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HomeMy WebLinkAboutMarch 20, 2011 (Budget) Cites 00 Executive (Budget) Committee = Meeting Minutes P)10<E Thursday, March 10, 2011 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 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 M. Carpino - Supervisor, Culture & Recreation D. Shields - City Clerk L. Roberts - Committee Coordinator (1) Delectations Mayor Ryan welcomed everyone to the meeting and introduced the first delegation, Irena Barker. Irena Barker appeared before the Committee and expressed her disappointment with respect to the $30.00 ownership change administration fee in the Corporate Services Del-)artment U ,:or Fees. She noted her opposition to this fee, stating it was like paying twice and questioned how much revenue was generated from this fee, suggesting Council look elsewhere to find reductions. A question and answer period ensued with discussions regarding the increases and decreases of user fees. 1 cis Executive (Budget) Committee ! , 0 Meeting Minutes PICXE Thursday, March 10, 2011 9:00 am Main Committee Room Sandy Brittain, Executive Director, Feed the Need in Durham appeared before the Committee and provided hand outs with respect to the history of their organization in Durham. Ms. Brittain explained the goals and objectives of the organization and noted, that they were requesting a one time grant for 2011 in order for them to maintain their service levels in 2011. She also noted that their organization is not funded in any way by the United Way agency. She explained how the organization complements existing food providers by storing and supplying food to food banks, soup kitchens-and shelters. She stated that they do not deal directly with the public but through these agencies and noted the majority of those who benefit from this service are children. She explained their goal to be self sustaining, indicating the City of Oshawa had approved a $10,000 grant and encouraged other local municipalities to approve a similar one time grant. A question and answer period ensued. (II) Presentations Mayor Ryan thanked staff for their effort s in the preparation of the 2011 Current and Capital Budgets. He noted this was a very responsible budget being cognizant and sensitive to the wishes of the citizens and also noted the possibility of eliminating the reliance of reserves if this is followed. T. Prevedel, Chief Administrative Officer thanked the Members of Council and referred to their approach to the budget this year as a journey to financial sustainability. He explained the five corporate priorities they have been working on with senior staff and also noted the uncontrollable factors. He outlined their goal of financial management in reducing the reliance on reserves. He explained three corporate initiatives, noting next year's budget . will see a five year capital forecast. He noted the provisions for additional staff with the upcoming growth in Duffin Heights. He explained they have negotiated with Transport Canada to take back the Bentley Gibson House and possibly use this for future meeting space for the community and also to house City of Pickering staff. G. Paterson, Director, Corporate Services & Treasurer outlined in detail the contents of the 2011 Current and Capital Budgets through the aid of a power point presentation. He indicated a proposed levy budget of 4.75% noting the property tax allocation resulting in a proposed 2.91 % increase on the total residential tax bill which translates to approximately 2.48% on the average residential tax bill after reassessment. He also noted the residential versus commercial tax base is shifting and also indicated they hope to eliminate drawing from the reserves by 2014. 2 c~cy o~ Executive (Budget) Committee Meeting Minutes Thursday, March 10, 2011 9:00 am Main Committee Room A question and answer period ensued. 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. The Committee recessed at 11:00 am and reconvened at 11:15 am. Councillors provided opening statements with respect to the budget. (III) Matters for Consideration 1. Review and Recommendation of the 2011 Capital Budget Mayor Ryan guided the budget meeting and introduced the budgets for discussion purposes. a) Mayor, Council & Council Support The capital budget of the Mayor, Council & Council Support was presented by Mayor Ryan. I Moved by Councillor Ashe That the 2011 Capital budget for the Mayor, Council & Council Support, be approved and presented to Council on March 21, 2011. Carried b) Administration The capital budget of the Administration Department was presented. Moved by Councillor Dickerson That the 2011 Capital budget for the Administration Department be approved and presented to Council on March 21, 2011. Carried 3 cis Executive (Budget) Committee " Meeting. Minutes Thursday, March 10, 2011 9:00 am Main Committee Room c) Corporate Services The capital budget of Corporate Services was presented. Discussion ensued with respect to the long term feasibility of computer hardware and usage requirements and staff was requested to report back on how computer replacement was determined. Moved by Councillor Pickles That the 2011 Capital budget for Corporate Services be approved and presented to Council on March 21, 2011. Carried d) Community Services The capital budget for the Community Services Department was presented. A question and answer period ensued. Moved by Councillor Dickerson That the 2011 Capital budget for the Community Services Department be approved and presented to Council on March 21, 2011, as amended. Carried as Amended (See Following Motion) Moved by Councillor Dickerson That the budget of $575,000.00 for the proposed new parking facility on the north side of the existing Eastshore Community Centre building be removed. Carried The Committee recessed at 12:40 pm and reconvened at 1:10 pm. e) Planning & Development The capital budget of the Planning & Development Department was presented. 