AGENDA - Budget Committee - 20190221Budget Committee
Meeting Agenda
2019 Operating Budget
Review
Thursday, February 21, 2019
5:45 p.m.
Council Chambers
Aurora Town Hall
Public Release
February 14, 2019
Town of Aurora
Budget Committee
2019 Operating Budget Review
Meeting Agenda
Thursday, February 21, 2019
5:45 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
4.Public Consultation – Open Session – Opportunity for Members
of the Public to Provide Input Regarding the 2019 Budget
Note: The Acting Director of Financial Services – Treasurer will provide a
summary of any comments from the public received to date.
5.Consideration of Items
1.FS19-006 – Summary of Budget Consultation Meeting of January 14,
2019
Budget Committee – 2019 Operating Budget Review Meeting Agenda
Thursday, February 21, 2019 Page 2 of 4
Recommended:
1.That Report No. FS19-006 be received for information.
2.2019 Operating Budget – Departmental Business Plans
Presentations by Department
(a)Office of the CAO and Council Administration (Binder Tabs 4 and 5)
Jason Gaertner, Acting Director of Financial Services – Treasurer
Stephanie Mackenzie-Smith, Manager of Corporate Communications
Recommended:
1.That the presentations by Jason Gaertner, Acting Director of Financial
Services, and Stephanie Mackenzie-Smith, Manager of Corporate
Communications, be received; and
2.That the 2019 Operating Budget for the Office of the CAO and Council
Administration as presented be tentatively approved.
(b)Corporate Services (Binder Tab 6)
Techa van Leeuwen, Director of Corporate Services
Recommended:
1.That the presentation by Techa van Leeuwen, Director of Corporate
Services, be received; and
2.That the 2019 Operating Budget for the Corporate Services
department as presented be tentatively approved.
(c)Financial Services (Binder Tab 7)
Jason Gaertner, Acting Director of Financial Services – Treasurer
Recommended:
1.That the presentation by Jason Gaertner, Acting Director of Financial
Services – Treasurer, be received; and
Budget Committee – 2019 Operating Budget Review Meeting Agenda
Thursday, February 21, 2019 Page 3 of 4
2.That the 2019 Operating Budget for the Financial Services department
as presented be tentatively approved.
(d)Community Services (Binder Tab 8)
Robin McDougall, Director of Community Services
Recommended:
1.That the presentation by Robin McDougall, Director of Community
Services, be received; and
2.That the 2019 Operating Budget for the Community Services
department as presented be tentatively approved.
(e)Planning and Development Services (Binder Tab 9)
Lawrence Kuk, Acting Director of Planning and Development
Services
Recommended:
1.That the presentation by Lawrence Kuk, Acting Director of Planning
and Development Services, be received; and
2.That the 2019 Operating Budget for the Planning and Development
Services department as presented be tentatively approved.
(f) Operational Services (Binder Tab 10)
Al Downey, Director of Operational Services
Recommended:
1.That the presentation by Al Downey, Director of Operational Services,
be received; and
2.That the 2019 Operating Budget for the Operation Services
department as presented be tentatively approved.
Budget Committee – 2019 Operating Budget Review Meeting Agenda
Thursday, February 21, 2019 Page 4 of 4
(g)Corporate Revenues and Expenses (Binder Tab 11)
Jason Gaertner, Acting Director of Financial Services – Treasurer
Recommended:
1.That the presentation by Jason Gaertner, Director of Financial
Services – Treasurer, be received; and
2.That the 2019 Operating Budget for the Corporate Revenues and
Expenses as presented be tentatively approved.
(h)Water & Sewer Budget (Binder Tab 14)
Al Downey, Director of Operational Services
Jason Gaertner, Acting Director of Financial Services – Treasurer
Recommended:
1.That the presentation by Al Downey, Director of Operational Services
and Jason Gaertner, Acting Director of Financial Services – Treasurer,
be received; and
2.That the 2019 Operating Budget for Water & Sewer as presented be
tentatively approved.
3.2019 Operating Budget – General Discussion
6.Adjournment
Town of Aurora
Budget Committee No. FS19-006
Subject: Summary of Budget Consultation Meeting of January 14, 2019
Prepared by: Jason Gaertner, Acting Director Financial Services - Treasurer
Department: Financial Services
Date: February 21, 2019
Recommendation
1. That Report No. FS19-006 be received for information.
Executive Summary
As directed by Council, the Budget Committee held a special 2019 Budget Public
Consultation meeting on January 14, 2019. Three delegations spoke on behalf of groups
seeking financial funding. A single response offering ideas to Council as to how the Town
could Increase its Non-Tax Revenues that was received in writing was shared with
Council.
This report summarizes each delegate’s comments/requests and provides an indication
as to how these items may be addressed in the preparation of the 2019 draft operating
and capital budgets by staff. Specifically, funding requests were received from the
following groups:
Aurora Sports Hall of Fame
Sport Aurora
Aurora Historical Society
If all comments were to be approved in the budget, the net operat ing budget would
increase by $77,700, and the capital budget would expanded by $135,300.
