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Home My WebLink About04/03/2010 (Budget) o0 Executive (Budget) Committee Meeting Minutes Thursday, March 4>2010 9:15 am Main Committee Room PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson R. Johnson ,B. Littley B. McLean J. O'Connell D. Pickles ALSO-PRESENT: T. J. Quinn - Chief Administrative Officer E. Buntsma - Director, Operations & Emergency Services N. Carroll - Director, Planning & Development T. Melymuk - Director, Office of Sustainability G. Paterson Director, Corporate Services & Treasurer A. Allison - City Solicitor B. Douglas - Fire Chief R. Holborn - Division Head, Municipal Property & Engineering S. Karwowski - Manager, Finance & Taxation C. Grant - CEO, Library T. Prevedel - Division Head, Facilities Operations S. Reynolds - Division Head, Culture & Recreation D. Shields City Clerk L. Roberts - Committee Coordinator (1) PRESENTATION Mayor Ryan welcomed everyone to the meeting and thanked staff for all of the hard work that was completed with respect to the 2010 Current and Capital budget preparations. He indicated that the budget being presented today is fiscally responsible. and stated that we were looking at an overall increase of 3.9% of which 1 % has been allocated for legal expenses. He stated that the City of Pickering has a continued investment in community safety, noting the need for a significant increase in funds for infrastructure. He outlined the proposed schedule for the budget review with consideration of the capital budget followed by the current budget. 1 Executive (Budget) Committee ems. Meeting Minutes Thursday, March 4, 2010 9:15 am Main Committee Room T.J. Quinn, Chief Administrative Officer thanked the Members of Council and staff for their hard work and noted all the projects completed this term which were very beneficial to the community. In particular, he noted the City of Pickering had received the Pro-Excellence Award for Design for the Pickering Recreation Complex expansion. G. Paterson, Director, Corporate Services & Treasurer outlined in detail the contents of the 2010 Current and Capital Budgets through the aid of a powerpoint presentation. He noted the importance of infrastructure and the challenges that would be faced with the implementation of the HST tax. He noted the fact that costs would be reduced through rebates. He also noted the 2010 green projects in this year's budget. The Director also stated that the proposed increase of 3.9% would translate to approximately 1 % or $42.00 on the total average tax bill. When the Region increase of 2.2% is included, the total increase on the average tax bill is 2.2% or $88.65. 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 10:45 am and reconvened at 11:00 am. Discussion continued with respect to the capital budget. (II) MATTERS FOR CONSIDERATION 1. REVIEW AND RECOMMENDATION OF THE 2010 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. Moved by Councillor McLean That the 2010 Capital budget for the Mayor, Council & Council Support, be approved and presented to Council on March 29, 2010. CARRIED 2 cut Executive (Budget) Committee Meeting Minutes PICKERNG Thursday, March 4, 2010 9:15 am Main Committee Room b) Administration [Office of the Clerk/Animal Services/By-lawl The capital budget of the Administration Department was presented. Moved by!Councillor Dickerson That the 2010 Capital budget for the Administration Department be approved and presented to Council on March 29, 2010. CARRIED c) Office of Sustainability The capital budget of the Office of Sustainability was presented. Moved by Councillor Dickerson That the 2010 Capital budget for the Office of Sustainability be approved and presented to Council on March 29, 2010. CARRIED d) Corporate Services [Finance & Taxation/Information Technology] The capital budget of the Corporate Services Department was presented. Moved by Councillor Dickerson That the 2010 Capital budget of the Finance & Taxation Division be approved and presented to Council on March 29, 2010. CARRIED Councillor O'Connell request a detailed breakdown in regards to computer purchases. She noted that she would like to know what computers are being replaced, whether it is a replacement computer or a new computer and why it is being purchased. Councillor O'Connell requested this information be provided to her before the March 29th meeting of Council. 