The URL can be used to link to this page

Home My WebLink About10/14/04/2008 (Budget) Executive (Budget) Committee Meeting Minutes Thursday, April 1 0, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room i~ PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: T. J. Quinn - E. Buntsma - Chief Administrative Officer Director, Operations & Emergency Services attended April 10, 2008 Director, Planning & Development Director, Office of Sustainability Director, Corporate Services & Treasurer City Solicitor attended on April 14, 2008 Fire Chief Division Head, Municipal Property & Engineering Manager, Finance & Taxation CEO, Library Division Head, Culture & Recreation City Clerk Deputy Fire Chief Deputy Fire Chief attended for part of the meetings Financial Analyst N. Carroll 1. Melymuk - G. Paterson - A. Allison B. Douglas - R. Holborn - S. Karwowski - S. Mearns - S. Reynolds - D. Wilcox S. Almond - G. Ferguson- M. Clark (I) PRESENTATION Mayor Ryan welcomed everyone and thanked staff for all of the hard work that was completed with respect to the preparation of the 2008 Current and Capital budgets. He noted that the proposed 2008 tax levy of 5.9% was difficult to get to 1 ILl t. ' Executive (Budget) Committee Meeting Minutes Thursday, April 1 0, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room and required careful review by the Chief Administrative Officer and the senior management team. He outlined the proposed schedule for the budget review, noting the capital budget would be reviewed first, followed by the current budget. 1. J. Quinn, Chief Administrative Officer thanked the Members of Council and advised that the Department Heads worked very thoroughly through the budget process this year. He thanked Council for their continued support and was very pleased with the tax levy presented, noting that the City of Pickering had regained the #1 position of being the lowest tax rate in lakeshore municipalities. G. Paterson, Director, Corporate Services & Treasurer outlined in detail the contents of the 2008 Current and Capital Budgets, and a financial overview for 2008-2011 and 2012-2015. A copy of the presentation was provided to all members present. A detailed question and answer period ensued. The Committee recessed at 10:30 am and reconvened at 10:41 am. (II) MATTERS FOR CONSIDERATION 1. REVIEW AND RECOMMENDATION OF THE 2008 CAPITAL BUDGET Mayor Ryan guided the budget discussion 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. Moved by Councillor Dickerson Seconded by Councillor McLean That the 2008 Capital budget for the Mayor, Council & Council Support, be approved and presented to Council on April 21, 2008. CARRIED 2 Executive (Budget) Committee Meeting Minutes Thursday, April 1 0, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room ) L~\ ,--- .- b) Administration [Office of the CAO/Human Resources/Legal Services/Office of Sustainabilitvl The capital budget of the Administration Department was presented. Moved by Councillor Littley Seconded by Councillor Pickles That the 2008 Capital budget for the Administration Department, save and except the Office of Sustainability, be approved and presented to Council on April 21, 2008. CARRIED The capital budget of the Office of Sustainability was presented. A brief discussion ensued. Moved by Councillor O'Connell Seconded by Councillor Dickerson That the 2008 Capital budget for the Office of Sustainability be approved and presented to Council on April 21, 2008. CARRI ED c) Corporate Services [Clerks Division/Finance & Treasury Services Division/Corporate Support Services The capital budget of the Corporate Services Department was presented. A question and answer period ensued. Moved by Councillor Johnson Seconded by Councillor O'Connell That the 2008 Capital budget of the Clerks Division be approved and presented to Council on April 21, 2008. CARRIED 3 Executive (Budget) Committee Meeting Minutes Thursday, April 1 0, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room /') /' .!b Moved by Councillor Johnson Seconded by Councillor McLean That the 2008 Capital budget for the Finance & Treasury Services Division be approved and presented to Council on April 21, 2008. CARRIED Moved by Councillor Dickerson Seconded by Councillor Littley That the 2008 Capital budget for the Corporate Support Services Division be approved and presented to Council on April 