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HomeMy WebLinkAbout03/02/2007 (Special) General Purpose and Administration Committee Minutes March 2, 2007 Minutes of a meeting of a Special General Purpose and Administration Committee held on Friday, March 2, 2007 at 9:30 a.m., in the Council Chambers. ROLL CALL Present Were: Also Present: Mayor J. Abernethy Councillor A. Foster Councillor R. Hooper Councillor M. Novak Councillor G. Robinson Councillor C. Trim Councillor W. Woo Chief Administrative Officer, F. Wu Director, Engineering Services, T. Cannella Director of Community Services, J. Caruana Director of Planning Services, D. Crome Director of Operations, F. Horvath Director of Corporate Services, M. Marano Director of Finance Department, N. Taylor Deputy Treasurer, Lori Gordon Director of Emergency & Fire Services, G. Weir Muncipal Clerk, P. Barrie Clerk II, Barb Boffey Mayor Abernethy chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST There were no disclosures of pecuniary interest stated for this meeting. DELEGATIONS Sally Barrie, Community Care Durham, Clarington, appeared before the Committee concerning the 2007 Budget. Ms. Barrie provided background information by stating their organization provides multi-service respite and care relief for care givers and adults with physical disabilities. Ms. Barrie stated these services are provided to the community free of charge or for a nominal fee. She stated some funding is provided by the Ministry of Health, through fundraising efforts, grants and donations. The organization serves 1,670 registered clients and consists of 500 volunteers, with 35% of clients and volunteers registered throughout the Durham Region. Ms. Barrie stated that home support services are offered, including transportation services for 550 clients, averaging 20,000 return trips per year to the adult daycare program in Newcastle. The organization also provides a hot meal lunch once per month in locations across the community for over 400 clients. Other services offered include light housekeeping, snow shoveling, General Purpose and Administration Committee Minutes March 2, 2007 friendly visiting, foot care and 12 Meals on Wheels Groups that deliver 16,000 meals across Clarington. Ms. Barrie stated the demand for Meals On Wheels has increased by 5,000 meals, that costs have increased to $6.00 per meal, representing an additional $15,000.00 in extra costs. Ms. Barrie stated a tender process is currently underway to find an alternative meal provider who would accommodate the increased number and packaging of the meals and that funding from the Municipality of Clarington would result in maintaining a fair price for meals. Richard Toms and Jean-Michel Komarnicki, Visual Arts Centre appeared before the Committee with respect to the 2007 Budget. Richard Toms stated the Visual Arts Centre has been growing in popularity due to events such as Winter Wonderlearn and the Clarington Arts and Music Festival. Mr. Toms stated that over the last five years the Visual Arts Centre has been upgraded to provide a safer and more accessible facility through planning initiatives. Mr. Toms stated their facility is volunteer driven and some financial support from the Municipality of Clarington is needed to improve small capital upgrades such as the stairs, front door, replacement of the main floor gallery, and upgrading studio equipment. Gail Rickard, Clarington Public Library, appeared before the Committee with respect to the 2007 Budget. Ms. Rickard introduced Edith Hopkins, Library Director as well as Allan Hewitt and Brian Purdy, Library Board Members. Ms. Rickard stated the Clarington Public Library has become an increasingly popular facility for residents to visit and in 2006, the library introduced programs such as Fresh Ink, Books to Go and Rapid Reads. She indicated that in response to concerns about computer use, the library introduced a card access program at each computer station allowing patrons to use a computer for up to a maximum of two hours per day. Ms. Rickard stated that funding of 7.50% from the Municipality of Clarington included non- controllables at $146,625.00 which are primarily personnel costs, and an allocation of $19,100.00 for the Courtice Library to open five extra hours per week, totalling $165,725.00. Although fines and fees are up $11,000.00 this year, Ms. Rickard advised that the Provincial grant is quite meager and represents only 3% of the library budget. Priorities for the future are to maximize use of technology, respond to changing demographics and open the new library in Newcastle. Ms. Rickard reviewed the timelines and site plans for the new library in Newcastle and advised an anticipated opening was the summer of 2008. Resolution #GPA-133-07 Moved by Councillor Novak, seconded by Councillor Hooper THAT