Accounting o Accounts Payable o Payroll o Securities and Deposits of Others o Revenue/Taxation/Assessment/Cashiering Financial Planning o Budgeting and Business Planning o Long Term Financial Planning o Capital Asset Accounting and Coordination o Reserves and Reserve Funds o Cash and Investment Portfolio Management o Business Unit support services Human Resources o Human Resource Policy and Management o Recruiting o Training and Development o Occupational Health and Safety o Labour Relations o Client Department Support Information Systems &Technology o Applications and Business Support o Data Management o Network, Infrastructure and Security Systems o Technical Support and Help Desk -42- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department Key Objectives for 2010 Improved Operational Efficiency • Continue to maintain legislative compliance corporately • Seamlessly implement changes in corporate organizational structure • Examine major business activity cycles and related policies to reduce red - tape, enhance efficiency, and improve organizational effectiveness while enhancing control and security of data and financial resources. Cycles to examine include: 0 on-line services options o human capital information management and integration with payroll and financial systems o tax and utility billing and collection processes o corporate budget development o building permit and development application tracking and management o capital asset accounting, management and planning. 0 opportunities for electronic document imaging and workflow technologies Positioning for our Future o Implement priority activities and programs identified in the approved IT Strategic Plan o Develop a long term financial planning framework for growth capital o Develop a long term financial planning framework for infrastructure sustainability and replacement. Client Service and Satisfaction o Undertake activities to continuously improve our client's service experience. Full Time Approved Complement: • Financial Services • Human Resources • Information Systems 2009 2010 Approved Draft Budget 16FT 16FT 4FT +2PT 5FT +1 PT 6FT 7FT 26FT+2PT 28FT+1PT -43- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department 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 1,751,400 1,812,000 2,015,400 2,213,300 197,900 9.82% Other Expenditures 743,800 792,000 839,400 1.166,200 316,800 37.74% Total Expenditures 2,495,200 2,604,000 2,854,800 3,36%500 514,700 18.03% Revenues 128,900 255,900 226,500 147,400 79,100 34.920/. 2,366,300 1 2,348,100 12,628,300 3,222.100 593,800 22.590/o -44- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department Financial Services Division Division Overview: The Financial Services Division of the Corporate and Financial Services Department provides corporate activities for accounting, payroll, reporting, Treasurer's statutory activities, financial planning, investment portfolio control, all procurement activities, as well as issuance and collection of all tax and water utility bills and administration of related client accounts. Costs related to provision of services for the water and sewer utility fund are incurred in the division budget, such as salaries and office supplies. Apportioned costs are then recovered through a cost recovery charge back also noted in the Expenditure section of the budget. Expenditures: The Division's base expenditure budget has increased 7.92% over the prior year. Personnel costs represent 93% of the net divisional budget. Salaries and benefits increased 5.53%, net of recoveries, with all increases due to step rate progression of applicable staff, and corporate increases for salary grid adjustment and benefits cost increases. Cost recoveries from the water and sewer fund have increased 2.9% to better reflect activity levels and support efforts provided by the division. Bank Charges have increased due to additional volumes of transactions. Conferences & Courses and Municipal Business provisions have been adjusted according to revised corporate allocation formulas. All other expenditure items have been reviewed and reduced where possible, although an additional $9,400 is required due to increases in activity volumes. Consulting/Auditing costs have been provided for the following activities: PSAB Tangible Capital Assets Accounting Internal Audit Fees Annual audit and special reviews Special audits — control compliance -45- 2009 2010 5,000 13,000 35,000 37,000 73,000 72,000 30,000 113,000 152,000 SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department Revenues: Additional revenues of $21,000 are estimated to arise from serving a growing community. Included in this, new account fees are expected to increase as activity in the real estate markets begins to rebound. Financial Services Division Staff Complement: 16 Full Time + 1 request in the Organization Review plan Director of Corporate & Financial Services/Treasurer Administrative Assistant Manager of Financial Planning (new in Org. Review) Business Analyst (2) Procurement Coordinator Senior Buyer Buyer/Analyst Manager of Accounting and Reporting Supervisor of Accounting Payroll Clerk Accounts Payable Clerk Revenue Coordinator Cashier/Client Services Clerk (3) Manager of Capital Asset Accounting -46- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department 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 1,067,000 1,183,800 1,251,800 1,315,200 63,400 5.06% Wage Recover 209,400 275,600 220,000 226,300 6,300 2.86% 857.600 908,200 1,031,800 1,088,900 57,100 5.53% Other Expenditures Consulting and Audit Fees 99,000 78,000 123,000 152,000 29,000 23.58% Bank Charges 17,800 13.400 16,000 18,200 2,200 13.75% Conferences and Courses 10,500 11,200 15,400 11,900 3,500 -22.73% Municipal Business 300 500 500 2,800 2,300 460.00% Other Expenditures 37,500 49,600 32,3D0 41,700 9,400 29.10% 165,100 152,700 187,200 226,600 39,400 21.050/6 Total Expenditures 1,022.700 1,060,900 1,219,000 1,315,500 96,500 7.22% Revenues 125,200 128,900 123,000 144,000 21,000 17.07% Net Division Budget 897,500 932,000 1,096,000 1,171,500 117,500 10.72% 47 SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -48- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department Human Resources Division Division Overview: The Human Resources .Division of the Corporate & Financial Services Department provides corporate supportive activities for recruiting of full and part- time staff, benefits administration, corporate staff training, legislative compliance and occupational health and safety, and employee/labour relations. While general staff training expenses are included in each departmental budget, the Human Resources Division is responsible for corporate staff training initiatives, providing programs and courses of general application to most employees. Funding of this Corporate Training is provided in the Corporate Expenses Budget. Expenditures: The Human Resources Division's budget increased substantially from 2009, due to the conversion of one part time staff to full time status, as well as a $100,000 increase in consulting and contracts as detailed below. Personnel costs represent 69% of the net budget, with salaries and benefits of existing staff increasing only 2.8% with all increases due to step rate progression of applicable staff, and corporate increases for salary grid adjustment and benefits cost increases. $3,500 has been formally budgeted for retirement gifts of staff from any department. These costs have previously not been budgeted. Recruitment advertising costs remain unchanged for 2010. All other expenditure items have been reviewed and reduced where possible, leading to a small net reduction. Consulting and Contracts costs have been provided for the following activities: General Provision Job Evaluation process review Union negotiations assistance Implement Employee Assistance Program Contract Occupational Health Nurse & Program Revenues: 2009 2010 5,000 20,000 30,000 30,000 25,000 20,000 21,000 $25,000 $126,000 A small grant continues to be received by the Town related to pay equity initiatives. -49- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department Human Resources Division Staff Complement: 4 Full Time plus one conversion from PT request 1 Part-time (was 2) Manager of Human Resources Human Resources Advisor Human Resources Generalist Human Resources Assistant Human Resources Clerk (PT to FT request) Nurse (PT) 2010 Budget Highlights: Actuals as of Dec 31, 2008 Preliminary Actuals Dec 31, 2009 20EeB ApprUnfavourable Bud Variance Favourable Pinnel Costs se Budet Conversion Re uest 365,100 0 355,100 326,960 0 325,900 390,100 0 390,100 1428,000 401,100 26,900 11,000 26,900 37,900 2,82% 100.00% 9.121/0 Other Expenditures Consulting & Contracts 56,900 27,800 25,000 126,000 101,000 404.00% Retirement Presentations 0 0 0 3,500 3,600 100.00% Office Equipment re new staff 0 0 0 5,500 5,500 o 100.00% _ Recruitment Advertising 83,300 39,100 50,000 50,000 0 0.00% Other Expenditures 12,400 30,000 18,300 15.000 3,300 18.03% 152,600 96,900 93,300 200,000 106,700 114,36% Total Expenditures 507,700 422,800 483,400 628,000 144,600 29.91% Revenues 3,51 3,500 3,500 3,400 100 2.86% 504,200 419,300 479,900 624,600 144,700 30.15% -50- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department Information Systems & Technology Division Division Overview: The Information Technology Services Division of the Corporate & Financial Services Department provides technical solutions and expertise to meet the strategic goals of the business, its employees and the community. This is accomplished by providing corporate support and coordinating activities for the acquisition, installation, maintenance and security of all corporate software and hardware of all computerized data and information systems and technology. This also includes all wired and wireless voice and data communications systems and devices. Capital projects with a technology component require the participation of staff from this division. Expenditures: The Division's base budget has increased by only 18.4% year over year. Salaries and benefits for existing staff increased 3.6% with all increases due to step rate progression of applicable staff, and corporate increases for salary grid adjustment and benefits cost increases. Telecommunications expenditures have decreased by 22% largely due to savings achieved by consolidation and renegotiation of contracts. Software maintenance costs have increased 41.4% consistent with increases experienced by other municipalities. This is further impacted by the expansion of application use across the organization, and as well, is representative of the increased software maintenance required to support Capital project initiatives. Efforts will continue to ensure support contracts and initiatives remain current and of necessity to the corporation. Mobile plan charges have increased by 54% to reflect the recent increases in demand for portable communication devices both basic cellphones and pda's. ITS anticipates this trend to continue in 2010. Licenses