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HomeMy WebLinkAbout01/18/2008 Budget Clfl!..pn Special General Purpose and Administration Committee Minutes January 18, 2008 Minutes of a Special meeting of the General Purpose and Administration Committee held on Monday, January 18, 2008 at 9:30 a.m., in the Council Chambers. ROLL CALL Present Were: Absent 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 of Community Services, J. Caruana Director of Engineering Services, 1. Cannella Director of Planning Services, D. Creme Director of Operations, F. Horvath Director of Corporate Services, M. Marano Director of Finance, N. Taylor Fire Chief, Emergency Services, G. Weir Municipal Clerk, P. Barrie Clerk II, E. Atkinson Mayor Abernethy chaired the meeting. DISCLOSURES OF PECUNIARY INTEREST There were no disclosures of pecuniary interest stated for this meeting. PRESENTATIONS Nancy Taylor, Director of Finance provided a presentation to the Committee highlighting the following: . Financiallndicators . Current/Operating Overview . Capital Budget . Status of Reserve Funds . Long-Term Debt . Next Year Special General Purpose and Administration Committee Minutes January 18, 2008 Ms. Taylor advised the Committee that Clarington participates in an annual study performed by BMA Management Consulting Inc., a study which includes 79 Ontario municipalities representing 80% of the Ontario population. This provides a valuable tool for comparing municipalities and affordability from a local perspective. Ms. Taylor spoke regarding the 2006 population statistics and informed the Committee that Clarington's population is up 57.3% from 1991 - 2006. She provided the Committee with the assessment breakdown between residential and non-residential as well as the net municipal levy per capita between selected municipalities. Ms. Taylor informed the Committee that, with regards to property taxes as a percentage of income, Clarington ranks in the middle with 3.1 % of household income going towards property taxes. Ms. Taylor stated that Clarington's tax rates are at the average in most categories with the exception of large industrial which is low and Clarington has the 29th lowest net levy per capita out of the 79 participants. She provided the Committee with an overview of the 2008 budget as well as a summary on the budget impact, a brief overview on the proposed draft capital budget and listed the significant capital projects. A budget status of Reserve Funds as well as a summary of Reserve Funds was provided. Ms. Taylor highlighted development charge items for consideration and debt summary. DELEGATIONS Sally Barrie, Community Care Durham, Clarington, addressed the Committee regarding Community Care's 2008 budget requests. She stated that Community Care Durham, Clarington is a muiti-care organization which provides services locally for residents and their care givers. She informed the Committee that the organization is funded by the Ministry of Health under the Long Term Care section. Community Care Durham, Clarington currently has 1600 registered clients and 400 volunteers. The Meals on Wheels program has 12 routes in Clarington and the transportation van makes 25,000 trips per year to clients in need. Ms. Barrie stated there is an increase in the demands for services from Community Care, especially for the Meals on Wheels service. Currently the cost if $6.00/meal. The organization will need to find a new food provider but for now they are still using the hospital to cover this service. Ms. Barrie thanked the Committee for their support in the past and looks forward to their support in the future. Richard Toms and Jean-Michel Komarnicki, Visual Arts Centre, addressed the Committee regarding the Centre's 2008 budget request. Mr. Toms gave a brief update on project and events held in 2007 as well as new projects and events planned for 2008. Mr. Toms and Mr. Komarnicki thanked the Committee for all their support and stated that they look forward to working with the Municipality of Clarington in the future. Brian Purdy and Edith Hopkins, Clarington Public Library, addressed the Committee regarding the 2008 budget request. Mr. Purdy spoke regarding the highlights and accomplishments of the Clarington Public Library. He informed the Committee of the six core principles which are; accessibility, accountability, intellectual freedom, quality service, responsiveness and teamwork/partnerships. He spoke of the Community Partnerships and provided the Committee with fast facts for 2007 such as the number of visits, electronic visits, program attendance, borrowing and library card holders. He - 2 - Special General Purpose and Administration Committee Minutes January 18, 2008 advised of the 2007 accomplishments such as; improved hours of service, Clarington Caught Read event, improved accessibility at Courtice branch, improved internet access, participation in Orono's 175th anniversary and the new website. Mr. Purdy spoke in regards to the 2008 funding sources the library receives from both provincial and municipal governments as well as the funding from fines and fees. Resolution #GPA-023-08 Moved by Councillor Novak, seconded by Councillor Foster THAT the rules of order be suspended to allow the delegation to continue past the 