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HomeMy WebLinkAboutApril 8, 1999 - Budget Review Meeting. : ,._L.. "i.. �cr of p�O÷ BUDGET REVIEW MEETING MINUTES two`.7 APRIL 8TH, 1999 1:30 P.M. A meeting was held with the following Department Heads to review what occurred at the Budget Meeting of April 5th, 1999, with Mayor Arthurs and Members of Council: T. J. Quinn - Chief Administrative Officer E. Buntsma - Director of Parks&Facilities S. Reynolds - Director of Culture&Recreation G. Paterson - Director of Finance &Treasurer N. Carroll - Director of Planning R. Holborn - Director of Public Works B. Douglas - (Acting)Fire Chief S. Cameron - C.E.O. -Library N. Killens - Manager of Transportation S. Karwowski - Manager of Finance J. Hodgson - Executive Assistant- C.A.O. D. Kearns - Committee Co-ordinator The Chief Administrative Officer reiterated his statements made at the Operations Meeting of Wednesday, April 6th concerning the attendance at all scheduled meetings. He stressed the importance of punctuality and consideration for those waiting. The C.A.O. advised that the 1999 Budgets will go before Council at their meeting of May 10th. A meeting will be held prior to this on Wednesday, April 28th where further amendments may be made by Council. One week is required to incorporate changes and reproduce the budget for the Council Meeting of May 10th. The C.A.O. directed those present to begin the paper work for ordering, tendering and requesting R.F.P.'s on items approved within the budget. Once approval is received on May 10th, they may then request Supply& Services to proceed. The C.A.O. advised that a meeting is to be held with Mayor Arthurs, himself; the Director of Culture & Recreation, April 9th at 9 a.m., regarding recreation programs, excluding Millennium projects. The C.A.O. advised that a meeting will be scheduled for April 15th with himself, the (Acting) Fire Chief and the Director of Finance &Treasurer to discuss the Aerial, Pumper and Tanker. The C.A.O. advised that Mayor Arthurs provided overall leadership in the budget process in order to reduce Department Heads attendance at the budget meeting. A one and one-half day retreat will be held at the end of June. The approach being taken this year will involve Department Heads making individual presentations to Council members on matters associated to their Department. The C.A.O. outlined the following amendments to and made comments concerning the 1999 Current, Capital and General Government Budgets which were made at the Council Budget Meeting of April 5th: • The Manager of Finance was directed to prepare a report recommending where the reduction of$77,443 could be made in Account 2126 (Consultive and Professional). •.. - 2 - • The Manager of Finance was directed to meet with the Director of Culture & Recreation and the Town Clerk to prepare a list of those who could be deleted from Account 2195 (Grants to Organizations & Individuals) because they no longer receive funding from the Town of Pickering. • A discussion took place concerning document scanning rather than microfiching. It was recognized that scanning equipment is not available but will be included in future computer equipment requirements. It was also noted that a number of documents are stored in the archives and it would be an impossible task to undertake scanning this amount of information. The C.E.O. of the Pickering Public Library advised that the Library and the Clerks Department are presently involved in reviewing Records Management. A report was requested from the Town Clerk concerning this matter. • A report was requested from the Town Clerk concerning the contracting out of the Crossing Guards. This report is to include comparisons between: a) the number of crossing guards presently employed with the contracted company and those previously employed by the Town; b) the number of present locations and those previously covered by the Town; c) present benefits package and salary and previous benefits package and salary. • The C.A.O. advised that when preparing budgets, it is now the Town's policy to compare the costs of contracting out a job to having the job done from within. • The C.A.O. requested the Manager of Finance to prepare a summary for Council to clarify the financial aspect of the amendments made to the budgets. • A Request for Proposal will be initiated in May/June for a legal firm. The contract of the in- house Solicitor has been extended to the end of 1999. • All staff positions were passed. The C.A.O. and Director of Public Works will make a presentation at the retreat in May concerning the