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HomeMy WebLinkAbout2021-01-29 SpecialClarington If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Special General Government Committee Minutes Date: January 29, 2021 Time: 9:30 AM Location: Council Members (in Chambers or MS Teams) I Members of the Public (MS Teams) Present Were: Councillor J. Neal, Mayor A. Foster, Councillor G. Anderson, Present Via Electronic Councillor R. Hooper, Councillor J. Jones, Councillor C. Traill, Means: Councillor M. Zwart Staff Present: J. Newman, L. Patenaude Staff Present Via A. Allison, T. Pinn, G. Acorn, F. Langmaid, S. Brake, J. Electronic Means: Gallagher, G. Weir, F. Langmaid, B. Radomski 1. Call to Order Councillor Neal called the meeting to order at 9:31 a.m. 2. Land Acknowledgement Statement Councillor Jones led the meeting in the Land Acknowledgement Statement. 3. Declaration of Interest There were no disclosures of interest stated at this meeting. 4. Presentations 4.1 Trevor Pinn, Director of Financial Services/Treasurer, Regarding 2021 Operating and Capital Budget Councillor Traill joined the meeting at 9:33 a.m. Trevor Pinn, Director of Financial Services/Treasurer, was present via electronic means regarding the 2021 Operating and Capital Budget. Mr. Pinn provided a brief overview of the 2021 Budget and highlighted the following: External Factors • COVID-19 Economic Recovery and Assessment Impacts • Funding Opportunities Trevor Pinn answered questions from Members of Committee. 1 Special General Government Committee Minutes of January 29, 2021 Historical Trends • 2021 Growth and Tax Levy (1 % equals $627, 474) • Historical Assessment • 2021 Assessment Mix • How the Money is Spent 2020 • Municipal Budget Increases, Capital Support, and Capital Costs Trevor Pinn answered questions from Members of Committee. BMA Comparative Review • Province Wide Municipal Study - BMA Consulting • Socio-Economic Factors Overview • Financial Indicators - Sustainability, Vulnerability, and Flexibility • Comparing Levy and User Fees • Property Taxes - 2020 Comparatives • Detached Bungalow - 2015 to 2020 • Two -storey home - 2015 to 2020 • Comparison between Oshawa and Clarington • Affordability of Taxes Trevor Pinn answered questions from Members of Committee. Citizen Engagement • Videos posted on YouTube Trevor Pinn answered questions from Members of Committee. Asset Management • Regulatory Requirements • Asset Management in Clarington • Capital Budget - Summary by Financing • Capital Budget - Summary by Department Trevor Pinn answered questions from Members of Committee. 2 Special General Government Committee Minutes of January 29, 2021 Reserves and Reserve Funds • Reserve Fund - Balances • 2021 Reserve Fund - Contributions, and Withdrawals • 2021 Reserves - Contributions and Withdrawals Trevor Pinn answered questions from Members of Committee. Recess Resolution # GG-077-21 Moved by Mayor Foster Seconded by Councillor Hooper That the Committee recess for 10 minutes. Carried The meeting reconvened at 11:07 a.m. with Councillor Neal in the Chair. Long-term Debt Management • Debt Regulations • Debt Servicing Costs vs Annual Repayment Limit • Total Ending Balance for Existing Long-term Debt Trevor Pinn answered questions from Members of Committee. 2021 Budget Submission • The Levy (proposed 2021 budget is below target at 2.50 per cent which equals $38 for the average residential taxpayer) • Council Strategic Plan o Engaged Communities o Strong Economy o Sustainable Infrastructure Growth o Legacy Projects o Environmental Sustainability • 2021 Corporate Wide comments • 2021 Staffing Requests • 2021 Budget Highlights for the Office of the CAO, Legislative Services, Financial Services, Emergency and Fire Services, Public Works, Community Services, and Planning and Development Services 3 Special General Government Committee Minutes of January 29, 2021 External Agencies and Related Organizations • Levies, BIA's • Historical External Agency Support Trevor Pinn answered questions from Members of Committee. Next Steps • Upcoming Meeting Dates February 1, 2021 Special General Government Committee Meeting (Budget) February 8, 2021 Council Meeting with Budget Ratification o February 1, 2021 Special General Government Committee Meeting (Budget) o February 8, 2021 Council Meeting with Budget Ratification • Unbudgeted Needs (B List) Trevor Pinn concluded by answering questions from Members of Committee. Suspend the Rules Resolution # GG-078-21 Moved by Councillor Anderson Seconded by Mayor Foster That the Rules of Procedure be suspended to extend the meeting for an additional 10 minutes until 12:10 p.m. Carried Resolution # GG-079-21 Moved by Councillor Zwart Seconded by Mayor Foster That the Presentation from Trevor Pinn, Director of Financial Services/ Treasurer regarding 2021 Operating and Capital Budget, be referred to the 2021 Budget deliberations on February 1, 2021. Carried The Committee recessed for their one hour scheduled break as per the Procedural By- law. The meeting reconvened at 1:00 p.m. with Councillor Neal in the Chair. 