AGENDA - General Committee - 20161128Special General Committee
2017 Operating Budget
Meeting Agenda
Monday, November 28, 2016
7 p.m.
Council Chambers
Aurora Town Hall
Public Release
November 25, 2016
Town of Aurora
Special General Committee
2017 Operating Budget
Meeting Agenda
Monday, November 28, 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) Stephen Kimmerer and Ron Weese, Sport Aurora
Re: Sport Aurora Funding Request
(b) Ron Weese and Nancy Black, Aurora Sports Hall of Fame
Re: Aurora Sports Hall of Fame Funding Request
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 28, 2016 Page 2 of 4
5. Closed Session
6. Consideration of Items
7. Adjournment
Special General Committee – 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016 Page 3 of 4
Agenda Items
1. 2017 Operating Budget – Departmental Business Plans (Budget Binder Tab 6)
Review of Parks, Recreation and Cultural Services
(Deferred from Budget meeting of November 21, 2016 – Item 4)
Recommended:
1. That the 2017 Business Plan for Parks, Recreation and Cultural Services be
approved.
2. Memorandum from Director of Parks, Recreation and Cultural Services
Re: Special Event Budget for 2016
(Deferred from Budget meeting of November 21, 2016 – Item 5)
Recommended:
1. That the memorandum regarding Special Event Budget for 2016 be received
for information.
3. 2017 Operating Budget – Departmental Business Plans (Budget Binder Tab 6)
Review of Corporate Services
(Not considered at Budget meeting of November 14, 2016)
Recommended:
1. That the 2017 Business Plan for Corporate Services be approved.
4. 2017 Operating Budget – Departmental Business Plans (Budget Binder Tab 6)
Review of Planning and Building Services
(Not considered at Budget meeting of November 14, 2016)
Recommended:
1. That the 2017 Business Plan for Planning and Building Services be approved.
Special General Committee – 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016 Page 4 of 4
5. 2017 Operating Budget – Departmental Business Plans (Budget Binder Tab 6)
Review of CAO/Administration Services
(Not considered at Budget meeting of November 14, 2016)
Recommended:
1. That the 2017 Business Plan for CAO/Administration Services be approved.
6. Consideration of Budget Option Decision Units (Budget Binder Tab 5)
Recommended:
1. That Council provide direction regarding the Budget Option items.
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: November 28th, 2016
SUBJECT: Sport Aurora Funding Request
NAME OF SPOKESPERSON: Stephen Kimmerer & Ron Weese
NAME OF GROUP OR PERSON(S) BEING REPRESENTED (if applicable):
Sport Aurora Inc
BRIEF SUMMARY OF ISSUE OR PURPOSE OF DELEGATION:
This presentation will be directly related to funding request and budget ask from the Town of Aurora.
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? Al Downey DATE: November 23rd,
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 28, 2016
Delegation (a)
Page 1 of 1
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: Monday November 28, 2016
SUBJECT: Budget – Options 2017
NAME OF
SPOKESPERSON(S): Ron Weese & Nancy Black
NAME OF GROUP OR PERSON(S) BEING REPRESENTED: Aurora Sports Hall of Fame
BRIEF SUMMARY OF ISSUE OR PURPOSE OF DELEGATION: the Aurora Sports Hall of Fame is
requesting funding support for 2017 as part of the Sports Plan (sustainability of the Hall)
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? Samantha Yew DATE: November 23, 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 28, 2016
Delegation (b)
Page 1 of 2
DRAFT COPY FOR
DISCUSSION ONLY
2015 2016 2017 2018 2019
ACTUAL PROJECTED PROJECTED PROJECTED PROJECTED
Funds Raised
Ticket Sales, Donations, Sponsorships, Program
Advertising, Fantasy Auction Proceeds, etc 49,475$ 57,350$ 58,500$ 59,700$ 60,900$
Expenses
Annual Gala Induction Dinner 27,655 31,955 32,600 33,300 34,000
Website, Video Brochures & Promotional Materials 16,344 8,100 8,300 8,500 8,700
Artifact Collections, Displays & Curation 14,800 22,097 20,500 20,900 21,300
Education Outreach 3,315 4,750 4,800 4,900 5,000
Induction, Nominations & Selection 1,998 1,300 1,300 1,300 1,300
Sponsor, Honoured Member & Volunteer Support 4,874 6,850 7,000 7,100 7,200
Executive Director Fee and Expenses 29,961 29,700 30,300 30,900 31,500
Acccounting, Legal and Administrative Costs 3,897 4,070 4,200 4,300 4,400
102,844 108,822 109,000 111,200 113,400
Shortfall 53,369-$ 51,472-$ 50,500-$ 51,500-$ 52,500-$
Provided by: Provided by:
&
FUNDING REQUIRED FOR SUSTAINABLILITY
Funds Required for Sustainability Special General Committee - 2017 Operating Budget Meeting Agenda Monday, November 28, 2016Delegation (b) Page 2 of 2
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
1. 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 General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2
Page 1 of 10
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
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2
Page 2 of 10
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$
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2
Page 3 of 10
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$
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2
Page 4 of 10
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$
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2
Page 5 of 10
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$
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2
Page 6 of 10
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$
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2
Page 7 of 10
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$
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2
Page 8 of 10
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$
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2
Page 9 of 10
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$
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2
Page 10 of 10
Public Release
November 28, 2016
Town of Aurora
Additional Items to
Special General Committee
2017 Operating Budget
Meeting Agenda
Monday, November 28, 2016
7 p.m., Council Chambers
• Revised Index for Special General Committee – 2017 Operating Budget Meeting
Agenda
• Item 2. b) Additional Information to Item 2. a) Memorandum from Director of
Parks, Recreation and Cultural Services; Re: Special Events Budget for 2016
Re: Special Event Expenses – 2016, and 2016 Special Events Marketing
• Item 5. b) Report No. CAO16-008 – Training and Development
• Item 5. c) Report No. CAO16-009 – Vacancy Control
• Item 5. d) Memorandum from Director of Financial Services/Treasurer
Re: Updated 2016 Departmental Objectives Overview Summary
Public Release
November 28, 2016
Town of Aurora
Special General Committee
2017 Operating Budget
Meeting Agenda (Revised)
Monday, November 28, 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) Stephen Kimmerer and Ron Weese, Sport Aurora
Re: Sport Aurora Funding Request
(b) Ron Weese and Nancy Black, Aurora Sports Hall of Fame
Re: Aurora Sports Hall of Fame Funding Request
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 (Revised)
Monday, November 28, 2016 Page 2 of 5
5. Closed Session
6. Consideration of Items
7. Adjournment
Special General Committee – 2017 Operating Budget Meeting Agenda (Revised)
Monday, November 28, 2016 Page 3 of 5
Agenda Items
1. 2017 Operating Budget – Departmental Business Plans (Budget Binder Tab 6)
Review of Parks, Recreation and Cultural Services
(Deferred from Budget meeting of November 21, 2016 – Item 4)
Recommended:
1. That the 2017 Business Plan for Parks, Recreation and Cultural Services be
approved.
