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AGENDA - General Committee - 20161121 Special General Committee 2017 Operating Budget Meeting Agenda Monday, November 21, 2016 7 p.m. Council Chambers Aurora Town Hall Public Release November 17, 2016 Town of Aurora Special General Committee 2017 Operating Budget Meeting Agenda Monday, November 21, 2016 7 p.m. Council Chambers 1. Declaration of Pecuniary Interest and General Nature Thereof 2. Approval of the Agenda Recommended: That the agenda as circulated by Legislative Services be approved. 3. Delegations (a) Irene Clement, Chair, Board of Directors, Aurora Community Arboretum Re: Aurora Community Arboretum Budget Update (b) Javed Khan, Chair, Board of Directors, Aurora Chamber of Commerce Re: Aurora Chamber of Commerce Business Excellence Awards 4. Public Consultation – Open Session – Opportunity for Members of the Public to Provide Input Regarding the 2017 Budget Note: The Director of Financial Services – Treasurer will provide a summary of any email comments from the public received to date. Special General Committee – 2017 Operating Budget Meeting Agenda Monday, November 21, 2016 Page 2 of 3 5. Closed Session 6. Consideration of Items 7. Adjournment Special General Committee – 2017 Operating Budget Meeting Agenda Monday, November 21, 2016 Page 3 of 3 Agenda Items 1. 2017 Operating Budget – Aurora Public Library Board (Budget Binder Tab 7); Presentation by Jill Foster, Chief Executive Officer and Secretary-Treasurer, Aurora Public Library Board; and Discussion Recommended: 1. That the presentation from the Aurora Public Library Board be received; and 2. That the 2017 Operating Grant to the Aurora Public Library Board in the amount of $3,767,700 be approved. 2. 2017 Operating Budget – Aurora Cultural Centre Board 2017 Operating Grant; Presentation by Craig Mather, President, Board of Directors, and Laura Schembri, Executive Director, Aurora Cultural Centre; and Discussion Recommended: 1. That the presentation from the Aurora Cultural Centre Board be received; and 2. That the 2017 Operating Grant to the Aurora Cultural Centre Board in the amount of $405,600 be approved. 3. 2017 Operating Budget – Aurora Historical Society Board 2017 Operating Grant; Presentation by Bill Albino, President, Board of Directors, Aurora Historical Society Board; and Discussion Recommended: 1. That the presentation from the Aurora Historical Society Board be received; and 2. That the 2017 Operating Grant to the Aurora Historical Society Board in the amount of $72,600 be approved. 4. 2017 Operating Budget – Departmental Business Plan (Budget Binder Tab 6) Review of Parks, Recreation and Cultural Services 1. That the 2017 Business Plan for Parks, Recreation and Cultural Services be approved. DELEGATION REQUEST This Delegation Request form and any written submissions or background information for consideration by either Council or Committees of Council must be submitted to the Clerk’s office by the following deadline: 4:30 P.M. ON THE BUSINESS DAY PRIOR TO THE REQUESTED MEETING DATE COUNCIL/COMMITTEE/ADVISORY COMMITTEE DATE: Nov 21, 2016 SUBJECT: Aurora Arboretum budget update to Council NAME OF SPOKESPERSON: Irene Clement, Chair, ACA NAME OF GROUP OR PERSON(S) BEING REPRESENTED (if applicable): Aurora Community Arboretum (ACA) BRIEF SUMMARY OF ISSUE OR PURPOSE OF DELEGATION: To provide a brief update to Council on ACA 2016 achievements and outline budget plans for 2017. PLEASE COMPLETE THE FOLLOWING: Have you been in contact with a Town staff or Council member regarding your matter of interest? YES x☐ NO ☐ IF YES, WITH WHOM? Mr Al Downey DATE: Nov 2, 2016 x☐ I acknowledge that the Procedural By-law permits five (5) minutes for Delegations. Legislative Services 905-727-3123 CSecretariat@aurora.ca Town of Aurora 100 John West Way, Box 1000 Aurora, ON L4G 6J1 Special General Committee - 2017 Operating Budget Meeting Agenda Monday, November 21, 2016 Delegation (a) Page 1 of 1 Special General Committee - 2017 Operating Budget Meeting Agenda Monday, November 21, 2016Delegation (b) Page 1 of 1 Public Release November 21, 2016 Town of Aurora Additional Items to Special General Committee 2017 Operating Budget Meeting Agenda Monday, November 21, 2016 7 p.m., Council Chambers • Item 5 – Memorandum from Director of Parks, Recreation and Cultural Services Re: Special Event Budget for 2016 Memorandum Date: November 21, 2016 To: Mayor and Members of Council Copy: Doug Nadorozny, Chief Administrative Officer From: Allan D. Downey, Director of Parks, Recreation and Cultural Services Re: Special Event Budget for 2016 Recommendations That the memorandum regarding Special Event Budget for 2016 be received for information. Background Please find attached detailed breakdown of Special Events Expenses as submitted for the 2016 Budget. This information provides more detail with regards to operational costs than had been previously provided to Council. Please insert this information on Tab 14 of your 2017 Budget binder. Attachments Attachment 1 – Special Event Budget - 2016 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 ext. 4752 Email: adowney@aurora.ca www.aurora.ca Town of Aurora Parks, Recreation and Cultural Services Special Event Budget- 2016 Arctic Adventure Revenues Sponsorship 800.00$ Food Vendors 200.00$ Total Revenue 1,000.00$ Expenses Contracts Entertainment 4,725.00$ Ice Sculptures 1,975.00$ Subtotal 6,700.00$ Operating Supplies 1,550.00$ Equipment 250.00$ Subtotal 1,800.00$ Equipment Rental Sound System 700.00$ Inflatables 1,500.00$ Subtotal 2,200.00$ Total Expense 10,700.00$ Art Show Revenues Sponsorship 450.00$ Registration Fees 3,220.00$ Sale Commissions 1,000.00$ Total Revenue 4,670.00$ Expenses Contracts Entertainment 800.00$ Juror 400.00$ Mobile Signs 600.00$ Subtotal 1,800.00$ Operating Awards 1,200.00$ Flowers and Décor 455.00$ Subtotal 1,655.00$ Recognition Food 225.00$ Subtotal 225.00$ Total Expenses 3,680.00$ Attachment 1 Canada Day Revenues Federal Grant 25,000.00$ Food Vendors 500.00$ Sponsorship 5,000.00$ Total Revenue 30,500.00$ Expenses Operating Materials Entertainment 3,000.00$ Activity Providers 3,150.00$ Electrician 550.00$ Pancakes 650.00$ Security 750.00$ Flag Printing 1,500.00$ Newspaper Insert 700.00$ Subtotal 10,300.00$ Promotional Recognition Food 225.00$ Subtotal 225.00$ Rentals Inflatables 3,000.00$ Stage 2,000.00$ Sound 1,500.00$ Tents 1,400.00$ Toilets 600.00$ Subtotal 8,500.00$ Contracts Fireworks 14,000.00$ 14,000.00$ Total Expenses 33,025.00$ Canada Day Parade Expenses Operating Materials Rotary Donation 150.00$ Wagon for Council 800.00$ Town Crier 160.00$ React 300.00$ Shuttle Buses 200.00$ Signage 400.00$ Decorations 300.00$ Volunteer Appreciation 215.00$ Subtotal 2,525.00$ Equipment Rentals Toilets 350.00$ Subtotal 350.00$ Contracts Marching Bands 8,150.00$ Cultural Dancers 1,850.00$ Subtotal 10,000.00$ Total Expenses 12,875.00$ Concerts in the Park Revenues Sponsorship 7,000.00$ Total Revenue 7,000.00$ Expenses Operating Materials Signage 150.00$ Subtotal 150.00$ Equipment Rentals Sound 6,000.00$ Subtotal 6,000.00$ Contracts Consultants 2,000.00$ Bands 11,500.00$ Subtotal 13,500.00$ Total Expenses 19,650.00$ Ribfest Revenues Food Vendor Fees 5,000.00$ Entry Fees 17,000.00$ Beer