have also increased by 34%, this reflects the need to acquire software licenses to support the software used by staff while performing their job function. Simply stated, additional users of corporate applications equates to more software licenses required. Non- compliance with terms of licensing agreements can result in severe financial penalties. The IT Strategic Plan identifies the need for additional resources to support and maintain ongoing initiatives and priorities within the Corporation. The addition of the Application Analyst position supports this philosophy by providing the ITS group with an additional dedicated applications resource to assign to projects and to support and maintain existing corporate applications, an area needing attention as emphasized in the IT Strategic Plan. -51- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department The budget for consulting dollars has increased by $5,000. This also supports the need for additional resources and external expertise especially as it is relates to projects and improvements to IT policies as referenced in the IT Strategic Plan. Consulting costs have been provided for the following activities: 2009 2010 & Prior Request IT policy development and general provision Revenues: 5,000 10,000 5,000 10,000 Opportunities to earn revenues are limited for this Division. In previous budgets the internal recovery from other departments for printers and photocopiers were included as part of the revenue section, but that has been corrected as part of this budget to a cost reallocation line. Information Systems & Technology Division Staff Complement: 6 Full Time plus 1 Full Time Request Manager of Information Technology Services ITS Supervisory/Applications Analyst ITS Helpdesk & Telecom Support Technician (2) Network/Security Administrator Database Administrator Applications Analyst (FT request) -52- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Corporate & Financial Services Department 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 Bud et 538,700 577,900 593,500 615,000 21,500 3.62% Applications Anal st 0 _ 0 0 81,500 81,500 538,700 577,900 593,500 696,500 103,000 17.35% Other Expenditures Licenses 62,000 60,000 60.000 80,500 20,600 34.17% Consultin 4,500 3,300 5,000 10,000 5,000 100.00% Software Maintenance 144,200 153,700 147,000 207,800 60,800 41.36% Mobile Plan Char es 41,400 45,500 37,000 57,000 20,000 54.05% Other Expenditures 173,900 279,800 310,000 374,400 64,400 20.77% 426,000 542,300 559,000 729,700 170,700 30.54% Total Expenditures 964,700 1,120,200 1,152,500 1,426,200 273,700 23.75% Revenues _ 300 1123,600 100,000 0 100,000 100.00% 964.400 1 996,600 1,052,500 1,426,200 173,700 16.50% -53- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -54- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGE DRAFT I 4-J @ E k a Ln O $ : ¢ k \ � u- d ¢ L. 0 a 0 U ))ƒ (g $$ƒ# t }§) »ƒ« \/ §§(\ 2f) /G/4 . E ) \ ® . \r o\ \{ /( { /\> /a& . ({// 3�ejR /\ \o �\ ° / % n § {E e& / [ <a / « § ;oj « . , \ j) }}2 } ƒ\ � -55- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 . 56 - SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: HRIS1Administralive Clerk Department Cor orate & Financial Services Is Position Full-timerPart-timercontract FalhTlam Year of initiation: 2010 Is Position New, a Complement Change fora complement Transfer: New position, Replaces art -lime HR Clerk. Updates and maintains the HRIS by updating changes to master records, employee records and any program revisions to HRIS. Utilizes HRIS to prepare/gather information and prepare various reports required for Human Resources function. Also responsible for fling of Information to employee, benefits, pension and recruitment files and acts as back-up for reception and primary phone answering. Experience working with an HRIS system, knowledge of the HRIS function, proficient keyboarding, data entry and customer service skills as well the ability to handle confidential and sensitive information. IaSQ:`F.ti .W.$.`?�'IPyL:E�ti ..rA ,Sti..rA7fi.Ws,"^"4=3,`I+a*k,1}�`srvi�..ir,}n+itaftr" o keep information In our HRIS accurate, current antl in sync with Payroll, there is a significant need for an employee who is designated to update the HRIS and whose primary responsibility and focus is to ensure that all informafion is updated in a timely fashion. Also, we plan to expand the information in our Hto include Information ,at, a, skills, pertormance review tracking, work Injuries, training (mandatory and development), career goals, Job certificate requirements and lob evaluation which will enable hluman Resources to retain Important employee related information and assist with Human Resources planning. .e r Human ReFzouE�� 6hier-1ITS'`rk, x.."rq fil}�5t .r.4`Tr Fr"I>-x� rri'Px�S'�_i WWI] The capability for Human Resources to be able to provide up-to-date information on employees and job descriptions and evaluations. Will also be an introduction to focus on succession type planning so that we can steer employees towards progression in a particular career path in order to maximize the Corporation's potential and efficiency. Will also provide statistics required for training, recruitment and all aspects of the Human Resources function. sever, we now nave a Part-time I IR Clerk at approximately $21 000 a year and with satire tin that from se figures, we have provlpedahe approximated figures below. _ Eslima{enSalary and Denents 22,111 23,311 23,704 Operational Costs Desk Computer etc. Total cxpenmWres -- I 228001 293171 23784 gevenue To1aFEstimated Revenue 0 0 - 0 NET BUDGET IMPACT- 22,860- 23,317 23,784 -57- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -58- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Applications Analyst Department: Cor orate & Financial Services Is Position Full-tlmelPart.timelcontract Full-time Yearorinitiaten: 2070 Is Position Now, a Complement Change for a Complement Transfer: New 1110 Application Analyst position would be responsible for further enabling the use and effective management of applications technology. In addition this position would be responsible for ongoing support and maintenance of corporate applications. Key skills and responsibilities are as follows: project management, business analysis, ongoing communication and assisting with the end user departments, support and maintenance, system life cycle management and ability to communicate effectively both technical and business focused requirements to others to clearly communicate business needs. n7mmm!ffm 49IF�+'�ll`ICE'�Ft,��b,4NCP.e.2.�w`'�'ra�"t.'' �§':sC!"I�._'�'' }usc�_.'.rr�a'�'r>i �,�tT�[��$'"�uslic Plan has identified that IT Services is unable to continue to provide the necessary serviceseeds of the organization using the existing resource allocations. Change is necessary within facilitate meeting the growing needs and demands of the internal customers. Adding alull- ons Analyst will fill the gaps currently found within the Application space. Addingan additional resource focused exclusively on applications d.ff to.,.....,.,, efficienage y pp lions allows staff to more efficiently manage the existing and future application portfolio within IT. The additional resource will allow staff to examine future opportunities for improvement with our core applications and will directly improve the support turnaround time for application related problems. ,Y'Si P.+rars aix^4 fuiffiFEOrT,O dr1eFW�T,UR11 gt)PERA+TZNG�s - 01 dr�as5*'.1`�d�.n2sg:�t 4A �r f3+'• 3 Estimated Salary and Benefits T0toi1, o-!ra I r" k r 2Q1.kri 63,639 `i 3r'2 20.14.1 63.639 W..a M. lt'x2 63,639 ppseelonal Coals ICesk. Computer at..) - 5,000 Total Ex ormitures 68,6301 63,639 63,639 !Revenue , rTdtal Estimated Revenue 0 - -0 - 0 NET BUDGET IMPACT '68,639 63,639 63,639 -59- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Corporate Expenses & Revenues About the Corporate Expenses & Revenues The Corporate Expenses & Revenues area includes items that cannot be easily associated with a specific department or area. Expenditures: _ Actuals as of Dec 31,2008 Preliminary Actuals Dec 31, 2009 2009 Approved Bud et 2010 Draft Bud et Variance Unfavourable Favourable % Personnel Costs Town -wide Gapping0 .0 0 275,000 275,000 100.00% Other Expenditures Church St School 74,800 227,600 228,000 346.800 118,800 52.11% Cost Reallocations 213,500 280,000 240,000 (385,800) 145,800 60.75% Operating Continqency 38,100 182,900 0 350,000 350,000 100.00% WSIB Claims Costs 38,300 58,000 40,000 60,000 20,000 50.00% Corporate Courses 6,900 2,000 15,000 30,000 15,000 100.00% Reorganization Costs Net _ 0 0 _ 0 361,000 361,000 100.00% Contributions to Capital 2,680,500 2,694,000 2,694,000 2,850,000 156,000 5.799/6 Contribution to Reserves _ 1,194,100 2,205,200 1 2,422,100 1,697,000 (725,100 29.94% In -Year Tax Wjustments 73,4D0 200.000 150,000 160,000 10,000 6.67% Total Expenditures 3,892,600 5,289,700 5,309,100 5,194,000 115,100 2.17% All new staff positions are budgeted for a full year, so as not to create budget pressures in the subsequent year. All existing full time positions are budgeted for a full'year also. Noprovision has been made in past years to reflect cost savings due to position vacancies which occur throughout the year. For the first time, the Town's budget includes a Town -wide "gapping" savings amount of $275,000, based on historical turnover and vacancies of existing positions. As part of the corporate -wide reorganization, the payment to the Church Street School Corporation for provision of cultural services has been moved from Parks & Recreation to reside in the Corporate Expenses area. The 2009 amount reflected only a part year of services under the agreement for operations, while the 2010 amount represents the full year contract amount. Overhead cost allocations are made each year to the Building Services Division whose operations are funded entirely by Building Services Fees. Financial Services has reviewed and updated the current charges to better reflect the value of the services provided including costs related to facilities, IT support, -60- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Corporate Expenses & Revenues payroll support, human resources, and legal services. An amount is also included to represent building plan and field inspections provided by fire services. Cost allocations have increased from $240,000 to $385,800 and are attributed to a better accounting of the indirect costs specifically related to the fire services function. It is always difficult for departments and Financial Services to consider and include every possible expense that may arise during the coming fiscal year. To help mitigate the impact some of these unforeseen costs may have on a department's budget, or to meet other corporate or community needs, we have reinstated a $100,000 contingency fund. Any funding allocations from this account must be approved by Council. Also included in this account is a preliminary estimate of $250,000 for the impact of the implementation of the Harmonized Sales Tax as of July 2010. As soon as better