TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING MINUTES
NO. 08-12
Council Chambers
Aurora Town Hall
Monday, March 3, 2008
ATTENDANCE
COMMITTEE MEMBERS Mayor Morris in the Chair; Councillors Buck (left at 9:40 p.m.), Collins-Mrakas, Gaertner (arrived 7:05 p.m.), Granger, Marsh, MacEachern and McRoberts
MEMBERS ABSENT Councillor Wilson was absent.
OTHER ATTENDEES Chief Administrative Officer, Director of Corporate Services/Town Clerk, Financial Analyst/Budget Supervisor, Director of Financial Services/Treasurer and Council/Committee Secretary.
Mayor Morris called the meeting to order at 7:00 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
Councillor McRoberts declared a pecuniary interest in Item 1, pertaining to user groups in Aurora, by virtue his employer being one of the groups represented. Councillor McRoberts did not take part in or vote on any questions in this regard or attempt in any way to influence the voting on such questions.
Councillor Collins-Mrakas declared a pecuniary interest in any conversation pertaining to the Schulic Business School, by virtue of her employment with said organization. Councillor Collins-Mrakas did not take part in or vote on any questions in this regard or attempt in any way to influence the voting on such questions.
II APPROVAL OF AGENDA
General Committee recommends:
THAT the agenda as circulated by the Corporate Services Department, with the following additions, be approved:
Ø Item 2 - SUPPLEMENTAL PAGE
Re: Item 2 - Memorandum from CAO 2008 CAO/Administration Budget Summary
Ø Item 4 - Memorandum from Director of Financial Services
Re: Library Board Funding - Not Submitted
Ø Item 5 - Memorandum from CAO
Re: Notice Board
Ø Item 6 - Memorandum from the CAO
Re: Staff Justifications – Economic Development Division
Ø Item 7 - Memorandum from the Director of Public Works
Re: Staff Justifications – Environmental Engineer
CARRIED
Councillor Gaertner arrived at 7:05 p.m.
III DELEGATIONS
None
IV CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Councillor McRoberts, having previously declared an interest in Item 1, did not take part in the vote called for in this regard.
1. Summary of User Groups Contacted and Written Responses Received
Re: Response to Proposed User Fee Increases
General Committee recommends:
THAT the matter be referred to the CAO’s office for a report, and that the report should include the previous background reports as well as the current user fees.
CARRIED
2. Memorandum from CAO
Re: Re: 2008 CAO/Administration Budget Summary
(deferred from February 27, 2008 meeting)
2(a) Staff Events Calendar
General Committee recommends:
THAT a calendar of staff events be prepared and provided to Council.
CARRIED
2(b) Receptions
General Committee recommends:
THAT the receptions budget be set at $3,000.
CARRIED
2(c) Business Networking
General Committee recommends:
THAT the business networking budget be set at $900.
CARRIED
2(d) Subscriptions and Publications
General Committee recommends:
THAT the subscriptions and publications budget be set at $2,000.
CARRIED
2(e) Staff Initiatives
General Committee recommends:
THAT the staff initiatives budget be set at $12,000.
CARRIED
2(f) Meeting Expenses
General Committee recommends:
THAT the meeting expenses budget be set at $2,060.
CARRIED
2(g) Conferences
General Committee recommends:
THAT the conferences budget be set at $4,825.
CARRIED
2(h) Memberships
General Committee recommends:
THAT the memberships budget be set at $3,600.
CARRIED
2(i) Consulting
General Committee recommends:
THAT the consulting budget be set at $6,500.
CARRIED
Councillor Collins-Mrakas, having previously declared an interest in any conversation pertaining to the Schulic Business School, did not take part in the debate in this regard.
2(j) Mileage
General Committee recommends:
THAT the mileage budget be set at $400.
CARRIED
2(k) Office Supplies
General Committee recommends:
THAT the office supplies budget be set at $1,339.
CARRIED
2(l) Courses and Seminars
General Committee recommends:
THAT the courses and seminars budget be set at $2,060.
CARRIED
2(m) Vehicle
General Committee recommends:
THAT the vehicle budget be set at $4,200.
CARRIED
2(n) General Office
General Committee recommends:
THAT the general office budget be set at $2,000.
CARRIED
2(o) Photocopier
General Committee recommends:
THAT the photocopier budget be set at $850.
CARRIED
2(p) Printing
General Committee recommends:
THAT the printing budget be set at $1,500.
CARRIED
3. Deferral from Council Meeting Feb. 12, 2008
Re: Capital Budget Adjustment of 2%
(deferred from February 27, 2008 meeting)
General Committee recommends:
THAT the Council approve an increase in the tax levy by a dollar amount of $460,000 which is equivalent to 2%; and
THAT these funds be specifically earmarked to begin to address the capital funding shortfall as recommended by the Treasurer; and
THAT the amount be placed into the municipal capital reserve; and
THAT this philosophy be carried forward to future years for Council consideration.
DEFEATED
General Committee recommends:
THAT the matter of a Capital Budget Adjustment of 2% be considered at the end of the budget process.
CARRIED
4. Memorandum from Director of Financial Services
Re: Library Board Funding
The memorandum from Director of Financial Services, regarding Library Board funding, was deferred pending further information from the Director.
5. Memorandum from CAO
Re: Notice Board
General Committee recommends:
THAT the memorandum from CAO regarding the Notice Board be received for information.
CARRIED
6. Memorandum from the CAO
Re: Staff Justifications – Economic Development Division
General Committee recommends:
THAT the position of Administrative Assistant be approved on a contract basis for one year; and
THAT, in combination with the formation of the job description for the new position, the Economic Development Officer’s job description be provided, to show how it inter-relates with the new position.
CARRIED
Councillor Buck left the meeting at 9:45 p.m.
7. Memorandum from the Director of Public Works
Re: Staff Justifications – Environmental Engineer
General Committee recommends:
THAT the memorandum from the Director of Public Works regarding Staff Justifications – Environmental Engineer, be received; and
THAT the position not be filled until 2009.
CARRIED
8. FS08-012 – Aurora Heritage Centre
General Committee recommends:
THAT a Special General Committee workshop be convened to discuss details related Aurora Heritage Centre including, but not limited to:
· HVAC/Geothermal system, related costs and cost benefits
· Structural engineering analysis/foundation integrity report
· Alarm system requirements and related costs
· New roof requirements
· Review of the technical and electrical details pertaining to this project
· Details and information on premiums for work done after hours
· Update on mold abatement measures
· Report on the status of insurability of the building
· Priorities for the current year; and
THAT the Clerk poll the Mayor and Members of Council to determine availability for the Special General Committee workshop.
CARRIED
General Committee recommends:
THAT the hour be extended beyond 10:30 p.m. for 15 minutes.
CARRIED
9. Revised Canada Day Parade Sub-Committee Proposed Budget
General Committee recommends:
THAT the matter be referred to the Director of Financial Services to provide additional information including, but not limited to; actual costs, actual recovery from sponsorships and total funding allocated from the tax levy for the Canada Day Parade in previous years.
CARRIED
V ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 11:10 p.m.
CARRIED
THE REPORT OF THE GENERAL COMMITTEE MEETING 08-12 IS SUBJECT TO FINAL APPROVAL AT COUNCIL ON TUESDAY, MARCH 25, 2008.
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