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HomeMy WebLinkAboutMarch 5, 2015 - Budget City afl Executive (Budget) Committee Meeting Minutes NI2C Thursday, March 5, 2015 9:00 am Main Committee Room Present: Mayor Ryan Councillors: K. Ashe I. Cumming R. Johnson B. McLean J. O'Connell D. Pickles 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 - Fire Chief C. Grant - CEO, Library J. Hodgson - Division Head, City.Administration S. Karwowski - Division Head, Finance &Treasurer D. Shields - City Clerk J. Halsall - Manager, Budgets & Internal Audit S. Muir - Coordinator, Communications L. Harker - (Acting) Supervisor, Legislative Services (I) Disclosure of Interest No disclosures of interest were noted. (II) Delegations 1. Nadia Peerzada Asian Women Skills and Community Development Agency Nadia Peerzada, Asian Women Skills and Community Development Agency, appeared before the Committee to request a grant to waive the rental fee for City facility for three Agency events in 2015. 1 cat, 00 Executive (Budget) Committee , � Meeting Minutes i-�' ti C Thursday, March 5, 2015 9:00 am Main Committee Room (Ill) Presentations Mayor Ryan welcomed everyone to the meeting and thanked staff for all of their hard work in the compilation of the budget. Mayor Ryan provided an overview of the agenda and noted that the Committee would first consider the Capital Budget, followed by the Current Budget. Tony Prevedel, Chief Administrative Officer, noted that this year's budget was a 1.65% budget increase for Pickering, and made reference to the 2015 Budget Flow Chart that provided a visual overview. Highlights include the vehicle equipment reserve, a new grants policy, tree canopy replacement, and a continued reduction in draws from the reserve fund. Stan Karwowski, Division Head, Finance &Treasurer, provided a PowerPoint presentation detailing the 2015 Current and Capital Budgets. Mr. Karwowski noted 0 the 4.27% proposed budgetary expenditures increase and advised that the Facilities Operations management team will be working with a consultant to develop a Facilities Asset Management Plan that will manage and plan capital renewals. He outlined the City's long-term debt approach, noting that Pickering has adopted a higher standard for managing long-term debt. Mr. Karwowski also provided an overview of the City's long term financial forecast and outlined some major capital projects for Council to consider for 2016-2020. Discussion ensued regarding assessment appeals and the corresponding costs to • the City. Committee recommended that the City work closely with the Region of Durham to ensure appeals are pursued collaboratively. Questions regarding the new Grant Policy were addressed, including the inclusion of a clause in the Policy that would ensure organizations returned grant money if their events were cancelled. Committee recessed at 10:30 am and reconvened at 10:45 am. (IV) Matters for Consideration 1. Review and Recommendation of the 2015 Capital Budget Mayor & Council Computer Equipment Moved by Councillor Pickles That the 2015 Capital budget for Mayor& Council Computer Equipment be approved and presented to Council on March 23, 2015. Carried 2 cq A Executive (Budget) Committee ° - Meeting Minutes 1J CO NMI Thursday, March 5, 2015 9:00 am Main Committee Room Information Technology Moved by Councillor Pickles That the 2015 Capital budget for Information Technology Department be approved and presented to Council on March 23, 2015. Carried Clerks - Moved by Councillor McLean That the 2015 Capital budget for Clerks be approved and presented to Council on March 23, 2015. Carried By-law Services Moved by Councillor Pickles That the 2015 Capital budget for By-law Services be approved and presented to Council on March 23, 2015. Carried Animal Services Moved by Councillor O'Connell That the 2015 Capital budget for Animal Services be approved and presented to Council on March 23, 2015. Carried Civic Complex A question and answer period ensued with regards to the clock tower refurbishment and the replacement of the crest on the central tower. Moved by Councillor Pickles That the 2015 Capital budget for the Civic Complex be approved and presented to Council on March 23, 2015. • Carried 3 5 cit,, 00 Executive (Budget) Committee Meeting Minutes Slatila Thursday, March 5, 2015 9:00 am Main Committee Room Dunbarton Pool Moved by Councillor Johnson That the 2015 Capital budget for Dunbarton Pool be approved and presented to Council on March 23, 2015. Carried Don Beer Arena Moved by Councillor