Loading...
HomeMy WebLinkAbout01/16/2009 Special Budget Special General Purpose and Administration Committee Minutes January 16, 2009 Minutes of a special meeting of the General Purpose and Administration Committee held on Monday, January 16, 2009 at 9:30 a.m., in the Council Chambers. ROLL CALL Present Were: Mayor J. Abernethy Councillor A. Foster Councillor R. Hooper Councillor M. Novak Councillor G. Robinson Councillor C. Trim Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Municipal Clerk, Clerk’s Department, P. Barrie Director of Community Services, J. Caruana Director of Engineering Services, T. Cannella Director of Planning Services, D. Crome Deputy Treasurer, Finance Department, L. Gordon Director of Operations, F. Horvath Director of Corporate Services, M. Marano Director of Finance, N. Taylor Fire Chief, Emergency Services, G. Weir Deputy Clerk, A. Greentree Clerk II, E. Atkinson Mayor Abernethy chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST Councillor Foster indicated that he would be stating a pecuniary interest with respect to the Visual Arts Centre budget request. PRESENTATIONS Nancy Taylor, Director of Finance provided a 2009 Budget Overview presentation to the Committee highlighting the following: ? Financial Indicators ? Current /Operating Overview ? Capital Budget ? Status of Reserve Funds Special General Purpose and Administration Committee Minutes January 16, 2009 ? Long-term Debt ? Next Year Ms. Taylor advised the Committee that Clarington participated in an annual study performed by BMA Management Consulting Inc., a study which included 82 Ontario municipalities representing in excess of 80% of the Ontario population. This provides a valuable tool for comparing municipalities and assessing affordability from a local level. Ms. Taylor provided an assessment breakdown indicating the residential category is at 90.7 % and the non-residential at 9.3%. She informed the Committee that the Municipality of Clarington is at the mid-level with regards to levy per capita and the tax rates in Clarington are average in most categories except large industrial, which is low. Clarington’s relative tax burden is in the low to mid range and when compared to others, Clarington’s property taxes, as a percentage of income, is rated in the mid range. Ms. th Taylor stated that Clarington has the 30 lowest net levy per capital out of the 82 participants. She advised the Committee that 1% of the budget would be equal to approximately $320,000.00 and a 1% increase in the local levy would be approximately equal to $9.70 for an average house which is valued at $240,000.00. Ms. Taylor advised the Committee that a significant number of Ontario Municipal Board appeals have been launched and due to the magnitude and volume, the 2009 budget does not currently accommodate sufficient funds for litigation costs including legal, consulting, etc. She requested the Committee consider a future strategy to deal with each of these appeals and that Reserve Funds may be required to be used in 2009. Ms. Taylor provided the Committee with a brief overview on the Capital Budget and outlined significant Capital Projects. She also provided the Committee with the status of Reserve Funds and outlined development charges items to be considered. She provided the Committee with a debt summary and a list of economic considerations. The Budget Forecast reports actual needs with some assumptions. There has been nothing pulled or reduced to allow Council to see what our future costs and pressures are. DELEGATIONS Angie Darlison, Executive Director, and Peter Evans, President, Clarington Older Adults Association, addressed the Committee regarding their 2009 budget request. Mr. Evans provided the Committee with the Mission Statement of the Clarington Older Adults Association, which is “to promote the well being of older adults through the provision of affordable programs and activities”. He stated the vision and goals of the Clarington Older Adults Association is to create opportunities for older adults to: improve their quality of life, maintain a healthy, active lifestyle, experience personal growth, develop lasting friendships, reduce social isolation and to have fun. The population of the Municipality of Clarington is growing and so is their membership. They anticipate more than 1100 members in 2009. Mr. Evans provided the Committee with an overview of the facilities and the current structure of the Association. He reviewed the revenue stream noting that 35% of the funding is received from the Municipality and noted they have not received Provincial funding yet. Mr. Evans highlighted their 2008 activities and informed the Committee of the current initiatives. Mr. Evans thanked the Committee for - 2 - Special General Purpose and Administration Committee Minutes January 16, 2009 all their support and stated that they look forward to working with the Municipality of Clarington in the future. Sally Barrie, Administrator, Community Care Durham, addressed the Committee regarding their 2009 budget