AGENDA - Budget Committee - 20201121Town of Aurora
Budget Committee
Meeting Agenda
Date:Saturday, November 21, 2020
Time:9:00 a.m.
Location:Video Conference
Pages
1.Procedural Notes
This meeting will be held electronically as per Section 19. i) of the Town's
Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation.
2.Approval of the Agenda
3.Declarations of Pecuniary Interest and General Nature Thereof
4.Delegations
Note: Anyone wishing to provide comment on an agenda item is encouraged to
visit www.aurora.ca/participation for guidelines on electronic delegation.
5.Consideration of Items
5.1.2021-2022 Operating Budget - Community Partner Presentations
5.1.1.Aurora Cultural Centre Board 2021-2022 Operating Grant 1
(Binder Tab 15)
Presentation to be provided by Suzanne Haines, Executive
Director, Eric Acker, President, and Laura Hostick, Treasurer.
That the presentation from the Aurora Cultural Centre
Board be received; and
1.
That the request for the 2021-2022 operating grant to
the Aurora Cultural Centre Board in the amounts of
$432,480 and $441,100 for 2021 and 2022 respectively
be tentatively approved.
2.
5.2.2021-2022 Capital Budget Review
5.2.1.Review of the Proposed 2021 Repair and Replacement Capital
Projects
(Binder Tab 17)
That the proposed 2021 Repair and Replacement
Capital Projects be received; and
1.
That the proposed 2021 Repair and Replacement
Capital Projects be approved as presented.
2.
5.2.2.Review of the Proposed 2021 Growth and New Capital Projects
(Binder Tab 18)
That the proposed 2021 Growth and New Capital
Projects be received; and
1.
That the proposed 2021 Growth and New Capital
Projects be approved as presented.
2.
5.2.3.Review of the Proposed 2021 Studies and Other Capital
Projects
(Binder Tab 19)
That the proposed 2021 Studies and Other Capital
Projects be received; and
1.
That the proposed 2021 Studies and Other Capital
Projects be approved as presented.
2.
5.2.4.Review of Closed Capital Projects
(Binder Tab 20)
That the Review of Closed Capital Projects be received
for information.
1.
6.Adjournment
2021 - 2022Budget PresentationAurora Town CouncilNovember 21, 2020Page 1 of 33
AgendaAurora Cultural Centre profile2020 Year in Review2020 KPIs2021-2022 Projection2Aurora Cultural Centre | 2021-2022 Budget PresentationPage 2 of 33
Mission, Vision & Core Values3Aurora Cultural Centre | 2020-2022 Budget PresentationPage 3 of 33
4Aurora Cultural Centre | 2021-2022 Budget PresentationPage 4 of 33
2020ProgrammingPage 5 of 33
Society of York Region Artists: Curious MindsNovember 9, 2019 – January 25, 2020Q1 2020Gallery Exhibitions6Aurora Cultural Centre | 2021-2022 Budget PresentationMayor’s Celebration of Youth Arts 2020AAn annual celebration of youth arts, February 29, 2020February 1 – 29, 2020Page 6 of 33
Q1 2020Performing ArtsJanuary 24 • John Sheard Presents The Beatles Songbook • Signature SeriesFebruary 8 • Infinitus: From Handel to Hip-Hop • Kaleidoscope Family Series February 21 • Janina Fialkowska, piano • Great Artist Music SeriesMarch 6 • QW4RTZ a cappella • RBC Emerging Artist Series7Aurora Cultural Centre | 2021-2022 Budget PresentationJohn Sheard Presents The Beatles Songbook Infinitus|From Handel to Hip-Hop Janina Fialkowska, piano QW4RTZ a cappella Page 7 of 33
Q1 2020Education Program• 3 Classes Children and Teens aged 4-15• 1 PA Day program8Aurora Cultural Centre | 2021-2022 Budget Presentation• 9 Classes for Adults• Open Studio for the termKaleidoscope in the Schools Infinitus |From Handel to Hip-Hop February 4-8, 2020Page 8 of 33