Johnson That the 2015 Capital budget for Don Beer Arena be approved and presented to Council on March 23, 2015. Carried Community Centres Moved by Councillor Johnson That the 2015 Capital budget for Community Centres be approved and presented to Council on March 23, 2015. Carried Rec Complex— Central Core Moved by Councillor O'Connell That the 2015 Capital budget for Rec Complex— Central Core be approved and presented to Council.on March 23, 2015. Carried Rec Complex—Pool Moved by Councillor Pickles That the 2015 Capital budget for Rec Complex- Pool be approved and presented to Council on March 23, 2015. Carried 4 City 00 Executive (Budget) Committee Meeting Minutes Thursday, March 5, 2015, 9:00 am Main Committee Room Rec Complex—Arenas Moved by Councillor Pickles That the 2015 Capital budget for Rec Complex-Arenas be approved and presented to Council on March 23, 2015. Carried Museum Moved by Councillor Pickles That the 2015 Capital budget for Museum be approved and presented to Council on March 23, 2015. Carried Property Maintenance A question and answer period ensued with regards to tree replacement. Moved by Councillor McLean That the 2015 Capital budget for Property Maintenance be approved and presented to Council on March 23, 2015. Carried Municipal Garage Moved by Councillor Pickles That the 2015 Capital budget for Municipal Garage be approved and presented to Council on March 23, 2015. Carried Roads Moved by Councillor Johnson That the 2015 Capital budget for Roads be approved and presented to Council on March 23, 2015. Carried as amended (see following motions) 5 city 00 _= Executive (Budget) Committee 5° Meeting Minutes ��� Thursday, March 5, 2015 9:00 am Main Committee Room Moved by Councillor Johnson That Salem Road, from Highway 7 to Concession Road 5, be reconstructed, subject to the successful receipt of the Small Communities Fund Grant for the Operations Centre. Referred later in the meeting (see following motion) Moved by Councillor O'Connell • That the above motion be referred to the March 23rd Council meeting for consideration. Carried Moved by Councillor Pickles That account number 5320.1509 — Southview Drive— Road Reconstruction & Urbanization be reduced by $50,000 to remove the proposed sidewalk. Carried The main motion was then carried as amended. Parks Moved by Councillor O'Connell That the 2015 Capital budget for Parks be approved and presented to Council on March 23, 2015. Carried as amended (see following motions) Moved by Councillor O'Connell That $160,000 be included in the 2015 Current budget to cover the detailed design of the Frenchman's Bay Waterfront Masterplan, and that $640,000 be included in the 2015 Capital budget subject to previously unsolicited grant funding to cover the cost of paving and water main for the Frenchman's Bay Waterfront Masterplan. Carried later on a Recorded Vote 6 no Executive (Budget) Committee 11 Meeting Minutes iern IK Thursday, March 5, 2015 9:00 am Main Committee Room Moved by Councillor Johnson That the above motion be tabled until the March 23rd Council meeting. Yes No Councillor Johnson Councillor O'Connell Councillor Ashe Councillor Cumming Councillor McLean Councillor Pickles Mayor Ryan Motion Lost Moved by Councillor Pickles That the above motion be referred to Council on March 23rd. Yes No Councillor Johnson Councillor Ashe Councillor Pickles Councillor Cumming Mayor Ryan Councillor McLean Councillor O'Connell Motion Lost The main motion, as amended, was then carried on a recorded vote as follows: Yes No Councillor Ashe Councillor Johnson Councillor Cumming Councillor McLean Councillor O'Connell Councillor Pickles Mayor Ryan Engineering Services -Admin Moved by Councillor Johnson That the 2015 Capital budget for Engineering Services-Admin be approved and presented to Council on March 23, 2015. Carried 7 City 00 Executive (Budget) Committee -=�-s ===m Meeting Minutes 0� A[ Thursday, March 5, 2015 9:00 am Main Committee Room Streetlights & Signalization Moved by Councillor O'Connell That the 2015 Capital budget for Streetlights & Signalization be approved and presented to Council on March 23, 2015. Carried Sidewalks Discussion ensued with respect to the accessibility of sidewalks in Claremont. Committee requested that staff consider including a provision in future budgets to replace the asphalt sidewalk on the east side of Old Brock Road. Moved by Councillor Johnson . That the 2015 Capital budget for Sidewalks be approved and presented to Council on March 23, 2015. Carried Stormwater Management