Loading...
HomeMy WebLinkAbout2022-08-18 SpecialClar*wn Special Special Council Agenda Post-MeetingAgenda Date: August 18, 2022 Time: 10:00 AM Location: Microsoft Teams Inquiries and Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Michelle Chambers, Administrative Assistant, at 905-623-3379, ext. 2101 or by email at mchambers@clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. AudioNideo Record: The Municipality of Clarington makes an audio and video record of Council meetings. If you make a delegation or presentation at a Council meeting, the Municipality will be recording you and will make the recording public by publishing the recording on the Municipality's website, www.clarington.net/calendar. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non -audible mode during the meeting. Copies of Reports are available at www.clarington.net/archive The Revised Agenda will be published on Friday after 3:30 p.m. Late items added or a change to an item will appear with a * beside them. Pages 1. Call to Order 2. Moment of Reflection 3. Land Acknowledgement Statement 4. Declaration of Interest 5. Staff Reports 5.1. FSD-033-22 - Delegated Authority to Fund Outstanding Capital Projects 3 *6. Closed Session *6.1. Confidential Verbal Update by Mary -Anne Dempster, CAO, Regarding a Matter that Deals with Labour Relations or Employee Negotiations 7. Confirming By-law 8. Adjournment Page 2 Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Council Date of Meeting: August 18, 2022 Report Number: FSD-033-22 Submitted By: Trevor Pinn, Deputy CAO/Treasurer Reviewed By: Mary -Anne Dempster, CAO Resolution#: File Number: By-law Number: Report Subject: Delegated Authority to Fund Outstanding Capital Projects Recommendations: 1. That, Report FSD-033-22 and any related delegations or communication items, be received; 2. That, the Deputy CAO/Treasurer is authorized to transfer the remaining balances in the Impact/Escrow Reserve Fund and the Clarington Station A Reserve Fund to the Capital Works Reserve Fund and close the effected reserve funds; 3. That, notwithstanding Policy G5 — Capital Project Over expenditures, the CAO be delegated the authority to approve additional funding as needed for outstanding capital projects, until November 14, 2022; 4. That, all interested parties listed in Report FSD-033-22 and any delegations be advised of Council's decision. Page 3 Municipality of Clarington Report FSD-033-22 Report Overview Page 2 On February 14, 2022, the 2022 Operating and Capital Budgets were approved by Council. Since that time, the Municipality has seen significant inflationary pressures on many operating and capital projects. These increased costs have resulted in many bid solicitations coming back above the budgeted amount. It is expected that Council will enter into the restricted activities legislation on August 19, 2022, and therefore the ability to obtain additional funding for projects would be limited to emergency situations or areas where authority has been delegated to staff. Staff are looking to delegate the authority for additional funding, prior to the start of the Restricted Acts Period, to allow priority capital projects and key operating expenditures to be able to proceed in the latter part of the year. 1. Background Economic Update 1.1 This year, we have seen significant inflationary pressures on capital projects and operating expenses that far exceeded our expectations when the 2022 Budget was prepared. 1.2 According to Statistics Canada, the Building Construction Price Index (BCPI) for non- residential builds for Toronto increased 17.0 percent from June 2021 to June 2022. The index was set in 2017 as the baseline, therefore goods costing $100 in 2017 would now cost $140.30 over the five-year period. Given our geographic proximity to Toronto, this is the most reasonable index to use. 1.3 Similarly, the BCPI for residential buildings for the Toronto area increased 26.5 percent from June 2021 to June 2022. For clarity, if costs in 2017 were $100 they would now be $173 as a result of the increase to the BCPI over the past five years. 1.4 While the BCPI is an indicator for inflation, it would not include a number of the types of capital projects that we would be involved with (for example road and park construction). These costs could vary more dramatically with the cost of certain commodities, such as oil. 1.5 According to Statistics Canada, the Raw Materials Price Index (RMPI) increased 32.4 percent from June 2021 to June 2022. Within this number, crude energy products saw a 72.4 percent increase. Similarly, wood, pulpwood, natural rubber and other forestry products saw an increase of 25.6 percent over the same period of time. These costs impact our road repair costs (through asphalt and other sealants), building repair costs (wood, drywall), and operating costs. Page 4 Municipality of Clarington Report FSD-033-22 Page 3 1.6 The Industrial Product Price Index (IPPI) increased 14.3 percent over the past year. Energy and petroleum products had an increase of 82.8 percent, lumber and wood decreased 27.7 percent, fabricated metal products and construction material increased 24.0 percent. 1.7 The following chart highlights, using the 2017 base year for Statistics Canada, the inflationary impact over the past five years. Goods on average costing $100 in 2017 would now cost on average $157 (or a 57 percent increase). Most of this increase is in the past two years. Inflationary Impact Based on Statistics Canada Base Year (2017) $200.00 $180.00 $160.00 $140.00 $120.00 $100.00 $80.00 $60.00 $40.00 $20.00 2018 2019 2020 2021 ■ BCPI - Residential ■ BCPI - Non -Residential 1.8 The following chart shows the annual change as a percentage for 2018 to 2022 for the BCPI, the Raw Materials Price Index (RMPI) and the CPI. While the average change for the four indices is 9.2 percent, the average levy increase has been 2.3 percent. Page 5 Municipality of Clarington Report FSD-033-22 Annual Inflationary Index Year over Year Change June 2018 to June 2022 50.00% 40.00% 30.00% 20.00% 10.00% 0.00% 2C -10.00% -20.00% 22 BCPI -Residential -BCPI - Non -Residential -RMIDI CPI -All Items Municipal Levy Change Page 4 1.9 These soaring costs have resulted in many of our bid solicitations coming back above the budgeted amount. This results in a scope change, which could result in a completed project that doesn't meet all the needs of the Municipality, resulting in inefficiencies or added costs in the future. 