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Home My WebLink AboutFebruary 13, 2014 (Budget) city 0 == Executive (Budget) Committee Meeting Minutes -'- -S '-" - Thursday, February 13, 2014 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 P. Bigioni - Director, Corporate Services & City Solicitor R. Holborn - Director, Engineering & Public Works T. Melymuk - Director, City Development M. Carpino - Director, Culture & Recreation J. Hagg - Deputy Fire Chief D. Shields - City Clerk S. Karwowski - Division Head, Finance &Treasurer C. Grant - CEO, Library J. Halsall - Manager, Budgets & Internal Audit L. Roberts - Committee Coordinator (I) Disclosure of Interest • No disclosures of interest were noted. (II) Delegations 1. David Sim David Sim appeared before the Committee with respect to the 2014 budget. He stated that while he is encouraged by the downtown development plans, he has concerns he may not be able to enjoy it with the continued increase in taxes. He provided a chart, stating he was encouraged by the fact that the Regions' 1.5% is more in line with the stated inflation rate. He noted his concerns in particular with the development of Seaton as well as the police budget, stating he would like Council to be creative when considering the budget and understand the impact of their decisions as it relates to the not so average homeowner. He questioned whether 1 • cif,, °A Executive (Budget) Committee Meeting Minutes N COMONIOE Thursday, February 13, 2014 9:00 am Main Committee Room other opportunities such as out sourcing, had been considered. Mr. Sim noted his concern for the fill of housing, questioning the impact on assessment with the creation of million dollar homes in their neighbourhoods. 2. Barbara Pulst Barbara Pulst appeared before the Committee with respect to the 2014 budget. She questioned what Pickering's total debt was as well as the current cost of servicing debt. Ms. Pulst stated she felt that the DC costs regarding Seaton were unclear and questioned how the development charges with respect to Seaton and the City of Pickering all fit together. She also questioned the debt to be incurred with respect to the operations centre as well as car allowances for Mayor and Council. Staff provided clarification to questions raised by the delegation. 3. Andy McKinnon Andy McKinnon appeared before the Committee stating his concerns with respect to the engagement process for the 2014 budget. He noted the document was too large and did not allow sufficient time to properly review it prior to the public meeting, and that the timing of the meeting was not appropriate for the majority of residents to attend. Mr. McKinnon posed numerous questions with respect to the use of carpeting in the libraries, large garbage cans and the resulting problems from the use of these in the parks. He stated that certain roads in the municipality were being paved numerous times and questioned why. A question and answer period ensued with staff responding to questions raised. 4. Prakash Rebello Prakash Rebello appeared before the Committee, questioning how often the sidewalks are replaced or repaired and why the same man hole covers seem to be repaired every year. Mr. Rebello questioned whether the sidewalks could be widened, and noted safety concerns with the grinding of sidewalks. He also stated his agreement with respect to allowing more time for residents to review the budget documents. 5. Whitevale and District Resident's Association Ron Dawe appeared before the Committee and informed members that copies of a request for funding for the Mary Christian House, a project of the Whitevale and District Resident's Association had been previously handed out for their review and consideration. 2 City o1 Executive (Budget) Committee Meeting Minutes WCO_MNI-01 Thursday, February 13, 2014 9:00 am J Main Committee Room 7. Peter Fenske Peter Fenske appeared before the Committee with respect to the 2014 budget. He • noted that his pension had only increased .9%, stating this makes it difficult to accept a 3.75% tax hike. He also noted concerns with respect to increases in assessments. 8. Maurice Brenner Maurice Brenner appeared before the Committee with respect to the 2014 budget. He noted the importance of engaging residents locally, suggesting the possibility of using the ward system for public meetings, and asked that this be taken into consideration for the future. (III) Presentations Mayor Ryan thanked staff for bringing forward a budget within the guidelines established by Council as a whole while maintaining the current level of service. T. Prevedel, Chief Administrative Officer noted flow charts were available as well as packages for residents to take home showing the cost to run the City. He noted the costs of the recent ice storm were accounted for, noting contingency plans in place should funding from the Province not be received. Mr. Prevedel stated there would be no decrease in the draw on reserves, noting that