HomeMy WebLinkAboutTR-21-93 Addendum THE CORPORATION OF THE TOWN OF NEWCASTLE
REPORT
Meeting: SPECIAL GENERAL PURPOSE & ADMINISTRATION COMMITTElg#
D L
Date: MARCH 12, 1993 Res. # -------
By-Law#
Report#: File#:
ADDENDUM TO REPORT TR-21-93
Subject:
1993 CURRENT BUDGET AND 1993 CAPITAL BUDGET
AND FOUR YEAR FORECAST AS AMENDED
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT addendum to report TR-21-93 be received for
information,
2 . THAT the 1993 Capital and Current Budgets identified in TR-
21-93 as amended to reflect a 0% increase in the 1993
taxation year be approved,
3. THAT the Newcastle Library, and the Bowmanville and Clarke
Museums be advised of their final grant award,
4 . THAT the Visual Arts Centre and Handi Transit be advised
of their final grant award,
5. THAT the adjustments identified in Schedule A to Addendum
TR-21-93 (and as detailed in this report) be approved for
incorporation into the 1993 Current and Capital Budgets as
appropriate.
6 . THAT the appropriate by-law be forwarded to Council for
approval.
BACKGROUND
1. TR-21-93
Council began its 1993 budget deliberations on Friday, March 5,
1993 and continued on Monday, March 8, 1993 . During the
deliberations certain adjustments were directed by Council.
These adjustments are outlined on the attached Schedule "A" .
In addition there were some issues which Council requested be
investigated further. These have been commented on in the body
of this report.
2
ADDENDUM TO TR-21-93 Page 2
2. 1993 Impact
As Council directed, the amended 1993 budgets have a tax impact
for 1993 of 0% over the 1992 household mill rate.
3. Staffing Issues
The issue of staffing in the 1993 budget was focused on the
following:
a) Finance : part-time to full-time Clerk Typist 1 - Purchasing.
Council raised the question during deliberations, of whether
the needs in the Purchasing Function could be met by using a
contract position for the Clerk Typist 1 position that is
currently on the organization chart as a part-time (24 hour)
position.
Council directed that this issue be explored and reported back
with the addendum report.
Consideration was given to the possible problem which may be
encountered with the union, particularly when the deficiency
in the "purchasing/buying" function is to be alleviated by
shifting the duties of the existing union employee.
Consideration was also given to the fact that the
recommendation to move the clerical position to a full-time
position is really a short term solution. The Corporate
demands in the true "purchasing/buying" function will be
expanding with the implementation of the Courtice Community
Centre - both during construction and following from
operations requirements .
In analyzing the situation, it has become apparent that more
efficiencies might be realized from the outset by putting
the right position in place sooner, rather than later.
As was discussed with Council, increasing volumes in all
departments has a spin-off effect on purchasing and as a
result, Council would be requested to consider the additional
position in another year or so.
It is therefore respectfully recommended that, in order to
better suit the longer term requirements, Council consider the
following for the 1993 budget:
♦ eliminate the part-time Clerk Typist 1 position from the
organization chart,
• contract out the position of "assistant purchasing/buyer"
on an annual basis .
Council has considered the benefits of contracting out through
these budget deliberations; no additional union complement,
lower overhead in no additional benefits, and Council has the
. . .3
ADDENDUM TR-21-93 Page 3
opportunity to review the position on an annual basis to
determine it's desirability.
In addition, because the purchasing function effectively
serves all departments, in effect all departments would
realize efficiencies that translate into real dollars; ie more
efficient processing of tenders and purchase orders would help
to ensure that economic efficiencies are realized from taking
advantage of the seasonal discounts.