2. a) Memorandum from Director of Parks, Recreation and Cultural Services
Re: Special Event Budget for 2016
(Deferred from Budget meeting of November 21, 2016 – Item 5)
Recommended:
1. That the memorandum regarding Special Event Budget for 2016 be received
for information.
2. b) Additional Information to Item 2. a) Memorandum from Director of Parks,
Recreation and Cultural Services; Re: Special Event Budget for 2016
Re: Special Event Expenses – 2016, and 2016 Special Events Marketing
(Added Item)
Recommended:
1. That the Additional Information to Item 2. a) Memorandum from Director of
Parks, Recreation and Cultural Services; Re: Special Event Budget for 2016,
regarding Special Event Expenses – 2016, and 2016 Special Events
Marketing, be received for information.
3. 2017 Operating Budget – Departmental Business Plans (Budget Binder Tab 6)
Review of Corporate Services
(Not considered at Budget meeting of November 14, 2016)
Special General Committee – 2017 Operating Budget Meeting Agenda (Revised)
Monday, November 28, 2016 Page 4 of 5
Recommended:
1. That the 2017 Business Plan for Corporate Services be approved.
4. 2017 Operating Budget – Departmental Business Plans (Budget Binder Tab 6)
Review of Planning and Building Services
(Not considered at Budget meeting of November 14, 2016)
Recommended:
1. That the 2017 Business Plan for Planning and Building Services be approved.
5. a) 2017 Operating Budget – Departmental Business Plans (Budget Binder Tab 6)
Review of CAO/Administration Services
(Not considered at Budget meeting of November 14, 2016)
Recommended:
1. That the 2017 Business Plan for CAO/Administration Services be approved.
5. b) CAO16-008 – Training and Development
(Added Item)
Recommended:
1. That Report No. CAO16-008 be received for information.
5. c) CAO16-009 – Vacancy Control Report
(Added Item)
Recommended:
1. That Report No. CAO16-009 be received for information.
Special General Committee – 2017 Operating Budget Meeting Agenda (Revised)
Monday, November 28, 2016 Page 5 of 5
5. d) Memorandum from Director of Financial Services/Treasurer
Re: Updated 2016 Departmental Objectives Overview Summary (Budget
Binder Tab 4)
(Added Item)
Recommended:
1. That the memorandum regarding Updated 2016 Departmental Objectives
Overview Summary be received for information.
6. Consideration of Budget Option Decision Units (Budget Binder Tab 5)
Recommended:
1. That Council provide direction regarding the Budget Option items.
Special Event Expenses- 2016
Arctic Adventure
Revenues
Sponsorship 1,100.00$ $800
Food Vendors 350.00$ 200.00$
Total Revenue 1,450.00$ 1,000.00$
Expenses
Contracts
Entertainment 2,691.00$ 4,725.00$
Ice Sculptures 3,571.00$ 1,975.00$
Subtotal 6,262.00$ 6,700.00$
Operating
Supplies 501.00$ 1,550.00$
Equipment 245.00$ 250.00$
Subtotal 746.00$ 1,800.00$
Equipment Rental
Sound System 700.00$
Inflatables 1,460.00$ 1,500.00$
Subtotal 1,460.00$ 2,200.00$
Total Expense 8,468.00$ 10,700.00$
Art Show
Revenues
Sponsorship 450.00$
Registration Fees 4,290.00$ 3,220.00$
Sale Commissions 1,523.00$ 1,000.00$
Total Revenue 5,813.00$ 4,670.00$ 4,670.00$
Expenses
Contracts
Entertainment 170.00$ 800.00$
Juror 300.00$ 400.00$
Mobile Signs 610.00$ 600.00$
Subtotal 1,080.00$ 1,800.00$
Operating
Awards 1,310.00$ 1,200.00$
Flowers and Décor 322.00$ 455.00$
Subtotal 1,632.00$ 1,655.00$
Recognition
Food 249.00$ 225.00$
Subtotal 249.00$ 225.00$
Total Expense 2,961.00$ 3,680.00$
ACTUAL BUDGET
ACTUAL BUDGET
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 1 of 13
Canada Day
Revenues
Federal Grant 25,000.00$ 25,000.00$
Food Vendors 859.00$ 500.00$
Sponsorship 3,500.00$ 5,000.00$
Total Revenue 29,359.00$ 30,500.00$
Expenses
Operating Materials
Entertainment 7,485.00$ 3,000.00$
Activity Providers 3,120.00$ 3,150.00$
Electrician 524.00$ 550.00$
Pancakes 95.00$ 650.00$
Security 691.00$ 750.00$
Flag Printing 1,613.00$ 1,500.00$
Subtotal 13,528.00$ 10,300.00$
Rentals
Inflatables 2,299.00$ 3,000.00$
Stage 1,831.00$ 2,000.00$
Sound 1,475.00$ 1,500.00$
Tents 744.00$ 1,400.00$
Toilets 279.00$ 600.00$
Subtotal 6,628.00$ 8,500.00$
Contracts
Fireworks 13,737.00$ 14,000.00$
Subtotal 13,737.00$ 14,000.00$
Total Expense 33,893.00$ 33,025.00$
Canada Day Parade
Operating Materials
Rotary Donation 150.00$ 150.00$
Wagon for Council 800.00$ 800.00$
Town Crier 152.00$ 160.00$
React 300.00$ 300.00$
Shuttle Buses 173.00$ 200.00$
Signage 400.00$
Decorations 45.00$ 300.00$
Volunteer Appreciation 215.00$
Subtotal 1,620.00$ 2,525.00$
Equipment Rentals
Toilets 350.00$
Contracts 350.00$
Marching Bands 9,512.00$ 8,150.00$
Cultural Dancers 1,373.00$ 1,850.00$
Subtotal 10,885.00$ 10,000.00$
Total Expense 12,505.00$ 12,875.00$
ACTUAL BUDGET
ACTUAL BUDGET
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 2 of 13
Concerts in the Park
Revenues
Sponsorship 10,350.00$ 7,000.00$
Total Revenue 10,350.00$ 7,000.00$ 7,000.00$
Expenses
Operating Materials
Signage 395.00$ 150.00$
Licences and Supplies 723.00$
Subtotal 1,118.00$ 150.00$
Equipment Rentals
Sound 5,342.00$ 6,000.00$
Subtotal 5,342.00$ 6,000.00$
Contracts
Consultants 2,000.00$ 2,000.00$
Bands 10,220.00$ 11,500.00$
Subtotal 12,220.00$ 13,500.00$
Total Expense 18,680.00$ 19,650.00$
Ribfest
Revenues
Food Vendor Fees 3,991.00$ 5,000.00$
Entry Fees 15,491.00$ 17,000.00$
Beer Commissions 4,000.00$ budgetted - actual still to be 3,000.00$
Admission Fee 30,000.00$
Sponsorship 6,800.00$ 5,000.00$
Total Revenue 30,282.00$ 60,000.00$
Expenses
Operating
Signage 254.00$ 500.00$
Mobile Signs 610.00$ 600.00$
Food for Bands 561.00$ 300.00$
Tent 682.00$ 700.00$
Subtotal 2,107.00$ 2,100.00$
Equipment Rentals
Toilets 3,653.00$ 7,100.00$
Grey Water Removal 1,933.00$
Stage 2,696.00$ 2,900.00$
Sound 8,219.00$ 9,000.00$
Subtotal 16,501.00$ 19,000.00$
Contracts
Police 665.00$ 1,000.00$
Bands 27,321.00$ 30,750.00$
Rider for Bands 2,000.00$ 2,000.00$
Kids Activities 468.00$
Security 2,200.00$
SOCAN 1,100.00$ 1,000.00$
ACTUAL BUDGET
ACTUAL BUDGET
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 3 of 13
Electrician 920.00$ 750.00$
Letters 3,459.00$
Dumpster 2,300.00$
Subtotal 35,933.00$ 40,000.00$
Total Expense 54,541.00$ 61,100.00$
garbage dumpster and light towers were budgetted ($3050) but were able to get equipment donated for 2016
Colours of Fall Concert
Revenues
Sponsorship 1,500.00$ 1,000.00$
Food Vendor 51.00$ 51.00$
Total Revenue 1,551.00$ 1,051.00$
Expenses
Operating
Pumpkins 149.00$ 200.00$
Signage 200.00$
Decorations 100.00$
Subtotal 149.00$ 500.00$
Equipment Rentals
Sound 763.00$ 750.00$
Subtotal 763.00$ 750.00$
Contracts
Band 1,526.00$ 1,600.00$
Subtotal 1,526.00$ 1,600.00$
Total Expense 2,438.00$ 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 750.00$ 900.00$
Decorations 637.00$ 1,700.00$
Subtotal 8,600.00$
Equipment Rentals 2,400.00$
Toilets 279.00$ 300.00$
Light Towers -$ 600.00$
Generators -$ 300.00$
Mobile Signs -$ 600.00$
Buses 559.00$ 600.00$
Subtotal 2,400.00$
Recogntion
ACTUAL BUDGET
ACTUAL BUDGET
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 4 of 13
Food 400.00$ 500.00$
Subtotal 400.00$ 500.00$
Total Expense 400.00$ 11,500.00$
Santa Under the Stars
Parade
Revenues
Float Entry Fees -$ 1,600.00$
Sponsorship -$ 3,500.00$
Total Revenue -$ 5,100.00$ 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$
Recogntion
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 Expense -$ 11,850.00$
Tree Lighting Ceremon
Revenues
Sponsorship -$ 2,000.00$
Total Revenue -$ 2,000.00$ 2,000.00$
Expenses