funds would continue to be allocated into vehicle reserves. S. Karwowski, Division Head, Finance &Treasurer, provided an outline of the 2014 Current and Capital Budgets through the aid of a power point presentation, pointing out the new features this year in the budget documents. He explained increases, noting the costs incurred as a result of significant damages due to the recent ice storm, noting the budget will include financial contingency strategies, such as redirecting funds from the Emerald Ash Borer (EAB) program. He explained how more DC dollars were going into the Capital Budget to save tax dollars. He outlined the detailed financing strategy for the new operations centre, noting a future projected cost of 1.3 million should the project be delayed for one year. He briefly outlined major capital projects for future council decisions, and also noted opportunities for energy grant incentives. In closing, Mr. Karwowski stated a proposed 3.75% budget increase equates to approximately an increase of$47.40 or .91 cents per week on an average dwelling based on an assessment of$358,400. He also noted that assessment growth is not part of the tax rate. A discussion period ensued with concerns raised regarding the City's debt management and rate stabilization draws. Discussion ensued with respect to putting money back into 3 City o¢► Executive (Budget) Committee Meeting Minutes ---SO'.-' Thursday, February 13, 2014 9:00 am Main Committee Room the rate stabilization, noting that if we continue to use these funds for capital costs, we may not have the money in the event of another emergency, such as the recent ice storm. Members also questioned the allocation of funds with respect to the sale of lands. Committee took a 15 minute recess and reconvened at 11:30 am. (IV) Matters for Consideration 1. Review and Recommendation of the 2013 Capital Budget Capital — Mayor and Council Moved by Councillor McLean That the 2014 Capital budget for Mayor and Council be approved and presented to Council on February 24, 2014. Carried City Emergency Management Discussion ensued with questions raised regarding the criteria and identification for 60 mobile radios. It was also questioned whether the City would be looking into generators in light of the recent ice storm. Moved by Councillor McLean • That the 2014 Capital budget for City Emergency Management be approved and presented to Council on February 24, 2014. Carried Customer Care Moved by Councillor Dickerson That the 2014 Capital budget for Customer Care be approved and presented to Council on February 24, 2014. Carried Fire A brief discussion period ensued with respect to the lead time on pumpers. 4 City Executive (Budget) Committee Meeting Minutes NOICANNIIZE Thursday, February 13, 2014 9:00 am Main Committee Room Moved by Councillor Dickerson That the 2014 Capital budget for Fire be approved and presented to Council on February 24, 2014. Carried Finance &Taxation Moved by Councillor McLean That the 2014 Capital budget for Finance & Taxation be approved and presented to Council on February 24, 2014. Carried Information Technology Moved by Councillor Dickerson That the 2014 Capital budget for Information Technology be approved and presented to Council on February 24, 2014. Carried Clerks Moved by Councillor Pickles That the 2014 Capital budget for Clerks be approved and presented to Council on February 24, 2014. • Carried By-law Moved by Councillor Rodrigues That the 2014 Capital budget for By-law be approved and presented to Council on February 24, 2014. Carried 5 Cul/ n? Executive (Budget) Committee a_sk_ T Meeting Minutes Thursday, February 13, 2014 9:00 am Main Committee Room Property Maintenance Discussion ensued with respect to tree replacement costs and walkway lighting. Moved by Councillor Dickerson Seconded by Councillor Rodrigues That line Item 6181 on page 34 of the 2014 Capital Budget for walkway lighting in the amount of$25,000 be removed. Motion Lost Unanimously on a Recorded Vote Further discussion ensued with respect to maintenance of the right of way off Altona Road. It was questioned whether a report would be coming forward with respect to the installation of a proper walkway. Staff were requested to look into the lighting at Valley Farm and Buckingham Gates to determine whether it was a maintenance issue or if replacement was required. Moved by Councillor McLean That the 2014 Capital.budget for Property Maintenance be approved and presented to Council on February 24, 2014. Carried Operations Centre— Municipal Garage Moved by Councillor Pickles That the 2014 Capital budget for Operations Centre — Municipal Garage be approved and presented to Council on February 24, 2014. • Carried Roads Discussion ensued with respect to the West Shore Neighbourhood road restoration work and the need to budget for curbs on both sides. Councillor Pickles inquired about the unpaved portion of roads in the northern part of Pickering and stated that he would be bringing forward a Notice of Motion in this regard. 