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AGENDA - Budget Committee - 20170531 Budget Committee Meeting Agenda 2018 Budget Consultation Wednesday, May 31, 2017 6 p.m. Council Chambers Aurora Town Hall Public Release May 29, 2017 Town of Aurora Budget Committee Meeting Agenda 2018 Budget Consultation Wednesday, May 31, 2017 6 p.m., Council Chambers 1. Approval of the Agenda Recommended: That the agenda as circulated by Legislative Services be approved. 2. Declarations of Pecuniary Interest and General Nature Thereof 3. Delegations (a) Craig Mather, President, Board of Directors, Aurora Cultural Centre Re: 2018 Budget Request for Aurora Cultural Centre (b) Stephen Kimmerer, President, Board of Directors, Sport Aurora Re: 2018 Budget Request for Sport Aurora (c) Bill Albino, President, Board of Directors, Aurora Historical Society Re: 2018 Budget Request for Aurora Historical Society (d) Javed Khan, Chair, Board of Directors, Aurora Chamber of Commerce Re: 2018 Budget Request for Aurora Chamber of Commerce Budget Committee Meeting Agenda – 2018 Budget Consultation Wednesday, May 31, 2017 Page 2 of 2 (e) Irene Clement, Chair, Board of Directors, Aurora Community Arboretum Re: 2018 Budget Request for Aurora Community Arboretum (f) Ron Weese, Chair, Aurora Sports Hall of Fame Re: 2018 Budget Request for Aurora Sports Hall of Fame 4. Public Consultation – Open Session – Opportunity for Members of the Public to Provide Input Regarding the 2018 Budget 5. Adjournment Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017Delegation (a) Page 1 of 3 Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017 Delegation (a) Page 2 of 3 Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017 Delegation (a) Page 3 of 3 Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017Delegation (b) Page 1 of 3 Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017Delegation (b) Page 2 of 3 2017 / 2019 BUDGET 2017 2018 2019 Total Revenue: Activate Aurora (Ontario Trillium Grant)250,000$ 250,000$ 249,500$ 749,500$ Administration 21,125 32,375 34,125 87,625 Breakfast of Champions 7,300 7,550 7,800 22,650 Volunteer Recognition Event 3,750 3,800 3,875 11,425 Coaching Development 2,500 3,250 4,000 9,750 Promotion of Sport 8,425 8,425 8,425 25,275 Sport Tourism 18,000 18,000 18,000 54,000 All Kids Can Play 3,000 3,000 3,000 9,000 Sports Plan Service Contract (Dec - Mar)18,713 - - 18,713 332,813 326,400 328,725 987,938 Expenses: Administration Costs 83,020 84,770 86,870 254,660 Breakfast of Champions 8,450 8,850 9,250 26,550 Volunteer Recognition Event 4,250 4,500 4,825 13,575 Coaching Development 3,170 4,530 5,890 13,590 Promotion of Sport 58,925 47,525 47,775 154,225 Sport Tourism 14,740 16,040 17,040 47,820 All Kids Can Play 3,950 4,950 3,950 12,850 Activate Aurora 250,000 250,000 249,500 749,500 Physical Literacy Training - - - - 426,505 421,165 425,100 1,272,770 Funds Required For Sustainability (93,692) (94,765) (96,375) (284,832) Additional Funds Required For Sports Plan - 68,505 74,475 142,980 Implementation Funds Required For Sustainability and Sports Plan Implementation (93,692)$ (163,270)$ (170,850)$ (427,812)$ % of Revenue - Sport Aurora 74%77%77%76% % of Revenue - Town Support 26%23%23%24% (including Sport Plan) FUNDING REQUIRED FOR SUSTAINABILITY Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017Delegation (b) Page 3 of 3 Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017Delegation (c) Page 1 of 2 Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017Delegation (c) Page 2 of 2 Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017 Delegation (d) Page 1 of 4 2018 Budget Consultation Meeting The Aurora Chamber of Commerce is a politically independent, membership based, volunteer driven, not-for-profit organization whose mission is to lead and serve the Aurora business community. Our goal is to build, drive and positively influence Aurora’s economic landscape. Not only does our Chamber act as an advocate for the entire 14,000 plus businesses, we facilitate opportunities for businesses to promote themselves locally and regionally, do business with one another, enjoy savings and value through benefit programs, and gain knowledge through dozens of events and seminars each year. Through the course of each year, the Chamber hosts a variety of events ranging from breakfast meetings, Business after Five, to our signature events such as the Annual Golf Tournament, Aurora Chamber Home Show and the Aurora Chamber Street Festival. Aurora Chamber Home Show, April, 2018 Request: We ask that the facility rental fee be waived. The 2017 fee was $7,290.00 + HST. The purpose of this request is to offset the cost of admission. In 2018, we would like to offer free admission to all attendees. We feel this would increase attendance to the show substantially, by making it more accessible for Aurora residents and ultimately benefiting our exhibitors — many of which are Aurora- based businesses. This year’s admission cost was $5.00 (children under 6 free) and while that is still a low cost, we did find it prohibitive for some attendees this year. We want the annual Aurora chamber Home Show to be an all-inclusive event. Our key measurement of success would be the increase in visitors over previous years. By waiving the facility rental, the Chamber would be pleased to showcase the Town of Aurora as a presenting sponsor of the annual event. The sponsorship benefits to the Town would include: •One 10x20 booth space •Full page ad in the Exhibitor Guide •Message from the Mayor •Recognition as a Presenting sponsor in all marketing material (includes print advertising) •6’ Banner in facility lobby •Logo placement on all emails