estimates are developed, staff will advise Council of the potential impact to the overall budget. The Town of Aurora is a 'Schedule 2 Employer' with the Workplace Safety and Insurance Board (WSIB). What this means in simple terms is that all costs that are incurred. through the WSIB on behalf of the Town, the Town pays for. The WSIB Claims Costs account tracks all of the costs related to payments made through the WSIB for work related items. An equal offsetting account in the Revenues section draws a contribution from the WSIB Reserve to fund the payments. The budget for these. costs has increased by 50% ($20,000) in order to keep up to the increased costs incurred during 2009. The WSIB Reserve is funded directly by a charge to each operating group through the payroll system, and appears in each department cost centre under salaries and benefits sections. As part of the Executive Leadership Team's commitment to their new structure and Key Objectives, they have a strong determination to enhance the provision of staff training and development from a corporate perspective. In order to support this direction, the budget request for corporate training has been increased to $30,000 from $15,000 from prior years. The revised corporate structure had previously been presented to Council with the intent that the associated costs will be presented as part of the 2010 budget process. At the time of drafting the budget, details of the costs of the proposed restructuring had not been formally presented to Council. Accordingly the consolidated estimate of $411,000, off -set by a $50,000 surplus carry -forward from 2009 in respect of the savings related to the vacant Town Clerk position has been reflected in the Corporate Expense area until the reorganization of duties could be finalized. The amount includes a proposal to add three full time managerial staff, and re -grade two positions into managerial positions. The net amount associated with the implementation of the revised corporate structure is $361,000 for 2010. The $50,000 amount will become a budget pressure for 2011, -61- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Corporate Expenses & Revenues but is expected to be off -set by efficiencies achieved through the new resources and structure. "Contributions to Reserves" identifies funds that are required for items outside of the operating budget. This amount includes a 'Cash to Capital' allocation, as well as transferring revenues such as the Gas Tax to the appropriate reserve account so they may be accessed at an appropriate time. The 'Cash to Capital' component included in this draft budget is $2,850,000, up $156,600 from $2,694,000 from the prior year. 'Cash to Capital' is transferred into the Municipal Capital Reserve Fund to be used to fund municipal infrastructure and other capital projects. Every year, the Town receives notices and decisions relating to assessments and reassessments of properties within the Town's borders. Some of these decisions have a small impact on the amount of tax charged to a property and some have a very large impact. The amount of the expense related to the in - year tax adjustments related to the assessment decisions continues to increase and in an effort to better estimate the potential impact on the Town's budget, we have increased this expense account by 6.7% for 2010 to $160,000. This includes only the Town's share of tax adjustments, and represents 0.6% of the prior year tax levy. -62- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Corporate Expenses & Revenues Revenues: Use of prior year's surplus has been reduced to only $7,500, to be used to fund an opening gala event for the Church Street School Cultural Centre in 2010. A $7,500 cost is budgeted within the Administration budget in Strategic Initiatives division. The opening was budgeted in 2009, but has been delayed. Accordingly staff are essentially bringing forward the 2009 funds into 2010. Investment income forecasts for the operating budget are higher than previous years, despite the deeper than expected and continuing depressed interest rates and the impact this has had on the over -night bank interested rate. However, as the portfolio has been invested in many longer term products, the interest income from the portfolio has not been as affected by the market. The portfolio's ability to continue to earn a competitive rate of return is based on all of the Town's funds that. are not required for the day-to-day operations of the Town being invested in the most appropriate investment vehicle available, balancing cash needs forecasts with market yields. All portfolio investments must comply with strict provincial and local regulations to protect the public funds. The provision of the Gas Tax from the Federal Government has been an integral part of the Town's budget since 2006 when the program was initiated. The funds are received as income through the operating budget and transferred to the Federal Gas Tax Reserve until such time as Council approves their use for an appropriate capital project, normally done through the annual budget process. Payments in Lieu of Taxes represents assessment based revenue due to the Town from federal and provincial owned properties. The federal and provincial governments are not technically subject to formal property taxes, however, they must remit an equal amount as though they were fully taxable. These amounts paid are referred to as Payments in Lieu of Taxes or 'PILs'. Changes reflect reported assessment value changes due to sales of property or appeal changes. -63- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Corporate Expenses & Revenues 2010 Budget Highlights: Preliminary Actuals as Actuals 2009 Variance of Dec 31, Dec 31, Approved 2010 Draft Unfavourable 2008 2009 Budget Budget (Favourable) % Revenues Use of Prior Year Surplus 0 813,800 917,000 7,500 917,000 100.00% Interest on Tax Arrears 830,200) 944,900 830,000 850,000 (20,000) 2,41% Investment Income 1,648,500 900,000 1,400,000 1,840,000 440,000 31.43% Interest fr Sale of Hydro Fund 600,000 600,000 600,000 (600,000) 0 0.00% Federal Gas Tax Received 652,60D 1,305,200 1,305,200 1,465,000 159800 12,24% From WSIB Reserve 38,300 114,100 (40,000 60,000 (20,000) 50.00% Payments in Lieu of Taxes 1,122,700) 869,200) 675,000 532,000_ 43,000 7.4.8% Total Revenues �,892,300 5,547,200 5,667,200 5,364,500 312,700 5.65% -64- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Central York Fire Services Overview: OPERATING BUDGET DRAFT 1 Fire & Emergency Operations Central York Fire Services (CYFS) is a consolidated fire service that strives to provide excellence in fire protection, prevention, public fire education and emergency services to the residents of Aurora and Newmarket. CYFS operates under the direction of a six -member Joint Council Committee made up of three members from each of the Town Councils of Aurora and Newmarket. The Joint Council Committee provides and administers . a borderless, single tier of fire protection and prevention services throughout both towns in accordance with the Consolidated Fire Services Agreement and the Fire Protection and Prevention Act. Expenditures: The expenditures made under this Town of Newmarket who oversees The 2010 transfer to Newmarket approved budget. 2010 Budget Highlights: area consist of a transfer payment to the the day to day operations of the fire service. shows a 2.84% increase over the 2009 Preliminary Actuals Actuals 2009 2010 Variance as of Dec Dec 31, Approved Draft Unfavourable 31.2008 2009 Bud et Budget Favourable % Transfer Payment to Newmarket 6,129,500 6,317.900 6,317,900 6,497,600 179,700 2.84% Total Expenditures 6.129.500 6,317,900 6.317,900 6,497,600 179,700 2.84% The first overview draft budget presented to Council showed a cost allocation of $6,503,500. The Joint Council has since adjusted that amount downwards by $5,900 to $6,497,600. -65- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 19.1-3 SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Fire & Emergency Operations Emergency Preparedness Overview: The Town of Aurora maintains a Community Emergency. Management Plan, including maintaining the readiness of a Community Emergency Management Operations Centre. Such plans would be activated in the event of a serious and widespread community emergency situation, such as a devastating tornado or similar crisis. The purpose of the Centre is to provide interdepartmental and inter -agency response coordination for the scene, meeting human needs of those affected and coordinating a restoration of services, functions and clean-up in the community. Expenditures: The Emergency Operations budget has experienced a year over year increase of $1,300 in the cost of operating materials as well as telephone lines. 2010 Budget Highlights: Preliminary Actuals Actuals 2009 2010 Variance as of Dec Dec 31, Approved Draft Unfavourable _ 31, 2008 2009 Bud et Budget Favourable Operatin Materials_ 1,700 5,900 5,000 6,000 1,000 20.00% Telephone Lines 10,100 __11,000 12,500 12,800 300 2.40% Total Expenditures 11,800 16,900 17,500 18,800 1,300 7.43% -67- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Planning & Development Services Department About the Planning and Development Services Department The Planning and Development Services Department manages the growth and physical form of the Town. The Department provides professional planning advice to Council, other departments, the public and Council endorsed committees on a variety of policy and procedural issues. The Department's activities relate to long range strategic planning and development review; formulation of plans, policies, regulations and guidelines on growth management, land use, development, heritage planning, urban design; processing and evaluation of development applications; data collection, analysis, research and monitoring of land use, planning policy and growth management matters; digital mapping and related functions; customer service guidance to residents, business owners and applicants. The Planning and Development Services Department provides its activities and support to clients through three organizational divisions: Development Planning, Policy Planning and Geographic Information Systems, and Heritage Planning and Urban Design, Services That We Provide The Department has three major functions and various associated activities including: Development Planning • Development Application Review and Reports • Development Conditions and Agreements • Implementation of Environmental Protection & Enhancement Policies • Professional and Administration Services to the Committee of Adjustment • Information and Advice on Development Inquiries Policy Planning and Geographic Information Systems • Long Range Planning and Growth Management • Secondary Plans, Zoning Updates and Special Studies • Growth Projections and Monitoring • Environmental Policy Planning • Official Plan/Zoning and Report Mapping • Street Names and Addressing • Air Photo/Digital Mapping • Property Information and Database Management -68- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Planning & Development Services Department Heritage Planning and Urban Design • Heritage Application Review • Heritage Policy and Programs • Urban Design Review Key Objectives for 2010 Improved Operational Efficiency • Continue to coordinate the corporate review of development applications and growth management initiatives with internal and external stakeholders in a comprehensive and timely manner to ensure stable economic growth and public interest is served • Seamlessly implement changes in corporate organizational structure • Implement an integrated heritage permit review process with the building department permit process • Update the Town's Register of Properties of Cultural Heritage Value or Interest Positioning for our Future • Complete the Yonge/Wellington(The Aurora Promenade) Corridor Study • Complete the 5-Year Official Plan Review and 2C Secondary Plan Study Client Service and Satisfaction Undertake activities to continuously improve our client's service experience. -69. SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORAOPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Planning & Development Services Department Full Time Approved Complement: • Development Planning • Policy Planning • Heritage 2009 2010 Approved Base Budget 9FT 10FT 4FT 4FT 1FT 1FT 14FT Current —Total Full Time Equivalent Staff Positions = 15 15FT • Director of Planning and Development Services • Administrative Assistant • Manager of Development Planning • Manager of Policy Planning • Manager of Heritage Planning & Urban Design • Policy Planner • Planner(4) • Development Planning Engineer (transferred from another department) • GIS Database Analyst • GIS Technician • Planning Clerk • Secretary/Treasurer to Committee of Adjustment 2010 Budget Highlights: Actuals as of Dec 31,2008 Preliminary Actuals Dec 31, 2009 2009 Approved Budget 2010 Draft Budget Variance Unfavourable JFavourqble % Personnel Costs 1,213,800 1,214,900 1,279,800 1,425.200 _ 145,400 11.36% Other Expenditures 62,100 54,900 64,000 60,500 (3,500) (5.47%) Total Expenditures 1.275.900 1,269,800 1,343,800 1,485,700 141,900 10.56% Revenues 460,800 (387,500 423,000) (694,500 (271,500) 64.18% 815,100 882,300 920,800 791,200 129,600 14.07% -70- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Planning & Development Services Department Development Planning Division Division Overview: The Development Planning division reviews and processes development applications from both a community planning and urban design perspective. Such applications include Official Plan and Zoning By-law amendments, plans of subdivision and condominium and site plan applications. Development Services further manages and prepares agreements for development applications, servicing allocation monitoring and distribution; urban design and architectural control; and professional and administration services to the Committee of Adjustment. The Committee of Adjustment processes applications related to minor variances and consent to sever land. The Division's net budget has decreased by 39% from 2009 as a result of a projected increase in Planning Application revenues due to the increase in planning fees that took effect June 2009. Expenditures: Base Salaries and benefits increased slightly by 2.2% due to step rate progression of applicable staff, and corporate increases for salary grid adjustment and benefits cost increases. The transfer of a vacant Municipal Engineer from Infrastructure & Environmental Services accounts for the remainder of the 14.4% increase in the Salary & wage request. Most office expenses have decreased slightly due to efficiency reductions, however the training and development funding identified by the Treasurer for the Department has been included in this division. Revenues: The projected revenues from planning application fees for 2010 is $500,000,00 compared to the $275,000,00 identified in 2009 due to the revised planning fees approved in June 2009, and a rebounding in economic conditions in the development community. -72- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Planning & Development Services Department Development Planning Division Staff Complement: 9 Full Time Director of Planning and Development Services Administrative Assistant Manager of Development Planning Planner (4) Development Planning Engineer Planning Clerk Secretary/Treasurer to Committee of Adjustment 2010 Budget Highlights: ACtUals as of Dec 31.2008 Preliminary Actuals Dec 31, 20C9 2009 Approved Budget 2010 Draft Budget Variance Unfavourable Favourable % Personnel Costs Base Bud et 551,600 646,400 715,300 731,000 15,100 0/0 Transfer of Engineer 0 0 0 87,100 87,100 100.00% 551,600 646,400 715,300 818,100 102,800 14.37% Other Expenditures Courses & Seminars 1,100 5,100 5,100 12,500 7,400 145.10% Other Expenditures 34,100 23,200 25,800 1 26,500 700 2.71% 35,189 28,296 30,890 38,980 8,690 26.19% Total Expenditurees 586,789 674,696 746,190 857,D80 110,890 14.86% Revenues 296,700 21 00 326,500 (599,500) 273,000 83.61% 290,089 1 383,696 1 419,690 1 257,580 162,110 38.63°/a -73- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Planning & Development Services Department Policy Planning Division Division Overview: The Policy Planning division deals with planning from a broad policy perspective, formulating and promoting long range strategic policy. The division's mandate includes preparing, reviewing and updating the Town's Official Plan; research and developing secondary plans and other Official Plan Amendments; environmental policy planning and dealing with Oak Ridges Moraine issues; researching and preparing the Zoning -by-law; and geographical information services. Expenditures: The Division's base budget is relatively unchanged from 2009. have been provided for the following activities: 2009 & Prior 5-Year Official Plan Review 2C Secondary Plan Study Update of the Zoning By-law GIS Strategic Plan Downtown Secondary Plan Heritage District Study/Plan 150,000 20,000 Consulting costs 2010 Request 110,000 25,000 20,000 25,000 70,000 40,000 240,000 220,000 The above noted studies are capital plan projects and are not included in the operating plan for the department. Revenues: The Policy Planning budget includes a contribution from capital of $95,000.00 for the staffing component of the growth studies. Policy Planning Division Staff Complement• 4 Full Time Manager of Policy Planning Policy Plan GIS Database Analyst GIS Technician -74- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Planning & Development Services Department 2010 Budget Highlights: Actuals as of Dec 31, 2008' Preliminary Actuals Dec 31, 2009 2009 Approved Bud et 2010 Draft Budget Variance Unfavourable Favourable % Personnel Costs 473.900 477,300 493,600 510,000 16,400 3.32% Other Ex enditures 22,400 25,300 27,600 20,400 (7,200) 26.09% Total Expenditures 496,300 502,600 521,200 530,400 9,200 1.77% Revenues 100,500 95,000 95,00)D_ 95,000 0 0.00% 395,800 407,600 426,200 435,400 9,2D0 2.161. -75- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Planning & Development Services Department Heritage Planning & Urban Design Division Division Overview: The Heritage Planning and Urban Design division provides advice on heritage matters as well as recommendations to Council under the Ontario Heritage Act with respect to the heritage designation of properties. The division also provides in-house urban design review on heritage properties and other development proposals; and provides community outreach, liaison and information. In the 2009 budget the Manager of Heritage Planning and Urban Studies salary was budgeted for 9 months and as a result the Division's base budget has increasing by 31 % for 2010. Expenditures: Other Division expenses have decreased slightly due to efficiency reductions. This Division has responsibility for any expenditures of the Heritage Advisory Committee of Council, which has a budget of $5,200 in the Council Administration section of the budget. Heritage Planning & Urban Design Division Staff Complement: 1 Full Time Manager of Heritage Planning & Urban 2010 Budget Highlights: Actuals as of Dec31, 2008 Preliminary Actuals Dec31, 2009 2009 Approved Budget 2010 Draft Budget Variance Unfavourable (Favourable) % Personnel Costs 188,400 91,200 70,900 97,100 26,200 36.95% Other Expenditures 4,600 1,300 5,60Q 1,200 4,400 78.57% Total Expenditures 193,000 92,500 76,500 98,300 21,800 28.50% Revenues 63,600 1,500 1,500 0 1,5n0 100.00% 129,400 91,000 75,000 98,300 23,300 31.07% -%6- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -77- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 'I c� G .N L f� W W V W Ln E�\ L. AO W W cu on 'A C E 4 fl O d C w v c m -■ -78- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 7 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Building and By -Law Services Department About the Building and By-law Services Department The Building and By-law Services Department is responsible for public health and safety and property protection. The Building division is responsible for the administration of the Ontario Building Code ensuring minimum building standards are achieved for new buildings, additions and renovations with reference to public health and safety, structural sufficiency, fire protection, energy conservation, accessibility and water and sewage protection. Qualified building officials review and inspect all construction projects within the Town of Aurora as mandated for compliance with the Ontario Building Code, the Town of Aurora Zoning By-law and other applicable legislation. The By-law Enforcement & Licensing division is responsible for promoting health, safety and a harmonious community through the investigation and resolution of by-law complaints. This division's mandate is to promote voluntary compliance to Town by-laws and regulations through regular and consistent dialogue and education of residents and the public. Building and By-law Services delivers a wide range of programs and services to meet the needs of the corporation, residential and business communities, the development industry and all other stakeholders. Our mandate is to ensure a healthy and safe environment in the buildings and community where we live, work and play. Services That We Provide The Department has two major divisions: • Building Division o Review and issuance of building permits o Conducting on -site inspections o Zoning by-law administration and interpretation o Issuance and inspection of sign permits, pool enclosures and hot tubs • By-law Enforcement and Licensing Division: o Parking control o Property standards o Clean yards o Noise o Business licensing, mobile and stationary o Animal licensing and control -79- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Building and By -Law Services Department Key Objectives for 2010 Improved Operational Efficiency • Seamlessly implement changes in corporate organizational structure • Continue to define service levels for plan review and.. inspections • Review and streamline statistical