3 ciht o~ Executive (Budget) Committee Meeting Minutes Thursday, March 4, 2010 9:15 am Main Committee Room Moved by Councillor Dickerson That the 2010 Capital budget for the Information Technology Division be approved and presented to Council on March 29, 2010. CARRIED e) Operations & Emergency Services [Fire Services Division/Municipal Property & Engineering Division/Culture & Recreation Division] i The capital budget for the Operations & Emergency Services Department was presented. A question and answer period ensued. Moved by Councillor Dickerson That the 2010 Capital budget for the Fire Services Division be approved and presented to Council on March 29, 2010. CARRIED i Moved by Councillor Dickerson That the 2010 Capital budget for the Municipal Property & Engineering Division be approved and presented to Council on March 29, 2010, as amended. CARRIED LATER [See Following Motion] Councillor Dickerson questioned why there were no funds in the budget for road work on. Liverpool Road South and noted that we should continue to do road work every year until completed. Moved by Councillor Dickerson 1. That $100,000 be removed from Gablehurst Crescent Resurfacing & Reconstruction. referenced as 5320.1009 and $60,000 from Bronwen Lane reconstruction referenced as 5320.1010; and 4 eq Executive (Budget) Committee g Meeting Minutes Thursday, March 4, 2010 9:15 am Main Committee Room 2. That $200,000 be allocated to the continued road work on Liverpool Road South reconstruction for a net increase of $40,000. CARRIED Councillor O'Connell questioned whether the City had a policy on the installation of speed humps. Discussion ensued with respect to road resurfacing on the Sixth Concession and the need for speed humps. Moved by Councillor O'Connell That the proposed works to the Sixth Concession (Greenwood) referenced as 5320.1011 be deferred to 2011. MOTION DEFEATED Moved by'Councillor Dickerson That the 2010 Capital budget for the Culture & Recreation Division be approved and presented to Council on March 29, 2010. CARRIED Councillor O'Connell requested a breakdown on recycling containers noted on page 108 as item 5719.1003. f) Planning & Development [Administration/Planning/Building Services/Development Control/External Subdivision Works] The capital budget of the Planning & Development Department was presented. Moved by Councillor Dickerson That the 2010 Capital budget for the Planning & Development Department be approved and presented to Council on March 29, 2010. CARRIED 5 City eq Executive (Budget) Committee Meeting Minutes Thursday, March 4, 2010 9:15 am Main Committee Room g) Libraries The 2010 capital budget for the Pickering Public Library was presented. Moved by Councillor Pickles That the 2010 .Capital budget for the Pickering Public Library be approved and presented to Council on March 29, 2010. CARRIED The Committee recessed at 12:30 pm and reconvened at 1:00 pm. 2. REVIEW AND RECOMMENDATION OF THE 2010 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 relation to each inquiry put forward. Councillor Littley recommended changing,the wording on page 41 under Parks - "Urban Forest Strategy" to "Urban Forest Study" Discussion ensued with respect to the grants policy and the need for a clear policy to be in effect with limits in place. Fundraising initiatives, were also discussed. The Director, Corporate Services & Treasurer, noted the Grant Policy would be reviewed to be presented to the new Council. He discussed two additional requests for grants had been received, which were handed out. Moved by Councillor O'Connell That funds in the amount of $5,000 be allocated to. Shelley Ann Brown and that $5,000.00 be included in the budget each year for Olympic athletes. MOTION DEFEATED Moved by Councillor Dickerson That funds in the amount of $1,000.00 be allocated to Shelley Ann Brown. CARRIED 6 Cdq Executive (Budget) Committee ` Meeting Minutes Thursday, March 4, 2010 9:15 am Main Committee Room The Chief Administrative Officer noted he would research and provide Council with an amended policy with respect to grants. Moved by Councillor Dickerson That a onetime grant in the amount of $1,000.00 be provided to The Arms of Jesus Children's Mission for Haiti Relief. CARRIED Moved by Councillor