request. She stated that Community Care Durham is a charitable organization that provides home support, respite and mental health services to adults and their caregivers who have needs related to physical disability, aging and/or mental health. There are currently nine (9) community-based service locations in Durham. She reviewed the revenue stream noting that 63% is received from the Ministry of Health and noted their funding reduction of 19% in 2008 and 2009 from the United Way. She briefly described the services provided by Community Care Durham and how one becomes a client of Community Care Durham. Ms. Barrie thanked the Committee for their support and requested they consider a continued commitment. Adrian Short, Richard Toms and Jean-Michel Komarnicki, Visual Arts Centre, addressed the Committee regarding the Centre’s 2009 budget request. The Centre is currently run by a twelve person volunteer board and they have limited staffing. They currently receive a major portion of their funding through grants. Mr. Short gave a brief update on 2008 projects and events. As well, he noted the new programs and events to be implemented for 2009. The Visual Arts Centre had 28,000 visitors/participants in 2008. Mr. Short informed the Committee a strategic plan has been implemented. The requested budget increase is to cover the increase in the salaries and benefits for their limited staff. They believe that effective staff are critical to future operations. Mr. Short thanked the Committee for all their support and stated that they look forward to working with the Municipality of Clarington in the future. Gail Rickard, Vice-Chair, Clarington Public Library Board, addressed the Committee regarding their 2009 budget request. She provided the Committee with highlights of 2008 stating the number of items borrowed, electronic visits, program attendance, size of the collection and the number of walk-in visits. She advised of the support from the Community through the various partnerships. There have been improved and new services to address customers’ needs. Ms. Rickard advised the Committee the library is supported through various partnerships, though the primary funding is provided by the Municipality. Resolution # GPA-036-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT the 5 minute time limit for delegation of Gail Rickard, Vice-Chair, Clarington Library Board be extended. CARRIED - 3 - Special General Purpose and Administration Committee Minutes January 16, 2009 Ms. Rickard informed the Committee of their future priorities and she stated the new library in Newcastle will be opening in the fall of 2009. The library received a $2.5 million grant for the new library. Ms. Rickard thanked the Committee for their continued support to the libraries within the Municipality of Clarington. Martha Rutherford-Conrad and Mr. Brian Colville, Clarington Museums and Archives, addressed the Committee regarding their 2009 budget request. Mr. Colville gave an overview of the history of the Clarington Museums and Archives. He stated the various exhibits hosted as well as the new programming introduced in 2008. In 2008 they saw a 35% increase in participants and 32% in membership. Mr. Colville highlighted the financial summary and challenges of 2008 and he informed the Committee of the plans for 2009. Mr. Colville and Ms. Rutherford-Conrad thanked the Committee for their continued support and are looking forward to any exciting year in 2009. Resolution #GPA-037-09 Moved by Councillor Foster, seconded by Councillor Hooper THAT the Committee recess for 10 minutes. CARRIED The meeting reconvened at 11:30 a.m. Marie Marano, Director of Corporate Services and Human Resources, provided the Committee with a verbal update on the 2009 budget request from the Corporate Services and Human Resources Department. The Corporate Services and Human Resources Department comprises three divisions: IT, Human Resources and Communications. She stated the primary items in the Department budget relates to the IT division. The challenge facing the IT division is the shortage of staff members. IT supports over 400 users at 14 remote sites. Comparatively with other municipalities our IT staffing is very low. Notwithstanding, in 2009 IT will be rolling out new hardware and software and implementing a new phone system. Ms. Marano informed the Committee that the current phone system is obsolete and no longer supports the demands of the Municipality and the stand alone units for the outside lines will be removed. Patti Barrie, Municipal Clerk, Clerk’s Department provided the Committee with an update on the 2009 budget request from the Clerk’s Department. The Clerk’s Department will be focusing on two areas: records management and the Accessibility Standards for Customer Service imposed by the Province. Funding for the establishment of a suitable and secure inactive record storage centre has been set aside in reserves for the past several years. To set up the policy and procedures regarding the Accessibility Standards for Customer Service