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HomeMy WebLinkAbout02/25/2011 Special Budget LwAw dv r Special General Purpose and Administration Committee Minutes February 25, 2011 Minutes of a meeting of the Special General Purpose and Administration Committee held on Friday, February 25, 2011 at 9:30 a.m. in the Council Chambers. ROLL CALL Present Were: Mayor A. Foster Councillor R. Hooper Councillor M. Novak, attended the meeting until 4:51 p.m. Councillor J. Neal Councillor W. Partner Councillor C. Traill Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Director of Community Services, J. Caruana Director of Engineering Services, T. Cannella Director of Planning Services, D. Crome Director of Operations, F. Horvath Director of Corporate Services & Human Resources, M. Marano Director of Finance/Treasurer, N. Taylor Director of Emergency & Fire Services, G. Weir Municipal Solicitor, A. Allison Municipal Clerk, P. Barrie Committee Coordinator, J. Gallagher Mayor Foster chaired this portion of the meeting. ORDER OF AGENDA Resolution #GPA-112-11 Moved by Councillor Hooper, seconded by Councillor Partner THAT the order of the agenda be changed as so that the delegation from Clarington Museums and Archives is moved to item 3(a) from item 3(e). CARRIED - 1 - Special General Purpose and Administration Committee Minutes February 25, 2011 PRESENTATIONS Nancy Taylor, Director of Finance/Treasurer made a verbal and PowerPoint presentation regarding the 2011 Municipal Budget. Ms. Taylor discussed charts regarding the following topics: • Net Municipal Level Per Capita in Selected Municipalities • Property Taxes as a Percentage of Income • Financial Position Per Capita • Comparison of Relative Taxes • Historical Trends —Assessment Growth History • Summary of Clarington's Budget Increases since 2001 • 2011 Budget Overview • Budget Impact Summary • List of Reductions Since Budget Education Session • External Agencies Request • Future Considerations • 2012-2015 Forecast DELEGATIONS Martha Rutherford-Conrad, Executive Director and Julie Cashin-Oster, Vice-Chair, Clarington Museum & Archives (CMA), addressed the Committee regarding their 2011 budget request, with a verbal and PowerPoint presentation. Ms. Rutherford-Conrad provided the Committee with a summary of the accomplishments in 2010. Ms. Rutherford-Conrad stated the goal of the CMA is to preserve the past while taking a proactive role in Clarington's future. She noted that one of the accomplishments was to undertake a process modelling exercise, which is a work process analysis that charts work flows through inputs and outputs providing a better decision making tool. Ms. Rutherford-Conrad stated that the other major accomplishment was the installation of PastPerfect Software which manages collections, members, exhibits, loans and campaigns. She relayed the example of how this software will be used, which can include the recording (audio or video) of the story of the artifact, which can be featured in the display of the artifact. Ms. Rutherford-Conrad informed the Committee that the CMA currently has a mathematics co-op student who is working on a data mapping project. She highlighted the following events/services which took place in 2010, including: Edwardian lunches, spirit walks, Pumpkin Bee, Summer Camps, 100 Years of Girl Guiding in Canada Exhibit, donations of artifacts including a rare oil painting by a Camp 30 POW, and Doors Open 2010. Ms. Rutherford-Conrad reviewed the visitor statistic trends, which show an increase in visitors. She also reviewed a chart showing the revenue sources as well as expenses. Ms. Rutherford-Conrad informed the Committee of the 2011 exhibits, new revenues and marketing approaches. - 2 - Special General Purpose and Administration Committee Minutes February 25, 2011 Angie Darlison, Executive Director & Don Welsh, Interim President, Clarington Older Adult Centre (COAA), addressed the Committee regarding their 2011 budget request. Ms. Darlison noted that the organization suffered a loss in 2010 with the passing of Peter Evans. She advised the Committee that they are pleased to be the sole tenants of the Clarington Beech Centre. Ms. Darlison noted that there are currently 1387 members. She noted that in May, the COAA was the first Seniors Centre in Ontario to implement the MySeniorsCentre software which tracks members, registers volunteer hours, and registrations. Ms. Darlison stated that the COAA Strategic Plan was endorsed by Council in June, 2010. She noted that the goal is to promote the health and happiness of seniors in the community. Ms. Darlison noted that the COAA was able to purchase the "Wheels of Action Van" in July, which has transported 2025 riders to and from the Centre since its purchase. She informed the Committee that, in August, the "Coaazy Cafe" was opened using the former Community Care space. Ms. Darlison was proud to announce that, in September, the COAA broke a record for the attendance at the annual open house (over 400 attendees) which resulted in 132 new members