reorganization of the Public Works Department. • The Director of Public Works was instructed to reduce Account 2320-2407 (Roads - Repair & Maintenance) and/or Account 2320-2409 (Highway Aids - Repair and Maintenance) by $50,000 and confirm with the C.A.O. • The Director of Public Works was instructed to meet with the C.A.O. or the Director of Finance to discuss ownership of street lights. • The C.A.O. requested a report from the Manager of Finance concerning the significant differences in Account 1400 (Employer Contributions). • The Director of Parks and Facilities and the Director of Culture and Recreation were instructed to prepare a presentation for the June retreat concerning the Recreation Complex; user fees, the market, Recreation Complex revenue etc. • The Director of Culture and Recreation was reminded to discuss a Master Plan process for the retreat concerning recreation programs, user fees, public demand for programs, costs vs. revenue. • The C.A.O. advised that an amount not to exceed $5,000 would be spent this year on renovating the Civic Complex. • The C.A.O. instructed the Director of Finance and Treasurer to forward to him any mid-year report which may be prepared concerning Information Systems. - 3 - • The C.A.O. directed the (Acting) Fire Chief to prepare and submit to him a comprehensive report concerning the Aerial, including the impact Development Charges. • The C.A.O. advised that Account 2320-6181 (Other Fixed Assets - Roads Projects) was amended to delete Item #5 or #6 in the amount of$160,000. He stated that this account would be revisited by Councillor Johnson and Councillor Pickles. • The Director of Public Works was instructed to provide any correspondence concerning Golf Club Road to the Manager of Finance. • The Director of Public Works was instructed to review with Councillor Dickerson of the cost of installing a sidewalk on the south side of Bayly Street eastward from Sandy Beach Road to the Legion. He was advised that the sidewalk in front of the Go Station is still included in his budget. • The C.A.O. directed the Director of Public Works to prepare a map outlining the stretch of Kingston Road scheduled for street light replacement. • A discussion took place concerning the underground work to take place in the year 2000 in conjunction with Liverpool Road reconstruction south of Old Orchard Road. The Director of Public Works was requested to prepare a report for the retreat in May concerning West Shore Blvd. rebeautification, including coach style lighting. • The Director of Public Works advised that TRCA may assist with the cost of the Krosno Study. • The Director of Planning was requested to prepare a report concerning partnering and the total cost of a study respecting Rouge Park Neighbourhood Park and forward it to the Manager of Finance. • The Director of Parks and Facilities was advised that $10,000 had been added to his budget Account 2124-6181 (Civic Complex - Other Fixed Assets) for beautification of the grounds. He was directed to speak with Mayor Arthurs concerning this item. • A discussion took place concerning the use of seasonal equipment. The Director of Parks and Facilities and the Director of Public Works were directed to review and prepare a report to the C.A.O. concerning the feasibility of fitting snow blowers to lawn care equipment and other types. The C.A.O. directed this report be prepared prior to purchasing the Toro Snow Blower, tractor, or backhoes. • The C.A.O. directed the Director of Planning and the Director of Parks and Facilities to prepare a report concerning Rosefinch Parkette. • The Director of Parks and Facilities was directed to consider the size of playground equipment for Kinsmen Park as Phase 1 at a cost of$40,000. • The C.A.O. requested that in the future a percentage split be indicated on all joint projects in order that a project cost can be more easily recognized. • The C.A.O. instructed the Director of Parks and Facilities and the Director of Culture and Recreation to prepare a report concerning renovations at the Recreation Complex, e.g. family change rooms and double squash courts. • The Director of Public Works was instructed to forward an estimate to the Manager of Finance concerning the cost of an IPS crosswalk at the intersection of Finch Ave. and Rosefield Rd. - 4 - • The Director of Finance and Treasurer distributed a package in which he requested Department Heads to insert costs relating to Millennium Projects which were included in their budget. He instructed them not to remove these figures from their departmental budgets. This meeting adjourned at 3:30 p.m.