will be done through a Consultant. Ms. Barrie stated this is a huge undertaking and it involves the training of all staff members as well as volunteer’s and contractors. A risk assessment that was done at the Animal Shelter resulted in the need for of new lighting, an alarm, and additional fencing. Ms. Barrie informed the Committee the parking meter mechanisms - 4 - Special General Purpose and Administration Committee Minutes January 16, 2009 need to be replaced, and she confirmed a $5,000 increase to the cemetery revenue would be achievable. Gord Weir, Fire Chief, Emergency Services, provided the Committee with an update on the 2009 budget request from the Emergency Services Department. Chief Weir stated there is a demand for an increase to the number of fire-fighters and he encouraged Council to support the Master Fire Plan. He informed the Committee of the aging condition of Station #2 and stated this station should be replaced in the next couple of years. One tanker is scheduled to be replaced in 2009. Tony Cannella, Director of Engineering Services, provided the Committee with an update on the 2009 budget request from the Engineering Services Department. Mr. Cannella informed the Committee that the reduction of development activity will allow the Engineering Department to focus on other projects. He stated there is no significant park development scheduled for 2009, but there should be some in 2010. Mr. Cannella stated the restructure and reclassification of the Engineering staff will make the Department more efficient and reduce the costs of consulting. The Engineering Department’s forecast budget is attempting to set money aside to address prioritized needs. Fred Horvath, Director of Operations, provided the Committee with an update on the 2009 budget request from the Operations Department. The weather has been a major issue in 2008. Currently there are 742 people on the senior’s list for snow removal and a new tender for the contract for snow removal will be issued in the spring. He informed the Committee that in 2009 he is expecting an increase in maintenance costs; specifically, there was a 100% increase to the cost of patch. The two priority projects set for 2009 are roof inventory analysis and storm water management program. He informed the Committee that there were four Trillium Grant request submitted in 2008. He confirmed a $5,000 increase to the Sports Field revenue is achievable. Joe Caruana, Director of Community Services, provided the Committee with an update on the 2009 budget request from the Community Services Department. The savings from the decommissioning of the Lions Club pool will not be realized until 2010. Accessibility issues were addressed in 2008. Mr. Caruana informed the Committee of the two key 2009 capital projects for the Community Service Department consist of the renovations to the Darlington Sports Centre and the pool at the Courtice Community Complex. He stated they anticipate more than 1100 memberships in 2009 and the Community Service Department will focus on new programs for families and will offer workshops for volunteers as well as Skateboard programs. They have revised the summer day camp programs and are piloting a transition project. Camps will also be offered to special needs children. While the Department continues to focus on health and safety and energy conservation, staff will also continue to develop their volunteer database. - 5 - Special General Purpose and Administration Committee Minutes January 16, 2009 David Crome, Director of Planning Services, provided the Committee with an update on the 2009 budget request from the Planning Services Department. Typically, when development application volumes are down, appeals are up. The important challenges facing the Planning Services Department are the revenues spent at Ontario Municipal Board hearings and the higher costs for fees. He stated the current budget will not cover the costs of these hearings and other sources of funding will have to be considered. He informed the Committee the consulting budget is mainly spent on watershed issues and OMB hearings. In 2008 they received approximately 120 applications which is about half of their usual volume. Resolution #GPA-038-09 Moved by Councillor Robinson, seconded by Councillor Novak THAT the Committee recess for 30 minutes. CARRIED The meeting reconvened at 1:20 p.m. STAFF REPORTS 2009 CURRENT AND CAPITAL BUDGET Resolution #GPA-039-09 Moved by Councillor Novak, seconded by Councillor Trim THAT, in light of the current economic times, through a number of initiatives, the 2009 Budget be set at a zero increase. MOTION LOST Resolution #GPA-040-09 Moved by Councillor Foster, seconded by Councillor Hooper THAT Report FND-001-09 be received; THAT Council approve the base 2009 Operating and Capital Budgets as outlined in Schedule “A” to Report FND-001-09, at an estimated tax levy impact of 1.30% (exclusive of tax policy impacts), as directed in FND-001-09; THAT Council provide direction on the items listed as added funding levels related