joining within a month of the open house. She informed the Committee that, in December, the COAA partnered with SNAP Clarington to produce a public program guide which resulted in many new registrations from the public. Ms. Darlison noted that the COAA raised over $40,000 (exclusive of the fundraising for the van) through bi- monthly euchres, special fundraising, membership fees, facility rentals, and the "Elderly Fund" from the Province. She stated that the COAA expects to have a balanced budget. Ms. Darlison stated that the COAA is not asking for an increase to the budget, simply status quo and thanked the Committee for their support. Councillor Neal left the meeting at 10:12 a.m. and returned at 10:15 a.m. Gail Rickard, Chair, Clarington Public Library, addressed the Committee regarding their 2011 budget request, with a verbal and PowerPoint presentation. Ms. Rickard introduced some other members of the Clarington Public Library Board. She noted that there has been an increase of 9% in materials checked out, 14% in card holders, 9% in Program attendance, 4% to the visits to branches and 72% to visits online. She reviewed a chart showing the 2011 Funding Sources and noted that the Provincial grant has not increased since 1996. Ms. Rickard reviewed a breakdown of the 2011 budget for the Library, which shows a 3.82% increase and noted that the majority of the increase is in wages and benefits. She noted that there is also an anticipated increase in other revenue of approximately $16,000. Ms. Rickard informed the Committee that the cost per capita of the Library (from 2009) is $31.88, which is well in keeping with the neighbouring libraries. She highlighted 2010 achievements which included: wireless access, browse-aloud software, web-wise workshops, Healthy Families (with Kinark Child and Family Services), WWII Story-Sharing, and Food for Fines (allows customers to donate food instead of paying library fines). Ms. Rickard informed the Committee that the Library works with many partners in the community. She noted some of the 2011 initiatives, including: a needs assessment study for the Courtice Branch; upgrading the computer system, new on-line resources, on-line registration/payment, and digitization - 3 - Special General Purpose and Administration Committee Minutes February 25, 2011 of local newspapers. Ms. Rickard highlighted some of the comments from Library patrons. Edie Hopkins, Library Director, answered questions from the Committee. Craig Ryan, President, and James Campbell, Executive Director, Visual Arts Centre of Clarington (VAC), addressed the Committee regarding their 2011 budget request. Mr. Ryan spoke about the VAC, including highlights from 2010 and expectations for 2011. He noted that there have been several exhibition opportunities at VAC, at the Municipal Administration Centre and the Library. Mr. Ryan stated that VAC has provided many educational programs including drawing, painting, pottery, painting and others, for adults and children (including birthday parties). He informed the Committee that VAC has organized the "Artists in the Classrooms" program, sponsoring artist talks and artist recognition programs. Mr. Ryan advised the Committee that the VAC is located at the historic Barley Mill and they have partnered with community organizations such as Rotary. He noted that VAC is also supported by the Ontario Arts Council (OAC) and the Municipality, while relying on a small staff, a number of volunteers, Council representatives and some community partners. Mr. Ryan informed the Committee that, in 2010, Richard Thoms left the Executive Director position after 10 years in the position. He was pleased to announce that they had recruited James Campbell as Executive Director who has quickly established himself and the transition has been successful. Mr. Ryan stated that VAC appreciated being the beneficiaries of the Mayor's golf tournament in 2010, which was also an opportunity to promote the arts in the community. He informed the Committee that the OAC asked them to submit a three-year plan, which is a recognition of their confidence in the VAC and therefore the process of obtaining funding from the OAC should be smoother. Mr. Ryan stated that in 2010, they established an education committee to review how education is delivered. He also informed the Committee that they had received $50,000 from a Trillium Grant to renovate the washrooms. Mr. Ryan informed the Committee that the construction is currently underway and that they are pleased with how the contractor, board, volunteers and Municipal staff have worked on this project. He noted that these changes will result in changes to work spaces, which will be the challenges for 2011. Mr. Ryan stated that VAC is looking at taking the model of the education committee and will be creating other sub-committees (such as a fundraising committee and human resources committee) to improve services. He stated that one of the challenges for 2011 will be the requirement to meet accessibility standards. Mr. Ryan noted