12 Special General Government Committee Minutes of January 29, 2021 5. Delegations 5.1 Linda Kent, CEO, Clarington Library, Museums & Archives and Steven Cooke, Chair, Public Library Board, Regarding the 2021 Operating and Capital Budget Linda Kent, Library Director, Clarington Public Library and Steven Cooke, Chair, Clarington Public Library Board were present regarding the 2021 Operating and Capital Budget. Mr. Cooke made a verbal presentation to accompany an electronic presentation. He reviewed the Library and Museum 2021 municipal budget request of $3,578,879.00 which will support joint operating costs. Mr. Cooke advised the Committee that they are requesting capital funding of $323,075.00. He noted that the capital funds will be used to purchase Library Collection Materials and technology funds to support both the Library and Museum operations. Mr. Cooke stated that the merger of the Library and Museum in 2020 created immediate efficiencies in administration, health and safety, and marketing. He added that the pandemic had a huge impact on the Library and Museum and highlighted the way they have worked to keep people connected to their services. Mr. Cooke noted that a new service called PressReader has been released which provides digital access to Canadian, American, and British newspapers and magazines. He noted that the 2020 electronic statistics have increased significantly compared to 2019. Mr. Cooke outlined their virtual education programs noting they introduced "Tools for School" which is a web portal that connects educators, home schoolers, and caregivers directly to the Library educational resources. He provided the Committee an overview on how they are staying connected with the Community during the pandemic and concluded by thanking Linda Kent, CEO, Clarington Library and Clarington Staff for their work in 2020. Mr. Cooke and Ms. Kent answered questions from Members of Committee. 5.2 Angie Darlison, Executive Director and David Penney, President/Treasurer, Bowmanville Older Adult Association, Regarding the 2021 Operating and Capital Budget Angie Darlison, Executive Director, and David Penney, Vice President, Bowmanville Older Adult Association (BOAA) were present regarding the 2020 Operating and Capital Budget. Ms. Darlison made a verbal presentation to accompany an electronic presentation. She provided the Committee with an overview of the BOAA's strategic plan initiatives and highlighted their mission and vision statements. Ms. Darlison outlined the comparison of 2019 to 2020, noting 2019 was a record -breaking year. She stated that when the pandemic started, they shut the building down, laid off most staff and stopped in -person programming. Ms. Darlison added that they pivoted their operations to allow for online programming and more social media interaction. She provided an overview of the average membership statistics and the average membership by age range and location. Ms. Darlison explained the total monthly participation comparison between 2019 and 2020. 5 Special General Government Committee Minutes of January 29, 2021 She provided an update on the programs offered in -person and electronically, the new monthly added programs, and outlined the testimonials received. Ms. Darlison reviewed their 2021 revenue budget highlighting their municipal grant request of $318,569.00 and would ask for support due to the uncertainty of COVID-19. She provided an overview of their expense budget and answered questions from Members of Committee. 