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HomeMy WebLinkAboutFebruary 15, 2018 (Budget)c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Present: Mayor Ryan Councillors: K. Ashe M. Brenner S. Butt I. Cumming B. McLean D. Pickles Also Present: T. Prevedel K. Bentley P. Bigioni M. Carpino J. Hagg R. Holborn S. Karwowski C. Grant C. Rose B. Duffield J. Halsall M. Guinto F. Jadoon B. Hughes R. Michaud - Chief Administrative Officer - Director, City Development & CBO - Director, Corporate Services & City Solicitor - Director, Community Services - Fire Chief - Director, Engineering & Public Works - Director, Finance & Treasurer - CEO, Library - Chief Planner — Attended from 10:20 am to adjournment - Manager, Facilities Operations — attended morning session - Manager, Budgets & Internal Audit - Manager, Business Development & Public Affairs - Manager, Economic Development and Strategic Projects - Help Desk Analyst - (Acting) Deputy Clerk (I) Disclosure of Interest 1. Councillor Brenner declared a conflict of interest with respect to Community Services and Animal Services as he has family members employed in these areas. Councillor Brenner did not take part in the discussion or vote on the matter. 2. Councillor McLean declared a conflict of interest with respect to Community Grants — Pickering Auxiliary Rescue Association and Durham Regional Police Children's Games. Councillor McLean did not take part in the discussion or vote on the matter. 1 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room (II) Delegations 1. Mary -Anne Pietrusiak, Commodore, Pickering Rouge Canoe Club (PRCC) appeared before the Committee to request that the City of Pickering to add a budget item to the Parks Capital Budget in the amount of $100,000 for the cost to install floating accessible docks at the proposed site of the Canoe Club clubhouse. PRCC would be responsible for providing funds to the City for 50% of the total project costs. She noted that PRCC, as well as some local community groups, are looking at various funding sources to cover their 50%, including grants and business sponsorships. PRCC programs were well attended in 2017 and they are actively planning several programs for 2018. She indicated that this is Phase 1 of the PRCC project. Phase 11 includes the future construction of a permanent Club House. A question and answer period ensued regarding consultation with the Toronto Region and Conservation Authority (TRCA) and public and private access to the docks, and what fundraising initiatives will be undertaken. (III) Presentations Mayor Ryan welcomed everyone to the meeting and thanked staff for all of their hard work for the efficient budget preparation, noting that this budget represents the lowest budget increase in 18 years. He acknowledged the positive increase in funds from development charges which creates funding opportunity for major projects such as Grand Esplanade Phase One - Senior and Youth Centre; Animal Shelter and Pickering Heritage & Community Centre (Phase 1). Stan Karwowski, Director, Finance & Treasurer, provided a PowerPoint presentation to Committee outlining the 2018 Draft Current and Capital Budgets. His presentation included the 2018 Building Blocks (DAAP Process, LED Streetlights, and 2017 DC Study), budget impact on residential taxpayer, capital budget, debt, and budget report and housekeeping items. He noted that this budget has something for everyone. A question and answer period ensued regarding the LED streetlights program completion. Discussion ensued regarding the increase to the minimum wage and its impact on salary costs for the corporation. Further discussion on the City's debt status and the use of the reserve stabilization fund to pay outstanding loans to reduce the debt, and a request to provide a listing of the funds provided as grants to the community organization for 2018 and the last two years. It was also noted that the need for additional services and staff (i.e. fire services, road maintenance) should be considered over the next few years due to the development and growth in the Seaton area. 2 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Tony Prevedel, Chief Administrative Officer, provided highlights of the budget, noting that this is the first year that we are starting to see the impact of growth from Seaton. Highlights include the hiring of 13 new staff over the year in City Development, Engineering and Corporate Services, which includes 2 additional firefighters in preparation for staffing the new Fire Hall in Seaton. As noted earlier, the assessment growth and LED savings allowed us to reduce the budget and proceed with the Grand Esplanade Phase One — Senior and Youth Centre. The City will be reaching out to the private sector for partnerships for the development of a condo tower. He indicated that there will be major announcements with regards to the Innovation Corridor development. He also indicated that the construction of the Frenchman's Bay West Park will be starting this summer. A question and answer period ensued regarding the Innovation Corridor announcement and the reorganization in the CAO's Office to better meet the Corporation's needs in marketing and developing partnerships Members of Council commented on the excellent work completed by staff in the preparation of the budgets and noted that they appreciated the opportunity to meet with each Department to better understand their requirements. Committee recessed at 10:10 am and reconvened at 10:20 am. (IV) Matters for Consideration 1. Review and Recommendation of the 2018 Capital Budget Moved by Councillor Brenner That the following 2018 Capital Budget items be approved and presented to Council on February 26, 2018 (save and except Account 5731.1804, Rec. Complex — Core and Account 5780.1822 — Rotary Frenchman's Bay West Park); Mayor & Council Capital Budget Building Services Civic Complex Senior Citizens Centre Dunbarton Pool Don