5 minute time frame. CARRIED Mr. Purdy informed the Committee of the priorities for the future as well as the positive feedback the library has received from the residents of Clarington. He thanked the Committee for all their support and stated that the Board looks forward to working with the Municipality in the future. Martha Rutherford-Conrad, Clarington Museum and Archives, addressed the Committee regarding the 2008 budget request. Ms. Rutherford-Conrad informed the Committee that the Clarington Museum and Archives is a dynamic organization that preserves the past while taking a proactive role in Clarington's future. She spoke regarding exhibits in 2007 as well as new programming for 2008. This new programming may necessitate the future hiring of additional staff members. Ms. Rutherford-Conrad informed the Committee of highlights and challenges resulting from the 2007 financial budget. She spoke of the plans for 2008 and thanked the Committee for their support in the past as well as the anticipated support for the future. Angie Darlison, Executive Director, Clarington Older Adults Association, addressed the Committee regarding the 2008 budget request. Ms. Darlison informed the Committee that the 50+ population has grown within the Municipality therefore their membership has increased as well. The Association consists of mostly volunteers and three paid staff members. Ms. Darlison spoke of the programs and events which are offered by the Association, informing the Committee the Association is asking for funding in the amount of $114,750.00 and the balance of the required budget will be raised through fund raising events. The goals of the Association for 2008 include increased awareness of the programs and events offered, increased membership, as well as increased facility rentals. - 3 - Special General Purpose and Administration Committee Minutes January 18, 2008 Michael Patrick, President, Clarington Board of Trade, addressed the Committee regarding Report CAO-001-08. He informed the Committee of the letters of thanks the Board of Trade has received from various companies within the Municipality. He would like to see the continued proactive relationship between the Municipality and the Board carried forward. Mr. Patrick stated that Clarington has done well regarding industrial relationships and economic development. He would like to have the Board focus on business retention and would like to see the communication between the Board and Council improved. The Board will be improving initiatives via modern technology. He thanked the Committee for their support in the past and looks forward to the future. Resolution #GPA-024-08 Moved by Councillor Foster, seconded by Councillor Robinson THAT the Committee recess for 15 minutes. CARRIED The meeting reconvened at 11 :30 a.m. Elaine Garnett, Channel 12, addressed the Committee regarding The Clarington Green Challenge. She requested financial assistance to assist with the necessary funds required to pay for 45 30-second commercials every month for a total of 540 commercials. She informed the Committee Channel 12 has committed $30,000.00 to the program and Veridian and Waste Management are very interesting in participating. She looks forward to hearing from the Municipality of Clarington as to whether they would like to be a partner in this great event. Marie Marano, Director of Corporate Services provided the Committee with a PowerPoint presentation regarding the department's 2008 budget requests. She described to the Committee the current IT network and spoke regarding the necessary improvements required to continue with IT services to the Municipal Administrative Centre as well as to the outside facilities. Resolution #GPA-025-08 Moved by Councillor Foster, seconded by Councillor Novak THAT the rules of order be suspended to allow the delegations of the department heads to exceed the 5 minute time frame. CARRIED Patti Barrie, Municipal Clerk, provided the Committee with a brief update regarding the department's 2008 budget requests. She informed the Committee that the priority requirement for the Clerk's department is the need for a part-time clerk for Animal Services to deal with the increase in office work and the need for a part-time Parking Enforcement Officer to deal with the increased number of parking complaints. .4- Special General Purpose and Administration Committee Minutes January 18, 2008 Gord Weir, Director of Emergency Services, provided the Committee with a brief update regarding the department's 2008 budget request. Mr. Weir described which vehicles need to be replaced as well as equipment/gear and monitoring systems that need to be replaced or upgraded. Tony Cannella, Director of Engineering Services, provided the Committee with a brief update regarding the department's 2008 budget request. Mr. Cannella informed the Committee of the challenges that face the Engineering Services Department in regards to road network health, municipal structures, municipal servicing and park development. The 2008 Capital Projects were highlighted. Fred Horvath, Director of Operations, provided the Committee with a brief update regarding the department's 2008 budget request. Mr. Horvath spoke regarding the rural road resurfacing program, winter