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HomeMy WebLinkAboutFebruary 9, 2012 ctw 00 Executive (Budget) Committee MCKERNG Meeting Minutes Thursday, February 9, 2012 9:00 am Main Committee Room Present: Mayor Ryan Councillors: K. Ashe D. Dickerson B. McLean J. O'Connell D. Pickles P. Rodrigues Also Present: T. Prevedel - Chief Administrative Officer E. Buntsma - Director, Community Services N. Carroll - Director, Planning & Development T. Melymuk - Director, Office of Sustainability G. Paterson - Director, Corporate Services & Treasurer B. Douglas -Fire Chief R. Holborn - Division Head, Municipal Property & Engineering J. Hodgson - Manager, Customer & Administrative Services S. Karwowski - Manager, Finance & Taxation C. Grant - CEO, Library S. Reynolds - Division Head, Culture & Recreation P. Bigioni - City Solicitor D. Shields - City Clerk L. Roberts - Committee Coordinator (1) Disclosures of Interest No disclosures of interest were noted. (II) Presentations T. Prevedel, Chief Administrative Officer thanked staff for their work on the budget and arriving at a budget close to targets early in the process. He stated that the first thing we had to deal with in the budget process is cost of living. He also stated that the City needs to continue creating a budget that does not depend on drawing from reserves. 1 c,tq oo Executive (Budget) Committee Meeting Minutes PICKE Thursday, February 9, 2012 9:00 am Main Committee Room The Chief Administrative Officer made reference to the 4 year Capital forecast that staff produced this year. He stated that the forecast will assist the City by capturing the needs and desires for future budgets and stated that the document will evolve over time and will become a useful document for preparing yearly budgets. Mayor Ryan thanked staff for their efforts in the preparation of this year's Current and Capital budgets. He noted staff were cognizant of the pressures on taxpayers in bringing in a budget that addresses the needs of the public. He noted the City of Pickering maintains a high level of efficiency while being hampered with low assessment growth. He stated that no reductions in service were made and the City continues to provide a high standard of service. He added that with a new agenda process, budgets will be coming forward in February each year in the future. He stated the need to start thinking today about how to build on reserves for the future. Mayor Ryan explained the process for going through the budget agenda. G. Paterson, Director, Corporate Services & Treasurer outlined a summary of the 2012 Current and Capital Budgets through the aid of a power point presentation along with hand outs. He noted a proposed levy budget of 3.49%, noting the property tax allocation resulting in a proposed 0.97% increase on the City's portion of the total tax bill, which translates into approximately $39.00 per year based on an assessed value of $300,000. He also requested members not focus on the noted percentages, but rather the dollar amounts. Discussion period ensued with respect to current total debt, amount in reserves and development charges. Questions arose regarding the amount of surplus last year and the draw on reserves, as well as clarification being requested on the rate stabilization, with staff responding accordingly. (II) Delegations Kelly Marconi, a resident of Claremont, appeared before the Committee representing a group of area residents. She stated her home is located on Sideline 20 and Regional Road 5, adjacent to the Claremont Public School. She informed the Committee of the resident's concerns with respect to the road conditions on Sideline 20. She noted they had been informed by the developer over 10 years ago that an asphalt road would be put down at the completion of construction, which was 9 years ago. She indicated their concerns with safety issues, as this is a highly travelled road lacking adequate street lighting, used 2 cty o0 Executive (Budget) Committee Meeting Minutes Thursday, February 9, 2012 9:00 am Main Committee Room by trucks, school buses, cyclists and children. Ms. Marconi requested that Council support the"paving of Sideline 20 in the 2012 Budget. A copy of her delegation was handed in to be distributed. (III) Matters for Consideration 1. Review and Recommendations of the 2012 Capital Budget Detailed discussion ensued with Council posing various questions and requesting clarification with respect to several matters. Staff provided information in relation to each inquiry put forward. Discussion took place with respect to Fire Services and the life span of pumpers and fire vehicles, reserves for replacement vehicles and projected costs in the proposed Seaton development. It was suggested that future vehicle requirements, staffing, equipment and building needs should be included each year to better understand future debt. Discussion took place with respect to how roads projects were assessed and what criteria was looked at to make decisions on which roads should be in budgets. Questions were also raised on how Development Charges were applied to the projects and suggestions were made that more time and detail should be taken to make sure we use Development Charges the best way possible. Staff was requested to look into Moorelands and Cowan Circle and provide information along with estimates prior to February 21St Council. Committee took a ten minute recess and reconvened at 11:10 am. Discussion ensued regarding the new Whitevale Bridge in respect to design elements, lanes, sidewalks and the cultural heritage designs in the new structure. It was questioned whether the lanes would be wide enough to accommodate bike traffic, whether heritage elements would be built into the bridge and if the budget was sufficient to accommodate this. Discussion ensued with respect to the Frenchman's Bay Harbour entrance. It was noted that this is not a municipal responsibility and that the money would be better utilized for the Western Spit. It was noted that the improvements could increase economic development in the area by bringing in tourism as boaters are not currently using the harbor entrance due to the unsafe 3 citq oo Executive (Budget) Committee e Meeting Minutes PICKERNG Thursday, February 9, 2012 9:00 am Main