Moved by Councillor Johnson That the 2015 Capital budget for Stormwater Management be approved and presented to Council on March 23, 2015. Carried Development Services Moved by Councillor Johnson That the 2015 Capital budget for Development Services be approved and presented to Council on March 23, 2015. Carried Development Projects Moved by Councillor McLean That the 2015 Capital budget for Development Projects be approved and presented to Council on March 23, 2015. Carried 8 citt, Executive (Budget) Committee sy Meeting Minutes KINI ti Thursday, March 5, 2015 9:00 am Main Committee Room Fire Services Discussion ensued with regards to the new aerial ladder truck, including requesting an appraisal of the existing truck before it goes to auction. Moved by Councillor Pickles That the 2015 Capital budget for Fire Services be approved and presented to Council on March 23, 2015. Carried Library Moved by Councillor O'Connell That the 2015 Capital budget for Library be approved and presented to Council on March 23, 2015. Carried Committee recessed at 12:30 pm and reconvened at 1:00 pm. 2. Review and Recommendations of the 2015 Current Budget CAO —Admin Moved by Councillor Johnson That the Current budget for CAO be approved and presented to Council on March 23, 2015. Carried Customer Care Moved by Councillor O'Connell That the Current budget for Customer Care be approved and presented to Council on March 23, 2015: Carried 9 city o1 _ Executive (Budget) Committee iii s loJ Meeting Minutes -'s- '-.-' Thursday, March 5, 2015 9:00 am Main Committee Room Human Resources Moved by Councillor Pickles That the Current budget for Human Resources be approved and presented to Council on March 23, 2015. Carried Health & Safety Moved by Councillor O'Connell That the Current budget for Health & Safety be approved and presented to Council on March 23, 2015. Carried City Development -Admin Moved by Councillor Ashe That the Current budget for City Development-Admin be approved and presented to Council on March 23, 2015. Carried Planning & Design Moved by Councillor O'Connell That the Current budget for Planning & Design be approved and presented to Council on March 23, 2015. Carried Building Services Moved by Councillor Pickles That the Current budget for Building Services be approved and presented to Council on March 23, 2015. Carried 10 Cali 4 = Executive (Budget) Committee Meeting Minutes Thursday, March 5, 2015 9:00 am Main Committee Room Sustainability Moved by Councillor O'Connell That the Current budget for Sustainability be approved and presented to Council on March 23, 2015. Carried Economic Development Discussion ensued with respect to promotional materials and finding ways to determine the value of these materials, including the possibility of modernizing promotional materials. A brief discussion ensued regarding establishing partnerships with other levels of government for the development of the Seaton community and to attract new businesses. Moved by Councillor Pickles That the Current budget for Economic Development be approved and presented to Council on March 23, 2015. Carried Committee of Adjustment Moved by Councillor Pickles That the Current budget for Committee of Adjustment be approved and presented to Council on March 23, 2015. Carried Heritage Pickering Moved, by Councillor McLean That the Current budget for Heritage Pickering be approved and presented to Council on March 23, 2015. Carried • 11 cif,/ °o _ Executive (Budget) Committee Meeting Minutes Thursday, March 5, 2015 9:00 am Main Committee Room Finance Moved by Councillor O'Connell That the Current budget for Finance be approved and presented to Council on March 23, 2015. Carried Supply & Services Moved by Councillor O'Connell That the Current budget for Supply & Services be approved and presented to Council on March 23, 2015. Carried Information Technology • Discussion ensued with respect to the advantages and disadvantages of Citrix and Committee requested that IT provide a business case for the continued use of Citrix. Moved by Councillor O'Connell That the Current budget for Information Technology be approved and presented to Council on March 23, 2015. Carried Legal Services Moved by,Councillor Pickles That the Current budget for Legal Services be approved and presented to Council on March 23, 2015. Carried Clerk's Office Moved by Councillor O'Connell That the Current budget for Clerk's Office be approved and presented to Council on March 23, 2015. Carried 12 cii,, 00 Executive (Budget) Committee = _ Meeting