Budget Committee Meeting Agenda
Thursday, February 21, 2019
Item 1
Page 1 of 31
February 21, 2019 Page 2 of 5 Report No. FS19-006
Background
On January 14, 2019, the Budget Committee held a budget consultation meeting in
order to hear budget input from the community, and in particular, to receive any financial
requests for funding from groups or individuals. Two delegations registered by the
agenda deadline, each with a funding request. A third delegation providing budget input
only registered prior to the meeting and was added to the agenda.
Analysis
Three groups presented funding requests, while a fourth delegate , provided via email
suggestions for increasing non-tax revenues.
Aurora Sports Hall of Fame
The Aurora Sports Hall of Fame gave an overview of the Sports Hall of Fame’s mission
and vision, including its efforts in promoting excellence in sports, community outreach
initiatives, and various interactive programs. The request in the amount of $28,100
would be used to support the growth and development of the Hall of Fame , as well as,
ongoing community outreach programs.
The Budget Committee received and referred the comments of the delegation for
consideration by the Community Services department as part of the 2019 Operating
Budget process.
Sport Aurora
Sport Aurora presented a detailed breakdown of its funding request which included a
review of its mission, background, ongoing programs and involvement with the Town in
areas of sport policy and facility development. Sport Aurora requested $49,600 to be
used to support the various community programs that Sport Aurora offers. This request
included an amount relating to the Town’s usual sponsorship of the Breakfast of
Champions.
The Budget Committee received and referred the comments of the delegation for
consideration by the Community Services department as part of the 2019 Operating
Budget process.
Budget Committee Meeting Agenda
Thursday, February 21, 2019
Item 1
Page 2 of 31
February 21, 2019 Page 3 of 5 Report No. FS19-006
Aurora Historical Society
The Aurora Historical Society brought forth a funding request in the amount of $126,500
based upon a 2016 preliminary cost estimate that was provided by the Town. This cost
estimate equivalents to approximately $135,300 in today’s dollars after inflation has
been applied. The proposed funds would be utilized to construct a parking lot on Town
owned lands located at the rear of the Hillary House property, to be leased exclusively
to the Aurora Historical Society (AHS) for a nominal amount. AHS would be responsible
for constructing a pathway that would connect the proposed parking lot to Hillary House.
The rationale provided for the proposed parking lot included: an entrance off Machell
Avenue would be safer, accommodate increased parking needs, more accessible for
larger vehicles such as busses, would provide AHS with the ability to generate
additional revenue.
The Budget Committee received and referred the comments of the delegation and
added a new capital project in the amount of $135,300 to the 2019 Draft 1 Capital
Project Listing.
Advisory Committee Review
None
Legal Considerations
None.
Financial Implications
There are no immediate financial implications of this report. All budget funding requests
have been or will be presented for consideration during the 2019 budget process as
outlined in this report as follows:
Group Purpose Operating
Budget
Request
Capital
Budget
Request
Aurora Sports Hall of
Fame
Growth and Development
of Hall of Fame
Ongoing community
outreach programs
$28,100
Budget Committee Meeting Agenda
Thursday, February 21, 2019
Item 1
Page 3 of 31
February 21, 2019 Page 4 of 5 Report No. FS19-006
Sport Aurora Community Programs
offered by Sport Aurora
$49,600
Aurora Historical
Society
Parking Lot Construction $135,300
Total $77,700 $135,300
Communications Considerations
None required at this time.
Link to Strategic Plan
Summarizing and advising of the dispensation of each budget request or suggestion
raised at the 2019 Special Budget Public Consultation meeting supports the Strategic
Plan principle of excellent in municipal management.
Alternative(s) to the Recommendation
None
Conclusions
Staff have summarized the financial funding requests and other budget suggestions
presented by members of the public at our recent 2019 Special Budget Public
Consultation meeting.
Attachments
Attachment #1 – 2019 Budget Request – ASHOF
Attachment #2 – 2019 Budget Request – Sport Aurora
Attachment #3 – 2019 Budget Request – AHS
Attachment #4 – Suggestions for increasing non-tax revenue
Previous Reports
None
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ATTACHMENT#3
Budget Consultation Meeting
January 14, 2019 at 7 p.m.
2019 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 �y the following
deadline:
4:30 p.m. Wednesday, January 9, 2019 by email to clerks@aurora.ca
Budget Item for Discussion: f?RR'K!Al C, ,L�r __. �e>k>"-1 ffoft::/<7;)
Name of Spokesperson: Name of Group or Person(s) being Represented (if
applicable): /-}£;1f<oR4 Hls-Tc(</c{lt... Soc rE-rf
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 following:
Funding amount requested: $ ______ _
To Support one-time project $ l'SR '_2oo 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 Yes O If yes, with whom?
Council member regarding your matter of No 0 interest?
5t'1 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)
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Date: January 10, 2019 at 5:30:17 PM EST
To: Eric McCartney
Subject: Suggestions on "How to Increase Non-Tax Revenues
Dear Councillors:
Unfortunately due to my schedule I'm unable to attend the January 14th meeting.
Hopefully the following will give you some ideas for the above subject.
If you require more, let me know ...
Happy New Year!