6 Cal of Executive (Budget) Committee Meeting Minutes OmoNICOI Thursday, February 13, 2014 9:00 am Main Committee Room Moved by Councillor Dickerson That the 2014 Capital budget for roads be approved and presented to Council on February 24, 2014. Carried Parks Discussion ensued with respect to the location and details regarding the proposed skateboard park facility in East Woodlands Park. It was questioned when the details would be finalized and when the public consultation process would begin. Moved by Councillor McLean That the 2014 Capital budget for parks be approved and presented to Council on February 24, 2014. Carried Streetlights Discussion ensued with respect to the replacement of traffic controls and whether they could be deferred. Moved by Councillor Dickerson That the 2014 Capital budget for streetlights be approved and presented to Council on February 24, 2014. Carried Committee took a 30 minute recess and reconvened at 1:05 pm. Stormwater Moved by Councillor McLean That the 2014 Capital budget for stormwater be approved and presented to Council on February 24, 2014. Carried 7 °i Executive (Budget) Committee Meeting Minutes WCO MMt41170C Thursday, February 13, 2014 9:00 am Main Committee Room Development Control Moved by Councillor Pickles That the 2014 Capital budget for development control be approved and presented to Council on February 24, 2014. Carried Development Projects — DC Funded Moved by Councillor Dickerson That the 2014 Capital budget for Development Projects — DC Funded be approved and presented to Council on February 24, 2014. Carried Civic Complex Moved by Councillor Dickerson That the 2014 Capital budget for Civic Complex be approved and presented to Council on February 24, 2014. Carried Seniors Centre Discussion ensued with questions raised regarding the HVAC system and remedial measures to resolve asbestos concerns. Moved by Councillor McLean That the 2014 Capital budget for Seniors Centre be approved and presented to Council on February 24, 2014. Carried Don Beer Arena Moved by Councillor O'Connell 8 Cat' n1 4 Executive (Budget) Committee Meeting Minutes KO Si ti�t Thursday, February 13, 2014 9:00 am Main Committee Room That the 2014 Capital budget for Don Beer Arena be approved and presented to Council on February 24, 2014. Carried Community Centres Moved.by Councillor Dickerson That the 2014 Capital budget for Community Centres be approved and presented to Council on February 24, 2014. Carried Rec Complex—Central Core Discussion ensued with respect to equipment costs. Staff were requested to look into maximizing the floor space. Moved by Councillor Ashe That the 2014 Capital budget for Rec Complex— Central Core be approved and presented to Council on February 24, 2014. Carried Rec Complex- Pool Moved by Councillor Dickerson That the 2014 Capital budget for Rec Complex- Pool be approved and presented to Council on February 24, 2014. Carried Rec Complex—Arena • Moved by Councillor McLean That the 2014 Capital budget for Rec Complex-Arena be approved and presented to Council on February 24, 2014. Carried 9 Cat/ 4 ° Executive (Budget) Committee Meeting Minutes NEe-—nlai Thursday, February 13, 2014 9:00 am Main Committee Room Museum Moved by Councillor McLean That the 2014 Capital budget for Museum be approved and presented to Council on February 24, 2014. Carried City Development-Admin Moved by Councillor Dickerson That the 2014 Capital budget for City Development-Admin be approved and presented to Council on February 24, 2014. Carried Library A brief discussion period took place regarding the possibility of alternative flooring materials with staff providing clarification to concerns raised. Moved by Councillor Dickerson That the 2014 Capital budget for Library be approved and presented to Council on February 24, 2014. Carried Review and Recommendations of the 2014 Current Budget CAO —Admin Discussion period ensued with respect to funds to cover assessment appeals. Members noted some concerns with shifting of the tax burden off of commercial and onto residential. Moved by Councillor Pickles That the Current budget for CAO —Admin, Customer Care Centre, Human Resources, Health & Safety be approved and presented to Council on February 24, 2014. Carried 10 Cal A Executive (Budget) Committee ,,T4T.t41:1 Meeting Minutes - -'- NIVE Thursday, February 13, 2014 9:00 am Main Committee Room Fire Protection Discussion ensued with concerns raised regarding overtime. Moved by Councillor Dickerson That the Current budget for Fire Protection, Emergency Operations be approved and presented to Council on February 24, 2014. Carried Corporate Services Discussion ensued with respect to the sound system upgrades in the Council Chambers. Moved by Councillor Dickerson That the Current budget for Corporate Services, Finance, Supply& Services, Information Technology, Legal & Legislative Services, Clerks Office, Records Management& Elections, Print Shop/Mail Room, By-law and Animal Services be approved and presented to Council on February 24, 2014. Carried Engineering & Public Works Moved by Councillor Dickerson That the Current budget for Engineering Services—Admin, Crossing Guards and Development Control be approved and presented to Council on February 24, 2014. Carried • Operations & Fleet Services Discussion ensued with staff being requested to look into the costs of the ice rink and what percentage is offset by donations. Moved by Councillor Ashe That the Current budget for Operations-Admin, Property Maintenance, Operations— Municipal Garage, Roads, Sidewalks, Streetlights, Parks be approved and presented to Council on February 24, 2014. 