The additional cost is estimated to be approximately $10,000
over the amount included in the original budget. The total
provision for the position would then be $35,000. The
additional cost has been identified on Schedule A.
b) Community Services: there were two issues identified by this
department for Council to consider:
i) Horticulture - request for a temporary position. This was
referred to Staff to investigate the possibility of
contracting out horticultural and grass cutting activities,
with no funds to be expended until the report comes
forward. Community Services is compiling information to
this end and will be bringing the report to Committee in
the near future. The funds associated with the temporary
position will remain in the budget, and may be reallocated
to contracting out of the function by resolution of
Council.
ii) Facilities Manager - request for reclassification to
Facilities Superintendent. This was discussed by Council
and was identified to be an adjustment to the level which
is comparable to existing superintendents within the
department, without any immediate adjustment in
compensation.
c) Salary Administration Program - Non-Affiliated Staff. The
Chief Administrative Officer mentioned in his overview
presentation to Council, that there were some inequities that
currently exist for a select few non-affiliated staff and
their relationship to the union personnel that they supervise.
This has occurred for a .number of reasons, one of which is the
positioning on the non-affiliated grid. This is therefore
considered to be more appropriately dealt with during
negotiations and will be part of the overall negotiations
reports to Council for affiliated as well as non-affiliated
employees .
4. Departmental Reviews:
4.1 Public Works:
Tree Trimming Contract - there was a concern that the
$55,000 included in the current budget might have been
double counted in consideration of the request for the
. . .4
ADDENDUM TR-21-93 Page 4
additional capital vehicle for tree trimming purposes .
Public Works has advised that this is not a duplication of
funds, and that some contract tree trimming will be
required. This is further explained in the attached memo
from Don Patterson, Manager of Operations (Schedule B) .
Vehicle replacement criteria: this will be the subject of a
separate information report to Council by the Director of
Public Works. The Public Works Department manages the fleet
for all departments and advises on the most efficient
replacement timing.
No funds will be expended on any vehicle purchases until
such time as Council has had an opportunity to review the
replacement criteria.
4.2 Fire:
Vehicle location: Council requested that a list of existing
vehicles and their normal location be provided. This will
be the subject of a separate information report to Council
by the Fire Chief.
5.0 Courtice Community Centre:
5.1 Council directed that $1.5 million be allocated from
existing Reserve or Reserve Funds to the Courtice Community
Centre without impacting the tax levy. The funding
recommendations have been identified in Schedule A for this
purpose.
5.2 Any operating costs that might be required prior to the 1994
budgetary approval will be the subject of a "pre-budget
request" report from Community Services . Any funds required
in this regard could be considered at that time from the
Working Funds Reserve account, so as not to impose any
additional tax requirements in 1993 .
6.0 External Budgets:
6.1 Clarke Museum: appeared as a delegation to present and
explain their budget. Their overall increase over the
approved 1992 budget is approximately 0 . 1% .
6.2 Newcastle Public Library: Members of the Library Board, and
the Library Director appeared as a delegation to present and
explain their capital and current budgets . Amendments
approved by Council are identified in Schedule A.
. . .5
ADDENDUM TR-21-93 Page 5
6.3 Bowmanville Museum: did not appear as a delegation, however
they have adhered to the guidelines established by Council,
and the increase is at 1. 5% over the 1992 budget.
6.4 Handi Transit: The request in 1993 is $99,700, and they have
identified their 1992 budget allocation at $96,000 (see
Schedule C) . In fact their 1992 grant was established by
resolution #GPA-454-92 at $90,000 and this is the amount
actually paid in 1992 (refer to current budget - page 114) .
Council may wish to adjust the grant allocation to more
closely reflect Council guidelines .
If the grant were reduced to $91,500 it would reflect an
increase of approximately 1. 66% over the 1992 grant. This
savings of $8,200 could then be included in the transfer to
the Working Funds Reserve as outlined in item 8.2 of this
report. This adjustment to the budget has been reflected in
Schedule A.
7.0 Grants-
7.1 Grants: have been allocated the $2 .00 per capita as outlined
in CS-04-93 by providing a total of $100,000 for allocation
by Council.
7.2 Grants were dealt with in part on Monday, March 8, and will
be the subject of further analysis on Friday, March 12th.