Beer Arena 3 0 Executive (Budget) Committee P \ ]V LMeeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Community Centres Rec Complex — Arenas Museum Property Maintenance Roads Equipment Operations Centre Fleet Vehicles Clerks Information Technology Streetlights & Signalization Sidewalks Stormwater Management Roads Projects Water Resources & Development Services Development Projects — (DC Funded) Finance & Taxation Fire Services Library Capital Forecast (2018-2021) Information Carried 4 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Discussion ensued regarding the need to maintain the current pottery studio at the Recreation Complex and expand its use to other groups. A further discussion on the installation of the floating docks at Pickering Rouge Canoe Club and the City's commitment to funding the 50/50 project. Moved by Councillor Brenner That the following 2018 Capital Budget items be approved and presented to Council on February 26, 2018; Rec Complex — Core, Account 5731.1804 — Rec. Complex — Core project Concourse Renovation Phase One that the project scope be revised to eliminate any project work associated with the pottery studio. Parks, Account 5780.1822 — Rotary Frenchman's Bay West Park be amended to include an additional $100,000 for the purchase and installation of Floating Docks subject to committed matching funds (50/50) by the Pickering Rouge Canoe Club and the City's cost be funded from the contingency account and that the docks would be owned by the City of Pickering including public use and conditional upon the required approvals to be obtained from TRCA regarding the appropriate location for these docks consistent with the approved Master Plan and the project to commence after the City has received the $50,000 in partnership funding. Carried The committee recessed for lunch at 11:55 am and reconvened at 12:55 pm. 2. Review and Recommendation of the 2018 Current Budget S. Karwowski provided an overview of the 2018 current budget noting that the increase in revenues included the sale of land. Moved by Councillor Brenner That the 2018 Current Budget for Office of the CAO — Admin; Customer Care Centre; Human Resources; Health & Safety; and Business Development & Marketing be approved and presented to Council on February 26, 2018. Carried 5 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Moved by Councillor Pickles That the 2018 Current Budget for City Development — Admin; Planning & Design; Building Services; Strategic Initiatives & Sustainability; and Committee of Adjustment be approved and presented to Council on February 26, 2018. Carried Moved by Councillor McLean That the 2018 Current Budget for Heritage Pickering be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Brenner That the 2018 Current Budget for Cult. & Rec. — Admin be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Pickles That the 2018 Current Budget for Civic Centre be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Brenner That the 2018 Current Budget for the Senior Citizens Centre be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Pickles That the 2018 Current Budget for Programs be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Brenner That the 2018 Current Budget for Dunbarton Pool be approved and presented to Council on February 26, 2018. Carried 6 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Moved by Councillor Butt That the 2018 Current Budget for the Don Beer Arena and the Community Centres be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Brenner That the Community Services Department be prepared to take over operation of the pottery studio effective April 1, 2018 and also be prepared to offer pottery programs and open studio time immediately, and that the 2018 Current budget item (2731) Recreation Complex — Centre Core be amended accordingly to reflect the proposed Budget Plan Expenditures and Revenue; and that the 2018 Current Budget for the Recreation Complex — Central Core be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Butt That the 2018 Current Budget the Recreation Complex — Pool be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Cumming That the 2018 Current Budget for the Recreation Complex — Arenas be approved and presented to Council on February 26, 2018. Carried Moved by Councillor McLean That the 2018 Current Budget for the Museum be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Butt That the 2018 Current Budget for Operations Admin be approved and presented to Council on February 26, 2018. 7 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Carried Discussion ensued with regards to the winter maintenance of the waterfront trails. Staff were directed to prepare a report to Council outlining equipment and staff requirements as well as additional costs needed for consideration in the 2019 budget item for Property Maintenance. Moved by Councillor Cumming That the 2018 Current Budget for Property Maintenance be approved and presented to Council on February 26, 2018. Carried Discussion ensued with regards to fuel costs. Staff were directed to prepare a memo to Council to provide a breakdown of fuel costs. Moved by Councillor Butt That the 2018 Current Budget for Fleet Services and Roads be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Cumming That the 2018 Current Budget for Parks be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Pickles That the 2018 Current Budget for Information Technology and Legal Services be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Butt That the 2018 Current Budget for Clerk's Office be approved and presented to Council on February 26, 2018. Carried 8 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Moved by Councillor Pickles That the 2018 Current Budget for Records Management & Elections; and Print Shop/Mail Room be approved and presented to Council on February 26, 2018. Carried Moved by Councillor McLean That the 2018 Current Budget for