Operating Materials
Volunteer Appreciation -$ 100.00$
Clementines -$ 100.00$
Craft and Games -$ 250.00$
Decorations -$ 250.00$
Subtotal -$ 700.00$
ACTUAL BUDGET
ACTUAL BUDGET
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 5 of 13
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 Expense -$ 3,300.00$
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 Expense -$ 350.00$
Family First Night
Revenue
Sponsorship -$ 600.00$
Total Revenue -$ 600.00$
Expenses
Operating Materials
Hot Chocolate and Cook -$ 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$
ACTUAL BUDGET
ACTUAL BUDGET
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 6 of 13
Face Painter -$ 600.00$
Subtotal -$ 3,100.00$
Total Expense -$ 3,100.00$
Movies in the Park
Revenues
Sponsorship 5,250.00$ 3,500.00$
Food Vendor 300.00$
Donations 2,158.00$ 2,000.00$
Total Revenue 7,408.00$ 5,800.00$
Expenses
Operating
Prizes 154.00$ 300.00$
Subtotal 154.00$ 300.00$
Contracts
Toilets 127.00$ 400.00$
Open Air 8,649.00$ 9,000.00$
Games and Activities 350.00$ 600.00$
Subtotal 9,126.00$ 10,000.00$
Total Expense 9,280.00$ 10,300.00$
Easter Egg Hunt
Revenues
Admission Fees 5,580.00$ 7,450.00$
Sponsorship 1,225.00$ 7,450.00$
Total Revenue 6,805.00$ 7,450.00$
Expenses
Operating
Goodie Bags 1,455.00$ 2,000.00$
Girl Guides 1,500.00$ 1,500.00$
Mobile Signs 457.00$ 400.00$
Printing 305.00$
Subtototal 3,717.00$ 3,900.00$
Contracts
Bunny Hutch 457.00$ 650.00$
Subtotal 457.00$ 650.00$
Total Expense 4,174.00$ 4,550.00$
Multicultural Festival
Contracts
Performers 6,863.00$ 7,900.00$
Inflatables and Childrens 3,871.00$ 3,250.00$
Signage and Décor 122.00$ 400.00$
Advertising 7,608.00$ 6,350.00$
ACTUAL BUDGET
ACTUAL BUDGET
ACTUAL BUDGET
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 7 of 13
Printing 450.00$
Stage 1,926.00$ 2,000.00$
Sound 763.00$ 850.00$
Tents 1,513.00$ 1,600.00$
Security 577.00$ 600.00$
Food 542.00$ 400.00$
Mobile Signs 1,221.00$ 600.00$
Total Expense 25,006.00$ 24,400.00$
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 8 of 13
2016 Special Events MarketingUpdated as of 28/11/2016PLEASE NOTE THIS DOCUMENT REPRESENTS A SUMMARY OF CORPORATE COMMUNICATIONS EXPENSES RELATED TO EVENTS. IT MAY OR MAY NOT BE INCLUSIVE OF ALL SPECIAL EVENT EXPENSES.Event Graphic DesignPrint MaterialsPhoto-graphyNewspaper MagazineCommentsAuroran (Notice Board, January 7)$0.00Auroran (Notice Board, January 14) $0.00Auroran (Notice Board, January 21) $0.00Auroran (Notice Board, January 28) $0.00Auroran (Notice Board, February 4) $0.00Auroran (Notice Board, February 11) $0.00Concept and campaign artwork$700.00Posters (100)$40.00Postcards (3,000)$239.00Anthony Bell Photography$300.00Auroran (Notice Board, January 21)$0.00Auroran (Notice Board, January 28)$0.00Auroran (Notice Board, February 4)$0.00Auroran (Notice Board, February 11)$0.00Aurora Banner (February 11)$349.00Auroran (February 11)$77.28Concept and campaign artwork$775.00Passport/map artwork$150.00Posters (100)$40.00Postcards double-sided (2,000)$260.00Auroran (Notice Board, February 18)$0.00Auroran (Notice Board, February 25)$0.00Auroran (Notice Board, March 3)$0.00Auroran (Notice Board, March 10)$0.00Auroran (March 17)$629.05Aurora Banner, Newmarket Era, EG Express (March 17)$828.00Aurora Banner, Newmarket Era, EG Express (March 24)$828.00Auroran (Notice Board, March 24)$0.00SNAPd Aurora (March edition)$395.00Arctic AdventureEaster Egg HuntAurora's BorealisSpecial Events paid for mobile sign printing and placement.Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 9 of 13
2016 Special Events MarketingUpdated as of 28/11/2016Event Graphic DesignPrint MaterialsPhoto-graphyNewspaper MagazineCommentsAuroran (Notice Board, April 7)$0.00Auroran (Notice Board, April 14)$0.00Auroran (Notice Board, April 21)$0.00Aurora Banner (April 21)$779.00King Sentinel (April 21)$157.50Aurora Banner (April 28)$1,245.00Auroran (April 28)$629.05King Sentinel (April 28)$315.00SNAPd Aurora (April edition)$395.00Concept and campaign artwork $650.00Forms and display artwork $300.00Event invitation artwork $50.00Event program artwork $400.00Post-event artwork part 1 $300.00Post-event artwork part 2 $100.00Signage (In Kind Donation $414) $0.00Posters $18.63Auroran (January 14)$325.00Auroran (February 11)$325.00Auroran (June 2)$315.00Aurora Banner (June 2)$579.00SNAPd Aurora (February edition)$395.00SNAPd Aurora (July edition)$395.00Mini-campaign artwork $300.00Posters $40.00Auroran (Notice Board, May 5)$0.00Auroran (Notice Board, May 12)$0.00Auroran (Notice Board, June 2)$0.00Auroran (Notice Board, June 9)$0.00No paid advertising.Art Show and SaleCommunity Recognition AwardsAurora Teen IdolSpecial Events paid for poster and postcard printing.Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 10 of 13