reporting • Implement changes resulting from the review of the Property/Land Use Management System. Scope includes: o Permit applications o Permit Management o Building inspections o Bylaw enforcement o Licensing (business, taxi, pet) 0 on-line services options (inspection scheduling, online applications, application status) " o Mobile/remote working Positioning for our Future • Develop an integrated bylaw enforcement approach • Provide prosecution training for all staff • Implement changes of space accommodation plan Client Service and Satisfaction • Develop a Zoning Review Program • Participate in establishing a project management program as part of a business retention and expansion. strategy • Continue with Evening Hour Program for small residential construction projects • Engage in round table discussions with development industry to obtain feedback and improve service Full Time Approved Complement: • Building Services • Bylaw Services 2009 2010 Approved Base Budget 13FT+1PT 15FT+1PT 4FT+5PT 4FT+5PT -80- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Building and By -Law Services Department 2010 Budget Highlights: Preliminary Actuals as Actuate 2009 Variance of Dec 31, Dec 31, Approved 2010 Draft Unfavourable 2008 2009 Budget Budget Favourable % Personnel Costs 1,466,700 1,525,800 1.644,400 1.775,200 130,800 7.95% Other Expenditures 1,719,000 690,200 511,700 725,700 214,000 41.82% Total Expenditures 3, 885,700 2,216,000 2,156,100 2,500,90D 344,800 15.99% Revenues 2,895,100 1,901,500 1,891,200 2,213,200 322,000 17.03% 290,600 1 314,500 1 264,900 1 287,700 1 22,800 8.61% -81- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -82- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Building and By -Law Services Department Building Services Division Overview: The Building Division of the Building and Bylaw Services Department is a service department in a regulatory role as mandated by the Building Code Act. Service activities include permit application review and acceptance, zoning and building code plan review, permit issuance including applicable law compliance and on - site inspections. The Building Division is also responsible for the administration and interpretation of the Town's Zoning By-law. The Building Code Act stipulates that the total fees collected for construction and demolition permits shall not exceed the anticipated reasonable costs to administer and enforce the Building Code Act. The regulations do permit the municipality to establish an obligatory reserve fund to offset seasonal and economical workload fluctuations. Expenditures: The Division's base budget has increased from 2009. The increase in salaries and benefits include one new position for an Administrative Assistant to the Director. There is an additional new position for a Manager of Inspections that resulted from and is included in the Organization Review expenditures. Other increases in salaries are due to step rate. progression of applicable staff, and corporate increases for salary grid adjustment and benefits cost increases. Another significant increase is related to cost transfers and allocations from other departments including costs related to facilities, IT support, payroll support, human resources, legal services, fire services. Cost allocations have increased from $240,000 to $435,800 and are attributed to a better accounting of the indirect costs specifically related to the fire services function. Revenues: Revenues are generated at the onset of the building permit process. 2009 revenues to date are better than expected. This is mainly due to commercial and industrial development. In 2010 it is expected that the residential permits will meet out target of 400 units per year however we do expect a decrease in ICI development. We may experience an influx of residential applications early as a result of the July 2010 introduction of the Ontario harmonized sales tax. 11F:1a11 SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Building and By -Law Services Department Building Services Division Staff Complement: 13 Full Time + 2 Requests + 1 Part Time Director of Building and Bylaw Services Administrative Assistant (new request) Manager of Building Services Zoning and Application Examiner (2) Permit Technician/Plan Examiner Building Clerk Summer Student Manager of Code Review and Inspections (new request- organizational review) Senior Building Inspector/Plan Examiner Senior Plumbing Inspector Building Code Specialist Plan Examiner/Inspector (4) 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 Base Bud et 1,030,700 1,079,300 1,173,900 1,227,300 53,400 4.55% Position Requested 0 0 0 64,700 64,700 100.00% 1,030, 700 1,679,300 1,173,900 1,292,000 118,100 10.06% Other Ex en lures Cost Reallocations 213,600 240,000 240,000 435,800 195,800 81.58% Other Expenditures 1,267,900 230,800 56.500 69,100 12,600 22.30% 1,481,400. 470800 296,500 504,900 208,400 70.29% Total Expenditures 2,512,100 1,550,100 1,470,400 1,796,900 326,500 22.20% Revenues 2,512,100 1,550,100 1,470,400 1,796,900 326,500 22.20% 0 0 1 0 0 0 0.00% -84- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Building and By -Law Services Department Bylaw Services Division Overview: The By-law Services Division of Building and By-law administers and enforces the Town Bylaws and regulations to ensure a sustainable community with a focus on public health and safety. Bylaw Services oversees maintenance of properties, business licensing, parking and animal control. Bylaw Services also provides support to other departments in the enforcement of other Town Bylaws, Expenditures: The Division's base budget is relatively unchanged from 2009, Salaries and benefits have increased minimally due to step rate progression of applicable staff, and corporate increases for salary grid adjustment and benefits cost increases. Some minor adjustments have been made with respect to supplies and staff training. There is an increase in the contracted services that are provided to the Town by the Ontario Society for the Prevention of Cruelty to Animals (OSPCA). In 2008 the Town entered into a 3 year service contract with OSPCA. The contract expires on December 31, 2010. Revenues: Revenues are generated mainly through parking violations, business licensing and Provincial Offences Act Fines. It is anticipated that these revenues will remain fairly constant for 2010. 2009 revenues generated from the licensing of pets fell short original projections. Specifically, the targets for cat licensing were not realized. Therefore 2010 projections have been adjusted to reflect revenue reduction. j 9*2 SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Building and By -Law Services Department Bylaw Services Division Staff Complement: 4 Full Time + 4 Part Time (+ 1 seasonal Part Time) Manager of Bylaw Services Bylaw Services Clerk Bylaw Enforcement/Licensing Officer (2) Parking Control Officer (4 PT + 1 Seasonal PT) 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 436,000 446,500 470,600 483,200 12,600 _ 2.68% Other Expenditures Animal Control Contract 202,500 192.200 187,200 192,000 4,800 2.66% Other Expenditures 35,200 27,200 27,900 28.800 900 3.23% 237,700 219,400 215,100 220,800 5,700 2.65% Total Expenditures 673,700 665,900 685,700 704,000 18,300 2.67% Revenues 382,900 351,400) (420,800) 416,300 4,500 1.0 %% 290,800 1 314,500 264,900 287,700 22,800 8.61% -86- SPECIAL GENERALCOMMITTEE AGENDA OPERATING BUDGET DRAB I 4-J @ E t (o a @ O S : / @ # � �. � m d on 3 � S m .© .E\ \ ( {ra ) j on / ){ \� co /}\ { { / on c -(u[ Of {{» � E 6\ )\ƒ \{ \{ \ \{ 45 G 2a % yr / ±/z jx ] � .77. SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 02 SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Administrative Assistant Daparhnant: Bulldln and B law Services Is Posltlon Fall-lima/Part-time/Contract Ifull time Year origination: 2010 Is Position New, a Complement Change for a Complement Transfer. new The administrative assistant will be responsible for providing administrative support to the Director of Building and Bylaw Services Including preparing reports, lelters and forms, responding to enquiries, scheduling meetings, maintaining departmental records, maintaining departmental supplies, generating statistical reportsldata, maintaining forms, brochures, handouts, preparing minutes of meetings, etc The Director of Building and Bylaw Services currently does not have an administrative assistant.. The changes of the organizational review has increased the capacity of the Director and an administrative assistant is necessary to provide clerical and administrative services for the director and the department as a whole. Currently the administrative support is shared by three individuals but it Is not their primary function and detracts from their ability to perform their day to day activilles. Additional responsibilities has created an Increasing demand for administrative support. "uMT"Fj,EMe>7TSa, ..:r �Woi{I Ih7.�i.xcumum,aL}t� y, '��, O�aE EvENUEL&,yEXPENDITUi?ES, 14}r '1'&a,�„w�i'�i.'u This position will be fully funded by building permit revenues. Y'tr,e',s''`r`t-"4,,,4°ii�''f:'aEFI1EGTe.ON:F,l1CUBEc.OP.ERIiTINGl6UIl.Gi_TSk?r"`..w'-�,.`."-..��i� Estimated Salaryandaenegls - - 60,000 51,000 52,530 Operational Cosis fO¢sk, Computer etc.l - 4,000 Total Expenditures - - 54000- 51.000 - 52530 -ih-ctaliE•.-t��53 'n '*ie 'r ZM�+"NSfi '#"� � «* 9 Ye M u �. vhswva...nk kF r�5�idti P€66nPilonSsn.., yigg�'uQ5 -•, Ii"�.�z"�✓� �F _ Prb aG(i�pn ,� - �Q� � ��h"/�'Z��, jLl?