the delegation by Martha Rutherford-Conrad, Clarington Museum and Archives be referred until after consideration of Confidential Report PSD-026-07. CARRIED - 2 - General Purpose and Administration Committee Minutes March 2, 2007 CONFIDENTIAL REPORT PSD-026-07 - PROPERTY MATTER Resolution #GPA-134-07 Moved by Councillor Foster, seconded by Councillor Novak THAT the meeting be "closed" to allow for consideration of Confidential Report PSD-026-07 with respect to a property matter. CARRIED The meeting reconvened in open session at 10:05 a.m. Resolution #GPA-135-07 Moved by Councillor Trim, seconded by Councillor Novak THAT the actions taken during the "closed" session with respect to Confidential Report PSD-026-07 be ratified. CARRIED Martha Rutherford-Conrad and Jim Richards, Clarington Museum and Archives, appeared before the Committee concerning the 2007 Budget Request. Mr. Richards reviewed the mission statement for the Clarington Museum and Archives by stating their mandate is the preservation, research, interpretation and exhibition of archival materials related to prehistory and the history of Clarington. Mr. Richards stated that in 2006 there were art exhibits from China and a window dressing by Jane Eccles which attracted more than 700 people. Programming included March break and summer camps, historical events such as Canada Day and Pumpkin Bee, Medieval Children's Camps, period dress events such as Victorian Teas and Pioneer Days, the 45th birthday celebration of the Bowmanville Museum, all contributing to a 16% increase in attendance. Mr. Richards stated some financial support from the Municipality of Clarington is needed to undergo improvements at the Clarke Museum such as restoring the original school bell, replacing the roof and restoring the siding. Mr. Richards indicated that there has been a 19% increase in research activity at the research museum in the areas of local history, geneaology, dominion organ and piano history. Mr. Richards stated in 2006 operating expenses were 2% below planned expenditures, federal grants were frozen resulting in a 40% loss of revenue, private donations increased by 33% increase and admissions there was a 26% increase in admissions. The 2007 budget increased by 6% due to building and operational costs and the Clarington Museum and Archives priority is the request of an additional staff person who would maintain and expand programming initiatives such as Ghost Tours, Victorian Lunches, Historical Building Tours, childrens' programming and marketing/promotion of the Doll and Toy Collection. The funding for this staff person would be $40,000.00 and potential revenues received through these programs would be $41,000.00. - 3 - General Purpose and Administration Committee Minutes March 2, 2007 Resolution #GPA-136-07 Moved by Councillor Foster, seconded by Councillor Robinson THAT Committee recess for 10 minutes. CARRIED The meeting reconvened at 10:40 a.m. FINANCE DEPARTMENT Nancy Taylor, Director of Finance provided a presentation to Committee highlighting the following: . Financial Indicators . Current/operating Overview . Capital Budget . Status of Reserve Funds . Long-term Debt . Next Year 2007 CURRENT AND CAPITAL BUDGET Resolution #GPA-137-07 Moved by Councillor Robinson, seconded by Councillor Trim THAT Report FND-004-07 be received; THAT the base 2007 Operating and Capital Budgets as outlined in Schedule "A", Part 1, at an estimated tax levy impact of 2.86% (exclusive of tax policy impacts), be approved, as directed in Report FND-004-07; THAT the uncontrollable items due to new services previously approved and new legislative requirements as outlined in Schedule "A", Part 2, attached to Report FND-004-07 at an estimated tax levy impact of 1.84% be approved; THAT the major priorities related to growth or new services as outlined in Schedule "A", Part 3, attached to Report FND-004-07 at an estimated tax levy impact of 1.51 % be approved; THAT the uncontrollable budget increase submission from the external agencies as outlined in Schedule "A", Part 4, attached to Report FND-004-07 at an estimated tax levy impact of 0.66% be approved; -4- General Purpose and Administration Committee Minutes March 2, 2007 THAT the phase-in impact for new 2008 facilities as outlined on Schedule "A", Part 5, attached to Report FNO-004-07 at an estimated tax levy impact of 2.24% be approved; THAT the Schedules "B", "C" and "0" attached to Report FNO-004-07 outlining Reserve and Reserve Fund Contributions be approved; THAT approximately $1,000,000 be drawn from the Rate Stabilization Reserve Fund to offset the tax rate impact; THAT the financing of capital projects, as outlined in the document attached to Report FNO-004-07 be approved; THAT the capital forecast be received for information; THAT the external agencies, referred to in