21,2008. CARRIED d) Operations & Emergency Services [Fire Services Division/Municipal Property & Engineering Division/Culture & Recreation Division] The capital budget for the Operations & Emergency Services Department was presented. A question and answer period ensued. Moved by Councillor Johnson Seconded by Councillor Dickerson That the 2008 Capital budget for the Fire Services Division be approved and presented to Council on April 21, 2008. CARRIED Moved by Councillor Johnson Seconded by Councillor Pickles That the 2008 Capital budget for the Municipal, Property & Engineering Division be approved and presented to Council on April 21, 2008. CARRIED LATER [See Following Motion] 4 Executive (Budget) Committee Meeting Minutes Thursday, April 10, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room . , / / Moved by Councillor Dickerson Seconded by Councillor Johnson That the 2008 Capital budget for Roads (referenced as 5320.0814) be increased in the amount of $100,000. to include the Gablehurst Crescent Road improvements (completion of 2 permanent cul-de-sac replacement asphalt curbs with concrete) MOTION DEFEATED The main motion of Councillors Johnson and Pickles with respect to the 2008 Capital budget for Municipal Property & Engineering was then CARRIED, save and except Tennis Court Replacement (referenced as 5780.0813). The Committee recessed at 12:50 pm and reconvened at 1 :37 pm. The main motion of Councillors Johnson and Pickles with respect to Tennis Court Replacement (referenced as 5780.0813), was then CARRIED. Moved by Councillor Johnson Seconded by Councillor Dickerson That the 2008 Capital budget for the Culture & Recreation Division be approved and presented to Council on April 21, 2008. CARRIED LATER [See Following Motion] Moved by Councillor O'Connell Seconded by Councillor Littley 5 ., ,....., l \./. ~ U Executive (Budget) Committee Meeting Minutes Thursday, April 10, 2008 9:00 am Monday, April 14, 2008 1 : 00 pm Main Committee Room That the 2008 Capital budget for the Civic Complex Recycling Containers (referenced as 5700.0802) be increased to $5,000. and the 2008 Capital budget for the Recreation Complex Recycling (referenced as 5731.0804) be increased to $5,000. CARRIED Moved by Councillor O'Connell Seconded by Councillor Dickerson That the 2008 Capital budget for Community Centres (referenced as 5719.0802 and 5719.0803) be decreased to reflect a total budget of $7,000. CARRIED The main motion of Councillors Johnson and Dickerson, with respect to the Culture & Recreation Division, was then CARRIED AS AMENDED. e) Planning & Development [Adm in istration/Plan n ing/Bu ild ing Services/Development Control/External Subdivision Works] The capital budget of the Planning & Development Department was presented. A question and answer period ensued. Moved by Councillor Littley Seconded by Councillor Pickles That the 2008 Capital budget for the Planning & Development Department be approved and presented to Council on April 21, 2008, save and except the 2008 Capital budget for Development Projects (referenced as 5321.0801), Sideline 4, Concession 5 to Hwy7. CARRIED LATER [See Following Motion] 6 Executive (Budget) Committee Meeting Minutes Thursday, April 1 0, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room ,0 / , Moved by Councillor O'Connell Seconded by Councillor McLean That the 2008 Capital budget for Development Projects (referenced at 5321.0801), Sideline 4, Concession 5 to Hwy 7, in the amount of $550,000. be deferred. MOTION DEFEATED The main motion of Councillor Littley and Pickles, with respect to the Planning & Development Department was then CARRIED. The Committee recessed at 3:06 pm and reconvened at 3:20 pm. f) Libraries The 2008 capital budget for the Pickering Public Library was presented. C. Mearns, the Chief Executive Officer provided a brief powerpoint presentation to members present. A question and answer period ensued. Moved by Councillor Johnson Seconded by Councillor Pickles That the 2008 Capital budget for the Pickering Public Library be approved and presented to Council on April 21,2008, save and except the Greenwood Furnace Replacement (referenced as 5800.0826) in the amount of $8,000. CARRIED Moved by Councillor McLean Seconded by Councillor Dickerson That the Greenwood Furnace Replacement (referenced as 5800.0826) in the amount of $8,000. be deferred until full repair costs for the Greenwood Public Library have been finalized. CARRIED 7 Executive (Budget) Committee Meeting Minutes Thursday, April 1 0, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room ~ r-! -..) ~) The Committee adjourned at 4.34 pm. The Committee reconvened at 1 :00 pm on Monday, April 14, 2008. The meeting was a continuation of the Executive (Budget) Committee meeting that commenced on Thursday, April 1 0, 2008. 