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MINUTES - Budget Committee - 20191005 Town of Aurora Budget Committee Meeting Report 2020 Capital Budget Review Council Chambers, Aurora Town Hall Saturday, October 5, 2019 Attendance Council Members Mayor Mrakas in the Chair; Councillors Gaertner, Gallo, Gilliland, Humfryes (departed 12:01 p.m.), Kim, and Thompson Members Absent None Other Attendees Doug Nadorozny, Chief Administrative Officer, Robin McDougall, Director of Community Services, Techa van Leeuwen, Director of Corporate Services, Rachel Wainwright-van Kessel, Director of Finance, Allan Downey, Director of Operations, David Waters, Director of Planning and Development Services, Stephanie Mackenzie-Smith, Manager of Corporate Communications, Jason Gaertner, Manager of Financial Management Services, Anca Mihail, Manager of Engineering and Capital Delivery, Michael de Rond, Town Clerk, Linda Bottos, Council/Committee Coordinator The Chair called the meeting to order at 9:03 a.m. Budget Committee consented to recess the meeting at 10:51 a.m. and reconvened the meeting at 11:02 a.m. Councillor Kim assumed the chair at 11:02 a.m. and Mayor Mrakas resumed the chair at 11:14 a.m. Budget Committee consented to recess the meeting at 12:06 p.m. and reconvened the meeting at 12:45 p.m. Budget Committee Meeting Report – 2020 Capital Budget Review Saturday, October 5, 2019 Page 2 of 8 1. Declaration of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 2. Approval of the Agenda Budget Committee approved the agenda as circulated by Legislative Services. 3. Delegations None 4. Consideration of Items 1. Strategic Asset Management Policy (Binder Tab 3) Budget Committee recommends: 1. That the Strategic Asset Management Policy be received for information. Carried 2. Asset Management Plan (AMP) (Binder Tab 4) Budget Committee recommends: 1. That the Asset Management Plan (AMP) be received for information. Carried 3. Review of 2019 Ten Year Capital Investment Plan (Binder Tab 5) Budget Committee recommends: 1. That the 2019 Ten Year Capital Investment Plan be received; and 2. That the 2019 Ten Year Capital Investment Plan be approved as presented. Carried Budget Committee Meeting Report – 2020 Capital Budget Review Saturday, October 5, 2019 Page 3 of 8 4. Review of 2020 Draft Repair & Replacement Capital Projects (Binder Tab 6) Community Services Project No. 72379, CYFS 4-4 – Replacement of Two Steam Humidifiers, was removed from the 2020 Draft Capital Budget as it has been funded through the 2019 Operating Budget. Budget Committee recommends: 1. That the 2020 Draft Repair & Replacement Capital Projects be received; and 2. That the following 2020 Draft Repair & Replacement Capital Projects be approved as presented: CAO Services 12037 Town of Aurora Website Community Services 72432 Library – Fire Alarm Panel 72451 Library – Exterior LED Retrofit 72425 Library – Roofing 72429 Library – Repairs to Elevator Door System 72303 AFLC – Blinds for Pool Windows 72324 AFLC – Replace Hollow Metal Doors & Exterior Exit Doors 72328 AFLC – Replace Built-up Roofing Above Arena Dressing Rooms 72455 AFLC, SARC – Transfer Stations – Accessibility Plan Implementation 72305 SARC – West Roof Area – Window Sealant 72316 SARC – Replacement of Plumbing Fixtures 72456 SARC – Hoyer Lifts – Accessibility Implementation Plan 72201 TH – Workstation Refurbishment 72419 TH – Repair of Concrete/Stone Walkways 72453 Unplanned – Emergency Repairs Contingency 72121 22 Church St – Brick Repairs 72172 ACC – Sport Flooring 72297 ACC – Ice Resurfacer Room Heater 72346 ACC – Reseal Concrete Floors 72347 ACC – Replacement of Suspended Ceiling in Lobby Budget Committee Meeting Report – 2020 Capital Budget Review Saturday, October 5, 2019 Page 4 of 8 72381 CYFS 4-3 – Replacement Windows 72384 CYFS 4-3 – Replace Suspended Ceiling Panels Corporate Services 14047 Computer & Related Infrastructure Renewal 14070 Boardroom Audio/Video Equipment Financial Services 43038 Water Meter Replacement Program Operational Services 73160 Emerald Ash Borer Management Program 34001 Christmas Decorations 41013 Replace Vandorf Lift Station Pumps Planning and Development Services 42064 Storm Sewer Outlet Cleanup 42079 Devlin Place Stream Rehabilitation 42083 Willow Farm Lane Stream Rehabilitation; and 3. That the following 2020 Draft Repair & Replacement Capital Projects, which were pulled for discussion, be approved as presented: Community Services 72431 Library – Rooftop HVAC Units 72302 AFLC – Replacement