that VAC is requesting a 4% increase to cover operating cost increases. He also noted that Jane Eccles, a local artist, has recently left the board to pursue her artist pursuits, and to that end, she has a show opening at the Whitby Station Gallery this Saturday. - 4 - Special General Purpose and Administration Committee Minutes February 25, 2011 RECESS Resolution #GPA-113-11 Moved by Councillor Traill, seconded by Councillor Partner THAT the Committee recess for 10 minutes until 11:00 a.m. CARRIED The meeting reconvened at 11:00 a.m. ORDER OF AGENDA Resolution #GPA-114-11 Moved by Councillor Woo, seconded by Partner THAT the delegation of Mr. Bob Kreasul be moved from Item 3(n) to prior to the Department Head presentations, Item 3(g). CARRIED DELEGATIONS - CONTINUED Sally Barrie, Community Care Durham, addressed the Committee regarding their 2011 budget request. Ms. Barrie informed the Committee of the significant senior population growth in Clarington (approximately 11%). She stated that there has been an increase of 27% of residents over 50 in Clarington. Ms. Barrie informed the Committee that, as a result, the cost of providing services increases each year, including the need to actively promote Community Care's services. She noted that volunteer recruitment continues to be a large challenge and requires screening, interviewing, orientation and ongoing training (there are over 400 registered volunteers). Ms. Barrie informed the Committee that there was only an increase of 0.6% in overall service delivery but that there was an increase of 4.9% in delivery/transportation services. She noted that last year at this time, they were awaiting completion of the renovations of the new office at the Garnet B. Rickard Recreation Complex and that on Monday March 29, 2010 they moved into the new offices. Ms. Barrie thanked the committee for their confidence in what Community Care brings to the community. She noted that much of the stigma is lessened by the exposure provided by the new location at Rickard. Ms. Barrie informed the Committee that there has been successful two-way cooperation with the Rickard staff since the move. She thanked the Committee for ongoing commitment and interest in how Community Care serves the community. - 5 - Special General Purpose and Administration Committee Minutes February 25, 2011 Brad Arbour, Firehouse Youth, addressed the Committee regarding their 2011 budget request. Mr. Arbour provided background on the Firehouse Youth as well as an update. He advised the Committee that it was the Clarington Youth Advisory Committee (CYAC) which formed a special task force to create an action plan, resulting in using the former fire hall as a youth centre. Mr. Arbour informed the Committee that the John Howard Society provides structured and supervised recreational programs and that the 2010 statistical report showed 225 registered youth and 1300 visits, with 59% under 16 years of age. Mr. Arbour noted that the hours have been changed and the Firehouse Youth is now open Tuesday to Friday from 3:00 p.m. to 8:00 p.m. He stated that they offer recreational activities such as hockey, basketball, ping pong pool, foosball, as well as online computer access. Mr. Arbour stated that they are currently in the process of planning to offer an afterschool snack program, in conjunction with Feed the Need in Durham. He informed the Committee of the various areas sponsored by Firehouse Youth, such as: healthy relationships, anger management, self esteem and others. Mr. Arbour stated that in 2010, there were many trips and outings offered, free of charge, including Oshawa Generals Games, Cobourg beach, a Mirvish play, paintball, and a Blue Jays game on Camp Day. He informed the Committee that the Firehouse Youth could not operate without the funds provided by the Municipality for such items as Battle of the Bands, Christmas Dinner, Golf Tournament, etc. Mr. Arbour informed the Committee that individuals and business also support the Firehouse Youth. Bob Kreasul, representing Port Darlington boat owners, was present regarding Bowmanville Creek Dredging as mentioned in Report FND-003-11. Mr. Kreasul reviewed a photo (and other documents) of the area. He clarified that the dredging in question has to do with the public portion. Mr. Kreasul informed the Committee that the quote for this area, obtained last year, was approximately $40,000 (of which, the Municipality's portion would be 1/3). He informed the Committee that a brief estimate of incomes derived from the chartering of salmon boats for a season is approximately $2,925,000.00 in addition to $1,041,300.00 for the non-resident fishing licenses. Mr. Kreasul stated that the Port Darlington harbour is within a one day sail of Toronto, but it is passed by due to the need for the harbour to be dredged. He stated that the launch ramp only has a 10 inch draught. Mr. Kreasul reminded the Committee that the parking kiosk is still not hooked up which could have funded the dredging for the area. He noted that the dredging cost is not