+��"¢�"}��'�201� Aevenaa - Total Estimated Revenue NET BUDGET IMPACT 54,000 51,000 - 52,530 _89_ SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Infrastructure and Environmental Services Department About the Infrastructure and Environmental Services Department The Department is responsible for the planning, construction, operation and maintenance of all Town owned infrastructure assets. These include buildings and facilities, transportation networks, water and sewer supplies, solid waste management, and fleet. The Department supports internal clients by providing fleet management services for all Town owned equipment. This includes asset management, procurement, and maintenance of equipment such as vehicles, lawn care equipment and excavation equipment. The Department has also assumed the management of all buildings and facilities owned by the Town which are primarily in place to meet community cultural and recreational needs. The Department provides its activities and support to clients through four organizational divisions: Linear Assets Operations, ,Facilities and Fleet Operations, Environmental Initiatives, and Engineering and Capital Projects. Services That We Provide The Department has four major functions and various associated activities including: Linear Assets Operations o Water and Wastewater Operations • Water meter installations • Water quality monitoring • Inflow and Infiltration management • Stormwater system maintenance • Asset maintenance and operation o Road Network Operations • Traffic management • Road asset management • Street lighting • Traffic lights • Sidewalk and curb management o Solid Waste • Contract Administration • Customer complaints resolution • Diversion strategies -90- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Infrastructure and Environmental Services Department Facilities and Fleet Services o Facilities designs, construction, repairs and o Facility operations o Fixed and mobile asset management maintenance, revitalization and replacement o Fleet management and procurement o Energy conservation and management • Environmental Initiatives o Corporate Environmental Strategy o Environmental initiatives partnerships o Education and public awareness renovations condition assessments Engineering and Capital Projects o Development review for operational input o Asset management strategy and implementation o Capital planning o Capital delivery o Development inspections o Lot Grading Key Objectives for 2010 Improved Operational Efficiency • Complete the updates to the Infrapave pavement information system that was initiated in 2009. • Complete review of fleet services delivery practices. • Seamlessly implement changes in corporate organizational structure Positioning for our Future • Implement an Asset Management and Work Order Management system • Update transportation master plan • Update water network models • Complete Project delivery manual that was initiated in 2009. -91- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Infrastructure and Environmental Services Department Client Service and Satisfaction • Create continuous feedback process to monitor custom satisfaction and service delivery • Complete roll out of electronic records management and information retrieval systems that was initiated in 2009 • Review customer service practices between divisions to ensure a consistent level of service throughout department. Full Time Approved Complement: 2009 2010 Approved . Base Budget • Director 1 FT 1 FT • Linear Assets Operations 13 FT 14 FT • Facilities and Fleet Operations 22 FT 22 FT • Environmental Initiatives 1 FT 1 FT • Engineering and Capital Projects 11 FT 11 FT • Administrative Support 4 FT 4 FT 52 FT 53 FT New Positions (1) Conversion of Waste/Recycling Assistant Position from PT to FT 2010 Budget Highlights: Actuals as of Dec 31, 2008 Preliminary Actuals Dec 31, 2009 2009 Approved Bud et 2010 Draft Budget Variance Unfavourable Favourable Personnel Costs 3,614,800 3,831,800 4,407,800 4.528,700 120,900 2.74% Other Expenditures 6,867,300 5,673,900 5,871,800 6,012,500 140.700 2.40% Total Expenditures 10,482,100 9,505,700 10,279,600 10,541,200 261,600 2.54% Revenues (1,045,400) 9,436,700 (763,200) 8,742,500 (862400) 9,417,200 (820,700 9,720,500 41,700 303,300 (4.84%} 3.22% -92- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -93- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Infrastructure and Environmental Services Department Linear Assets Operations Division Overview: Linear Assets Operations for roads assets include pavement, sidewalk and street light management. The services include snow removal, street sweeping, patch and repair as well as sidewalk repairs and streetlight replacement programs. The operational and maintenance service for the delivery of water and the collection of wastewater is also provided in this group. This includes the health and efficiency of the stormwater and natural water environments systems in concert with the conservation authorities. The budget for the water, wastewater and storm division is rate supported and will be presented to Council at a subsequent session. Expenditures Department expenditures are holding constant for 2009. This is due to some support services being shifted into common administrative accounts such as training, office supplies and other common expenditures. There have also been some marginal increases in areas such as winter maintenance and road maintenance. The gross impact on the roads budget is $85,800 related to increases in street lighting maintenance, pavement markings, as well as a new item for facilities hardscaping related to sidewalks adjacent to.Town owned. facilities. Consulting costs have been provided for the following activities within the Capital Budget: Inflow and Infiltration Upgrades Water Network Modelling Revenues: 2009 2010 1,500, 000 1,500,000 100,000 There are several revenue sources primarily charged to offset service provided to unassumed subdivisions. The anticipated revenue increase is $46,000, -94- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Infrastructure and Environmental Services Department Linear Assets Operations Staff Complement: 14 Full Time Manager of Linear Operations Operations Supervisor (1) Crew Leader (2) Operator (3) Service Person (6) Waste/Recycling Assistant (1) 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 1,102,400 1,030,700 1,052,200 1,128,700 76,500 7.27% Other Ex enditures 3,533,600 3,163,600 3,423,700 3,509,500 85,800 2.51% Total Expenditures 4,636,000 4,194,300 4,475,900 .4,H3 .200 162,300 3.63% Revenues 175,300 167,700 170,200 219,700 49 500 29.08% 4,460,700 1 4,026.600 14,305,700 1 4,418.500 1 112,300 1 2.62% -95- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Infrastructure and Environmental Services Department Facilities and Fleet Services Division Overview: Facilities and Fleet Operations provides operational and maintenance services for all Town owned facilities and the fleet inventory. The assets include all non - parks related structures which provide accommodations for both Town staff operations as well as all community recreational and cultural activities. Expenditures: The Division's base budget is relatively unchanged from 2009. There have been some efficiencies identified as a result of energy retrofit projects completed in 2009, A significant adjustment in the 2010 budget is related to the changes resulting from the organizational review. These cost changes have been normalized to assist in identifying year over year cost variances. The overall net budget change is (0.07%) after incorporation of organizational changes. Consulting costs have been provided for the following activities: 2009 2010 Mechanical Engineering Aurora Family Leisure Complex HVAC & Energy Management Retro-fits Mechanical Engineering Aurora Town Hall HVAC & Energy Management Retro-fits Estimator Petch Log House Designated Substance Report Petch Log House Engineering 22 Church St and Town Hall Re -Paving Revenues: 30,000 15,000 2,500 2,000 10,000 44,500 15,000 The revenues of $10,000 are for long term leases of facilities and are administered via Parks and Recreation. 96 . SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Infrastructure and Environmental Services Department Facilities and Fleet Operations Staff Complement: 22 Full Time Manager of Facilities and Fleet Services Operations Supervisor (2) Carpenter (1) Operator (3) Service Person (11) Maintenance Person (1) Fleet Mechanics (3) 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 1,915,000 1,962,700 2,057,000 2,110,800 53,800 2.62% Other Expenditures 2,864,300 2,746,800 2,986,200 2,928,800(57,400)..1.92%)_ Total Expenditures 4,779,300 4,709,500 5,043,200 5,039,600 3,600 0.07% Revenues 23,600 14,400 10,000 10,000 0 0,00% 4,755,700 1 4,695,100 5,033,200 1 5,029,600 3,600 0.W -97- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Infrastructure and Environmental Services Department Environmental Initiatives Division Overview: Environmental Initiatives is responsible for corporate and departmental projects and programs that support community sustainability and environmental responsibility. The division is responsible for development and implementation of a corporate environmental strategy that involves staff from all departments. Expenditures: The Division's base budget is relatively unchanged from 2009, with increases only related to staff costs. Funding for this division is included in the Engineering and capital projects division budget amounts. There are no new consulting fee requests for this division in 2010. Revenues: There are no direct revenues related to this division. Environmental Initiatives Staff Complement: 1 Full Time Manager of Environmental Initiatives -98- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -99- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Infrastructure and Environmental Services Department Engineering and Capital Projects Division Overview: Engineering and Capital Projects is responsible for technical support and services for the other divisions. Primary functions include asset management and PSAB compliance, capital program forecasting and budgeting, capital delivery, development review support and development construction inspections, and engineering. Expenditures: The Division's base budget is relatively unchanged from 2009, with increases only related to staff costs. Consulting costs have been provided for the following activities within the Capital Budget: 2009 2010 Infrapave Updates 20,000 75,000 Infrastructure Condition Assessments 100,000 75,000 120,000 150,000 Revenues: Revenue sources include engineering fees for development review services. These fees primarily offset development review and inspections responsibilities. The 2010 budget for these fees is $400,000. Other revenues arise from recoveries for our services from the water, wastewater and stormwater rate supported budget. -100- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Infrastructure and Environmental Services Department Engineering and Capital Proiects Staff Complement: 11 Full Time Manager of Engineering and Capital Projects Infrastructure Technologist (1) Technical assistant (5) Engineering (3) Traffic Analyst (1) 2010 Budget Highlights: Actuals as of Dec 2008 Preliminary Actuals Dec 31, 2009 =ApprovedDraft Variance Unfavourable Favo_urable Personnel Costs Base Budget 387 800 561,200 668,100 753,900 85,800 12.84% Transfer ofEngineer 0 0 87,100 {87.100) 100.00% 387,800 561,200 _ 668,100 666,800 1,300 0,19% Other Ex enditures 497,900 2,900 3,500 5,000 1,500 42.86% Total Expenditures 885,700 558,300 671,600 671,800 200 0.03% Revenues 816,900) 578,400 678,300 591,100) 87,200 12.86% 68,800 20,100 6,700. 80,700 87,400 1,304.48% - 101 - SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 ^C W E 3.- I.d. N U ,W^ V f RS ^^L, W ^E L 0 L W Cd 43 L 4" J u Ln-J N L 4— C L I-. 4J C � y G y� O c n u v- n -10a- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -103- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE posillon Nam.: Waste Recycling Assistant Department: llnfrastructure & Environmental Services Is Prange. Fall4hanlPart-time/Contract Full time Year of Initiation: 2010 Is Position New, a Complement Change Complement for a Complement Transfer. COnVefSlOn Of COnfraCf pOSIt10n T here is currently an approved contract position of a Waste Recycling assistant. This position was approved as part of the introduction of the three stream waste collection program. The position functions include contract administration, field inspections and complaint resolution, Invoice and payment verification, and promotion and public education. This position was initially approved on the basis that it would not be required once the three stream program was launched. However, the current solid waste contract is a 10 year commitment and IhIs has proven to require ongoing oversight and administration. It has become evident that the Town has a responsibility to the community to act a liaison and respond to contractual and service level issues with solid waste management. I.