Loading...
HomeMy WebLinkAboutJanuary 15, 2008 Council Strategy Session Meeting Minutes Tuesday, January 15, 2008 10:00 AM Deer Creek Golf & Banquet Facility PRESENT: Mayor David Ryan COUNCillORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: 1. J. Quinn E. Buntsma N. Carroll T. Melymuk G. Paterson A. Allison D. Wilcox R. Holborn S. Reynolds J. Hodgson - Chief Administrative Officer - Director, Operations & Emergency Services - Director, Planning & Development - Director, Office of Sustainability - Director, Corporate Services & Treasurer - City Solicitor - City Clerk - Division Head, Municipal Property & Engineering - Division Head, Culture and Recreation -Manager, Customer & Administrative Services INTRODUCTORY REMARKS The Mayor provided opening comments and welcomed members to the Council Strategy Session. He advised that this would be an informal session, for information and discussion purposes with staff. There will be a number of presentations, but no decisions will be made as a result of this session, any formal reports required will be brought forward to Council to be dealt with. The Chief Administrative Officer thanked the Mayor and welcomed everyone to this strategy session. He noted that this was a good opportunity for general open discussions. Council Strategy Session Meeting Minutes Tuesday, January 15, 2008 10:00 AM Deer Creek Golf & Banquet Facility I) DISCLOSURE OF INTEREST There were no disclosures noted. II) STAFF PRESENTATIONS a) Financial Overview The Director, Corporate Services & Treasurer, with the aid of a powerpoint presentation provided a detailed 2008 Financial & Budget Overview. A copy of the presentation was provided to members present. The purpose of the briefing was to provide the following: . Current City financial situation . Review of 2007 budget tax levy increase . 2008 budget guidelines . Preliminary draft 2008 financial position . Preliminary draft 2008 capital strategy. Discussion ensued with respect to building permits issued to date and forecasted revenue. The Director, Corporate Services & Treasurer provided clarification with respect to the 2009 projection on estimated building permits versus when it would be registered on the assessment roll. The Chief Administrative Officer provided further clarification as it related to Seaton development, current population figures and the lack of Provincial assistance. Based on the discussion, staff were requested to provide as much information as possible in relation to staff projections in the next 2-5 years. Further discussion ensued as it related to housing affordability and the future of assessment growth within the municipality. Questions also arose in relation to why the City does not use a multi-year budget format and could consideration be given to this. Further detailed discussions are noted as follows: . City land holdings and how they would be disbursed in the future . The lack of net community benefit from the Province . Financial projections for the years 2007 through to 2010 . Unanticipated significant events for 2008 Council Strategy Session Meeting Minutes Tuesday, January 15, 2008 10:00 AM Deer Creek Golf & Banquet Facility . Annual debt charges · Dunbarton Pool and the future capital improvements required, and the cost benefit to the community . Reserves and reserve fund summary for the years 1999-2014 · The 2007 allocation of reserve funds, and . 2008 budget guidelines. The Chief Administrative Officer was requested to provide a listing of the staff positions not filled in 2007. During the discussion on staff positions, it was noted that new positions, along with old existing positions that are deemed redundant would have to be reviewed (re-tooling). Staff were further requested to retool the wording as it related to the #1 budget guideline. The Director, Corporate Services & Treasurer stated that the 2008 budget would be released on March 28, 2008, noting that Committee meetings would be held in April, and Council approval of the 2008 budget in late April/May. Staff were requested to review the Sheppard Avenue sidewalk extension and determine if it was eligible for any grants, including the Federal Development Fund. Staff were further requested to investigate grant funding for the Waterfront Trail. Council took a break at 11 :30 am and resumed at 11 :39 am. The Director, Corporate Services & Treasurer provided an overview of the capital budget summary and indicated that the main capital expenditure related to the expansion of the Pickering Recreation Complex. He further noted that a business case was being prepared by staff in this regard. The Director, Corporate Services & Treasurer further noted the financing in relation to the 401 Pedestrian bridge, requesting comments in relation to releasing the $1 million in gas tax funding allocated specifically to this project. Based on the discussion, staff were requested to provide a separate report with respect to funding for green projects (ie: Dunbarton Pool, Rec Complex expansion). The Director, Corporate Services & Treasurer provided further information as it related to the possibility of the utilization of local improvement charges, and a heritage grant/tax relief program. Council Strategy Session Meeting Minutes Tuesday, January 15, 2008 10:00 AM Deer Creek Golf & Banquet Facility b) 2008 Capital Proiects The Director, Operations & Emergency Services advised that he would be providing a brief overview of the major proposed 2008 capital projects that were currently being considered. The Division Head, Municipal Property & Engineering provided an overview of the projects estimated at $100,000. or more. The projects overviewed were; Seventh Concession Road (Sideline 28 to 32), Toy Avenue, Welrus Street, West Shore Boulevard (Oklahoma to Sunrise), Luna Court and Gablehurst Crescent. He noted that all projects were noted in the 2005 Road Needs Study as a NOW category or a 1-5 