2016 Special Events MarketingUpdated as of 28/11/2016Event Graphic DesignPrint MaterialsPhoto-graphyNewspaper MagazineCommentsCall for submissions artwork$300.00Concept and campaign artwork$400.00Posters - Double-sided (100)$80.00Auroran (Notice Board, February 11)$0.00Auroran (Notice Board, February 18)$0.00Auroran (Notice Board, February 25)$0.00Auroran (Notice Board, March 3)$0.00Auroran (Notice Board, March 10)$0.00Auroran (Notice Board, March 17)$0.00Auroran (Notice Board, March 24)$0.00Auroran (Notice Board, March 31)$0.00Auroran (Notice Board, April 7)$0.00Auroran (Notice Board, April 14)$0.00Auroran (Notice Board, April 21)$0.00SNAPd Aurora (August edition)$395.00Concept and campaign artwork including insertion$800.00Posters$40.00Aurora Banner (June 16)$579.00Auroran (Notice Board, June 16)$0.00Aurora Banner (June 23)$579.00Auroran (Notice Board, June 23)$0.00Auroran (Notice Board, June 30)$0.00SNAPd Aurora (June edition)$395.00Concept and campaign artwork$500.00Auroran (Notice Board, June 30)$0.00Auroran (Notice Board, July 7)$0.00Auroran (Notice Board, July 14)$0.00Auroran (Notice Board, July 21)$0.00Auroran (Notice Board, July 28)$0.00Auroran (Notice Board, August 4)$0.00Auroran (Notice Board, August 11)$0.00Mini-campaign artwork$150.00Auroran (Notice Board, June 30)$0.00Auroran (Notice Board, July 7)$0.00Auroran (Notice Board, July 14)$0.00Aurora Banner (July 14)$394.00Movies in the SARC Spring / Movie Call for SubmissionsCanada DayConcerts in the ParkTheatre in the ParkSpecial Events paid for the printng and distribution of the double-sided newspaper insertion.No paid advertising. Special Events paid for poster printing.Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 11 of 13
2016 Special Events MarketingUpdated as of 28/11/2016Event Graphic DesignPrint MaterialsPhoto-graphyNewspaper MagazineCommentsConcept and campaign artwork$550.00Auroran (Notice Board, July 21)$0.00Auroran (Notice Board, July 28)$0.00Auroran (Notice Board, August 4)$0.00Auroran (Notice Board, August 11)$0.00Auroran (Notice Board, August 18)$0.00Auroran (Notice Board, August 25)$0.00Paid via grantConcept and campaign artwork$800.00Three newspaper ads$325.00Full page ad and lug ad$550.00Posters$40.00Auroran (Notice Board, July 21)$0.00Auroran (Notice Board, July 28)$0.00Auroran (Notice Board, August 4)$0.00Auroran (Notice Board, August 11)$0.00Auroran (Notice Board, August 18)$0.00Auroran (August 18)$600.00Aurora Banner, Newmarket Era, EG Express (August 18)$759.00Bradford Topic (August 18)$267.00Georgina Advocate (August 18)$346.00King Sentinel (August 18)$157.50Uxbridge Times Journal (August 18)$340.00Auroran (August 25)$600.00Aurora Banner, Newmarket Era, EG Express (August 25)$759.00Bradford Topic (August 25)$267.00Georgina Advocate (August 25)$346.00King Sentinel (August 25)$157.50Uxbridge Times Journal (August 25)$340.00SNAPd Aurora (August 1)$1,235.00Concept and campaign artwork$300.00Posters$40.00Auroran (Notice Board, September 15)$0.00Auroran (Notice Board, September 22)$0.00Auroran (Notice Board, September 29)$0.00Auroran (September 29)$315.00All costs covered through Special Events.Special Events paid for mobile sign printing and placement. Special Events also paid for Ribfest Auroran insertion.Colours of Fall ConcertMulticultural FestivalRibfestMovies in the Park SummerNo paid advertising. Special Events paid for poster printing.Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 12 of 13
2016 Special Events MarketingUpdated as of 28/11/2016Event Graphic DesignPrint MaterialsPhoto-graphyNewspaper MagazineCommentsConcept and campaign artwork$800.00Posters (100)$40.00Postcards double-sided (2,000)$260.00Auroran (Notice Board, September 29)$0.00Auroran (Notice Board, October 6)$0.00Auroran (Notice Board, October 13)$0.00Auroran (Notice Board, October 20)$0.00Auroran Front Page (October 20)$300.00Aurora Banner, Newmarket Era, EG Express (October 20)$759.00Auroran (Notice Board, October 27)$0.00Auroran Front Page (October 27)$0.00Aurora Banner, Newmarket Era, EG Express (October 27)$759.00SNAPd Aurora (October edition)$395.00Concept and campaign artwork$500.00Posters (100)$40.00Auroran (Notice Board, November 10)$0.00Auroran (Notice Board, November 17)$0.00Auroran (Notice Board, November 24)$0.00SNAPd Aurora (November edition)$395.00Concept and campaign artwork$525.00Posters (100)$40.00Postcards (2,000)$197.50Auroran (Notice Board, November 24)$0.00Auroran (Notice Board, December 1)$0.00SNAPd Aurora (December edition)$395.00Concept and campaign artwork$400.00SNAPd Aurora (December edition)$395.00Auroran (Notice Board, December 15)$0.00Auroran (Notice Board, December 22)$0.00Auroran (Notice Board, December 29)$0.00$10,625.00 $1,415.13 $300.00 $16,004.88 $5,185.00GRAND TOTAL$33,530.01Special Events paid for posters and postcard printing.Special Events paid for mobile sign printing and placement.Tree Lighting CeremonyFamily First NightAurora's Haunted ForestSanta Under the Stars ParadeAdditional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 2. b)
Page 13 of 13
Town of Aurora
General Committee Report No. CAO16-008
Subject: Training and Development
Prepared by: Doug Nadorozny, Chief Administrative Officer
Department:
Date:
Office of the Chief Administrative Officer
November 28, 2016
Recommendation
1.That Report No. CAO16-008 be received for information.