maintenance, grass cutting, utility increases, line painting, dust control and catch basins. Mr. Horvath informed the Committee of the effects the Municipality's growth has had on the need for sidewalks and parks. He also informed the Committee of the Capital Budget requirements for the Operations Department. Resolution #GPA-026-08 Moved by Councillor Robinson, seconded by Councillor Trim THAT the Committee recess for one hour. CARRIED The meeting reconvened at 2:00 p.m. Joseph Caruana, Director of Community Services, provided the Committee with highlights for the 2008 budget request from Community Services. He informed the Committee of the special events, staff development, special equipment training and consulting required for 2008 from the Administration Division and budget requests from the Facilities Division such as arena rink board replacement, building audits and refurbishing structural steel at the Rickard Recreation Complex. Mr. Caruana spoke regarding the energy conservation at both the Rickard Recreation Complex and the Darlington Sports Arena, the new construction for the Newcastle facility. He informed the Committee of the 2008 budget requests from the Recreation Division and the 2008 initiatives. David Crome, Director of Planning Services, provided the Committee with a brief update regarding 2008 budget requests from the Planning Services Department. He informed the Committee of the priorities for 2008 and that the planning application fees are recovering a greater portion of costs. Mr. Crome spoke regarding the land acquisition as well as the community improvement and development projects. He advised the Committee the development activity remains strong and spoke regarding the major policy projects needed to move ahead. .5. Special General Purpose and Administration Committee Minutes January 18, 2008 CHIEF ADMINISTRATIVE OFFICE ECONOMIC DEVELOPMENT SERVICE DELIVERY Resolution # GPA-027-08 Moved by Councillor Robinson, seconded by Councillor Foster THAT Report CAO-001-08 be received; and THAT the Mayor and the Clerk be authorized to execute an agreement with the Clarington Board of Trade for the provision of economic development services, subject to the following terms: a) A three-year contract for 2008 to 2010 inclusive with the option for a one year automatic renewal subject to agreement by both parties and at a 3 percent fee increase; b) The fee for service shall be $103,000 for 2008; $106,500 for 2009 and $110,000 for 2010; c) The responsibilities assigned to the Board will be under the general umbrella of economic development with special focus on business attraction and retention; d) The Board shall report and update council quarterly pertaining to all economic development activities undertaken; e) The Board and its employees shall refrain from engaging in any activity that would negatively impair the relationship between the Municipality and the Board; and f) The Municipality will continue to provide free office space to the Board at the Tourism Office at Liberty Street/Highway 401. CARRIED CORPORATE SERVICES DEPARTMENT CORPORATE NEWSPAPER ADVERTISING 2007 REVIEW Resolution #GPA-028-08 Moved by Councillor Robinson, seconded by Councillor Trim. THAT Report COD-001-08 be received for information. CARRIED AS AMENDED lATER IN THE MEETING (SEE FOllOWING AMENDING MOTION) - 6 - Special General Purpose and Administration Committee Minutes January 18, 2008 Resolution #GPA-029-08 Moved by Councillor Novak, seconded by Councillor Robinson THAT the foregoing Resolution #GPA-028-08 be amended by adding the following thereto: "THAT $20,000 be added to the Advertising Budget to allow for the publication of a quarterly communique; and THAT a status report on the publication be provided to the General Purpose and Administration Committee in the fall of 2008." CARRIED The following Resolution #GPA-028-08 was then put to a vote and CARRIED AS AMENDED. FINANCE DEPARTMENT 2008 CURRENT AND CAPITAL BUDGET Resolution #GPA-030-08 Moved by Councillor Trim, seconded by Councillor Foster THAT Report FND-001-08 be received; THAT the base 2008 Operating and Capital Budgets as outlined in Schedule "A" to Report FND-001-08, at an estimated tax levy impact of 2.91 % (exclusive of tax policy impacts), as directed in FND-001-08 be approved; THAT direction be provided on the items listed as added funding levels related to growth or new services including staffing levels as itemized in Schedule "B" to Report FND-001-08; THAT the Schedules "C", "D" and "E", attached to Report FND-001-08, 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 FND-001-08 be approved; THAT the capital forecast be received for information; - 7 - Special General Purpose and Administration Committee Minutes January 18, 2008 THAT the external agencies, referred to in Report FND-001-08 be advised of Council's decision regarding their grant request; THAT the 2008 departmental business plans included in the document attached to Report FND-001-08 be received for information; THAT for 2008, the net proceeds from the Mayor's Golf Tournament be directed to the Memorial Hospital Foundation - Bowmanville, with the tournament to be continued to be administered by municipal staff; THAT titles and name changes be approved as identified in Report FND-001-08; THAT