Committee Room conditions. It was noted that the removal of this item would put the project in jeopardy and would not impact.the 2012 tax rate. Discussion ensued on sidewalks on Kingston Road as well as the Durham Region Transit plans. It was suggested that staff should contact the Region regarding cost sharing initiatives for sidewalks along Kingston Road. Moved by Councillor Ashe That the 2012 Capital Budget be approved and presented to Council on February 21, 2012. Carried Later in the Meeting (See following motion) Moved by Councillor O'Connell That the budget of $1.5 million in account 5780 Parks, 1702 Debt - 10 years for Frenchman's Bay Harbour entrance be removed from the 2012 Capital Budget. Motion Defeated 2012 Captial Budget Carried The Committee recessed at 12:37 pm and reconvened at 1:10 pm 2. Review and Recommendation of the 2012 Current Budget Moved by Councillor McLean That the 2012 Current budget, be approved and presented to Council on February 21, 2012, with the inclusion of the following amendments; Carried as amended later in the meeting (See following motions) Moved by Councillor O'Connell Councillor O'Connell proposed the following changes to her budget: 4 cttq oo Executive (Budget) Committee 4-12ift.4 Meeting Minutes PJCKEIUUN Thursday, February 9, 2012 9:00 am Main Committee Room Council Communication Policy - from $7,500.00 to $6,000.00 Reception, Promotion & Special Events - from $4,500.00 to $2,500.00 Outside Agency Services - from $4,800.00 to $3,000.00 Total Reduction: $5,300.00 Carried Councillor Pickles proposed the following changes to his budget: Telephones - from $1,200.00 to $900.00 Council Compensation Policy - from $7,500.00 to $6,500.00 Reception, Promotion & Special Events - from $4,500.00 to $2,500.00 Outside Agency Services - from $4,800.00 to $3,900.00 Total Reduction: $4,200.00 Carried Councillor McLean proposed the following changes to his budget: Council Communication Policy - from $7,500.00 to $4,000.00 Reception, Promotion & Special Events - from $4,500.00 to $2,500.00 Outside Agency Services - from $4,800.00 to $2,000.00 Total Reduction: $8,300.00 Carried Councillor Dickerson proposed the following changes to his budget: Cellular Phone - from $3,000.00 to $2,700.00 Communication Policy - from $7,500.00 to $6,000.00 Receptions, Promotions & Special Events - from $4,500.00 to $4,300.00 Office Supplies - from $ 750.00 to $550.00 Outside Agency - from $4,800.00 to $3,500.00 Total Reduction: $3,500.00 Carried Detailed discussion ensued with Council posing various questions and requesting clarification with respect to several matters. Staff provided information in relation to each.inquiry put forward. Discussion took place regarding the actual expenditure numbers and the historical budgeted numbers and why actual numbers were not reflected numbers when those numbers were consistent in numerous years. 5 citq oq Executive (Budget) Committee Meeting Minutes PICKE Thursday, February 9, 2012 9:00 am Main Committee Room Clarification was requested on the temporary work place accommodation within Customer Care. The Chief Administrative Officer noted that it was a WSIB accommodation. Discussion took place with respect to budgeting for studies. Clarification was provided by staff as well as explanations with regards to studies which carry over from one year to the next and how the City accommodated the ongoing nature of projects. Councillor O'Connell requested a full list of all studies in the Office of Sustainability budget that took place in 2011 as well as studies proposed in 2012 including where they may overlap. 2012 Current Budget Carried 3. General Governance Councillor O'Connell questioned POA revenues, noting the Region has forecasted an increase and requested staff to investigate. Councillor Ashe and Councillor McLean questioned whether provisions had been placed in the budget if Council decided to approve an Integrity Commissioner. The Director, Corporate Services noted that there was provisions in the General Government Section. Grants Discussion ensued with respect to the grants for DWAC Inc. and DWAC Foundation. Questions were raised regarding how much grant funds have been given to these organizations and whether the City has been provided with an update on how the are ro ressin the future needs of the organization and financial statements. It was requested that an update be provided to Council regarding DWAC. Moved by Councillor Rodrigues That the line item for DWAC in the amount of $20,000 be removed from the 2012 current budget. Motion Defeated Discussion ensued with respect to the grant for United Way. Moved by Councillor Pickles 6 c~ eq Executive (Budget) Committee = Meeting Minutes PICKERING Thursday, February 9, 2012 9:00 am Main Committee Room That the grant amount of $100,470 to United Way be reduced to $75,000 in the 2012 Current Budget. Carried Moved by Councillor Ashe That the grant for the joint funded Environmental Project for TRCA in the amount of $10,000.00 be removed from the 2012 Current Budget. Carried Councillor Ashe left the meeting at 4:25 pm. 4. Review of Proposed Fees and Charges By-law Moved by Councillor Pickles That the summary of fees and charges as presented be approved and presented to Council on February 21, 2012. Carried Moved by Councillor Dickerson That recommended Seaton Legal Fees in the amount of $500,000 be reduced to $300,000. Carried Discussion ensued with respect to the need for a reserve to fund accessibility projects in order to be in compliance with the Provincial legislation. Moved by Councillor O'Connell That an additional $60,000 be placed in the 2012 budget to be used for accessibility improvements. Motion defeated. 7 i citq o0 _ Executive (Budget) Committee AN-0-1 Meeting Minutes Thursday, February 9, 2012 9:00 am Main Committee Room Further discussion ensued with the Director, Corporate Services & Treasurer noting that they could put a recommendation in regarding any unspent funds for accessibility projects would carry over into a reserve fund for future budget years. The Director, Corporate Services & Treasurer noted the total reductions as amended today would be approximately 2.93% for a final tax rate. (IV) ADJOURNMENT Moved by Councillor Dickerson The meeting adjourned at 4:45 pm. '8