Q2 2020Virtual Social Media ProjectsNumber of Instagram Story Hashtagged Posts 403Number of Instagram followers 17159Aurora Cultural Centre | 2021-2022 Budget Presentation#ArtsAtHomeAuroraWhere Are They Now10th Anniversary Gallery Retrospective10 Artists honoured215 virtual engagementsPage 9 of 33
Beyond the Walls: Uxbridge Artist CollectiveJune 15 – September 26, 2020Q2-Q3 2020Virtual Gallery Exhibitions10Aurora Cultural Centre | 2021-2022 Budget PresentationArt BytesPage 10 of 33
Virtual Summer CampsQ2 2020Virtual Education Programs11Aurora Cultural Centre | 2021-2022 Budget PresentationPage 11 of 33
Q3 2020Performing ArtsSeptember 26 • Tribal Vision Dance • Free Community Event, Kaleidoscope Family Series 12Aurora Cultural Centre | 2021-2022 Budget PresentationPage 12 of 33
flightOctober 17, 2020 – January 23, 2021An exhibition of drawings by Grazyna Tonkiel and sculpture by Gordon BeckerCurated by Clare BoltonQ4 2020Virtual Gallery Exhibition13Aurora Cultural Centre | 2021-2022 Budget Presentation2Page 13 of 33
Q4 2020Performing Arts ProgramsOctober 3 • Royal Wood Live In-Concert • Live and live stream • Signature SeriesNovember 29 • The Bombadils •Live Stream • RBC Emerging Artist SeriesEarly December • Holiday concert event • Live Stream • Signature Series (To Be Confirmed)14Aurora Cultural Centre | 2021-2022 Budget PresentationRoyal WoodPage 14 of 33
Q4 2020Education Programs• 3 Classes Children and Teens aged 4-15• 1 PA Day program15Aurora Cultural Centre | 2021-2022 Budget Presentation• 16 Classes for AdultsPage 15 of 33
Volunteers16Aurora Cultural Centre | 2021-2022 Budget PresentationTown of Aurora Volunteer Recognition AwardsName Years of ServiceDee D'Arrigo 10Leonard D'Arrigo 10Heidi Franken 10Bonnie Kraft 10Robert Layton 10Craig Mather 10Doug Zack 10Linda Zack 10Eric Acker 5Karin Allen 5Edy Brash 5Anthony Garramone 5Dianne McKnight 5Caitlin McNama 5Frank Pulumbarit 5Page 16 of 33
172020 StatisticsAurora Cultural Centre | 2021-2022 Budget Presentation2020Q1 Q2 Q3 Q4 (projection)Educational Programs 19 0 17 20Volunteer hours donated 747 336 229 250Art Exhibitions 2 1 (online) 1 (online) 1 (online)Gallery Events and receptions (including virtual Art Bytes) 3 10 (online) 12 (online) 17 (online)Artists Exhibited 98 26 20 2Gallery Tours 1 0 0 0Performing Arts Events 4 0 1 3Free Community Events 11 (online) Canada Day2 (live and online)1 (online)Public Meeting 1 1 (online) 1 (online) 1 (online)Visitors 4212 0 0 0#ArtsAtHomeAurora*2154 132Where Are They Now engagements* 170 45*Q2 and Q3 onlyPage 17 of 33
182020 Community Participation Aurora Cultural Centre | 2021-2022 Budget Presentation05,00010,00015,00020,00025,00030,00035,0002017 2018 2019 2020 (projection)*Patrons of the Aurora Cultural Centre2017-2020GalleryPerforming Arts EventsEducationRentalsOther/Virtual**Total*includes in-person and virtual engagements by program**Virtual includes social media campaigns not tied to a particular programPage 18 of 33
192020 Community Participation Aurora Cultural Centre | 2021-2022 Budget PresentationGalleryPerforming Arts EventsEducational Rentals OtherSocial Media Programming*TotalIn person engagements 890 1,273 1,115 728 263 0 4,269Virtual engagements** 6,589 300 136 0 0 2,705 9,7307,479 1,573 1,251 728 263 2,705 13,999As the building closed March 13, 2020, here are comparable in person engagements from 2019GalleryPerforming Arts EventsEducational Rentals Other Total2019 Q11,205 2,566 199 1,260 348 5,578*#ArtsAtHomeAurora, Community partnerships**Virtual engagements are counted when a patron does something active (take an online class, participate in an event) to access programming. Page 19 of 33