�a M�.�.r.C=3.�`/GUS�'01fA=.R7SU�E BENE'FliS Is.Y ar .�s;�.z^�>�`°h",iy'";>r+ The solid waste contract is a 10 year multimillion dollar joint venture with the other 6 municipalities. There is a significant amount of oversight and management required to ensuring the Towns interests are protected. This position would be responsible for that oversight. ( ,t�T IMPACT,_WILL THIS,1-ikL1=+OIL{#j2E,VEN--- T,EP -a ...IURES "y_-j This position will result in an increase in expenditures. ij 4 t n,r y F EFFECT�OtJFUTURE`OFE.RATING w,� auen,>Er 'x2:9A1 r „ ,, 2,012+ , ", 1;ota1 _ " VN _ .> 201,0 EstOnated Salary and Benefits 18,405 18,775 10,340 Operatlona l Costs jDask, Computer etc.) Total Expenditures 18.4051 18,7751 19,340 Internal -k ......... - T li 1 Revenue Total Estimated Revenue 0- p� 0 NET BUDGET IMPACT 18,405 18,775 19,340 N [IZ E SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET OPERATING BUDGET DRAFT 1 Water and Sewer Due to time constraints anticipated in preparation for early adoption of the Operating Budget, the Water and Wastewater budget has not been completed by staff. Operating costs and cost allocations have been included in the operating budget, which are transferred into the water budget. Once final wholesale costs have been approved by the Region of York, staff will finalize thebudget for presentation to Council in the first quarter of 2010. -105- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Parks & Recreation Department About the Parks & Recreation Department The Parks & Recreation Department is responsible for the planning, development, generallfinancial 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 Parks and Recreation Master . Plan. -106- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 7 TOWN OF AURORA 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: 36 F!T plus 1 request through reorg Director of Leisure Services Admin Asst for Director Manager, Programs/Communiv_Developrnerr!L 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 S ecial Events Coordinator Youth/Community Dev. Coord. S onsorshi /Special Events Assistant Aquatics Supervisor Financial Services Clerk Aquatics Programmer Facility Reception (6) Manager, Business Support (reorg position) Admin Asst for Manager Manager, Parks Parks Supervisor Landscape Architect Crew Leader — Parks Land Parks — Crew Leader Operator— Parks Secretary/Clerk — Parks Serviceperson —Parks 2 Part Time Approved Complement: 45.25 P/T Instructor (4) Lifeguard/Instructor 83 _Preschool Program Leader/Lifeguard/Instructor (2) Facilitv 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) -107- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 7 2010 BUSINESS PLAN AND BUDGET Parks & Recreation Department 2009 2010 Positions (FTE) Budget Forecast Full-time 36 37 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 Zk.240,600 4,405,200 4,511,800 4,638,900 127,100 2.82% Other Expenditures 2,090,700 1,908,400 1,873,300 2,127 500 254,200 13.57% Total Expenditures 6,331,300 6,313,600 6,385,100 6,766.400 381,300 5.97% Revenues 5,518,000 4,674,700 5,191,000) 5,248,100 57,100 1.10% 813.300 1,638,900 1,194,100 1,518,300 324,200 27.15% -108- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -109- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Parks Division Division Overview: OPERATING BUDGET DRAFT 1 Parks & Recreation Department 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 Operations includes 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 • 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 - 110 - SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 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 7.4 % 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. SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Parks & Recreation Department Parks Division Staff Complement: 15 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 1,486,500 1,524,400 1,548,500 1,596,300 47.800 3.09% Parks Crew Leader 0 01 0 66,600 66,600 100.00% 1,486,500 1,524,400 1 1,548,500 1,662,900 114,400 7.39% Other Expenditures Shrub Bed Maint 8,100 7.400 12,000 132.000 120,000 1,000.00% Vehicle Supplies 60,400 53,200 52,000 70,000 18,000 34.62% E ui ment Other 0 0 0 20,000 20,000 100.00% Vehicle Repair 138,200 144.000 155,000 205,000 60,000 _ 32.26% Other Expenditures 835,200 665,100 632,200 646,800 14,600 2,31% _ 1,041,900 769,700 851,200 1,073,800 222,600 26,15% Total Expenditures 2,528,400 2,294,100 2,399,70D 2,736,700 337,000 14.04% Revenues (936,400 405,500) 463,400) (486,300) (22.900) 4.94% 1,592.000 1,888,600 1,936,300 2,250,400 314,100 16.22% - 112 - SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 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. - 114 - SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 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 Cc-ordinator Sponsorship/Special Events Assistant Community Programs Co-ordinator Community Programmer Youth Co-ordinator Seniors Co-ordinator Seniors Programmer 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 2,367,900 2,468,200 2,515,300 2,515,700 400 0.02% Other Expenditures 913,100 900,600 906,900 939,400 32,500 3.58% Total Ex enditures 3,281,000 3,368,800 3.422,200 3,455 100 32,900 0.96% Revenues _ (3 747,50DL 3,476 50� 3,922,600 3,963,400 40,800 1.04% (466,500) (107,700) 1 (500,400) (508,300 7,900 1.58% - 115 - SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET Parks & Recreation Department 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: Manager of Business Support Facility Bookings Administrator Administrative Assistant Facility Reception (6) Facility Reception Part time (11) 9 Full Time, 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 135,800 238,200 115,200 114,200 1,000 0.87% Total Expenditures 622,000 660,700 563,100 574,600 11,500 2.04% Revenues 834,100 (312,100 _792,700 (142,000 804,900 (241,800 798,400 223,800) _ 6,500 18,000 0.81% 7.44% - 116 - SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 -117- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 ` -J L Ca) G 41 S.- fl.. U1 0 Vf U L V) c O W L V W ae W N x L a C ro Q ro L E Y r N u '^ L a Y a L w J L v fY6 a O � c U v �n a � C o c Y v � W ro N W K V D > m E p V Ec E v a w ro c o L m aui w c a m y LE ¢ .".. -118- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 - 119 - SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name; Crew Leader/Forestry Technician COPE Department: Parks &Recreation Is Position Full-time/ParbtimelContract Full Time Year of Initiation: 2010 Is Position New, a Complement Change nor a core prevent Transfer: New Senlor operational specialty staff position required for the ongoing urban forestry operational needs specializing In forestry related operations, management and maintenance. this position must be filled with a highly skilled and experienced Individual (certified arborist )with formal training in arboriculture work and related administration skills. The position will be responsible for the Towns overall forestry program involving dealing with the public , responding to all enquiries associated with urban forestry, record keeping ,scheduling of forestry work, meeting with residents ,diagnosing tree plant health Issues an recommending action plans. The Individual must posses excellent written skills , knowledge of all applicable commuter soft ware and provide excellent verbal and customer service skills. Increasing urban forest inventory requires a dedicated position to manage the volume of public enquires Coming into the department and the customer service related needs in this regard. The current volume of calls for service , record keeping and work orders both In and out side of the parks office has been steadily Increasing with growth in the municipality and the urban forest inventory. Existing staff can no longer meet the needs In this function given the current work load and customer service in this important function Is a t risk of not being maintained at the appropriate level . A fulltime unionized position Service Person was carried in the 2008 operational budget ,deferred to 2009 and again deferred to 2010. The need for this position has not diminished since 2008, In fact the proposed reclassification of this position is seen as a major efficiency and will have the effect of filling both an operational need and administrative need - Maintain an adequate level of customer service in returning telephone enquiries , site meetings and work orders in an organized fashion with appropriate feed back and follow up with our residents . IWH,AT tMPACTINILt�TNjS}i1�VLrp�flREyE1Jl1Ec& EXPEN.iS,j"T�,RF�."u a '. y-Y :� . ; T .. � a'i Additional fund allocated for salaries 'i KIN a�, „n �T�SFEGJF-1Q FUJURE;OP,ERATINGBUDGE7S (f d Jla�n 8..:..;n a. . otal.r a .M..;; 2010 , 2011 `_- 1 aslimamtl salary onu aenents - - 53,400 54,440 56,100 Operallonal Costs (Desk, Computer elcg ' Total Expenditures 53400 54440 56100 M�%F'a iF ., x?