By-law be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Butt That the 2018 Current Budget for Animal Services be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Cumming That the 2018 Current Budget for Engineering Services — Admin be approved and presented to Council on February 26, 2018. Carried Discussion ensued with regards to the impact on the City from the minimum wage increase. It was noted that contingencies are taken into consideration for these types of increases and that new wage costs will be included in the next tender. Staff were directed to prepare a memo to Council outlining the 36 locations for the crossing guards in the City. Moved by Councillor Pickles That the 2018 Current Budget for Crossing Guards be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Butt That the 2018 Current Budget for Water Resources & Development Services be approved and presented to Council on February 26, 2018. Carried 9 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Moved by Councillor Brenner That the 2018 Current Budget for Sidewalks be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Pickles That the 2018 Current Budget for Street Lights be approved and presented to Council on February 26, 2018, as follows; Carried Moved by Councillor Butt That the 2018 Current Budget for Finance be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Pickles That the 2018 Current Budget for Supply & Services be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Brenner That the 2018 Current Budget for Fire Protection be approved and presented to Council on February 26, 2018. Carried Moved by Councillor McLean That the 2018 Current Budget for Emergency Operations be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Pickles That the 2018 Current Budget for Libraries be approved and presented to Council on February 26, 2018. Carried 10 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room 3. Review and Recommendation of 2018 General Government General Government Moved by Councillor McLean That the Current budget for General Government Expenditures & Revenues be approved and presented to Council on February 26, 2018. Carried Moved by Mayor Ryan That the Current budget for Mayor Ryan be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Ashe That the Current budget for Councillor Ashe be approved and presented to Council on February 26, 2018. Carried Moved by Councillor McLean That the Current budget for Councillor McLean be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Pickles That the Current budget for Councillor Pickles be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Brenner That the Current budget for Councillor Brenner be approved and presented to Council on February 26, 2018. Carried 11 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Moved by Councillor Cumming That the Current budget for Councillor Cumming be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Butt That the Current budget for Councillor Butt be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Pickles That the Current budget for Council Support be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Butt That the Current budget for Purchased Services be approved and presented to Council on February 26, 2018. Carried Moved by Councillor McLean That the Current budget for Corporate Requirements be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Brenner That the Current budget for Property Tax & Charity Vacancy & Low Income/Persons with Disabilities Rebates be approved and presented to Council on February 26, 2018. Carried 12 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Moved by Councillor Butt That the Current budget for Insurance/Self Insurance be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Brenner That the Community Grants Policy be amended to provide the Director, Finance & Treasurer the authority to fund on a one-time basis commercial general liability insurance cost up to $500.00 for community groups upon confirmation that the Policy has been purchased, and be presented to Council on February 26, 2018. Carried Moved by Councillor McLean That a one-time grant up to $3,000.00 be authorized for the Pickering Baseball Association in support of the 2018 Carl Jadunandan Memorial Game, and that the Current budget for Grants to Organizations be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Butt That the Current budget for Annual Charges — 2018 Budget — External Debentures & Internal loans by Function be approved and presented to Council on February 26, 2018. Carried Moved by Councillor Pickles That the Current budget for Transfer to Reserves be approved and presented to Council on February 26, 2018. Carried Discussion ensued on the amount paid out for WSIB Reserve Fund. Staff to prepare a memo to Council to provide a breakdown. 13 c40,/ PICKERING Executive (Budget) Committee Meeting Minutes Thursday, February 15, 2018 9:00 am Main Committee Room Moved by Councillor Ashe That the Current budget for Transfer to Reserve Funds be approved and presented to Council on February 26, 2018. Carried General Government, User Fees Moved by Councillor Brenner That the Current budget for User Fees be approved and presented to Council on February 26, 2018. Carried (V) Other Business 1. Councillor Brenner gave notice that he will be bringing forward a Notice of Motion at the February 26th Council meeting regarding funding for local public libraries in Ontario. 2. Councillor McLean gave notice that he will be bringing forward a Notice of Motion at the March 12th Council meeting regarding amendments to the City of Pickering Election Sign by-law. 3. Councillor McLean gave notice that he will be bringing forward a Notice of Motion at the March 12th Council meeting regarding changes to the Boards & Advisory Committees of Council Policy. (VI) Adjournment Moved by Councillor Brenner Seconded by Councillor Pickles That the meeting be adjourned at 1:25 pm. Carried 14