of Arena Seating 72441 AFLC – Pool Boiler Replacement 72263 SARC – Cooling Evaporator Tower 72450 SARC – Low – E Ceiling – Arenas 72452 Energy and Demand Management Plan Implementation 72454 Victoria Hall – Accessible Ramp – Accessibility Implementation Plan 72192 22 Church St – Exterior Doors 72388 22 Church St – Repaint Interior Wall Surfaces Operational Services 73212 Playground Replacement – Taylor Park 73213 Playground Replacement – Harman Park 73232 Trail/Playground Redesign – Jack Wood Park Budget Committee Meeting Report – 2020 Capital Budget Review Saturday, October 5, 2019 Page 5 of 8 34008 Roads Operations Infrastructure Inspection, Repair and Maintenance Programs 34616 Sidewalk/Engineered Walkway Reconstruction Planning and Development Services 31054 Road Resurfacing – Industrial Pkwy S (Engelhard Dr-Yonge St) Vandorf Sdrd (Industrial Pkwy-Bayview Ave) 31118 Recon – Browning Crt, Johnson Rd, Holman Cres, Baldwin Rd 31119 Recon – Adair Dr, Bailey Cres, Davidson Rd, Harriman Rd 31124 Road Resurfacing – Henderson Dr 31178 Reconstruction of Poplar Crescent 42075 Performance Monitoring of LID Controls 81025 GIS Scanner; and 4. That the following 2020 Draft Repair & Replacement Capital Project, which was pulled for discussion, be given conditional budget approval pending additional information to Council: Corporate Services 14075 Business Process Automation and Data Integration Carried 5. Review of 2020 Draft Growth & New Capital Projects (Binder Tab 8) Budget Committee recommends: 1. That the 2020 Draft Growth & New Capital Projects be received; and 2. That the following 2020 Draft Growth & New Capital Projects be approved as presented: Community Services 73324 Pet Cemetery Restoration 72445 CYFS 4-3 – Pylon Sign Corporate Services 14037 Joint Ops LAN Room & Dr Site Operational Services 31176 Handheld Radios for Operations Budget Committee Meeting Report – 2020 Capital Budget Review Saturday, October 5, 2019 Page 6 of 8 73169 Wildlife Park – Phase 3/4 73290 Tree Inventory for 2C 73323 Mattamy Phase 4/5 Trail 34003 Snow Plow Safety Enhancements Pilot Project 34006 Pave Snow Storage Facility at Lambert Willson Park; and 3. That the following 2020 Draft Growth & New Capital Projects, which were pulled for discussion, be approved as presented: Community Services 74015 Cultural Services Master Plan 74019 Active Net Scan System Corporate Services 14068 Wireless Upgrades and Enhancement 14072 Cityview Upgrade Operational Services 73085 Arboretum Development 73327 DeGraff Cres Trail 34009 Winter Road Monitoring System Planning and Development Services 34637 S/W – Leslie St – 600m North of Wellington to North Town Limit; and 4. That the following 2020 Draft Growth & New Capital Projects, which were pulled for discussion, be given conditional budget approval pending additional information to Council: Corporate Services 13023 Access Aurora Telephony Project 14076 Digital Education Program Carried 6. Review of 2020 Draft Studies & Other Capital Projects (Binder Tab 9) Budget Committee recommends: 1. That the 2020 Draft Studies & Other Capital Projects be received; and Budget Committee Meeting Report – 2020 Capital Budget Review Saturday, October 5, 2019 Page 7 of 8 2. That the following 2020 Draft Studies & Other Capital Projects be approved as presented: CAO Services 12026 Organization Structural Review Community Services 73329 Building Conditions Assessment and Energy Audit Corporate Services 13011 Emergency Response Plan Update and Continuation of Operations Plan 13015 Employee Engagement Survey – 2020 13026 Risk Management 13027 Job Hazard Assessment Financial Services 14077 Community Benefit Charge Study Planning and Development Services 81027 Municipal Heritage Register Review and Update 81031 Development Review Process and Fee Structure; and 3. That the following 2020 Draft Studies & Other Capital Project, which was pulled for discussion, be approved as presented: Planning and Development Services 81032 Town-wide Green Development Guidelines; and 4. That the following 2020 Draft Studies & Other Capital Projects, which were pulled for discussion, be given conditional budget approval pending additional information to Council: Corporate Services 14073 Information Technology Strategic Plan Implementation Planning and Development Services 42810 Climate Change Adaptation Plan Carried Budget Committee Meeting Report – 2020 Capital Budget Review Saturday, October 5, 2019 Page 8 of 8 5. Adjournment The meeting was adjourned at 12:59 p.m.