Executive Summary
Staff have presented Council with capital and operating budget submissions. As part of
the operating budget, Council has asked for a closer review of Training & Development
budgets and spending for the Town. The purpose of this report is to provide that
perspective.
Background
In 2014, Council requested a review of Training & Development budgets for the
organization, and as a result, the total Training & Development budget for 2015 was
decreased by 40% (approximately $100,000). In the 2017 budget request, staff are
asking for the Training & Development budget to be restored to a level comparable to
2014.
Analysis
The 2016 forecast on this budget line is ($141,152), or 94% of the allocated budget.
Staff have been conservative in their spending on training and development in 2016 for
a number of reasons. First and foremost, staff are aware of the budget deficit and have
been reducing spending on training and development to reduce potential negative
impact on the budget by required expenditures in other areas. Further, as Council is
aware, 2016 saw the reorganization and realignment of a number of Town divisions and
departments, along with turnover at the management level. Management has used
these opportunities to review staff requirements related to training and development and
Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 5. b)
Page 1 of 6
November 28, 2016 Page 2 of 5 CAO16-008
to set new plans in place for their teams. It has taken time to review employee
performance and departmental requirements, resulting in a reduction in formal training
delivery for the interim period.
There is an organizational need to ensure staff have the appropriate training
Based on the assessments that have taken place, management has recognized an
organizational need to ensure that staff have the appropriate statutory or regulated
training required in their roles, while also developing staff competencies in order to
strengthen our ability to succession plan. 8.5% of our full time workforce is eligible to
retire in 2016, with another 2.5% eligible in 2017 and 2018. The cost to replace a
retired employee can be up to two times their annual salary and the loss of institutional
knowledge extensive. Having internal candidates prepared to move into other roles
within the organization shortens the recruitment and orientation process significantly.
In comparison to other municipalities, Aurora is on the lower end of the scale, and
usually under 1% (of full time wages and benefits) on training and development. The
2017 request would translate into a 1% spend that is less than many of our
comparators. (See Attachment No. 1)
In some cases, departments and divisions have reallocated funds from other areas in
their budgets in order to provide an increase in training and development. The following
will provide insight into the most significant of increases in the training and development
budget.
Infrastructure and Environmental Services training budget
The IES training budget increase of $14,239 to amount of $37,600. This increase is a
result of the need to meet both unionized and non-union staff training needs primarily
related to health and safety training and skills development directly related to jo b
performance. In assessing the departments' needs, a training matrix has been
developed outlining the various course requirements. Staff have expressed concern of
the withdrawal of core training availability and the 2017 budget request is to provide
sufficient training to the department to cover basic compliance and technical skills
needs.
Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 5. b)
Page 2 of 6
November 28, 2016 Page 3 of 5 CAO16-008
Financial Services training budget
The Financial Services training budget has increased by $8,580 over 2016. This was
accomplished deliberately by reviewing each budget line to find any available funding to
put towards much needed training and professional development. Continued changes
to the Municipal Act in the areas of reporting and property taxation, grants, and also
changes to Accounting Standards subject to annual audit all required ongoing
professional development, training and courses. Further, two accounting designations
each require 120 hours each 3 years, minimum 20 hours per year training, while two
credentialed public buyers require 45 hours each five year period, and are far behind in
the last two years with only four hours each. Accordingly, efforts were specifically made
to replace funding lost in the prior year’s $100,000 training reduction by Council.
Learning is exchanged from staff to staff in one on one meetings and managerial
meetings.
IT training budget
The IT services budget contains two components: one for corporate training and
another for division staff training. With the Windows 10 and Office 2016 rollout in 2017,
the department does not have the internal resources to deliver training to staff. Using a
vendor to deliver this training will cost $25,000. This is required so that there will be
improved leverage of the features and functionality of the Office Suite. $14,000 has
been proposed as training for IT division staff. The average cost for highly technical
training is $2,400. When allocated across the division, this will ensure that the division
is able to provide a high level of service to other departments and Council, facilitating
the work of the Town. Examples of training include Microsoft Active Directory 2016,
SQL Server 2012, W indows 2016 Server, CityView Business Rules, Microsoft
Deployment Toolkit (MDT) and User State Migration Tool (USMT) training for Support
Services staff for imaging computers.