2. REVIEW OF PROPOSED FEES AND CHARGES BY-LAW Mayor Ryan led the discussion on the continuation of the 2008 budget, noting that the first item of business would be a review of the summary of fees and charges, followed by consideration of the 2008 current budget. A brief question and answer period ensued with respect to 2008 fees and charges. During the discussion related to the Culture & Recreation fees, staff were requested to determine the actual value of the service as there was nothing to compare as a business plan and perhaps an additional column could be added to the fee schedule for this purpose. 3. REVIEW AND RECOMMENDATION OF THE 2008 CURRENT BUDGET Provincial Offence Act Revenue General discussion ensued with respect to the continual decline of POA revenues from the Region of Durham, and the actual overhead costs paid to the Region. a) General Government The current budget for General Government was presented. A question and answer period ensued. Moved by Councillor Littley Seconded by Councillor Johnson 8 Executive (Budget) Committee Meeting Minutes Thursday, April 10, 2008 9:00 am Monday, April 14, 2008 1 : 00 pm Main Committee Room z'.1 "',-.-' That the City of Pickering donate as a grant to the Durham West Arts Centre an amount of $1 0,000. (referenced as 2195.2570). CARRI ED Moved by Councillor Johnson Seconded by Councillor Pickles That the grant for the City of Pickering Award to 4 Area High School students (referenced as 2195.2570) be increased to $1,000. per award, for a total budget of $4,000. CARRIED Moved by Councillor Dickerson Seconded by Councillor Littley That the 2008 Current budget for General Government be approved as amended, and presented to Council on April 21, 2008. CARRIED b) Mayor. Council & Council Support [Mayor/Council/Council Support] The current budget of the Mayor, Council & Council Support was presented. Councillors McLean and Pickles noted that based on a previous review with the Director, Corporate Services & Treasurer, their individual budgets as presented had been reduced to reflect actual expenditures. Moved by Councillor Littley Seconded by Councillor McLean That the budget for Councillor Littley [referenced as 2113.0009] be reduced in account 2131 by $1,000.; in account 2394 by $3,000.; account 2399 by $800.; and account 2365 by $500.; for a total reduction of $5,300. CARRIED 9 52 Executive (Budget) Committee Meeting Minutes Thursday, April 1 0, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room Moved by Councillor Dickerson Seconded by Councillor Littley That the 2008 Current budget for the Mayor, Council & Council Support, be approved, as amended and presented to Council on April 21,2008. CARRIED c) Administration Department [Office of the Chief Administrative Officer/Human Resources Division/Legal Services Division/Office of Sustainability] The current budget of the Administration Department was presented. A question and answer period ensued. Clarification was sought with respect to the accounts utilized for outside legal expenses, and the Chief Administrative Officer was requested to provide a breakdown of the 2007 actuals. Questions arose with respect to providing sufficient conference budgets for members of Council with respect to sustainability initiatives, noting that the City is becoming a leader in this area. The City Clerk, in consultation with the Chief Administrative Officer, was requested to review and provide advice with respect to an amendment to the policy in order to address the need for additional conference funds for members of Council. Moved by Councillor McLean Seconded by Councillor Littley That the 2008 Current budget for the Office of the Chief Administrative Officer be approved and presented to Council on April 21, 2008. CARRIED Moved by Councillor Dickerson 10 Executive (Budget) Committee Meeting Minutes Thursday, April 1 0, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room 71. ,,-,j ,,) Seconded by Councillor Littley That the 