an annual cost, but rather a 5-7 year effort. Mr. Kreasul informed the Committee that they are planning to hold an information session for staff and Council to think of creative ways to achieve the dredging. He also invited Council to join him on his boat to see Clarington from Lake Ontario. Marie Marano, Director of Corporate Services and Human Resources, provided the Committee with a verbal review of the 2011 Corporate Services Departmental Budget. She noted that Corporate Services has focussed its efforts on maintaining the core services such as advertising, Employee Assistance Program (EAP) and health and safety. Ms. Marano noted that Report COD-008-11 addresses the Clarington.net publication and is currently included in the budget. She informed the Committee that - 6 - Special General Purpose and Administration Committee Minutes February 25, 2011 the recommendation in the report is to moving the dollars to the advertising budget which will allow more focus on programs which will generate revenue, thereby effectively discontinuing the Clarington.net publication. Ms. Marano informed the Committee that, if Clarington.net is to proceed, there will be three issues this year (May, September and December). She noted that one of the predominant challenges facing Corporate Services is growth in terms of facilities and employees, which directly impacts the department, in particular, Information Technology (IT) and the need to keep pace with current technology as well as the need to be proactive in order to carry out services properly and effectively. Ms. Marano noted that there are currently six individuals in the IT division, noting that the average size of the IT Departments in lakefront municipalities is 14. She highlighted the following areas addressed in the budget submission: Employee Assistance Program (EAP), Communications and Health and Safety. RECESS Resolution #GPA-115-11 Moved by Councillor Novak, seconded by Councillor Neal THAT the Committee recess for one hour and five minutes until 1:30 p.m. CARRIED The meeting convened at 1:30 p.m. DELEGATIONS - CONTINUED Patti Barrie, Municipal Clerk, provided the Committee with a verbal review of the 2011 Municipal Clerk's Departmental Budget. Ms. Barrie noted that there are no large projects expected in 2011, excluding an improvement in the webpage for the Clerk's Department as well as continuing the enhancement of the Records Management Program. Gord Weir, Director of Emergency Services, provided the Committee with a verbal review of the 2011 Emergency Services Departmental Budget. Chief Weir noted that the department has reviewed their accounts, line by line, and adjusted where necessary. He noted that they have put off some projects this year. Chief Weir stated that there are some repairs and purchases of vehicles that are required, noting that it takes approximately 16 months to purchase a pumper. He added that the funds for equipment reserve are required for replacements of equipment as well as equipping new staff. - 7 - Special General Purpose and Administration Committee Minutes February 25, 2011 Tony Cannella, Director of Engineering Services, provided the Committee with a verbal review of the 2011 Engineering Services Departmental Budget. Mr. Cannella provided the Committee with an insight on what is driving the Engineering Services Department budget. He noted that they are trying to move away from servicing land for developers and to move towards updating rural roads stating that he fears that this may be one of the worst years for rural roads and therefore there should be a focus on them this year. Mr. Cannella noted that they have been using the gas tax to improve the overall network. He touched on the road reconstruction program, which is coordinated with the Region of Durham. Mr. Cannella explained that there is a benefit to making the improvements at the same time as water and sewer construction, as the Region of Durham pays for a portion of the road reconstruction. He noted that this budget includes funds for a leash-free dog park. Mr. Cannella informed the Committee that one of the largest challenges in the budget process is construction costs, noting that the costs of oil and gas have affected the budgeting of construction costs. Mr. Cannella stated an upgrade of a staff position is recommended to allow for more in-house design which would offset the outsourcing of design. Fred Horvath, Director of Operations, provided the Committee with a verbal review of the 2011 Operations Departmental Budget. Mr. Horvath thanked his staff and the Finance Department staff for their assistance with the budget. He highlighted the different areas of the Operations Department. Mr. Horvath informed the Committee of the Minimum Maintenance Standards which must be complied with. He indicated that the department assists with over 30 special events, oversees the operation of Community Halls (of which 25% are over 100 years old), implements the winter maintenance program, including the seniors' snow clearing program, and