to growth or new services excluding staffing levels as itemized in Schedule “B” attached to Report FND-001-09; - 6 - Special General Purpose and Administration Committee Minutes January 16, 2009 THAT Council provide directions on the grants for External Agencies per their requests itemized in Schedule “C” attached to Report FND-001-09; That Council defer staffing changes to the 2010 budget year as shown on Schedule “D” to Report FND-001-09, as option 1, be approved; THAT Schedules “E”, “F”, and “G” outlining Reserve and Reserve Fund Contributions, attached to Report FND-001-09, and new Reserve Funds 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 attached document attached to Report FND-001-09, be approved; THAT the external agencies, referred to in Schedule “C” attached to Report FND-001-09, be advised of Council’s decision regarding their grant request; THAT for 2009, the net proceeds from the Mayor’s Golf Tournament be directed to the Ganaraska Region Conservation Authority – New Forest Centre; THAT the capital request from the Clarington Museums and Archives for $23,000 from the Bowmanville Museum Reserve Fund be approved; and THAT the appropriate By-laws to levy the 2009 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) Items Considered as Added Funding Levels – Schedule B to Report FND-001-09 Resolution # GPA-041-09 Moved by Councillor Foster, seconded by Councillor Robinson THAT the Committee consider, line by line, the items contained in Schedule B of Report FND-001-09. CARRIED - 7 - Special General Purpose and Administration Committee Minutes January 16, 2009 Resolution #GPA-042-09 Moved by Councillor Foster, seconded by Councillor Robinson That a budget increase of $10,000 for Employee Wellness be denied. CARRIED Resolution #GPA-043-09 Moved by Councillor Novak, seconded by Councillor Foster THAT a budget increase of $25,000 for the Post Employment Benefit Funding be approved. CARRIED Resolution #GPA-044-09 Moved by Councillor Foster, seconded by Councillor Novak THAT a budget increase of $12,300 for Communications Design be approved. CARRIED Resolution #GPA-045-09 Moved by Councillor Woo, seconded by Councillor Hooper THAT a budget increase of $15,000 for Communications Newsletter be approved. CARRIED Resolution #GPA-046-09 Moved by Councillor Foster, seconded by Councillor Hooper THAT a budget increase of $4,500 for the Suppression Small Capital be approved. CARRIED Resolution #GPA-047-09 Moved by Councillor Woo, seconded by Councillor Robinson THAT a budget increase of $50,000 for the Part-time Firefighters be approved. CARRIED - 8 - Special General Purpose and Administration Committee Minutes January 16, 2009 Resolution #GPA-048-09 Moved by Councillor Hooper, seconded by Councillor Woo THAT a budget increase of $1,000 for Applefest Transit be approved. CARRIED Resolution #GPA-049-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT a budget increase of $35,000 for Ditch/Shoulder Maintenance be approved. CARRIED Resolution #GPA-050-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT a budget increase of $5,000 for Catch Basin Maintenance be approved. CARRIED Resolution #GPA-051-09 Moved by Councillor Foster, seconded by Councillor Woo THAT a budget increase of $5,000 for Pavement Marking be approved. CARRIED Resolution #GPA-052-09 Moved by Councillor Novak, seconded by Councillor Hooper THAT a budget increase of $5,000 for Guide Posts be approved. CARRIED Resolution #GPA-053-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT a budget increase of $18,000 for Stormwater Maintenance be approved. CARRIED - 9 - Special General Purpose and Administration Committee Minutes January 16, 2009 Resolution #GPA-054-09 Moved by Councillor Novak, seconded by Councillor Robinson THAT a budget increase of $14,000 for Fitness Equipment be approved. CARRIED Grants for External Agencies Per Their Requests – Schedule C to Report FND-001-09 Resolution # GPA-055-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT the Committee consider, line by line, the items contained in Schedule C to Report FND-001-09. CARRIED Resolution #GPA-056-09 Moved by Councillor Robinson, seconded by Councillor Trim THAT a budget increase of $20,000 for the Newcastle Library operating budget be approved. CARRIED Resolution #GPA-057-09 Moved by Councillor Foster, seconded by Councillor Woo THAT the request of an $82,013 budget increase to the Library Grant account be approved. CARRIED Councillor Foster stated a pecuniary interest with respect to a budget increase request from the Visual Arts Centre. Councillor Foster refrained from discussion and voting on this matter. Resolution #GPA-058-09 Moved by Councillor Woo, seconded by Councillor Robinson THAT the request of a $32,000 budget increase to the Visual Arts Centre account be approved. MOTION LOST - 10 - Special General Purpose and Administration Committee Minutes January 16, 2009 Resolution #GPA-059-09 Moved by Councillor Hooper, seconded by Councillor Woo THAT a budget increase of $20,000 to the Visual Arts Centre account be