Cheers,
Eric
Eric McCartney
Suggestions: "How to Increase Town of Aurora Non-Tax Revenues"
1.Fee to get your plan from the bottom of the list to be viewed. Example: If a
developer / resident needs a response ASAP they can pay a fee to be
moved to the top of the list.
2.Since our Town will not install our Town Logo / message on garbage cans
throughout our town sell this space for advertising.
3.Sell advertising space on fields
4.As suggested previously, sell naming rights for connection sidewalks
(walkways that are between business houses) to other streets / parks
throughout our town. Example: Walkway from Old Yonge to Yonge Street,
Moorcrest to Closs Square, Twelve Oaks to Atkinson Park, …
5.More promotion regarding gifts to our Town. Bequeath program. Meaning
leaving our town something from a residents estate within his/her will.
6.Advertise the Adopt a Park program.
7.Create a webpage that has easy access on what people can purchase within
our town for remembrance of an individual, special occasion, ….
a.Plant a Tree
b.Park Bench
c.Equipment
d.Brick / Leaf Program for our new Town Square
e.Town Bequeath
8.Inter-municipal Cooperation
9.Use internal resources as consultants then paying for external consultants.
A number of examples come to mind. Example: Residents within Valhalla
Attachment #4
Budget Committee Meeting Agenda
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met to discuss the street lighting requirements for our area along Old
Yonge. We backed this up with YRP suggestion as well. Our Town decided
to hire an external consultant who suggested the same locations we did.
All lighting has NOT been installed so the consultant report was a waste of
tax payers money. Conclusion: it is my opinion that we do not always
require an external consultant to do what can be completed in house.
10.Town Vendors / Purchasing Group Does our town chart Vendor
performance? I have asked this question a number of times and have not
received an answer. I think it maybe no. When teaching Quality Driven
Leadership this was one of the first things you did to show performance
level of your vendor. Do we have three Vendors we can contact to
purchase the same item? Have we checked / renegotiated purchasing
group / vendors / consultants for the best possible price without reducing
performance? When I see some things that our town purchases for “X”
dollars it blows my mind.
11.Strengthening Local Tax Collection
12.Reduce the number of Free Rides on the system.
13.What are we paying for that we should really be getting rid of?
14.Are some benefits really required? Have we reduced the so called DEAD
weight within our Town? When you see four Town vehicles drive down the
street together to meet at a location with one person in each vehicle …
why?
15.More team approach within our Town. Examples given in previous e-mails
that CAO has responded to. Staff must take ownership of issues that
residents give them when out in the field. If a Staff person sees something
that needs to be done. Example: Sign down That staff person should
report it. They all seem to have communication devices.
16.Public – Private Partnerships?
17.Using best practices.
18.Reduce repetitive input. Example: How many times is staff keying the same
item / description into more than one system? Often we are not aware of
what our devices / machines / software can really do because we have not
had the time to exploit them.
19.Recover ALL costs or damage and repair to public properties. Example:
When streetlight was run over by an intoxicated drive at Batson / Spruce.
Lengths of time residents were without the streetlight. Cost / time to
replace streetlight. BTW: Residents not the Town cleaned up the mess left
in Craddock Park.
20.Re-account for the cost of renting public spaces, clean-up, plus site
management.
21.Re-look at way to increase revenue opportunities for Town Services.
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Example: Cost for permits, processing, background investigations, and
transportation services. Violations that have fines, repeated fines, …
continuous bylaw infractions. Our Town does not fine businesses /
individuals who seem to continuously disobey town bylaw. Example: Real
Estate Representatives who continuously disobey town bylaw are given a
call. The Brokerage is responsible for the Representative. Repeated
inspections for recurring violations. Example: Clean Yard Bylaw
22. Study on return of investment for specific service / notification we perform
continuously. How is our Communication? Do we have a user oriented
system? If you sat a resident down and asked them to find “SIX” items
within our Town Website would they be able to easily do so without
assistance?
23. Do we notify residents when memberships are about to expire?
24. Use the Utility Model. The Utility Model, it entails management of capital
assets, operations and maintenance on a cost-recovery basis through fees
for service. We did this corporately within departments.
25. Corporate sponsorships; Private companies to get some form of public
recognition through advertising, signage or monuments in exchange for
significant donations or strategic funding arrangements to pay for the O&M
of facilities or recreational areas. Example: Inform businesses on what they
can do. Adopt a Park Program
26. Have been trying for sometime to reduce the speed within our neighbours
from 40km to 30km that will reduce injury / death of residents. Provide
greater safety, reduce fuel costs plus reduce sign costs and sign pollution.
Easy way to do this is have a large 30KM sign at the entrance to every
subdivision Stating 30km/h max within all Aurora subdivision areas. All
other speed signs can be removed. No maintenance would be required.
27. Variance Method: Do we have a large gap between revenue and expenses
for a specific activity / service the Town performs. Suggest they be
reviewed and the ones if any residents use that cost the town be
eliminated.
28. TRAVEL / Accommodation
29. Rent out assets … staff / equipment available
30. Clear communication with residents and the business community
31. Attract NEW business - Let FILM industry know specific sites are
available to rent within our town.
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