looks after the aging infrastructure. Joseph Caruana, Director of Community Services, provided the Committee with a verbal review of the 2011 Community Services Departmental Budget. Some 2010 revenues were down, but staff offset this by controlling expenditures. The department's focus in 2011 will be meeting the requirements of accessibility legislation, energy conservation, Darlington Sports Centre roof replacement, day camps, Super Cool Science program, introduction of new programs, volunteer board workshops and updating of the departmental Strategic Plan. A full-time recreation software assistant has been requested to support the CLASS software, which maintains the registration of programs and facilities. David Crome, Director of Planning Services, provided the Committee with a verbal review of the 2011 Planning Services Departmental Budget. Mr. Crome advised that he has requested the addition of one crossing guard, when conditions warrant. He highlighted consulting projects which are to be funded from the Development Charge Reserve, the land acquisition strategy, the Port Granby Funds, and Community Improvement (CIP) funding which is partially drawn from the CIP Reserve. Mr. Crome - 8 - Special General Purpose and Administration Committee Minutes February 25, 2011 advised that, at Council's direction, funds have been included in the budget to allow for the development of a small parkette at Highway #2 and Trulls Road. ORDER OF AGENDA Resolution #GPA-116-11 Moved by Councillor Woo, seconded by Councillor Partner THAT the agenda be altered to add Mr. Andy Allison, Municipal Solicitor, to address the 2011 Legal Services Departmental budget. CARRIED DELEGATIONS - CONTINUED Andy Allison, Municipal Solicitor, provided the Committee with a verbal review of the 2011 Legal Services Departmental Budget, noting that 90% of the expenses identified in the professional fees account will be recovered and therefore are not part of the general levy. He stated that there may be outside legal counsel required, but that it is an estimate as these cannot necessarily be anticipated. FINANCE DEPARTMENT 2011 CURRENT AND CAPITAL BUDGET Resolution #GPA-117-11 Moved by Councillor Hooper, seconded by Councillor Novak 1. THAT Report FND-003-11 be received; 2. THAT the 2011 Operating and Capital budgets as outlined in Schedule "A", at an estimated tax levy impact of 6.29% (exclusive of tax policy impacts), as directed in Report FND-003-11 be approved; 3. THAT direction be provided on the items listed as optional items for consideration, as itemized in Schedule "B" to Report FND-003-11 at an estimated tax levy impact of negative 1.13% if all items are selected; 4. THAT direction be provided on the grants for external agencies per their requests itemized in Schedule "C" to Report FND-003-11 at an estimated tax levy impact of 0.31%; - 9 - Special General Purpose and Administration Committee Minutes February 25, 2011 5. THAT Schedules "D", "E" and "F" of Report FND-003-11 outlining Reserve and Reserve Fund Contributions and new Reserves/Reserve Funds be approved; 6. THAT approximately $801,000 be drawn from the Rate Stabilization Reserve Fund to offset the tax rate impact; 7. THAT the financing of Capital projects, as outlined in the documents attached to Report FND-003-11 be approved; 8. THAT the external agencies, referred to in Schedule "C" of Report FND-003-11 be advised of Council's decision regarding their grant requests; 9. THAT the Mayor's Golf Tournament take place in 2011, at no cost to the tax base, with the net proceeds from the Mayor's Golf Tournament to be directed to Memorial Hospital Foundation-Bowmanville; 10. THAT any cash flow shortfall in the Development Charges Reserve Funds be interim financed from the Municipal Capital Works Program, Impact/Escrow Reserve Fund and General Municipal Reserve Funds, to be repaid with interest as cash flow permits: 11. THAT the payment of the 10th year balloon on the debenture debt for the Municipal Administrative Centre and Main Library Expansion be approved with $1,000,000 from the General Municipal Reserve Fund and $569,480 from the Impact Escrow Reserve Fund for the MAC portion and $808,520 from the Municipal Capital Works Reserve Fund for the Main Library Portion; 12. THAT the Main Library Portion of the balloon payment funded from the Municipal Capital Works Reserve Fund in the amount of$808,520 be repaid from the Library Development Charges Reserve Fund over a further five year period with interest as cash flow permits and Council reconfirms its intent to fund this to the extent allowable from future development charges; 13. THAT the Staffing Plan (Schedule "G" to Report FND-003-11) be approved subject to the budgetary allocation for new staffing in any given year not to exceed the value of assessment growth for that year; 14. THAT the Chief Administrative Officer be authorized to make any adjustment if necessary to ensure staff resources are allocated and deployed fairly and consistently among all departments, and in adherence to maintaining