4 citq a~ Executive (Budget) Committee Meeting Minutes PICKERNG Thursday, March 10, 2011 9:00 am Main Committee Room Moved by Councillor Pickles That the 2011 Capital budget for the Planning & Development Department be approved and presented to Council on March 21, 2011. Carried f) Libraries The 2011 capital budget for the Pickering Public Library was presented. Moved by Councillor Dickerson That the 2011 Capital budget for the Pickering Public Library be approved and presented to Council on March 21, 2011. Carried 2. Review of Proposed Fees and Charges By-law General discussion ensued with respect to user fees. It was questioned why some fees have increased while others have decreased or remained the same. Moved by Councillor McLean That the summary of fees and charges as presented be approved and presented to Council on March 21, 2011. Carried Later in the Meeting (See Following Motion) Moved by Councillor Pickles That the Summary of Fees & Charges 2011 .under the Operations & Facilities Division be amended by reducing the proposed fees as follows: Public Skating - Single Admission - $2.50 Public Skating - Family Pass - $7.50 Motion Defeated j 5 citq 04 Executive (Budget) Committee - Pla~ERNG - Meeting Minutes f Thursday, March 10, 2011 9:00 am Main Committee Room 3. Review and Recommendation of the 2011 Current Budget a) General Government The current budget for General Government was presented. Detailed discussion ensued with Council posing various questions and requesting clarification with - respect to several matters. Staff provided information in (elation to each inquiry put forward. Moved by Councillor O'Connell That the grant in the amount of $1,000.00 to Haiti Relief be removed from the budget. Carried Moved by Councillor O'Connell That the grant in the amount of $20,000.00 to DWAC Foundation be reduced to $10,000.00. Motion Defeated The Director, Corporate Services & Treasurer was requested to provide information on the history of grants provided to DWAC. Moved by Councillor O'Connell That a grant in the amount of $10,000.00 be provided to Feed the Need in Durham. Motion Defeated Moved by Councillor Rodrigues That the grant in the amount of $5,000.00 for Ribfest be removed. Carried Moved by Councillor Pickles That a grant in the amount of $3,000.00 be provided to Feed the Need in Durham. Motion Defeated 6 Citq Executive (Budgef.,) Comrn tee Meet ng Minf,,,tes Thursday, March 10, 2011 9:0C am Main Committee Room Moved by Councillor Ashe That a grant in the amount of $5,000.00 be provided to Feed the Need in Durham. Carried Moved by Councillor McLean That a $30,000.00 retainer be provided in the budget to hire an Integrity Commissoner to draft a Code of Conduct for the City of Pickering. Motion Defeated The Committee recessed at 3:20 pm and reconvened at 3:30 pm. Moved by Councillor Rodrigues That the grant in the amount of $3,128.00 for Tapp -C Grant be removed. Carried b) Mayor Council& Council Support Moved by Councillor Pickles That the 2011 Current budget for Mayor Council & Council Support be approved as amended. Carried as Amended (See Following Motions) Moved by Councillor O'Connell That the remuneration of Councillors be frozen at the 2010 levels. Motion Defeated Moved by Councillor O'Connell Councillor O'Connell proposed the following changes to her budget: 7 eitq oo Executive (Budget) Committee Meeting Minutes Thursday, March 10, 2011 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 Moved by Councillor Pickles Councillor Pickles proposed the following changes to his budget: Council Compensation Policy - from $7,500.00 to $6,000.00 Reception, Promotion & Special Events - from $4,500.00 to $2,000.00 Outside Agency Services - from $4,800.00 to $1,800.00 Total Reduction: $7,000.00 Carried Discussion ensued on whether Members of Council required individual Municipal World magazines or whether they could be shared. Moved by Councillor Rodrigues That account 2113.0001.2220 in the amount of $1,000.00 be reduced to $500.00. Carried Moved by Councillor McLean I That the line item for Outside Agency Services be removed from all Councillor budgets. Motion Defeated C) Administration Discussion ensured on the number of different departments budgeting for legal fees. Councillor O'Connell requested a one page summary of all departments budgeting for legal fees. A question and answer period ensued with staff providing clarification as required. 8 Executive (Budget) Committee. Meeting Minutes MCKEMN Thursday, March 10, 2011 9:00 am Main Committee Room Moved by Councillor McLean That the Administration section of the 2011 Draft Current Budget be approved and presented to Council on March 21, 2011. Carried Later in the Meeting (See Following Motions) Discussion ensued regarding the Office of Sustainability budget, staff were requested to provide additional information on a breakdown for graphics, writing and advertising. Moved by Councillor McLean That the line item in the amount of $5,000.00 for conferences for Sustainable Pickering Advisory Committee Members be removed. Motion Defeated d) Corporate Services Discussion ensued with respect to bank charges with staff being requested to provide additional information regarding bank charges. Discussion also took place with respect to a tax relief program for heritage properties. The Director, Planning & Development indicated this would be on the Heritage Pickering's work plan and a report will be coming to Council. Moved by Councillor Rodrigues That the Corporate Services section of the 2011 Draft Current Budget be approved and presented to Council on March 21, 2011. Carried Later in the Meeting (Refer to Following Motion) Moved by Councillor Dickerson That any budget related items associated with the Bentley House be removed. Motion Defeated 9 City Executive (Budget) Committee Meeting Minutes Thursday, March.10, 2011 9:00 am Main Committee Room e) Community Services, Planning & Development and Libraries Moved by Councillor Dickerson That the Community Services, Planning & Development and Libraries 2011 Draft Current Budget be approved and presented to Council on March 21, 201-1. Carried Moved by Councillor O'Connell That the 2011 Current and Capital Budgets be referred back to staff to find further cost efficiencies to further reduce the tax levy. Motion Defeated Moved by Councillor Dickerson That further cost reductions be incorporated by calculating the hospital MRI over 5 years and that the reduction in the use of one time funds be decreased from $1,000,000.00 to $500,000.00. Carried (IV) ADJOURNMENT Moved by Councillor Dickerson The meeting adjourned at 5:55 pm. 10