Report FNO-004-07 be advised of Council's decision regarding their grant request, including their priority requests; THAT Council provide direction regarding the Visual Arts Centre request for $5,000 for the Visual Arts Centre fundraising project for Silken Laumann to speak; THAT 2007 staffing changes be approved, as identified in Report FNO-004-07; and THAT the appropriate By-laws to levy the 2007 tax requirements for Municipal, Regional and Education purposes be forwarded to Council for approval, once final tax policy information is available. SEE FOLLOWING MOTIONS Resolution #GPA-138-07 Moved by Councillor Trim, seconded by Councillor Woo THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the budget requests of all external agencies be approved and they all be thanked for their support." MOTION LOST - 5 - General Purpose and Administration Committee Minutes March 2, 2007 Resolution #GPA-139-07 Moved by Councillor Novak, seconded by Councillor Foster THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT $19,100.00 be approved for the Clarington Public Library to allow for extended hours at the Courtice Branch." CARRIED Resolution #GPA-140-07 Moved by Councillor Trim, seconded by Councillor Foster THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the Clarington Public Library budget request be approved." CARRIED Resolution #GPA-141-07 Moved by Councillor Robinson, seconded by Councillor Trim THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the Community Care Durham budget request be approved." CARRIED Resolution #GPA-142-07 Moved by Councillor Foster, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the Visual Arts Centre budget request be approved, with the exception of $5,000.00 for the Silken Laumann event." CARRIED - 6 - General Purpose and Administration Committee Minutes March 2, 2007 Resolution #GPA-143-07 Moved by Councillor Foster, seconded by Councillor Novak THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the Clarington Museum and Archives budget request be approved, with the exception of the additional staff member." MOTION LOST Resolution #GPA-144-07 Moved by Councillor Woo, seconded by Councillor Trim THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the Clarington Museum and Archives budget request, including the Priority #1 controllable item (additional staff member), be approved." CARRIED Resolution #GPA-145-07 Moved by Councillor Trim, seconded by Councillor Robinson THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the budget requests for Clarington Older Adult Association/Clarington Beech Centre, Newcastle Community Hall and Orono Cemetery Company be approved." CARRIED Resolution #GPA-146-07 Moved by Councillor Trim, seconded by Councillor Novak THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the organizational chart for Mayor and Council be revised to reflect that the position held by Janet Dauncey is the Administrative Assistant to Council." CARRIED - 7 - General Purpose and Administration Committee Minutes March 2, 2007 Resolution #GPA-147-07 Moved by Councillor Foster, seconded by Councillor Novak THAT the foregoing Resolution #GPA-137-07 be amended by making the following changes: "THAT the Mayor's Golf Tournament be included in the budget." CARRIED Resolution #GPA-148-07 Moved by Councillor Robinson, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-137-07 be amended by adding the following: "THAT $5,000.00 be included in the budget for the Lakeridge Bowmanville Hospital Foundation Golf Tournament." CARRIED Resolution #GPA-149-07 Moved by Councillor Robinson, seconded by Councillor Foster THAT the foregoing Resolution #GPA-137-07 be amended by adding the following: "WHEREAS Council is faced with extraordinary pressures in consideration of the 2007 budget; and WHEREAS the Corporate Advertising process and policy was set out in Report COD-13-02; NOW THEREFORE BE IT RESOLVED: THAT Council hereby reduces the overall proposed corporate advertising 2007 Budget by $85,000.00 from the proposed $240,000.00 by the following measures: 1. THAT the weekly newspaper advertisement with the Canadian Statesman, Page 2, and the Orono Weekly Times both be reduced to Y2 page coverage; 2. THAT the print frequency be reduced to a bi-weekly print schedule; 3. THAT only required or mandated notices with time sensitive dates will be included in the advertisement pages on the weeks where no advertisement is scheduled; .8. General Purpose and Administration Committee Minutes March 2, 2007 4. THAT print ads be limited to those that are required by statute, are mandated or are necessary for public information, inclusive of: a. Public Meeting notices for Municipal or government business; b. Tenders c. Road closures d . Tax notices e. Official Plan information f. Performance Measures or other necessary financial