Minutes atititalec Thursday, March 5, 2015 9:00 am Main Committee Room Records Management& Elections Moved by Councillor Pickles That the Current budget for Records Management & Elections be approved and presented to Council on March 23, 2015. Carried Print Shop/Mailroom Moved by Councillor Pickles That the Current budget for Print Shop/Mailroom be approved and presented to Council on March 23, 2015. Carried By-law Moved by Councillor Pickles That the Current budget for By-law be approved and presented to Council on March 23, 2015. Carried Animal Services Moved by Councillor O'Connell That the Current budget for Animal Services be approved and presented to Council on March 23, 2015. Carried Culture & Recreation -Admin Moved by Councillor McLean That the Current budget for Culture & Recreation -Admin be approved and, presented to Council on March 23, 2015. Carried 13 City 00 k Executive (Budget) Committee - Meeting Minutes IS iie!!hJ Thursday, March 5, 2015 9:00 am Main Committee Room Civic Complex Moved by Councillor O'Connell That the Current budget for Civic Complex be approved and presented to Council on March 23, 2015. Carried Seniors Centre Moved by Councillor Johnson That the Current budget for Seniors Centre be approved and presented to Council on March 23, 2015. Carried Programs Moved by Councillor Cumming That the Current budget for Programs be approved and presented to Council on March 23, 2015. Carried Dunbarton Pool Moved by Councillor Cumming That the Current budget for Dunbarton Pool be approved and presented to Council on March 23, 2015. Carried Don Beer Arena Moved by Councillor Johnson That the Current budget for Don Beer Arena be approved and presented to Council on March 23, 2015. Carried 14 City 00 Executive (Budget) Committee �� s = Meeting Minutes -WiW -- -'- Thursday, March 5, 2015 9:00 am Main Committee Room Community Centres Moved by Councillor Pickles That the Current budget for Community Centres be approved and presented to Council on March 23, 2015. Carried Recreation Complex— Pool Moved by Councillor Cumming That the Current budget for Recreation Complex - Pool be approved and presented to Council on March 23, 2015. Carried Recreation Complex -Arenas Moved by Councillor Johnson That the Current budget for Recreation Complex -Arenas be approved and presented to Council on March 23, 2015. Carried Museum Moved by Councillor McLean That the Current budget for Museum be approved and presented to Council on March 23, 2015. Carried Engineering Services -Admin Moved by Councillor Ashe That the Current budget for Engineering Services -Admin be approved and presented to Council on March 23, 2015. Carried II 15 Ca A: Executive (Budget) Committee Meeting Minutes rices-ower Thursday, March 5, 2015 9:00 am Main Committee Room Crossing Guards Committee requested that staff investigate whether an additional crossing guard was required at Strouds and Wildflower. Moved by Councillor Pickles That the Current budget for Crossing Guards be approved and presented to Council on March 23, 2015. Carried Development Services Moved by Councillor Johnson That the Current budget for Development Services be approved and presented to Council on March 23, 2015. Carried Operations -Admin Moved by Councillor Pickles That the Current budget for Operations -Admin be approved and presented to Council on March 23, 2015. Carried Property Maintenance Moved by Councillor Cumming That the Current budget for Property Maintenance be approved and presented to Council on March 23, 2015. Carried Operations — Municipal Garage • Moved by Councillor Johnson That the Current budget for Operations—Municipal Garage be approved and presented to Council on March 23, 2015. Carried 16 city n¢ Executive (Budget) Committee. Meeting Minutes ..5 rice�/uatec Thursday, March 5, 2015 9:00 am Main Committee Room Roads Moved by Councillor O'Connell That the Current budget for Roads be approved and presented to Council on March 23, 2015. Carried Sidewalks Moved by Councillor Cumming That the Current budget for Sidewalks be approved and presented to Council on March 23, 2015. Carried Streetlights Moved by Councillor O'Connell That the Current budget for Streetlights be approved and presented to Council on March 23, 2015. Carried Parks Moved by Councillor McLean That the Current budget for Parks be approved and presented to Council on March 23, 2015. Carried Fire Protection Moved by Councillor Ashe That the Current budget for Fire Protection be approved and presented to Council on March 23, 2015. Carried 