Corporate Courses and Seminars
The Corporate Courses and Seminars provides for an increase of $35,000 over 2016.
The 2016 budget has been overspent in order to deliver leadership training, report
writing training, health and safety and other employee development programs. In 2016,
the Town did not have a learning & development strategy, and there was a reluctance to
invest in training given staff awareness around budget restrictions. In addition to
extensive Health and Safety training, there is a need for a Corporate Learning Strategy
to provide a framework for employee and management development and succession
planning. By partnering with the N6, the Town seeks out cost effective and efficient
methods to provide learning opportunities to all staff. In 2017, Human Resources will
Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 5. b)
Page 3 of 6
November 28, 2016 Page 4 of 5 CAO16-008
lead the implementation of comprehensive health & safety training, complimented by
other employee and management development initiatives. Some of this will be
developed and delivered internally, and in other cases, external vendors, resources or
methods (e.g. e-learning) will be engaged in the delivery of these programs.
2017 will see the development of a Corporate Learning Strategy
In 2017, staff will be reviewing the Training and Development policy, and Human
Resources has been mandated to develop a Corporate Learning Strategy by which the
organization can more closely monitor learning and development, provide tools to
management and staff to improve and measure learning transfer, and more clearly
define responsibility for training and development within the Town.
Financial Implications
The full 2017 budget request has been included in the 2017 Budget documents for
Council’s review and approval.
Communications Considerations
None.
Link to Strategic Plan
Staff training is integral to the execution of the vision and goals contained within the
Strategic Plan.
Conclusions
This report provides a closer review of the Training and Development budgets and
spending for the Town.
Attachments
Attachment No. 1: Comparison Chart – Training Dollars Reflected as a Percentage of
Total Full Time Wates and Benefits (2016 data)
Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 5. b)
Page 4 of 6
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda Monday, November 28, 2016Item 5. b) Page 5 of 6
Training Dollars reflected as a percentage of Total Full Time Wages and Benefits (2016 data)
Aurora 2014, 2015 and 2016 YTD actuals and 2017 proposed budget identified in red.
0.63% 0.61% 0.67%
0.87%
0.95% 0.95% 1.00% 1.04%
1.12% 1.18%
1.30%
1.45%
1.69%
1.80%
0.00%
0.20%
0.40%
0.60%
0.80%
1.00%
1.20%
1.40%
1.60%
1.80%
2.00%
Vaughan
Aurora 2016 YTD
Aurora 2015
Aurora 2014
Halton Hills
Markham
Aurora 2017 budget
Newmarket
Whitchurch-Stouffville
Richmond Hill
Georgina
York Region
Caledon
East Gwillimbury Attachment No. 1Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda Monday, November 28, 2016Item 5. b) Page 6 of 6
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda Monday, November 28, 2016Item 5. c) Page 1 of 4
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda Monday, November 28, 2016Item 5. c) Page 2 of 4
Attachment #1Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda Monday, November 28, 2016Item 5. c) Page 3 of 4
Additional Items to Special General Committee - 2017 Operating Budget Meeting Agenda Monday, November 28, 2016Item 5. c) Page 4 of 4
Date: November 28, 2016
To: Budget Binder Distribution Group
From: Dan Elliott, Director, Financial Services/Treasurer
Re: Updated 2016 Departmental Objectives Overview Summary
Attached to this memo for the Budget Committee’s review, you will find the Town’s
updated 2016 Departmental Objectives/Initiatives overview summary.
As requested by the Budget Committee on November 21st staff have undertaken a review
of this overview and made any necessary changes. In particular, staff have enhanced
their included comments as they relate to departmental objectives that have been labelled
as ‘In progress’.
Please replace the previously provided same named document which is located under
Tab #4 – Impact of Strategic Plan on 2017 Budget within your 2017 budget binder with
this updated document.
Memorandum Financial Services
Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 5. d)
Page 1 of 7
Legend: Abandoned In progress Completed
Department name: Infrastructure and Environmental Services
Objective Status Comments
Convert street lights to
LED for energy savings.
Strategic Environmental
Master Plan
In progress
Project nearing
completion. Coach light
style requires retrofit
which will extend into
2017 due to manufacturer
constraint
Town Wide Stream
Erosion Management
Plan
Strategic Environmental
Master Plan
In progress Detailed studies to be
initiated in 2017
Expand 2015 successes
of Lean Practices pilot to
include cross functional
services to increase
operational efficiencies
Completed
Successfully completed
analysis of water meters
installation and billing
process
Integrate various
corporate project
management practices
to create consolidated
delivery model
Abandoned Deferred
Implement changes to
winter snow control to
eliminate use of sand on
roads
Completed Implemented fall 2015.
Implement garbage bag
limits and bag tag
program to better align
with N6 best practices
In progress Deferred to 2017
Issue joint N6 tender for
renewal of waste
collection contract that
expires fall 2017
Completed
Tender process
completed and award
recommendation pending
Council approval.
Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 5. d)
Page 2 of 7
Department name: Parks, Recreation and Cultural Services
Objective Status Comments
Advancement of
recommendations from the
Parks and Recreation
Master Plan and Sports
Plan
In progress
Entered into Service Agreement
with Sport Aurora and presented
proposed changes to the
structure of the Parks and
Recreation and Culture
Committee.
Advancement of
recommendations from the
Cultural Precinct Plan
In progress
Continue to support the Planning
Department in public consultation
process.