°s. v •J ... �. -}� t4,rr �. w'fw.. ,'REveN7fE PROJECTI rt ,c t a 2 0d2{ Revenue Total Estimated Revenue 0 OF-0 NET BUDGET IMPACT 53,400 54,440 56,100 -120- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD About the Aurora Public Library Our Mission describes our purpose... Discovery and Inspiration... Connecting Aurora to information, lifelong learning, literacy and the love of reading The Aurora Public Library is a modern information centre located in the heart of Aurora's downtown, which provides residents with both traditional and expanding virtual access to materials relating to individual enrichment, self -education, culture and recreation. The collections are developed to meet recreational as well as information and literacy needs. They encompass a variety of materials, including: books, magazines, government documents, compact discs, DVDs, Large Print books, talking books, electronic databases, electronic books and electronic audiobooks. The Library Catalogue, accessible in the Library as well as through the web site, enables patrons to renew material, check their records, and place holds. TeleCirc enables telephone renewals as well as listing of items on loan or being held. The Library offers a range of services to Aurora residents, including: Information and reference services Access to full text databases Community information Public Internet access &computers Readers advisory services Programs for children, youth, and adults Aurora Public Library • A visiting library service for the homebound • Adaptive technology for special needs Most recent data to date offers a snapshot of our service to the Aurora community (as of Sept. 30, 2009): Over 32,000 people are current registered members of the Aurora Public Library Members have borrowed in excess of 482,205 items The Library has over 150,000 items available for loan and provides access to over 22,000 magazine and journal titles in an electronic format • Over 36,390 holds have been placed on Library materials • There have been 139,073 visits to the Library's web site and nearly 1,361,975 remote searches of the Library's online catalogue More than 46 computers are available for public access, with over 25,000 uses Over 4,400 people have participated in Library programs - 121 - SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD Aurora Public Library supports the Town of Aurora's strategic direction to `promote a healthy environment that fosters social and physical wellbeing" as demonstrated by the community's use of library services. Our Vision speaks to what we would like to be known for in the future... Our vision is that all citizens of Aurora will see us an essential service and a hub of our community. Our building will be part of a vibrant downtown — the Library will be seen by people of all ages as a welcoming place to gather, learn, read, and relax. We will be known for providing anytime; anywhere access through convenient high-tech services, while at the same time serving our patrons with a personal touch. Our services will contribute to the Town of Aurora's mission of being "a place we're proud to call home." Our Values guide us as we strive to achieve our vision and fulfill our mission... • Accessibility of facilities and services to all • Accountability to the community Excellence in service delivery Flexibility of approach Intellectual freedom and equitable access to information resources and services Respect for diversity within our community Teamwork and partnerships to enhance mutual goals The following Business Plan supports the Aurora Public Library's Strategic Plan and the five strategic directions identified. A. Make the Library more welcoming and accessible B. Strengthen the Library's services to meet changing community needs C. Build enhanced awareness of the Library and what it has to offer D. Build the capacity of our organization to meet growing and changing needs E. Improve accountability -122- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD Key Objectives for 2010 Customer Service: Make the Library More Welcoming and Accessible Continue to develop and implement to extent possible a customer service plan focusing on: • Strategies for staff to help users of all abilities feel more welcome in the library • Provision of effective communication skills training for all staff to enhance customer service delivery to all members of the public • Continued development of accessible customer service policies and procedures 2. Undertake a feasibility plan for future facility needs, notably with respect to expansion of the current facility and/or development of a satellite facility 3. Continue working with Town of Aurora, guided by a library upkeep plan, to ensure a well -maintained and inviting facility Community Needs: Strengthen the Library's Services to Meet Changing Community Needs 1. Renew the vision of library service through the continued development of a new Strategic Plan 2. Review the assessment study of the library's current collections and use, and implement recommendations 3. Develop an effective process and schedule plan to upgrade the Integrated Library System (ILS) software and implement 4. Analyze current usage and satisfaction patterns and develop strategies to adjust programs and services 5. Identify and investigate new technological efficiencies for effective service: • Improve access to and management of public workstations • Enhance customer access to resources and collections through self-service resource -sharing initiatives 6. Consult with community partners regarding development of compatible/complementary services and programs, including the new Church Street School Cultural Centre -123- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD Awareness: Build Enhanced Awareness of the Library and What It Has to Offer 1. Review community survey results and develop focused public relations strategies that brand, identify and market the Library 2. Implement web -based service redevelopment recommendations 3. Integrate library services more fully into the community through expanded outreach opportunities to build the user base 4. Introduce the Strategic Plan to stakeholders, partners and community groups Effective and Efficient Organization: Build the Capacity of Our Organization to Meet Growing and Changing Needs 1. Continue assessment of existing staff resources in relation to current service delivery requirements by reviewing processes and functions for efficiencies and effectiveness 2. Promote and provide staff training and development opportunities to ensure skill capacities support service delivery 3. Continue team development opportunities for CEO and management team 4. Provide ongoing orientation and training opportunities for Library Board members 5. Further develop the Occupational Health and Safety Program and expand policy development and staff training 6. Negotiate collective agreement with CUPE 905 and implement approved collective agreement Accountability: Improve Accountability 1. Provide efficient and effective administration of the corporation 2. Sustain and support stakeholders and partners in their support of the library services 3. Contribute to the Library Reserve to support long range capital plans 4. Continue with Performance Management process 5. Participate in legislated measurement processes such as the annual provincial library survey and the municipal performance measurement program 6. Continue to review and develop APL policies 7. Continue with the capital asset management program, under Town of Aurora direction, including policy development, and.a capital asset replacement plan -124- TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET Staff Complement SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 AURORA PUBLIC LIBRARY BOARD Aurora Public Library REPORTING STRUCTURE Aurora Public Library Library Board Chief Executive Officer Business Coordinator 1 Administrative Assistant (PT) I Manager Manager Manager Customer and Adult Information Children and Circulation Services Services Young Adult Services er& Circulation Services FA..,t,,t' Adult Services Librarian Young Adult Services ant Librarian i Circulation Assistant (9 PT) Adult Services Librarian Children's Services Librarian Children's Services Assistant — Library Pages (9 PT) Information Services Assistant (6) 2009 2010 Approved Base Positions (FTE) Budget Budget Full-time 18.0 18.0 Part-time 16.0 16.0 Total Permanent 34.0 34.0 Manager Systems and Support Services Systems Technician 11 Systems Technician I Technical Services Coordinator Technical Services Technician II Technical Services Technician II Technical Services Assistant September 2099 -125- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1. TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD 2010 Budget Highlights Actuals as of Dec 31.2008 Preliminary Actuals Dec 31, 2009 2009 Approved Bud at 2010 Draft Budget Variance Unfavourable Favourable % Personnel Costs 1,906,900 2,112,500 2,161,300 2,257,500 96,200 4.45% Other Expenditures 568,600 506,000 508,200 549,100 __ 40,900 __ 8.05% Contribution to Capital 5o,0o0 5o,000 50,000 85,000 35,000 70.0% Total Expenditures 2,515,500 Y668,500 2,719,500 2,891,600 172,100 6,33% General Revenue 139,000 130,400 130,400V130",4000.00% Munici al Requisition 2,376,500 2,689,100 2,589,1006.fi5% Total Revenues 2'515'500 2,719,500 2,719,5006.33% Expenditures The Library's base budget is relatively unchanged from 2009, increasing only 6.65% year over year. Salaries and benefits increased 4.45% due to step rate progression of applicable staff, and corporate increases for salary grid adjustment and benefits cost increases. Other expenditures have increased to accommodate consulting costs for union negotiations in the amount of $15,000. The annual contribution to the Library General Capital Reserve has been increased to finance the 10 year Capital Forecast. Revenues Opportunities to earn revenues are limited by the Public Libraries Act. Fees and service charges were increased in 2009. These increases have been offset by decreases in public photocopying. -126- SPECIAL GENERAL COMMITTEE AGENDA TOWN OF AURORA OPERATING BUDGET DRAFT 1 2010 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD Delivering Results in 2009 1. Increased use of the Library in all service areas, including print and electronic resources, both on -site and remote usage 2. Cohtinued enhancement of access to electronic databases, both on -site and remotely, including: • Support for the CELPLO Consortia, a partnership with other public libraries for the shared negotiation and purchase of license agreements and an integrated search product • Participation in Knowledge Ontario, an e-service initiative currently supported by the Government of Ontario to provide access to a core suite of online databases, including full -text eBooks and eAudiobooks • Addition of provincially sponsored databases through the SOLS initiative 3. Provision of community programs to serve the needs of all ages, many of which are developed through partnerships with external agencies and organizations, including many government, social services, literacy and education partners, as well as community partners 4. Extension of self -checkout services to better accommodate users of all ages and abilities 5. Continued liaison with community partners in their support of the Library: Optimist Club of Aurora, Aurora Film Circuit and the Society of York Region Artists. The proceeds fund out -of -budget programming at the Library including an enhanced DVD collection and installation of hardware to facilitate art displays 6. Development of corporate communication tools that consistently brand, identify and market the Library such as banners, posters bookmarks and brochures 7. Provision of accessible customer service training for all staff and development of accessibility policy, in accordance with new legislative requirements 8. Initiation of Strategic Plan process undertaken to renew the vision of library service 9. Completion of community surveys to measure public awareness and satisfaction patterns of existing resources, services and programs, and to determine user profiles 10. Reallocation of staff resources and implementation of multiple systems and information technology upgrades, to enhance and support library service 11. Development and implementation of a new public service position focused on children's programs and services -127- SPECIAL GENERAL COMMITTEE AGENDA OPERATING BUDGET DRAFT 1 TOWN OF AURORA 2010 BUSINESS PLAN AND BUDGET AURORA PUBLIC LIBRARY BOARD 12. Review, revision and development of APL policies 13. Participation in the Development Charges Background Study, led by the Town of Aurora - 128 -