information g. Other notices as determined by the CAO, or Director of Corporate Services to be of significant importance for public information; 5. THAT Municipal information such as career opportunities, annual grant program notice, etc. will be advertised on the print page by referral to the municipal web site in order to emphasize and maximize web site use; 6. THAT advertisement for external agencies or community groups, unless deemed to be of an urgent or necessary nature will not be included in the advertisement program; 7. THAT the corporate advertising budget, inclusive of print media, be revised to $155,000.00 for the 2007 budget; 8. THAT the Corporate Advertising Policy H-1, be amended to reflect the above conditions; and 9. THAT the change in the advertising program will be effective upon ratification of the 2007 budget." MOTION LOST Resolution #GPA-150-07 Moved by Councillor Robinson, seconded by Councillor Trim THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THA T the proposed corporate advertising budget be reduced by a maximum of $86,000.00; and THAT the Director of Corporate Services report back to Council recommending a revised Corporate Advertising Policy to reflect the reduction in the budget allocation." CARRIED - 9 - General Purpose and Administration Committee Minutes March 2, 2007 Resolution #GPA-151-07 Moved by Councillor Hooper, seconded by Councillor Trim THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the request for an additional part-time Clerk 1 position in the Municipal Clerk's Department be approved. " CARRIED Resolution #GPA-152-07 Moved by Councillor Robinson, seconded by Councillor Woo THAT Committee recess for five minutes. CARRIED The meeting reconvened at 12:17 p.m. Resolution #GPA-153-07 Moved by Councillor Novak, seconded by Councillor Foster THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT $100,000.00 in additional tax levy funds be allocated to the Economic Development Reserve Fund." CARRIED Resolution #GPA-154-07 Moved by Councillor Foster, seconded by Councillor Novak THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the Soper Creek Trail Project be replaced with the Courtice Skateboard Park Project." CARRIED - 10- General Purpose and Administration Committee Minutes March 2, 2007 Resolution #GPA-155-07 Moved by Councillor Robinson, seconded by Councillor Foster THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT financing of $25,078.00 be transferred from the Tax Levy Support to Capital to the Impact/Escrow Reserve Account." CARRIED Resolution #GPA-156-07 Moved by Councillor Robinson, seconded by Councillor Foster THAT the foregoing Resolution #GPA-137-07 be amended as follows: 'THAT financing of $25,000.00 of the insurance increase be transferred from the Tax Levy to the Self Insured Losses Reserve." CARRIED Resolution #GPA-157-07 Moved by Councillor Foster, seconded by Councillor Robinson THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT financing of $50,000.00 be transferred from the Tax Levy Support to Engineering/Roads to the Federal Gas Tax Reserve Fund." CARRIED Resolution #GPA-158-07 Moved by Councillor Robinson, seconded by Councillor Foster THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the budget request for additional tree trimming be reduced by $10,000.00." CARRIED . 11 . General Purpose and Administration Committee Minutes March 2, 2007 Resolution #GPA-159-07 Moved by Councillor Foster, seconded by Councillor Novak THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the request for additional Total Hockey staff be denied." CARRIED Resolution #GPA-160-07 Moved by Councillor Robinson, seconded by Councillor Foster THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the request for funding from Lakeridge Health be tabled to March 19, 2007 to allow for public input." CARRIED The foregoing Resolution #GPA-137-07 was then put to a vote and CARRIED AS AMENDED. ADJOURNMENT Resolution #GPA-161-07 Moved by Councillor Novak, seconded by Councillor Foster THAT the meeting adjourn at 12:38 p.m. CARRIED -12 - General Purpose and Administration Committee Minutes March 2, 2007 Resolution #GPA-159-07 Moved by Councillor Foster, seconded by Councillor Novak THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the request for additional Total Hockey staff be denied." CARRIED Resolution #GPA-160-07 Moved by Councillor Robinson, seconded by Councillor Foster THAT the foregoing Resolution #GPA-137-07 be amended as follows: "THAT the request for funding from Lakeridge Health be tabled to March 19, 2007 to allow for public input." CARRIED The foregoing Resolution #GPA-137-07 was then put to a vote and CARRIED AS AMENDED. ADJOURNMENT Resolution #GPA-161-07 Moved by Councillor Novak, seconded by Councillor Foster THAT the meeting adjourn at 12:38 p.m. CARRIED - 12 -