Public Art Policy In progress Draft complete. To be presented
to Council for approval in 2017
Implementation of
recommendations coming
out of the Cultural Master
Plan
In progress
Made presentation to Council on
actions that have been completed
to date. Further actions to be
taken in 2017.
Implementation of a short
and long term plan for the
Aurora Collection
In progress
Presented options in the 2017
Budget, awaiting Council
approval.
Update and review of the
departmental Pricing
Policy
Abandoned Objective identified in the 2017
Business Plan
Assist Council on the
determination and
disposition of use for
Library Square, Victoria
Hall, the Armoury and the
Petch House
In Progress
Completed Repurposing Study
and made presentation of
recommendations to Council, is
being considered as part of
Cultural Precinct consultation
process.
Ongoing discussions and
negotiations regarding
land acquisitions for
parkland purposes
In Progress
Continue to work with
Infrastructure Ontario on Land
Acquisition.
Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 5. d)
Page 3 of 7
Department name: Financial Services
Objective Status Comments
Streamline budget
processes Completed Additional changes for 2017
Paperless billings for
water In progress
IT capability now confirmed,
introduce in 2017 after other
realignments of resources
Develop long term plan
for Financial Systems In progress Pending completion of HR/Payroll
system
Implement
Contaminated Sites
Accounting Standard
Completed Auditors satisfied
Implement enhanced
metering technology In progress Continuing annual program
Procurement Process
Improvements In progress To complete mid-2017.
Department name: Corporate Services
Objective Status Comments
Development of a Customer
Experience Plan in support of
Excellence Matters initiative
In progress Working group established. Draft
Plan underway.
Review Corporate mail
process and implement
process improvements
Completed
On-line Services – Pet
Licensing, Parking Permit
Program
In progress
On line pet licensing complete.
On line parking permits delayed
due to IT workload.
Participating in N6 Animal
Control Study In progress Recommendations from working
group expected by Q3
Sign By-law Implementation
and Education Completed
To obtain Silver (level 2)
Certification from Excellence
Canada
In progress
Work required to obtain silver
certification eg. customer
experience plan, process
mapping, etc
Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 5. d)
Page 4 of 7
Develop more robust wellness
program focusing on mental
health and stress issues
In progress
Initiative commenced. Wellness
Committee being established with
human resources as lead.
Draft workplan and clean-up
of Town By-laws to assist with
the future implementation of a
Municipal Code for the Town
In progress
Ongoing multi-year project. Initial
background research complete.
Priorities to be established with
work plan
Clarifying legal ownership of
parking lot adjacent to
Temperance Street in order to
facilitate the objectives of the
Promenade Study.
In progress
Revised application required as a
result of new management at
Land Registry office. Expected
completion date is Q2, 2017.
Complete the update of the
Town-owned land index. Completed
Continue to implement
records & document
management plan (TRIM)
phase 4.
In progress EDRMS expected to launch
March, 2017
CRM/KMS Phase 2 In progress
CRM phase 2 training to occur in
December, full implementation to
roll out in January/February.
KMS on hold until launch of
EDRMS to explore inter-
dependencies/opportunities
Purchase and implement a
new e-agenda system for
Council and Committee
meetings.
In progress Coordinated work with Council
Chambers upgrade.
Review and update the
Delegation Policy and Real
Estate Policy (Notice Policy
and Accountability and
Transparency Policy already
updated in 2015), pursuant to
subsection 270(1) of the
Municipal Act, 2001, S.O.
2001, c. 25, as amended.
In progress
Real Estate policy to be updated
in conjunction with Economic
Development model
implementation. Delegation
policy, initial research complete,
expected completion Q2, 2017
Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 5. d)
Page 5 of 7
Identify, update, and create
document precedents for
client departments (one per
department) to improve
corporate efficiency and aid
corporate standardization
while adhering to risk
management strategies for
the Town.
In progress
Templates being reviewed and
revised continuously as matters
arise.
Monitor litigation and
administrative tribunal
proceedings, taking an active
role in same where
appropriate.
In progress
Ongoing monitoring and
communication with external
partners.
Enhance productivity and
efficiency through deployment
of field tablet mobility devices
Completed
Update and improve internal
intranet for increased
corporate collaboration and
sharing of corporate
knowledge
In progress Working with communications on
re-branding, layout, etc.
Department name: Planning and Building Services
Objective Status Comments
Comprehensive Zoning By-
law Review and Update Completed
Final By-law to be presented to
Council for enactment January
2017
Re-establish Business
Ambassador Program Completed Council to determine appointment
of Ambassadors in Q4, 2016
Green Sustainable
Development Guidelines In Progress To be completed Q2, 2017
Corporate Environmental
Action Plan In Progress Project was transferred to IES as
part of the Re-org
Update of Official Plan In Progress
To proceed once Provincial
Review and Regional Growth
Projections are finalized
Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 5. d)
Page 6 of 7
Fire Services Review and
Inspections on Building Code
Matters-Process Improvement
In Progress
Coordination with CYFS in
progress, to be completed in Q1,
2017
New Zoning By-law– Staff
Training and Implementation In Progress Pending Approval of the By-law,
Q1, 2017
Implementation of Mobile
Devices for Bldg Inspectors Completed Completed Q4, 2016
Implement of a Septic
Maintenance Program Completed Completed Q4, 2016
Additional Items to
Special General Committee - 2017 Operating Budget Meeting Agenda
Monday, November 28, 2016
Item 5. d)
Page 7 of 7