as referred from the 2007 budget process, $53,000 be approved for funding for physician recruitment to be drawn from the Economic Development Reserve Fund subject to the approval for reserve fund contributions noted above; and THAT the appropriate By-laws to levy the 2008 tax requirements for Municipal, Regional and Education purposes be forwarded to Council for approval, once final tax policy information is available. CARRIED AS AMENDED LATER IN THE MEETING (SEE FOLLOWING AMENDING MOTIONS) Resolution #GPA-031-08 Moved by Councillor Trim, seconded by Councillor Robinson THAT the Insurance Account be reduced to $50,000 from $100,000. CARRIED Resolution #GPA-032-08 Moved by Councillor Robinson, seconded by Councillor Foster THAT the Newcastle Aquatic Facility Account be reduced by $125,000. MOTION LOST Resolution #GPA-033-08 Moved by Councillor Novak, seconded by Councillor Trim THAT the Newcastle Aquatic Facility Account be reduced by $250,000. CARRIED - 8 - Special General Purpose and Administration Committee Minutes January 18, 2008 Resolution #GPA-034-08 Moved by Councillor Robinson, seconded by Councillor Foster THAT the Veridian Dividends Account be increased by $27,200. CARRIED Resolution #GPA-035-08 Moved by Councillor Foster, seconded by Councillor Novak THAT the operation of Total Hockey cease as of March 1, 2008, recognizing an overall budget savings of $45,000. CARRIED Resolution #GPA-036-08 Moved by Councillor Foster, seconded by Councillor Robinson THAT the Tax Levy Support to Capital ($314,597) be approved. CARRIED Resolution #GPA-037-08 Moved by Councillor Trim, seconded by Councillor Robinson THAT the Health and Safety Ergonomics/Documentation Account be approved in the amount of $20,000. LOST Resolution #GPA-038-08 Moved by Councillor Foster, seconded by Councillor Robinson THAT the Health and Safety Ergonomics/Documentation Account be approved in the amount of $10,000. CARRIED Resolution #GPA-039-08 Moved by Councillor Robinson, seconded by Councillor Foster THAT the PSAB Report Account be approved in the amount of $20,000. CARRIED - 9 - Special General Purpose and Administration Committee Minutes January 18, 2008 Resolution #GPA-040-08 Moved by Councillor Novak, seconded by Councillor Hooper THAT the Abandoned Cemetery Board Account be increased by $7,000. CARRIED Resolution #GPA-041-08 Moved by Councillor Trim, seconded by Councillor Novak THAT the Sidewalk Maintenance (Not Salary) Account be increased by $19,000. CARRIED Resolution #GPA-042-08 Moved by Councillor Trim, seconded by Councillor Robinson THAT the Catch Basin/Storm Sewer Professional Fees Account be increased by $35,000. CARRIED Resolution #GPA-043-08 Moved by Councillor Foster, seconded by Councillor Trim THAT the Pavement Marking Account be increased by $10,000. CARRIED Resolution #GPA-044-08 Moved by Councillor Robinson, seconded by Councillor Trim THAT the Rural Roads Surface Treatment Account be increased by $100,000. CARRIED Resolution #GPA-045-08 Moved by Councillor Trim, seconded by Councillor Hooper THAT the Dust Control Account be increased by $17,000. CARRIED - 10 - Special General Purpose and Administration Committee Minutes January 18, 2008 Resolution #GPA-046-08 Moved by Councillor Trim, seconded by Councillor Hooper THAT the Sanding/Salting/Winter Maintenance (Not Salary) Account be increased by $20,000. CARRIED Resoultion #GPA-047-08 Moved by Councillor Robinson, seconded by Councillor Hooper THAT the Bowmanville 150th/Holiday Train Account be approved in the amount of $10,000. CARRIED Resolution #GPA-048-08 Moved by Councillor Trim, seconded by Councillor Robinson THAT the Labourer position in the Operations Department be approved. CARRIED Resolution #GPA-049-08 Moved by Councillor Robinson, seconded by Councillor Trim THAT the Labourer position in the Operations Department be approved. CARRIED Resolution #GPA-050-08 Moved by Councillor Robinson, seconded by Councillor Novak. THAT the request for the Gardener position in the Operations Department be denied. CARRIED Resolution #GPA-051-08 Moved by Councillor Novak, seconded by Councillor Trim THAT the Mechanic Apprentice position in the Operations Department be approved. CARRIED - 11 - Special General Purpose and Administration Committee Minutes January 18, 2008 Resolution #GPA-052-08 Moved by Councillor Novak, seconded by Councillor Trim THAT the Senior Planner position in the Planning Services Department be approved. CARRIED Resolution #GPA-053-08 Moved by Councillor Trim, seconded by Councillor Hooper THAT the Part-Time Parking Enforcement position in the Municipal Clerk's Department be approved. CARRIED Resolution #GPA-054-08 Moved by Councillor Novak, seconded by Councillor Trim THAT the Part-Time Clerk 1, Animal Services in the Municipal Clerk's Department be approved. CARRIED Resolution #GPA-055-08 Moved by Councillor Trim, seconded by Councillor Novak THAT $10,500 for the Living Green Committee be identified in the Planning Services "Committee" Budget, pending a report to Council on January 28, 2008. CARRIED The foregoing Resolution #GPA-030-08 was then put to a vote and CARRIED AS AMENDED. ADJOURNMENT Resolution # GPA-056-08 Moved by Councillor Robinson, seconded by Councillor Hooper CARRIED THAT the meeting adjourn at 4:37 p.m. .12 -