the current service standard; 15. THAT direction be provided regarding Canada geese deterrent methods in the 2011 budget; - 10 - Special General Purpose and Administration Committee Minutes February 25, 2011 16. THAT Report FND-003-11 be adopted by resolution in accordance with provisions of Ontario Regulation 284/09 of the Municipal Act, 2001; 17. THAT the issue of dredging of Bowmanville Creek be deferred for consideration at a future budget when erosion issues have been resolved to the satisfaction of all parties; and 18. THAT the appropriate By-laws to levy the 2011 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 motions Resolution #GPA-118-11 Moved by Councillor Novak, seconded by Councillor Woo THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule A be amended as follows: THAT Revenue Losses, Item #7, "Reduce Contribution from Veridian Interest — One Time in 2010", be changed from $300,000 to $0. MOTION LOST Resolution #GPA-119-11 Moved by Councillor Novak, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule A be amended as follows: THAT Revenue Losses, Item #7, "Reduce Contribution from Veridian Interest — One Time in 2010", be changed from $300,000 to $150,000. CARRIED - 11 - Special General Purpose and Administration Committee Minutes February 25, 2011 Resolution #GPA-120-11 Moved by Councillor Novak, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule A be amended as follows: THAT Expense Increases, Item #28, "WSIB Surcharge", be changed from $100,000 to $70,000. CARRIED Resolution #GPA-121-11 Moved by Councillor Novak, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #2 "Pavement Patching" be included in the budget in the amount of $14,500. CARRIED Resolution #GPA-122-11 Moved by Councillor Novak, seconded by Councillor Partner THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #5, "Catch Basin Repairs" be included in the budget in the amount of $15,000. CARRIED Resolution #GPA-123-11 Moved by Councillor Novak, seconded by Councillor Neal THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #14, "Courtice CIP Project — Tax Levy Portion" be included in the budget in the amount of $50,000 to allow for a CIP project along the Highway #2 corridor. CARRIED - 12 - Special General Purpose and Administration Committee Minutes February 25, 2011 Resolution #GPA-124-11 Moved by Councillor Novak, seconded by Councillor Partner THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #25, "Reduce Corporate Advertising Program" be included in the budget in the amount of $13,000. MOTION WITHDRAWN Resolution #GPA-125-11 Moved by Councillor Novak, seconded by Councillor Partner THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #25, "Reduce Corporate Advertising Program" be included in the budget in the amount of $20,000, leaving $7,000 in the budget for one edition of Clarington.net. CARRIED Resolution #GPA-126-11 Moved by Councillor Woo, seconded by Councillor Novak THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #17, "Increase Revenue for Penalty and Interest on Taxes" be included in the budget in the amount of $100,000. CARRIED Resolution #GPA-127-11 Moved by Councillor Woo, seconded by Councillor Partner THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #19, "Increase Supplementary Taxation Revenue" be included in the budget in the amount of $75,000. CARRIED - 13 - Special General Purpose and Administration Committee Minutes February 25, 2011 Resolution #GPA-128-11 Moved by Councillor Woo, seconded by Councillor Traill THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT the Mayor's office budgets be amended as follows: • Phone & Fax accounts be reduced by $2,700; • Staff Development accounts be reduced by $57000; • Reception account be reduced by $5,000; and • Office expenditures account be reduced by 37000 for a total reduction of$15,700. CARRIED Resolution #GPA-129-11 Moved by Councillor Woo, seconded by Councillor Novak THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #16, "Decrease Various Facility Hydro Usage Estimates", be included in the budget in the amount of $50,000. CARRIED Resolution #GPA-130-11 Moved by Councillor Woo, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #18, "Reduce Physician Recruitment", be included in the budget in the amount of $30,000. CARRIED - 14 - Special General Purpose and Administration Committee Minutes February 25, 2011 Resolution #GPA-131-11 Moved by Councillor Woo, seconded by Councillor Neal THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #20, "Reduce Fire Staff Development" be included in the budget in the amount of $5,000. CARRIED Resolution #GPA-132-11 Moved by Councillor Woo, seconded by Councillor Partner THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #21, "Reduce Fire Chemical/Foam" be included in the budget in the amount of $9,000. CARRIED Resolution #GPA-133-11 Moved by Councillor Woo, seconded by Councillor Partner THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #22, "Reduce P/T Firefighter Wages Overall Budget" be included in the budget