11 City Executive (Budget) Committee a = F Meeting Minutes Thursday, February 13, 2014 9:00 am Main Committee Room Carried Culture & Recreation A question and answer period ensued with respect to telephone costs, accessibility for the door in the parking garage, a wireless system for the Council Chambers. Staff were requested to provide a breakdown of costs for the Santa Claus and Easter parades. Moved by Councillor Dickerson That the Current budget for Culture & Recreation -Admin, Civic Complex, Senior Centre, Programs, Dunbarton Pool, Don Beer Arena, Community Centres, Recreation Complex— Central Core, Pool and Arenas, and Museum be approved and presented to Council on February 24, 2014. Carried City Development—Admin Discussion ensued with staff providing clarification with respect to conference costs as well as outside agencies. Moved by Councillor Dickerson That the Current budget for City Development—Admin, Planning & Design, Building Services, Sustainability, Economic Development, Committee of Adjustment and Heritage Pickering be approved and presented to Council on February 24, 2014. Carried Committee took a 15 minute recess and reconvened at 3:30 pm. Libraries Moved by Councillor Dickerson That the Current budget for Libraries be approved and presented to Council on February 24, 2014. Carried 12 City °0 Executive (Budget) Committee a _ , . Meeting Minutes Thursday, February 13, 2014 9:00 am Main Committee Room General Government Summary Moved by Councillor McLean That the Current budget for General Government Summary, Mayor Ryan, Councillor O'Connell, Councillor McLean, Councillor Rodrigues, Councillor Ashe, Councillor Dickerson, Councillor Pickles, Council Support and Purchased Services be approved, and presented to Council on February 24, 2014. Carried Later in the Meeting (Refer to following motions) Moved by Councillor O'Connell Councillor O'Connell proposed the following changes to her budget: Council Communication — reduce by $1,500 to $4,500 Reception, Promotion & Special Events— reduce by $2,000 to $2,500 Outside Agencies — reduce by $1,800 to $3,000 . Carried Moved by Councillor McLean. Councillor McLean proposed the following changes to his budget; Council Communication — reduce by $3,000 to $3,000 Reception, Promotion & Special Events— reduce by $3,500 to $1,000 Outside Agencies — reduce by $3,500 to $1,300 Carried The Main motion was then Carried as amended. Grants Discussion period ensued with questions raised regarding one time grants for organizations, the allocation of funds and what policies may be in place in the event of an organization disbanding. Members requested further information with respect to the criteria for allocating funds, more accountability and the creation of a registry for community organizations to provide a clear understanding of where the funds are going and also to have the information publicized. 13 city 4 s Executive (Budget) Committee Meeting Minutes �� Thursday, February 13, 2014 9:00 am Main Committee Room Moved by Councillor Dickerson That the Current budget for Grants as amended be approved and presented to Council on February 24, 2014. Carried Later in the Meeting (Refer to Following Motions) Moved by Councillor Dickerson That a one time grant in the amount of$200 be allocated to the Royal Canadian Legion Branch 606. Carried Moved by Councillor Dickerson That a one time grant in the amount of$5,000 be allocated to the South Pickering Seniors Club. Carried Moved by Councillor Dickerson That a one time grant in the amount of$20,000 be allocated to the Pickering Auxiliary Rescue Association (PARA). Carried It was suggested that PARA be contacted to provide a delegation at the February 24th Council meeting to provide Members with details regarding the organization. Councillor O'Connell requested staff look into previous years for the Waterfront Regeneration Trust, noting this item used to be included in the annual budget. User Fees Moved by Councillor Dickerson That the Current budget for User Fees be approved and presented to Council on February 24, 2014. 14 Cifq Executive (Budget) Committee Meeting Minutes �•-„�., -ice; ,-.-,.i:.... aIbt Thursday, February 13, 2014 9:00 am Main Committee Room Carried (V) Adjournment Moved by Councillor O'Connell The meeting adjourned at 4:30 pm. 15