5.3 Dionne Powlenzuk, Executive Director, Visual Arts Centre of Clarington, Regarding the 2021 Operating and Capital Budget Dionne Powlenzuk, Executive Director, Visual Arts Centre of Clarington (VAC) was present via electronic means regarding the 2020 Operating and Capital Budget. Ms. Powlenzuk made a verbal presentation to accompany an electronic presentation. She advised the Committee that the VAC is requesting $223,315.00 from the Municipality of Clarington which will support the quality and consistency of the services they provide for the community. Ms. Powlenzuk provided an overview of the 2020 exhibition artists and explained that the VAC secured a project grant from the Canada Council of the Arts. She continued to explain that in 2020, the VAC received operating funding from the Ontario Arts Council and received a record number of student grants from the Young Canada Works - Canadian Museum Association and Canada Summer Jobs programs. Ms. Powlenzuk noted that all their programs were moved online due to the pandemic. She explained that their 2021 programming is moving to a community -centric focus of artistic -cultural programs through community - engaged collaborative art experiences. Ms. Powlenzuk highlighted the loft gallery commission, site -specific installations, fossilized sunshine, new sanctuaries, and bodies in conflict. She concluded by highlighting their programs offered for online engagement and answered questions from Members of Committee. 5.4 Veronica Breen, Coordinator for the Clarington Youth Centres and Patti Harrington, Manager of Finance and Program Administration, John Howard Society of Durham, Regarding the 2021 Operating and Capital Budget Veronica Breen, Coordinator, and Patti Harrington, Finance Manager, Clarington Youth Centres (John Howard Society), was present via electronic means regarding the 2020 Operating and Capital Budget. She made a verbal presentation to accompany an electronic presentation. Ms. Breen provided an overview of their programs and services noting they saw an increase of youth requiring support. She noted that due to the pandemic, they were not able to meet their goal for 2020 due to building closures and added they are focused on what they have accomplished and continue to do during the pandemic. She reviewed their 2021 municipal budget request of $336,299.00 and the comparison of their revenue from 2020 vs 2021. Ms. Breen reviewed their programs and services offered in 2020 noting fulltime youth have received cell phones which provides a direct contact and emergency number. She noted that they have modified their programming and added that their social media received over 3000 engagements. She provided an overview of the number of visits, number of clients, age breakdown and average visits per day. n Special General Government Committee Minutes of January 29, 2021 She explained that the values of the Clarington Youth Centres and their importance is to provide youth with more opportunities to learn, develop, connect with their community, and empower youth to get involved. Ms. Breen reviewed their 2021 municipal budget request of $336,228.00 and provided an overview of the request. Suspend the Rules Resolution # GG-080-21 Moved by Mayor Foster Seconded by Councillor Jones That the Rules of Procedure be suspended to extend the delegation for an additional 2 minutes. Carried Ms. Breen concluded by highlighting the services provided to assist families during the pandemic and noted they can't wait to see the opportunities 2021 will bring. Resolution # GG-081-21 Moved by Mayor Foster Seconded by Councillor Anderson That the following delegations be received with thanks and referred to the 2021 Budget deliberations on February 1, 2021: • Linda Kent, CEO, Clarington Public Library, Museums & Archives and Steven Cooke, Chair, Public Library Board; • Angie Darlison, Executive Director and David Penney, President/Treasurer, Bowmanville Older Adult Association; • Dionne Powlenzuk, Executive Director, Visual Arts Centre; and • Veronica Breen, Coordinator for the Clarington Youth Centres and Patti Harrington, Manager of Finance and Program Administration, John Howard Society of Durham. Carried 7 Special General Government Committee Minutes of January 29, 2021 6. 2021 Budget - External Agency Submissions (Previously Distributed to Members of Council) Resolution # GG-082-21 Moved by Mayor Foster Seconded by Councillor Hooper That the 2021 Budget - External Agency Submissions, be referred to the 2021 Budget deliberations on February 1, 2021. Carried 7. Adjournment Resolution # GG-083-21 Moved by Councillor Anderson Seconded by Mayor Foster That the meeting adjourn at 2:42 p.m. Carried