20Program Revenues Aurora Cultural Centre | 2021-2022 Budget PresentationProgram Revenue2016 Actual 2017 Actual 2018 Actual 2019 Actual2020 Original Budget2020 'Impact of Library Square move' budget2020 'Impact of COVID' budgetFacility Rentals $48,272 $52,250 $59,400 $34,485 $35,000 $6,800 $3,350 Performing Arts 39,098 47,666 42,530 42,273 52,000 47,000 14,464 Class Registration 82,686 104,536 109,357 104,183 108,272 102,270 39,677 Gallery Revenue 9,434 5,768 8,882 13,245 13,000 5,000 512 $179,490 $210,220 $220,169 $194,186 $ 208,272 $161,070 $58,003 Page 20 of 33
Program Statistics 21Aurora Cultural Centre | 2021-2022 Budget PresentationPerforming Arts Events 5%Educational Art Classes 43%Community Rentals 19%Gallery 27%Outreach (KITS and Special events)6%Performing Arts Events 25%Educational Art Classes 68%Community Rentals 6%Gallery 1%Types of Activation Direct RevenuePage 21 of 33
Program and Administrative Expenses 22Aurora Cultural Centre | 2021-2022 Budget Presentation2020 Expense BreakdownProgram Expenses, 82%Administration Expenses, 18%Page 22 of 33
23Community Investment Through Town Grant Aurora Cultural Centre | 2021-2022 Budget Presentation2010 Actual 2020 Projection to Year EndTown of Aurora Operating Grant $340,000 $482,661 Total Revenue $382,496 $869,997 % of total revenue 89% 55%Centre's total Earned Revenue $38,698 $204,564 Earned Revenue as a % of Town Grant 11% 42%Town Grant to Total Budget ($)Base Grant$340,000 $482,661 Total Budget $382,496 $844,437 Town Grant as a % of Total Budget 89% 57%COVID Impact2020 year earned revenue was subsidized by Federal Emergency Support in the amount of $182,772. With this amount, the total earned revenue would be $387,336.Earned Revenue as a % of Town Grant 80%Page 23 of 33
242020 Financial Summary Aurora Cultural Centre | 2021-2022 Budget Presentation2020 Operating Budget2020 Original Budget (approved Oct 2019)2020 Budget with Library Square Impact (approved March 2020)% of Total Budget2020 Year End Projection% of Total BudgetREVENUETown of Aurora Operating Grant $482,661 $482,661 47% $482,661 57%Town of Aurora KITS Grant** 50,000 50,000 5% 0 0%Town of Aurora Library Square impact** 0 80,810 8% 0 0%Fundraising: Grants, Donations and Sponsorships 255,960 232,259 23% 133,858 16%Federal Emergency Support Funding 0 0 0% 182,772 22%Programs226,272 184,070 18% 70,706 8%Total Income $1,014,893 $1,029,800 100% $869,997 103%EXPENSESSalaries and benefits $646,563 $629,985 61% $564,057 67%Programs280,341 289,461 28% 182,097 22%Professional fees 32,000 43,000 4% 39,000 5%Fundraising4,000 5,385 1% 3,279 0%OTHER (Office, phone, equip lease, bank, insurance etc.)51,989 61,969 6% 56,004 7%Total Expense $1,014,893 $1,029,800 100% $844,437 100%Excess/-Deficiency of Revenues over Expenditures $0 $0 0% $25,560 -3%*Deferred to 2021**Covered by other revenue sourcesPage 24 of 33
25Library Square Financial Impact Aurora Cultural Centre | 2021-2022 Budget PresentationChange in budget due to Library Square project (March 2020)Projection to Year-EndNotesINCOME LOSSStudent Employment Grants ($3,000) ($3,000) Loss of space = 1 less student Facility Rentals (28,200) (28,200) Loss of space = lower revenue Registration Fees for classes (6,002) (6,002) Loss of space = fewer classes Gallery Art Sales (4,000) (4,000) Loss of exhibits, relocation affecting sales Total Income loss* ($41,202) ($41,202)ADDITIONAL EXPENSESSalaries and Benefits ($9,929) ($9,929) Loss of space = 1 less student Technical Assistance 7,762 4,996 Additional tech labour required to be offsite Commissions - Gallery Art Sales (2,400) (2,400) Loss of space = lower cost