2008 Current budget for the Human Resources Division be approved and presented to Council on April 21, 2008. CARRIED Moved by Councillor Dickerson Seconded by Councillor O'Connell 11 J J1 ,) q Executive (Budget) Committee Meeting Minutes Thursday, April 1 0, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room That the 2008 Current budget for the Legal Services Division be approved and presented to Council on April 21, 2008. CARRIED Moved by Councillor McLean Seconded by Councillor Dickerson That the 2008 Current budget for the Office of Sustainability be approved and presented to Council on April 21, 2008. CARRIED d) Corporate Services [Clerks Division/Finance & Treasury Services/Corporate Support Services Division] The current budget of the Corporate Services Department was presented. A question and answer period ensued. Moved by Councillor McLean Seconded by Councillor Johnson That the 2008 Current budget for the Clerks Division be approved and presented to Council on April 21, 2008. CARRIED Moved by Councillor Johnson Seconded by Councillor McLean That the 2008 Current budget for the Finance & Treasury Services Division be approved and presented to Council on April 21, 2008. CARRIED 12 Executive (Budget) Committee Meeting Minutes Thursday, April 10, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room ,'~~ ~) Moved by Councillor Johnson Seconded by Councillor Littley That the 2008 Current budget for the Corporate Support Services Division be approved, and presented to Council on April 21, 2008. CARRIED e) Operations & Emergency Services [Fire Services Division/Municipal Property & Engineering Division/Culture & Recreation Division] The 2008 current budget for the Operations & Emergency Services Department was presented. Concern was raised with respect to the over-expenditure for the Communities in Bloom program, noting that it is a very successful program, however, over-expenditures should have been brought to the attention of Council for the appropriate approval. Moved by Councillor Pickles Seconded by Councillor Littley That the 2008 Current budget of the Fire Services Division be approved and presented to Council on April 21, 2008. CARRIED Moved by Councillor Johnson Seconded by Councillor Pickles That the 2008 Current budget of the Operations & Emergency Services Division be approved and presented to Council on April 21,2008. CARRIED Moved by Councillor Johnson Seconded by Councillor Littley 13 Executive (Budget) Committee Meeting Minutes Thursday, April 10, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room ? /, ,) t) That the 2008 current budget of the Municipal Property & Engineering Division be approved and presented to Council on April 21 ,2008. CARRIED Moved by Councillor Johnson Seconded by Councillor Dickerson That the 2008 Current budg~t of the Culture & Recreation Division be approved and presented to Council on April 21,2008. CARRIED f) Planning & Development [Planning & Development - Administration (Planning, Building Services, Development Control, and Committee of Adjustment)] The 2008 current budget for the Planning & Development Department was presented. A brief question and answer period ensued. Moved by Councillor Johnson Seconded by Councillor Dickerson That the 2008 Current budget for the Planning & Development Department be approved and presented to Council on April 21, 2008. CARRIED g) External Agencies [Heritage Pickering] Moved by Councillor Dickerson Seconded by Councillor Johnson That the 2008 Current budget for Heritage Pickering be approved and presented to Council on April 21, 2008. CARRIED 14 Executive (Budget) Committee Meeting Minutes Thursday, April 1 0, 2008 9:00 am Monday, April 14, 2008 1 :00 pm Main Committee Room / h) Libraries The 2008 current budget for the Library was presented. A brief question and answer period ensued. Moved by Councillor Pickles Seconded by Councillor Littley That the 2008 Current budget for the Pickering Public Library be approved and presented to Council on April 21, 2008. CARRIED III) OTHER BUSINESS Discussion ensued with respect to implementing a 1 % surcharge on the proposed tax rate for the purpose of establishing an infrastructure reserve fund. The Director, Corporate Services & Treasurer responded to questions in this regard and noted the benefits of an infrastructure reserve fund. (IV) ADJOURNMENT The meeting adjourned at 4:20 pm. 15