in the amount of $50,000. CARRIED - 15 - Special General Purpose and Administration Committee Minutes February 25, 2011 Resolution #GPA-134-11 Moved by Councillor Neal, seconded by Councillor Traill THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule "A", be amended as follows: THAT Item #38, "Proposed New Staffing Impact" be reduced from $700,000 resulting in no new staff being hired other than four full-time fire fighters, one Engineering position being upgraded and one full-time IT position in Corporate Services. CARRIED AS AMENDED LATER IN THE MEETING See following motions Resolution #GPA-135-11 Moved by Councillor Woo, seconded by Councillor Partner THAT the foregoing Resolution #GPA-134-11 be amended by including one additional full-time staff member in the Operations Department. CARRIED Resolution #GPA-136-11 Moved by Councillor Partner, seconded by Councillor Woo THAT the foregoing Resolution #GPA-134-11 be amended by including the additional staffing requests of the Clerk's Department, being one full-time Municipal Law Enforcement Officer and the conversion of one part-time Administration position to a full-time position. See following motions Resolution #GPA-137-11 Moved by Councillor Novak, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-136-11 be divided to allow for consideration of each position separately. CARRIED - 16 - Special General Purpose and Administration Committee Minutes February 25, 2011 Resolution #GPA-138-11 Moved by Councillor Neal, seconded by Councillor Traill THAT the foregoing Resolution #GPA-136-11 be amended by including the full-time Municipal Law Enforcement Officer (MLEO) in the Clerk's Department, conditional upon CUPE's agreement to a letter of understanding that the new MLEO will be able to work weekends and evenings as required. CARRIED Resolution #GPA-139-11 Moved by Councillor Neal, seconded by Councillor Traill THAT the foregoing Resolution #GPA-136-11 be amended by adding the following: THAT the conversion of a part-time Administrative position, in the Clerk's Department, to full-time be deleted from Schedule G of Report FND-003-11. CARRIED Resolution #GPA-140-11 Moved by Councillor Partner, seconded by Councillor Novak THAT the foregoing Resolution #GPA-134-11 be divided to allow for consideration of the hiring of the four full-time fire fighters separately. CARRIED Resolution #GPA-141-11 Moved by Councillor Partner, seconded by Councillor Novak THAT the foregoing Resolution #GPA-134-11 be amended by changing the words "four full-time firefighters" to "two full-time firefighters". MOTION LOST Resolution #GPA-142-11 Moved by Councillor Traill, seconded by Councillor Woo THAT the hiring of four full-time firefighters be approved. CARRIED The foregoing Resolution GPA-134-11 was then put to a vote and CARRIED AS AMENDED. - 17 - Special General Purpose and Administration Committee Minutes February 25, 2011 Resolution #GPA-143-11 Moved by Councillor Neal, seconded by Councillor Hooper THAT the full-time positions identified in the foregoing Resolution #GPA-134-11 be implemented for a July 1, 2011 start date. CARRIED Resolution #GPA-144-11 Moved by Councillor Neal, seconded by Councillor Traill THAT the foregoing Resolution #GPA-117-11 be amended to delete Recommendation #6, in its entirety, which states: "THAT approximately $801,000 be drawn from the Rate Stabilization Reserve Fund to offset the tax rate impact." MOTION WITHDRAWN Resolution #GPA-145-11 Moved by Councillor Neal, seconded by Councillor Traill THAT the foregoing Resolution #GPA-117-11, Recommendation #6 be amended to read: "THAT approximately $400,000 be drawn from the Rate Stabilization Reserve Fund to offset the tax rate impact." MOTION LOST Resolution #GPA-146-11 Moved by Councillor Partner, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #15, "Staff Recognition" be included in the budget in the amount of $15,000. CARRIED - 18 - Special General Purpose and Administration Committee Minutes February 25, 2011 Resolution #GPA-147-11 Moved by Councillor Traill, seconded by Councillor Neal THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule D, Reserve Funds, be amended by reducing Account #502, "Industrial/Economic Development" Reserve Fund from $50,000 to $0. MOTION LOST Resolution #GPA-148-11 Moved by Councillor Traill, seconded by Councillor Neal THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT $15,000 identified on Page 227 of the draft budget (Unclassified Admin — Other Equipment) be deleted. MOTION LOST RECESS Resolution #GPA-149-11 Moved by Councillor Neal, seconded by Councillor Novak THAT the Committee recess for 5 minutes. CARRIED The meeting reconvened at 4:01 p.m. 2011 CURRENT AND CAPITAL BUDGET - Continued Resolution #GPA-150-11 Moved by Councillor Traill, seconded by Councillor Neal THAT the foregoing resolution #GPA-117-11 be amended as follows: THAT $30,000 identified on Page 224 of the draft budget (Central Parking Meter) be deleted. CARRIED - 19 - Special General Purpose and Administration Committee Minutes February 25, 