8.0 Contributions from Reserve Funds/Reserves:
8.1 Draft amendments: As mentioned to Council during
deliberations, there was an adjustment on the presentation
of the Contributions that was not reflected in the draft
document. The total contribution from reserve funds remains
unchanged, and the adjustment is between Parking Enforcement
costs, Working Funds Reserve, and the OHAP annual letter of
credit contributions from developers which was not finalized
at the time that the draft was printed. These adjustments
will be reflected in the final printed documents .
8.2 Budget adjustments: as identified on Schedule A to TR-21-93
result in a reduction of less than 0% on the overall impact
for 1993 .
It is therefore recommended that the final adjustments,
include a transfer to the Working Funds Reserve of
approximately $64,000, (or the final value net of
adjustments made to grant requests) which will be available
for application to the 1994 mill rate.
. . .6
ADDENDUM TR-21-93 Page 6
The recommended transfer will ensure an overall 0% increase
for 1993 and will at the same time help to offset the 1994
budget impact which is not expected to have the advantage of
the significant surplus that was available for application
to the 1993 budget.
Respectfully submitted Recommended for Presentation
to Council
A
Marie Marano, H.BSc, A.M.C.T. Lawrence E. Ko s ff, M.C.I .P.
Treasurer Chief Adminis r tive Officer
MAM/pp
Attachments
1993 Budget Amendments Schedule "A" to TR-21-93
Department/Details Capital/ Page Adjustment Tax Levy Household
Current Ref. Amount Impact Tax Impact
.................................................................................... ..........
Public Works.
* remove fax machine capital pg.74 (1,500) (1,500)
Community Services:
* delete well-Hampton works yard capital pg.169 (20,000) 0
duplication with Pub.Works-pg.69
Finance:
Unclassified Administration:
* Contingency - reduce & reallocate current pg. 53 (50,000) (50,000)
to Working Funds Reserve for 1994 64,000
Purchasing:
* Requested - contract purchasing current 10,000 10,000
Library:
• Drop box 1992 allocation to capital pg.288 (5,000) 0
Courtice Community Complex
• Main Branch Site Selection (50,000) (50,000)
• Western Branch request in 1993 " (65,000) (65,000)
Handi Transit:
* Adjust request to 1.7% to 91,500 current pg.114 (8,200) (8,200)
(request 99,7001192 90,000) , ---------- , -----------
Net Budget Adjustments/Tax Impact (189,700) (100,700) 0.00 %
Balance Courtice
Courtice Community Centre: Dec.31 193 Allocation
Reserve Funds - Suggested Allocation: . .......... . ...........
• Parkland-Cash-In Lieu Res.Fund 2,170,000 (600,000)
• Lot Levy - Civic Admin./Cultural 670,000 (300,000)
* 11 " - Community Services 1,300,000 (300,000)
* Municipal Capital Prgm for Dev.Chg. 1,300,000 (300,000)
Directed Transfer to Courtice Reserve Fund $ (1,500,000) 0.00 %
----------- ---------
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Schedule "B" to TR-21-93 Addend.
THE COAPORATION or THE TOWN OF NEWCASTLE
Mer'1 or-andLlm
li
10: Walter Evans, Director of Public Works
From'. Don Patterson, Manager of Operations
Datc;: March 10, 1993
Subjctcl. 2 TON TRUCK COMPLB',C)� WITH BOOM
-----------------------f-------------------------------------------
The Public Works Department is responsible for providing
reasonable efforts to keep the municipal roads in a Safe state of
Xepair to accommodate daily traffics and to be ,insured that it is
clone properly in accordance with Ministry of Transportation of
Ontario Guidelines and completed safely in accordance with the
Occupational Health and Safety Act Guidelines .