17 'its Executive (Budget) Committee Meeting Minutes Ktifa ally Thursday, March 5, 2015 9:00 am Main Committee Room Emergency Operations Moved by Councillor Johnson That the Current budget for Emergency Operations be approved and presented to Council on March 23, 2015. Carried Libraries Moved by Councillor O'Connell That the Current budget for Libraries be approved and presented to Council on March 23, 2015. Carried 3. General Government General Government Moved by Councillor Pickles That the Current budget for General Government Summary be approved and presented to Council on March 23, 2015. Carried Mayor Ryan Moved by Councillor Ashe That the Current budget for Mayor Ryan be approved and presented to Council on March 23, 2015. Carried Councillor O'Connell Moved by Councillor O'Connell That the Current budget for Councillor O'Connell be approved and presented to Council on March 23, 2015. Carried as amended 18 cat, o1 Executive (Budget) Committee Meeting Minutes -•BEEINft Thursday, March 5, 2015 9:00 am Main Committee Room By the following Motion Moved by Councillor O'Connell Councillor O'Connell proposed the following changes to her budget: Council Communication — reduce by $3,000 to $4,500 Reception, Promotion & Special Events — reduce by $2,000 to $2,500 Outside Agencies— reduce by $1,800 to $3,000 Carried Councillor McLean Moved by Councillor McLean That the Current budget for Councillor McLean be approved and presented to Council on March 23, 2015. Carried Councillor Pickles Moved by Councillor Pickles That the Current budget for Councillor Pickles be approved and presented to Council on March 23, 2015. Carried Councillor Ashe Moved by Councillor Ashe That the Current budget for Councillor Ashe be approved and presented to Council on March 23, 2015. Carried Councillor Cumming Moved by Councillor Cumming That the Current budget for Councillor Cumming be approved and presented to Council on March 23, 2015. 19 city O0 == Executive (Budget) Committee x a 1J1 -s Meeting Minutes Thursday, March 5, 2015 9:00 am Main Committee Room Carried Councillor Johnson Moved by Councillor Johnson That the Current budget for Councillor Johnson be approved and presented to Council on March 23, 2015. Carried Mayor& Council Support Moved by Councillor Ashe That the Current budget for Mayor& Council Support be approved and presented to Council on March 23, 2015. Carried Purchased Services Moved by Councillor Johnson That the Current budget for Purchased Services be approved and presented to Council on March 23, 2015. Carried User Fees Moved by Councillor O'Connell That the Current budget for User Fees be approved and presented to Council on March 23, 2015. Carried The Committee recessed at 2:45 pm and reconvened at 3:00 pm. Grants Moved by Councillor O'Connell That the Current budget for Grants, as amended, be approved and presented to Council on March 23, 2015. Carried as amended Later in the Meeting 20 Cl °1 Executive (Budget) Committee Meeting Minutes liONSONTOC Thursday, March 5, 2015 9:00 am Main Committee Room (Refer to Following Motions) Moved by Councillor O'Connell That a grant be provided to the Asian Women Skills and Community Development Agency to waive the rental fee for a City facility for three events in 2015. Carried • Moved by Councillor O'Connell That a one-time grant in the amount of$3,000 be provided to the Durham West Agency South Asian Canadians. Carried Moved by Councillor Ashe That a one-time grant in the amount of$2,000 be provided to the Pickering Rotary Club Wing Fest. Carried Moved by Councillor Ashe That a one-time grant in the amount of$20,000 be provided to the Durham West Arts Centre Foundation. Carried Later in the Meeting (Refer to Following Motion) Moved by Councillor O'Connell That the grant request from the Durham West Arts Centre Foundation be referred to Council on March 23, 2015 in order for them to submit audited financial statements to qualify for a grant request. Motion Lost • Moved by Councillor Pickles That a one-time grant in the amount of$100 be provided to the Durham Region Plowmen's Association. Carried 21 city 00 t= Executive (Budget) Committee z-T r �_ � Meeting Minutes -�EIN 014 -�� Thursday, March 5, 2015 9:00 am Main Committee Room Moved by Councillor McLean That a one-time grant in the amount of$15,000 be provided to the Kids Safety Village. Carried The Main motion was then Carried as amended. (V) Adjournment Moved by Councillor O'Connell Seconded by Councillor Johnson That the meeting be adjourned at 3:20 pm. Carried • 22