2011 Resolution #GPA-151-11 Moved by Councillor Traill, seconded by Councillor Partner THAT the foregoing Resolution #GPA-117-11 be amended by adding the following: THAT the Region of Durham be requested to reconsider their position that they will no longer reimburse lower-tier municipalities for roadside clean ups, as identified in Section 17.1 of Report FND-003-11; and THAT a copy of this resolution be forwarded to all municipalities in the Region of Durham. CARRIED Resolution #GPA-152-11 Moved by Councillor Traill, seconded by Councillor Neal THAT the foregoing Resolution #GPA-117-11 be amended by adding the following: THAT the consulting work for the recreational master plan identified in the Community Services Operating budget (Page 110 of the draft budget), be done in-house. MOTION WITHDRAWN Resolution #GPA-153-11 Moved by Councillor Traill, seconded by Councillor Neal THAT the foregoing Resolution #GPA-117-11 be amended by adding the following: THAT Community Services Staff prepare a report on efforts to approach public and community partners to operate the canteen in the Newcastle & District Recreation Centre. CARRIED - 20 - Special General Purpose and Administration Committee Minutes February 25, 2011 Resolution #GPA-154-11 Moved by Councillor Woo, seconded by Councillor Partner THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #6, "Weed Spraying/Median Maintenance" be included in the budget the amount of $20,000. MOTION LOST Resolution #GPA-155-11 Moved by Councillor Woo, seconded by Councillor Partner THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule B be amended as follows: THAT Item #24, "Eliminate EAP (Partial Year)" be included in the budget in the amount of $23,400. CARRIED Resolution #GPA-156-11 Moved by Councillor Woo, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT the revenue identified for the Engineering Services Department (Page 70 of the draft budget) be increased by $8,000. CARRIED Resolution #GPA-157-11 Moved by Councillor Novak, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Schedule A be amended as follows: THAT Revenue Losses, Item #7, "Reduce contribution from Veridian Interest — One Time in 2010", be further amended from $150,000 by reducing an additional $100,000 for a total of $50,000 remaining. CARRIED - 21 - Special General Purpose and Administration Committee Minutes February 25, 2011 Resolution #GPA-158-11 Moved by Councillor Woo, seconded by Councillor Partner THAT the foregoing Resolution #GPA-117-11 be amended as follows: THAT Recommendation #2 be amended by deleting the figure "6.29%" and replacing it with the figure "3.49%; and THAT Recommendation #4 be amended by deleting the words "direction be provided on" and adding the words "be approved as" following the words "external agencies". SEE FOLLOWING MOTION Resolution #GPA-159-11 Moved by Councillor Traill, seconded by Councillor Neal THAT the foregoing Resolution #GPA-158-11 be divided to allow for consideration of each item individually. MOTION LOST The foregoing Resolution #GPA-158-11 was then put to a vote and CARRIED. Councillor Novak left the meeting at 4:51 p.m. Resolution #GPA-160-11 Moved by Councillor Traill, seconded by Councillor Hooper THAT the foregoing Resolution #GPA-117-11 be amended by deleting Recommendation #15, regarding Canada geese deterrent methods in its entirety. CARRIED As Councillor Novak (seconder of Resolution #GPA-117-11) had left the meeting, Mayor Foster requested an alternate seconder to ensure continuance of the vote on the matter under discussion. Councillor Woo indicated that he would second the motion. The foregoing Resolution #GPA-117-11 was then put to a vote and CARRIED AS AMENDED. - 22 - Special General Purpose and Administration Committee Minutes February 25, 2011 2012 TO 2015 OPERATING AND CAPITAL FORECAST Resolution #GPA-161-11 Moved by Councillor Neal, seconded by Councillor Partner THAT Report FND-004-11 be received for information. CARRIED UNFINISHED BUSINESS CORPORATE ADVERTISING VERSUS CORPORATE NEWSLETTER Resolution #GPA-162-11 Moved by Councillor Woo, seconded by Councillor Partner THAT Report COD-008-11 be lifted from the table. CARRIED Resolution #GPA-163-11 Moved by Councillor Woo, seconded by Councillor Neal THAT Report COD-008-11 be received; THAT newsprint be approved as the method of advertising Municipal required notices and activities by allocating the current level of funding incorporated in the 2011 budget to newsprint advertising; and THAT the municipal advertising policy be revised as appropriate. MOTION WITHDRAWN Resolution #GPA-164-11 Moved by Councillor Partner, seconded by Councillor Woo THAT Report COD-008-11 be received for information. CARRIED - 23 - Special General Purpose and Administration Committee Minutes February 25, 2011 OTHER BUSINESS There were no items of business considered under this section of the agenda. ADJOURNMENT Resolution #GPA-165-11 Moved by Councillor Partner, seconded by Councillor Neal THAT the meeting adjourn at 5:10 p.m. CARRIED MAYOR MUNICIPAL CLERK - 24 -