year category due to structural adequacy or drainage needs. Based on the discussion, concern was raised with respect to paving roads wherein there was no benefit to the municipality in the form of assessment. (Seventh Concession Road). The Chief Administrative Officer advised that staff were following the TSH priority list and the Director, Operations & Emergency Services provided further clarification in relation to how priorities are determined. Based on the discussion, staff were requested to investigate sidewalks on both sides of the street with respect to the Welrus Street project, and the extension of the work to be completed down to the end of West Shore Boulevard (go to the bottom of Sunrise). The Division Head, Culture & Recreation outlined the major capital projects related to culture and recreation, such as the Don Beer Arena and Dunbarton Pool. The Chief Administrative Officer recommended a tour of the Dunbarton Pool. Further discussion ensued with respect to Dunbarton Pool, specifically, costs associated with the pool rental and applicable charges to the Durham District School Board, along with the maintenance costs which are all borne by the municipality. Based on the discussion, it was the consensus that School trustees needed to be briefed on the status of Dunbarton Pool and the concerns of the municipality in relation to required capital expenditures and related maintenance costs. The Chief Administrative Officer advised that he would make arrangements with the Directors' office to review the matter and advise Council accordingly. Further discussion ensued as it related to Dunbarton Pool and the understanding that the $1.5 million that staff had budgeted for capital improvements in 2008 was justifiable, but that public awareness, including Trustee awareness was required. Council Strategy Session Meeting Minutes Tuesday, January 15, 2008 10:00 AM Deer Creek Golf & Banquet Facility Council took a lunch break at 12:50 pm and resumed at 1 :27 pm. Mayor Ryan advised that the order of business on the agenda would be changed in order to hear the presentation of Calvin Hawke prior to the presentation of the Director, Planning & Development as it related to capital projects. Discussion ensued with respect to the Pickering Museum Hotel Restoration Project and the requirement of the Museum Foundation Board to raise $425,000. It was noted that the Foundation Board would need at least three years to raise the funds and in all reality, it was an impossibility for them. Discussion further ensued in relation to either tearing down the subject property and moving on or ensure the foundation in the amount of $150,000. was completed. All agreed that it was not feasible to leave the hotel in the condition it was in and the Chief Administrative Officer advised that he would review the matter in detail, specifically in relation to the financial partnership arrangement with the Foundation and how the City could assist in moving the project forward. Staff advised that the project did go to formal tender for the foundation, and the budget of $150,000. was deemed high by staff. c) PSAB Capital Report Requirements The Director, Corporate Services & Treasurer introduced Calvin Hawke, a consultant hired by the City to assist with the legislated Public Sector Asset Board capital report requirements. Calvin Hawke, with the aid of a powerpoint presentation provided a detailed overview of the new legislative requirements in relation to PSAB. His overview provided clarification in relation to tangible capital assets, financial statements, segment disclosures, government transfers and the other PSAB work that is underway. A question and answer period ensued. Council took a break at 3:05 pm and resumed at 3:15 pm. d) 2008 Capital Proiects (Continued) The Director, Corporate Services & Treasurer advised that the presentation in relation to the 2008 capital projects would now resume with the Director, Planning & Development presenting. Council Strategy Session Meeting Minutes Tuesday, January 15, 2008 10:00 AM Deer Creek Golf & Banquet Facility The Director, Planning & Development outlined the new projects and indicated that they were related to growth and the majority of City share is debt financed. Discussion ensued with respect to how forecasted debt charges are handled. The Director, Planning & Development outlined Regional projects wherein the City commitment is needed prior to approval of the 2009 budget. Further detailed discussed ensued as it related to projects requiring 2008 approval and projects further requiring 2008 approval, but that will commence in 2009. Based on the discussion of anticipated projects, concern was raised with respect to the use of medians on Brock Road (Duffin Heights). The Director, Planning & Development provided clarification on the use of medians within the design of Brock Road development and further stated that the proposal for median design was staff driven and if Council was not of that opinion, then Council needed to advise staff. Further discussion ensued and Council felt that a conceptual design of the Brock Road (ie: near Devi Mander entrance) would be of assistance. e) Review of the Municipal Freedom of Information and Protection of Privacy Act. The Chief Administrative Officer advised that due to the lateness of the session, the City Clerk would provide the handout to members present, and if there was any questions or concerns, members could speak to the City Clerk directly. Members of Council were provided with a copy of the Councillors Guide to the Municipal Freedom of Information and Protection of Privacy Act for their information. III) CONFIDENTIALMATTERS The Chief Administrative Officer advised that he would update Members of Council with respect to a verbal update on personnel matters at the January 21, 2008 In Camera meeting of Council. IV) ADJOURNMENT The Strategy Session adjourned at 4: 13 pm