Commissions 3,000.00$ Admission Fee 30,000.00$ Sponsorship 5,000.00$ Total Revenue 60,000.00$ Expenses Operating Signage 500.00$ Mobile Signs 600.00$ Food for Bands 300.00$ Tent 700.00$ Subtotal 2,100.00$ Equipment Rentals Toilets 7,100.00$ Stage 2,900.00$ Sound 9,000.00$ Subtotal 19,000.00$ Contracts Police 1,000.00$ Bands 30,750.00$ Rider for Bands 2,000.00$ Security 2,200.00$ SOCAN 1,000.00$ Light Towers 750.00$ Dumpster 2,300.00$ Subtotal 40,000.00$ Total Expenses 61,100.00$ Colours of Fall Concert Revenues Sponsorship 1,000.00$ Food Vendor 51.00$ Total Revenue 1,051.00$ Expenses Operating Pumpkins 200.00$ Signage 200.00$ Decorations 100.00$ Subtotal 500.00$ Equipment Rentals Sound 750.00$ Subtotal 750.00$ Contracts Band 1,600.00$ Subtotal 1,600.00$ Total Expenses 2,850.00$ Haunted Forest Revenues Food Vendor 51.00$ Sponsorship 750.00$ Admission Fees 19,000.00$ Total Revenue 19,801.00$ Expenses Operating Paid Duty Police 1,000.00$ Honourariums 5,000.00$ Pumpkins 900.00$ Decorations 1,700.00$ Subtotal 8,600.00$ Equipment Rentals 2,400.00$ Toilets 300.00$ Light Towers 600.00$ Generators 300.00$ Mobile Signs 600.00$ Buses 600.00$ Subtotal 2,400.00$ Recognition Food 500.00$ Subtotal 500.00$ Total Expenses 11,500.00$ Santa Under the Stars Parade Revenues Float Entry Fees 1,600.00$ Sponsorship 3,500.00$ Total Revenue 5,100.00$ Expenses Operating Council Float 400.00$ Santa 150.00$ Town Crier 160.00$ Signage 400.00$ Buses 200.00$ Awards 190.00$ Subtotal 1,500.00$ Recognition Food 400.00$ Subtotal 400.00$ Equipment Rentals Toilets 300.00$ Subtotal 300.00$ Contracts Paid Duty Police 900.00$ Marching Bands 6,300.00$ Cultural Performers 1,600.00$ React 550.00$ Optimist 300.00$ Subtotal 9,650.00$ Total Expenses 11,850.00$ Tree Lighting Ceremony Revenues Sponsorship 2,000.00$ Total Revenue 2,000.00$ Expenses Operating Materials Volunteer Appreciation 100.00$ Clementines 100.00$ Craft and Games 250.00$ Decorations 250.00$ Subtotal 700.00$ Contracts Reindeer 1,400.00$ Salvation Army 300.00$ Live Theatre 500.00$ Sound System 300.00$ Santa 150.00$ Town Crier 150.00$ Fire Juggler 500.00$ Subtotal 3,300.00$ Total Expenses 4,000.00$ Aurora's Borealis Revenue Sponsorship 5,000.00$ Total Revenue 5,000.00$ Expenses Operating Materials Lights 250.00$ Subtotal 250.00$ Equipment Rental Bucket Truck 1,500.00$ Subtotal 1,500.00$ Contracts Signage 350.00$ Subtotal 350.00$ Total Expenses 2,100.00$ Family First Night Revenue Sponsorship 600.00$ Total Revenue 600.00$ Expenses Operating Materials Hot Chocolate and Cookies 300.00$ Crafts and Games 600.00$ Decorations 300.00$ Subtotal 1,200.00$ Equipment Rentals Inflatables 1,500.00$ Subtotal 1,500.00$ Contracts Reptile Shows 600.00$ Mad Science 750.00$ Band 350.00$ Magician 800.00$ Face Painter 600.00$ Subtotal 3,100.00$ Total Expenses 5,800.00$ Movies in the Park Revenues Sponsorship 3,500.00$ Food Vendor 300.00$ Donations 2,000.00$ Total Revenue 5,800.00$ Expenses Operating Prizes 300.00$ Subtotal 300.00$ Contracts Toilets 400.00$ Open Air 9,000.00$ Games and Activities 600.00$ Subtotal 10,000.00$ Total Expenses 10,300.00$ Easter Egg Hunt Revenues Admission Fees 7,450.00$ Total Revenue 7,450.00$ Expenses Operating Goodie Bags 2,000.00$ Girl Guides 1,500.00$ Mobile Signs 400.00$ Subtotal 3,900.00$ Contracts Bunny Hutch 650.00$ Subtotal 650.00$ Total Expenses 4,550.00$ Subtotal Multicultural Festival Contracts Performers 7,900.00$ Inflatables and Childrens Activities 3,250.00$ Signage and Décor 400.00$ Advertising 6,350.00$ Printing 450.00$ Stage 2,000.00$ Sound 850.00$ Tents 1,600.00$ Security 600.00$ Food 400.00$ Mobile Signs 600.00$ Total Expenses 24,400.00$