Dickerson That a one time grant in the amount of $1,000.00 be provided to Motion's Youth & Community Centre. CARRIED l Discussion ensued regarding the Councillors' budgets as follows: Moved by Councillor Littley Councillor Littley proposed the following changes to her budget: Conferences - from $3,000 to $1,000 Council Communication Policy - from $6,000 to $3,500 Reception, Promotion & Special Events from $4,500 to $1,400 Outside Agency Services from $4,800 to $800 Total Reduction: $11,600 CARRIED Moved by Councillor McLean Councillor McLean proposed the following changes to his budget: Conferences - from $3,000 to $2,000 Reception, Promotion & Special Events from $4,500 to $2,500 Outside Agency Services from $4,800 to $800 Total Reduction: $11,000 CARRIED 7 cis Executive (Budget) Committee Meeting Minutes Thursday, March 4; 2010 9:15 am Main Committee Room Moved by Councillor O'Connell Councillor O'Connell proposed the following changes to her budget: Cellular Phones & Pagers - from $2,600 to $2,000 Reception, Promotion & Special Events from $4,500 to $2,500 Outside Agency Services from, $4,800 to $3,500 Total Reduction: $3,900 CARRIED Moved by Councillor Pickles Councillor Pickles proposed the following changes to his budget: Conferences -from $3,000 to $2,000 Reception, Promotion & Special Events from $4,500 to $2,000 Outside Agency Services from $4,800 to $1,500 Purch Prnt/Broch/News Ltr - from $6,000 to $5,250 Total Reduction: $7,550 CARRIED Moved by Councillor O'Connell That the deferral of 6 four class firefighters and 2 fire inspectors be lifted from the deferral list and included in the 2010 budget to reduce the amount of overtime accordingly. MOTION DEFEATED Discussion ensued with respect to the hiring of additional firefighters. The Chief Administrative Officer noted that this item would be put on an agenda for the new Council and noted the safety of the community is of utmost importance and at no time is the City of Pickering put in harm's way. Councillor O'Connell questioned the City's credit card bank charges and requested a breakdown of the bank charges and also requested what other municipalities in Durham Region are doing in terms of credit cards. The Director, Corporate Services & Treasurer indicated that due to the current workload and audit priorities the information would not be available until sometime after March 29, 2010. The Committee recessed at 2:50 pm and reconvened at 3:00 pm. 8 Citq Executive (Budget) Committee s, Meeting Minutes Thursday, March 4, 2010 9:15 am Main Committee Room Moved by Councillor Dickerson That the 2010 Current budget for General Government be approved as amended. CARRIED Councillor Dickerson requested that provincial funding for crossing guards be explored. The Chief Administrative Officer said he would look into it. 3. REVIEW OF PROPOSED FEES AND CHARGES BY-LAW Moved by Councillor Littley That the summary of fees and charges as presented be approved and presented to Council on. March'29, 2010. CARRIED LATER [See Following Motion] Moved by Councillor Dickerson That the Summary of Fees & Charges 2010 under the Operations & Facilities Division be amended by deleting the proposed fees as follows: Road Occupancy Permits with Barricades (excluding Street Parties) Proposed Fee - $50 (including street parties) - delete (including street parties) to continue to exclude street parties Special Events/Picnics/BBQ/School Events Picnic Tables (6 per Load-Pick-up & Delivery) Proposed Fee - $100 - delete Special Events/Picnics/BBQ/School Events Garbage Cans (6 per Load) Pick-up & Delivery Proposed Fee'- $25 - delete Special Events/Picnics/BBQ/School Events Barricades (6 per Load) Pick-up & Delivery Proposed Fee - $25 - delete CARRIED 9 cttq 00 Executive (Budget) Committee Meeting Minutes P10<ERING Thursday, March 4, 2010 9:15 am Main ;Committee Room (III) OTHER BUSINESS Councillor O'Connell noted that she would be bringing forward a Notice. of Motion at the Special meeting of Council on March 29th with respect to Regional POA :revenues. The Director, Corporate Services & Treasurer was requested to make all the above changes and any minor adjustments necessary to meet the 3.9% approved increase in the tax rate being recommended to Council. (IV) ADJOURNMENT Moved by Councillor McLean The meeting adjourned at 3:30 pm. 10