from the Chamber prior and following the event •Logo placement on the Home Show event page of the Chamber website with a link to the Town’s website •Recognition in all social media initiatives •Recognition at the Exhibitor Reception Aurora Chamber Tech Expo, October, 2018 Request: The Chamber is pleased to be presenting the 2nd annual Aurora Chamber Tech Expo in October 2017 and has received a $2,500 sponsorship from the Town. Our inaugural event in 2016 was very Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017 Delegation (d) Page 2 of 4 successful. We are requesting the same sponsorship of $2,500 for 2018. Below are some statistics from last year: •19 cutting-edge exhibitors •200+ local business people attended •100+ social media posts •60k+ FB impressions, 11k+ Twitter impressions •5k+ views of animated promo video •200k print media impressions •4 local newspaper articles, 5 local newspaper ads, 1 television promo appearance This event provides the opportunity for local businesses to showcase their technology services to local small and medium-sized businesses. The sponsorship benefits to the Town would include: •½ page ad in the event program •½ page message from the Mayor •Logo on all marketing material (pre and post) •Logo in all print advertising •Logo on the event welcome banner and other event signage •Logo on the Tech Expo event page of the Chamber website with a link to the Town’s website •Recognition in all social media initiatives •Sponsor recognition in the online Chamber Event Update one month prior to the event (distributed 2x during the month) Aurora Chamber Business Women’s Summit, October, 2018 Request: We are requesting $2,500 of support from the Town to continue this event in 2018. This event is focused on meeting the needs of women entrepreneurs, professionals and business owners in Aurora. The mission of the summit is to address the concerns of local businesswomen in a one-day conference, featuring keynote speakers and breakout-sessions focused on pertinent topics for women in business. Sponsorship from the Town of Aurora would help to offset costs, enabling us to reach more small and medium-sized business women, which would reflect positively on our community, as being businesswomen-friendly. The end target is to reach approximately 300 participants, providing tools to help Aurora businesswomen thrive. The sponsorship benefits to the Town would include: •Four tickets to attend the event •Opportunity to bring greetings from the Town of Aurora •Showcase table in a prominent location •½ page ad in the event program •½ page Message from the Mayor •Logo on all marketing material (pre and post event) •Logo in all print advertising (pre and post event) •Logo on event welcome banner and other signage •Logo on the Summit event page of the Chamber website with a link to the Town’s website •Recognition in social media initiatives Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017 Delegation (d) Page 3 of 4 •Sponsor recognition in the online Chamber event update one month prior to the event (distributed 2x during the month) Aurora Chamber Youth Entrepreneur Summit, TBD, 2018 Request: We are requesting $2,500 of support from the Town to help facilitate the launch of this event. The sponsorship benefits to the Town would be TBD. Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017 Delegation (d) Page 4 of 4 2018 Budget Request to Council For Funding or Services in Kind This Request form and any written submissions or background information for consideration by Council must be submitted to the Clerk’s office by the following deadline: 4:30 p.m. Thursday May 25, 2017 by email to clerks@aurora.ca Budget Item for Discussion: Name of Spokesperson: Name of Group or Person(s) being Represented (if applicable): Brief Summary of Budget Item to be Presented to Council: Attach a one page description of your funding request or other budget item to allow Council and staff to understand the nature of your request/suggestion. Please include reference to: • Benefit to Town Community including an estimated number of benefitting Aurorans • If applicable, how requested funds will be managed and spent, including a budget breakdown • Expected outcomes – your view of success; where applicable, include comparatives • Any service(s) in kind requested to be provided by the Town: be as specific as possible Please complete the follow ing: Funding amount requested: $________________ To Support one-time project $ or, an on-going Program/Operation $ NB: For Group/Organization funding requests, please attach latest audited financial statements Have you been in contact with a Town staff or Council member regarding your matter of interest? Yes ☐ No ☐ If yes, with whom? ☐ I acknowledge that the Procedure By-law permits five (5) minutes to delegate. ( Depending upon the number of delegates at the meeting, the Chair may shorten all delegations to less than five (5) minutes) Budget Consultation Meeting May 31, 2017 at 6 p.m. Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017 Delegation (e) Page 1 of 2 Aurora Community Arboretum (ACA) Updated Master Plan (2018 to 2028) Brief Summary to Budget Consultation Meeting: May 31, 2017 In partnership with the Town of Aurora and the Lake Simcoe Region Conservation Authority, The Aurora Community Arboretum has been established as a key focal natural asset for the Town. ACA is requesting commitment from the Town of Aurora to support the updated master plan for the Arboretum. The execution of the updated master plan is a 10-year project, which is in line with both the Parks and Recreation Master Plan (2016 update) and the York Region Greening Strategy. We estimate the cost to the Town of Aurora over the10 years will be $960,000 with an approximate annual cost of $96,000. This will pay for maintenance, sourcing additional and increasing difficult to find specimen trees, (also source and plant approximately 10,000 trees and shrubs), cover fees for needed engineering and other expert services for new or upgraded trails, the wader scrape, and educational signs. ACA will continue to leverage its’ volunteer base to provide in-kind services, which for the past 10 years has averaged an equivalent of approximately 1.5-2 full-time equivalents per year, a significant contribution to the Town by our volunteers. Benefits: • Planting approx 10,000 trees/shrubs that improve the environment and support the York Region Greening Strategy. Supports the Parks & Recreation Master plan and long-term strategy for a healthy community. • Signage that provides education & identification, interest and location information. • Overall enhanced maintenance, care & enhancement of 100 acres town parkland using contracts (with diligent oversight) and leveraged by volunteer in-kind services. Provides healthy environment. Enhances the quality of life for current and future generations. • Projects to highlight unique, educational and ecologically diverse features. Increases accessibility and maintains walkability of this vast park in the centre of Aurora. • Benefits available to all community. Arboretum is accessed and enjoyed by many thousands of residents and visitors each year. A key resource for passive recreation and enjoyment of nature. Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017 Delegation (e) Page 2 of 2 Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017Delegation (f) Page 1 of 3 1 Executive Summary As a volunteer-driven organization, the Aurora Sports Hall of Fame represents an important historical celebration of sport for all members of the Aurora Community and beyond. Through its partnership with the Town (via Aurora Museum and Archives) and Sport Aurora (via its 42 member Organizations), the Hall of Fame is building the repository of this town’s sports culture. The Aurora Sports Hall of Fame’s new location is a monument to Aurora’s sport heritage and attracts thousands of sport visitors at the Stronach Aurora Recreation Centre (SARC) annually. It is a source of pride for the entire Community. The Hall’s annual Induction Celebration dinner has been sold out four years and has become the premiere sport celebration in Aurora. The attendee’s experience at this event is on par with that other provincial Halls of Fame. The Hall’s Education programs inspire children to participate in healthy physical activity and inspire future sport participation. These efforts come to life through our ‘Sport History Alive’ presentations that are carried out in Aurora’s elementary schools and in the Norm Johnson Hall of Education, set to expand in 2017. Our strategic plans will further expand sport history through a number of exciting and valuable initiatives. Our Sport Legacy Project marking Canada’s 150th anniversary will engage the public and uncover more of Aurora’s sports narrative. As well, we have partnered with the Town successfully to help renovate the SARC and the work is not done. Our hope is that the SARC can be developed further into the premiere showcase for every sport in this community. Other development projects approved by the Town and enabled through our Board will benefit sport tourism and sport heritage. Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017 Delegation (f) Page 2 of 3 2 We ask that the Town become our funding partner, providing base financing that permits us to sustain our activity and grow according to our approved strategic plan. Our Partnership Proposal represents fair and mutual benefits to both parties in a trusting business relationship: we will continue to maintain our service levels and grow them responsibly while reducing the funding requirement of the Town from the present 40.7% to a point that is mutually acceptable. It is understood that the ASHoF will create revenue through fundraising and other revenue generating strategies. The Aurora Sports Hall of Fame has a highly optimistic future. It is poised to be the best Municipal Sports Hall of Fame in Ontario, perhaps the Country. No Municipal Sports Hall of Fame anywhere survives or thrives without municipal support, nor should it be required to. It is a community asset for all to enjoy. It is a source of pride and attracts attention through Tourism. We are grateful to the Town for the positive (and financial) support it has provided thus far – we have already done great things together and your investment in this valuable ‘public’ showpiece is needed and indeed, the long-term sustainability of the Aurora Sports Hall of Fame is part of the official Sports Plan. Thank you for partnering with the Aurora Sports Hall of Fame. Related to this proposal, we ask that the Town consider entering into a Service Agreement (primarily for curatorial services) with the Aurora Sports Hall of Fame. Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017 Delegation (f) Page 3 of 3 Public Release May 31, 2017 Town of Aurora Additional Items to Budget Committee Meeting Agenda 2018 Budget Consultation Wednesday, May 31, 2017 6 p.m., Council Chambers • Delegation (g) Bob Lepp, Resident; Re: Non-Tax Sources of Income Note: According to the Procedure By-law, the consent of at least a two-thirds majority of the Members present is required to permit the addition of Delegation (g) to the agenda. Additional Items to Budget Committee Meeting Agenda - 2018 Budget Consultation Wednesday, May 31, 2017Delegation (g) Page 1 of 1