1.10 While it is expected that annual increases will slow, it is not expected at this time that the overall costs will decrease (i.e., deflation). It is therefore necessary for the Municipality to increase the available funding for these projects. Restricted Activities Legislation 1.11 In any other year, Staff would bring reports to Council in September (or subsequent meetings) requesting additional funding to either complete the project award or have sufficient funds in place prior to issuing the document. In 2022, the Municipality is holding its general election. The Municipal Act, 2001 provides that Councils meeting certain criteria, may not make expenditures or other liabilities exceeding $50,000 in value unless the expenditure was included in the last adopted budget, the "lame duck provisions". 1.12 It is expected that Council will enter the restricted activities legislation on August 19, 2022, and therefore the ability to obtain additional funding for projects would be limited to emergency situations or areas where authority has been delegated to staff. Page 6 Municipality of Clarington Page 5 Report FSD-033-22 1.13 Given the escalating costs of goods, and the restricted activities period, if authority for funding is not delegated it is expected that many of the capital projects currently underway or planned for the fall will have to be delayed to 2023. This could result in changes to service levels, increased costs to complete the work in 2023 due to inflation, as well as potential reputational risk to the Municipality for issuing bid solicitation without the ability to follow through. 1.14 Staff recommend that Council provide delegated authority for additional funding, prior to the start of the Restricted Acts Period, to allow priority capital projects and key operating expenditures to be able to proceed in the latter part of the year. 2. Capital Projects For Consideration Capital Over Expenditure Policy (G5) 2.1 For each Council approved capital project, the Capital Over Expenditures Policy (G5) establishes the authorization limits that Department Heads may approve over that budgeted value. The parameters are outlined below. Up to $250,000 $250,000 to $2,000,000 Over $2,000,000 Additional Expenditure Limit LL- $25,000 $25,000 or the lesser of 7% of the valuE $100,000 Lesser of 5% of the value or $150,000 2.2 When a project exceeds the above limits, and the value of the overage is greater than or equal to $100,000, the policy requires the applicable department to report to Council for approval of the additional commitment and funding source. Capital Projects at Risk of Exceeding Budgeted Value 2.2 The following table outlines the projects that are at risk of exceeding the Council approved budgeted value: Page 7 Municipality of Clarington Report FSD-033-22 Project Description Various Court Replacements Old Scugog Road Reconstruction & Millstream Lane Rehabilitation Stormwater Facility Maintenance Master Plan and Facility Needs Pedestrian Crossovers (four locations) Surface Asphalt Contract (seven locations) Parking Lot Rehabilitation (two locations) Hill Street Rehabilitation Various Parks Improvements (five locations) SCA Tennis Courts Brown Street Reconstruction Soper Creek Trail — Phase 3 Brookhill Parkette Awaiting award Awaiting award Out for tender Tender in preparation Tender in preparation Tender in preparation Tender in preparation Tender in preparation Tender in preparation Tender in preparation Tender in preparation Tender in preparation Page 6 300,000 1,433,397 75,000 160,000 693,000 456,553 1,000,000 655,000 425,000 1,201,754 325,000 300,000 Municipality of Clarington Report FSD-033-22 3. Concurrence Page 7 This report has been reviewed by the Director of Public Works who concurs with the recommendations. 4. Financial Considerations 4.1 The estimated available balance in the Tax Rate Stabilization Account is $8,777,713 which includes committed funds of $1,159,600 (primarily for Whistle Cessation and the Clarington Hospice). In 2022, $2,000,000 has been reallocated to other reserve funds in accordance with Council direction to "rebalance" the reserve funds across various capital replacement reserve funds. 4.2 Staff would further suggest that the following reserve funds could be reallocated to other reserve funds, as they no longer serve the purpose they were originally created for: $968,793 4.3 It is recommended that these funds be transferred to the Municipal Capital Works Reserve Fund. This reserve fund is not specific to any one type of asset or department and could be considered the capital version of the Tax Rate Stabilization Reserve Fund, the purpose being to smooth tax levies and provide a source of funding for unexpected needs. 5. Conclusion It is respectfully recommended that the Deputy CAO/Treasurer be authorized to transfer the remaining balances in the Impact/Escrow Reserve Fund and the Clarington Station A Reserve Fund to the Capital Works Reserve Fund and close the effected reserve funds. It is respectfully recommended that the CAO be delegated the authority to approve additional funding as needed for outstanding capital projects, until November 14, 2022. Staff Contact: Trevor Pinn, CPA, CA, Deputy CAO/Treasurer, 905-623-3379 x2602 or tpinn@clarington.net. Page 9 Municipality of Clarington Report FSD-033-22 Attachments: Not Applicable Interested Parties: Page 8 There are no interested parties to be notified of Council's decision. Page 10