approved. MOTION LOST Resolution #GPA-060-09 Moved by Councillor Novak, seconded by Councillor Woo THAT a budget increase of $15,000 to the Visual Arts Centre account be approved. CARRIED Resolution #GPA-061-09 Moved by Councillor Robinson, seconded by Councillor Trim THAT the request that the Newcastle Hall remain at $13,000 be approved. CARRIED Resolution #GPA-062-09 Moved by Councillor Novak, seconded by Councillor Hooper THAT the request that the Community Care account remain at $26,265 be approved. CARRIED Resolution #GPA-063-09 Moved by Councillor Robinson, seconded by Councillor Woo THAT the request of a $7,932 budget increase to the Clarington Museums account be approved. CARRIED Resolution #GPA-064-09 Moved by Councillor Woo, seconded by Councillor Foster THAT the request that the Firehouse Youth account remain at $45,000 be approved. CARRIED - 11 - Special General Purpose and Administration Committee Minutes January 16, 2009 Resolution #GPA-065-09 Moved by Councillor Novak, seconded by Councillor Hooper THAT the request of a $10,250 budget increase to the Older Adults account be approved. CARRIED Resolution #GPA-066-09 Moved by Councillor Novak, seconded by Councillor Hooper THAT the request of a $3,000 budget increase to the Older Adults Reserve Fund account be approved. CARRIED Resolution #GPA-067-09 Moved by Councillor Foster, seconded by Councillor Novak THAT the request of a $3,500 budget increase to the Board of Trade account be approved. CARRIED Resolution #GPA-068-09 Moved by Councillor Foster, seconded by Councillor Novak THAT the request for a $15,000 budget increase for the Grant Program Realignment be denied. CARRIED Staffing Changes – Schedule D to Report FND-001-09 Resolution #GPA-069-09 Moved by Councillor Novak, seconded by Councillor Trim THAT item 14 of Schedule D attached to Report FND-001-09, requesting one staff member from Engineering Services be realigned and reclassified be approved. CARRIED LATER IN MEETING (See following motions) - 12 - Special General Purpose and Administration Committee Minutes January 16, 2009 Resolution #GPA-070-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT Resolution #GPA-069-09 be amended to add: “THAT the cost associated with the realignment and reclassification of one Engineering staff member be funded through the operating cost savings in the design projects.” MOTION WITHDRAWN The foregoing Resolution #GPA-069-09 was then put to a vote and carried. Resolution #GPA-071-09 Moved by Councillor Woo, seconded by Councillor Foster THAT the monies for two (2) full-time firefighters be annualized; and THAT the hiring of four (4) full-time firefighters in the year 2010 be re-assessed. MOTION LOST Resolution #GPA-072-09 Moved by Councillor Woo, seconded by Councillor Foster THAT approval be granted to hire two (2) full-time firefighters, but that the hiring be delayed until November 2009. CARRIED Other Amendments Resolution #GPA-073-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT Capital Project 5000-8225-09001 of $30,000 for the electronic sign for Fire Station Headquarters be deleted. CARRIED Resolution #GPA-074-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT the Cemetery Revenue account be increased by $5,000. CARRIED - 13 - Special General Purpose and Administration Committee Minutes January 16, 2009 Resolution #GPA-075-09 Moved by Councillor Foster, seconded by Councillor Robinson THAT Capital Project 4000-8180-08100 of $20,000 to replace all the chairs in the Council Chambers be deleted. CARRIED Resolution #GPA-076-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT the Sports Field Rentals Revenue account be increased by $5,000. CARRIED The foregoing Resolution #GPA-040-09 was then put to a vote and carried as amended. 2010 to 2013 OPERATING AND CAPITAL FORECASTS Resolution #GPA-077-09 Moved by Councillor Hooper, seconded by Councillor Novak THAT Report FND-002-09 be received for information. CARRIED UNFINISHED BUSINESS PRESENTATION – DIRECTOR OF FINANCE – REGARDING 2009 BUDGET Resolution #GPA-078-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT the presentation of Nancy Taylor, Director of Finance be received with thanks. CARRIED DELEGATIONS – VARIOUS ORGAINZATIONS AND DEPARTMENT DIRECTORS – REGARDING 2009 BUDGET Resolution #GPA-079-09 Moved by Councillor Woo, seconded by Councillor Robinson THAT the delegations of Angie Darlison - Clarington Older Adults, Sally Barrie - Community Care Durham, Adrian Short, Richard Toms and Jean-Michel Komarnicki - - 14 - Special General Purpose and Administration Committee Minutes January 16, 2009 Visual Arts Centre, Gail Rickard -Clarington Public Library Board, Martha Rutherford- Conrad and Brian Colville -Clarington Museums and Archives as well as the staff delegations of Marie Marano, Patti Barrie, Gord Weir, Tony Cannella, Fred Horvath, Joe Caruana and David Crome be received with thanks. CARRIED ADJOURNMENT Resolution #GPA-080-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT the meeting adjourn at 3:05 p.m. CARRIED g ~1 MAYO D tJTY ER ,~/~- -15-