because tied to art sales revenue Venue Rental 25,980 3,870 Marketing Expenses 11,724 3,000 On the move logo, ads for the move, videos for two venue activations Program Supplies1,597 Storage cost for technical equipment: Stargate Sound & Light Inc.Piano-tuning, moving, etc. 1,130 2,712 Piano movingTelephone2,391 2,391 Cost to move Bell telephone service from 22 Church to Town Hall Legal Costs 3,000 3,000 Contract review for governance model changes Total Additional Expenses $39,658 $9,236 Contribution Required from Library Square Operating Budget ($80,860) ($50,438) Covered by other revenue sources in 2020 *Revenue loss from COVID not includedPage 25 of 33
26Kaleidoscope in the Schools Final Report 2019-2020 Aurora Cultural Centre | 2021-2022 Budget PresentationPlanned DeliveredVariance due to pandemic closureStudents attending performances 3599 2530 1069Students in workshops 567 447 120Teachers 180 129 51Page 26 of 33
27Kaleidoscope in the Schools 2020 Program Budget Aurora Cultural Centre | 2021-2022 Budget PresentationBudgetProjection with KITS performance shifts to WinterNotesREVENUESIndividual & Corporate gifts $51,500 $2,500 Town of Aurora 50,000 - Deferred to 2021Trillium Foundation 30,000 30,000 SEED grantTotal Revenues $131,500 $32,500 EXPENSESProgram costsArtist performance & breakout session Fees $29,945 $8,607 Infinitus onlyEducators Workshops 6,000 10,000 Delivery to in person and virtual teaching staffStudy guides 5,000 5,000 Transportation 6,000 -Accommodation 10,416 1,653 Infinitus onlyHospitality/per diem 1,600 -Technical and Programming support 800 500 Feedback materials and reports (Hill Strategies) 5,000 6,000 AdministrationStaff* 66,630 37,469 Vulnerable Sector ChecksMisc marketing/FOH 109 Total Expenses $131,500 $69,229 Surplus/Deficit- ($36,729) Covered by other revenue sources*Staff resources are Education Manager and Events Programmer.Page 27 of 33
Customer Satisfaction with Program Mix Customer Satisfaction with Quality LevelCustomer Satisfaction with Overall GovernanceCustomer Recognition and Awareness of Centre Programming Hours per CapitaTown Grant per CapitaNumber of PartnershipsVolunteer Hours as a % of Total Hours to Operate the Centre Annually28Aurora Cultural Centre | 2020-2022 Budget PresentationPage 28 of 33
2021 – 2022BudgetPage 29 of 33
ObjectivesDeliver programming that adapts to COVID-19 realities within resourcesDevelop a plan that continues to bring new people to the Centre virtually and builds an audience30Aurora Cultural Centre | 2020-2022 Budget presentationPage 30 of 33
312021-2022 Operating Budgets Aurora Cultural Centre | 2020-2022 Budget Presentation2021 Budget % of Total Budget 2022 Budget % of Total BudgetREVENUETown of Aurora Operating Grant$501,669 43% $523,111 46%Town of Aurora KITS Grant**50,000 4% 50,000 4%Town of Aurora Library Square**151,102 13% 118,500 10%Fundraising: Grants, Donations and Sponsorships354,129 31% 300,000 26%Programs104,627 9% 151,000 13%Total Income$1,161,527 100% $1,142,611 100%EXPENSESSalaries and benefits$676,712 58% $697,298 61%Programs396,132 34% 347,554 30%Professional fees34,000 3% 35,000 3%Fundraising5,334 0% 5,404 0%OTHER (Office, phone, equip lease, bank, insurance etc.)46,883 4% 56,395 5%Total Expense$1,159,061 100% $1,141,651 100%Excess/-Deficiency of Revenues over Expenditures $2,466 $960*2021 amount is a deferral from 2020. 2022 amount is TBD depending on delivery expectations and growth**Assumes Town Hall program room is not available in 2021Page 31 of 33
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Thank you for your continued support!Page 33 of 33