In previous years, a variety of tasks, performed above a
person's head, were often completed in an unsafe manner for
examples
I. Small branches over-hanging the road interfering with
traffic were removed by putting a person in a ;bucket of a
loader and raising the person up,
2. Some small limbs due to rapid daylight growth interfering
with traffic signs were removed by a person with a
chainsaw on a ladder.
3. Signs indicating restrictions on bridges were mounted by
putting a ladder on the bod of a truck to reach the
correct height.
In accordance with the new safety legislation, tbese
prrevious activities must be discontinued.
At this time the Public Works Department does not have
egipment approved by the Canadian Safety Association with the
al)ility to assist persons beyond their reach.
Daily uses for the 2 ton truck and boom as propose-4 will be
in the Traffic Department to improve efficiency and Safety in
illstalling and maintaining traffic control signs .
i
rti
Schedule "B" - page 2.
Over the recent couple of years, we have recorded a rapid
deterioration of maple trees due to extended stress along the
roadside. These trees require constant attention in removal of
dsad limbs .
in addition, we anticipate this year and following gears
emergency removal of limbs due to storms . We also anticipate
minor maintenance such as graffiti painting removal on
structures, minor brushing to be performed as well as ether
variable tasks .
Xn 1993, we plan to contract the majority of large tree
removal and extensive trimming of trees, however smaller tasks or
emergencies are costly and/or dangerous if the contractor or
Public Works is unable to give immediate attention.
Please note that tree trimming which is affected by overhead
wires is completed by the Hydra and Bell Utilities or qualified
contractors and at no time do public works , employees work around
or near overhead plants when working on tree removal or ,trimming.
The bucket truck will be available to other departments that
require the use of this equipment for various other tasks.
To maintain the above activities mentioned in an efficient
and safe manner, the Public Works Department requires the
purchase of the 2 ton truck complete with bucket.
Funding for this vehicle is available in the equipment
reserve fund and the purchase of this vehicle does not require
any further funding.
Sincerely,
Don Patterson, Manager of operations
D:P/ga
p.c . Marie Marano, Treasurer
Schedule "C"
to Addendum TR-21-93
Handi-Transit 1993 Budget Report
NEWCASTLE BUDGET 1993 1992 1992 1993
ESTIMATE ACTUAL ESTIMATE
UNAUDITED
REVENUE
MUNICIPAL GRANT 119800 , T 99700 Per Resolution ��GPA-454-92
S6g{
FARES 15040 12000 12000
--------------------- --------- --------- ---------
--------------------- --------- --------- ---------
TOTAL REVENUE 134600 108000 111700
--------------------- --------- --------- -----=---
--------------------- --------- --------- ---------
EXPENSES
--ADMINISTRATION--
SALARIES-ADMINISTRATION 17700 16200 17700
-DISPATCHER 12100 11500 12100
EMPLOYEE BENEFITS 4100 4300 4100
OFFICE EQUIP. 1200 1300 1200
COMMUNICATIONS 2700 2600 2700
RENT, PROP. & EQUIP 3200 3700 3600
TRAVEL L SEMINARS 200 200 200
BANK, CHARGES 100 100 100
.ILLS ANCE 100 100 200
AUDJ7 500. 500 400
CONTINGENCY FUND (GENERAL) 0 1100 1200 JAN 1 5 149
TOTAL 41900 40500 42300
_____________ _ Y0 OF REMP
.1NApp
--OPERATIONS-- t
SALARIES PERM. & TEMP. 56700 45500 34000
SALARIES TEMP. 6000
EMPLOYEE BENEFITS 10200 8700 7600
GAS, OIL, ETC. 10200 8800 8000
VAN MAINTENANCE 10000 10000 8000
VEHICLE INSURANCE 4700 4700 4700
OTHER EXPENSES 1100 1200 1100
TOTAL 92900 78900 69400
ttTOTAL EXPENSES 134800 119400 111700
I
SURPLUS/(DEFICIT) 0 -11400 0
&WING SURPLUS/(DEFICIT) 0 0 0
ENDING-SURPLUS/(DEFICIT) G ====11400 4