HomeMy WebLinkAbout2015-11-24
Special General Government Committee
Minutes
November 24, 2015
If this information is required in an alternate accessible format, please contact the
Municipal Clerk at 905-623-3379 ext. 2102.
Minutes of a special meeting of the General Government Committee held on Tuesday,
November 24, 2015 at 9:00 AM at the Clarington Library – Courtice Branch Great
Room.
Roll Call
Present Were: Mayor A. Foster
Councillor R. Hooper
Councillor S. Cooke
Councillor J. Neal (left at 11:55 AM and returned at 1:25 PM)
Councillor W. Partner
Councillor W. Woo
Absent: Councillor C. Traill
Also Present: Chief Administrative Officer, F. Wu
Director of Engineering Services, T. Cannella
Director of Community Services, J. Caruana
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 Clerk, A. Greentree
Manager of Facilities, G. Acorn
Corporate Initiatives Officer, C. Clifford
Deputy Treasurer, L. Gordon
Administrative Assistant to the Director of Finance, H. Lynch
Corporate Communications Officer, B. Radomski
Chief Executive Officer Clarington Library, L. Kent
Mayor Foster chaired this portion of the meeting.
Disclosures of Pecuniary Interest
There were no disclosures of pecuniary interest stated at this meeting.
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Special General Government Committee
Minutes
November 24, 2015
Finance Department
Nancy Taylor, Director of Finance/Treasurer, provided a verbal report, accompanied by
a PowerPoint presentation, highlighting:
Financial Indicators – BMA Statistics
The Director committed to providing Members of Council with a copy of
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the BMA Study once it is has been received
Historical Trends
The preliminary estimate for our Assessment Growth is low and therefore
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will add some pressure on the 2016 budget
Asset Management Plan
This is a significant project that affects every department and is due to the
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Province before December, 2016. Additionally it will affect future capital
budgets
Clarington maintains an inventory of 6,041 individual asses with a
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combined value of $633,863,322
Long-term Debt
The Courtice Library debt is expected to be floated in 2016 and therefore it
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will affect the debt and repayments
The Director is anticipating that she will be bringing forth a debt financing
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policy for Council’s consideration in 2016
Reserve Fund Issues
The Director explained that Reserve Funds represent accounts where the
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funds are segregated for a specific purpose while Reserves are accounts
where ongoing operating surplus monies set aside
Highlighted 5 key areas of specific focus being: Municipal Capital Works,
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Rate Stabilization, Fire Equipment, Facilities/Parks Maintenance, and
Community Services Capital
Highlighted Development Charges reserve funds specifically regarding the
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Library and indoor recreation
Recess
Resolution #GG-121-15
Moved by Councillor Partner, seconded by Councillor Hooper
That the Committee recess for 15 minutes.
CARRIED
The meeting reconvened at 10:36 AM.
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Special General Government Committee
Minutes
November 24, 2015
The Director of Finance/Treasurer continued with her presentation, highlighting the
contributions to capital over the past 10 years.
The Director of Emergency Services provided an overview of Clarington’s Emergency
and Fire Services Vehicle Replacement Schedule. The Director conveyed that
Clarington has the largest fire emergency fleet in the Region of Durham; primarily due to
the geographic size of Clarington. The Director further detailed the challenges the
Department faces which impact the fleet demands including: the requirement for blocker
vehicles, health and safety of staff when responding to calls on Highway 115, vehicle
costs as they generally are built in the United States, and the fact that we do not have a
spare pumper.
The Director further advised that additional staff are required as detailed in the Master
Fire Plan.
The Director of Engineering presented Clarington’s 2016 Capital Budget for Engineering
Services, including:
Special Projects
Park Development
Bridges and Roads Rehabilitation
Transportation Network improvements
Municipal Services
Traffic Signals
Intersection and Streetscape Improvements
The Director further provided an overview of areas of responsibility pertaining to rural
roads. Essentially, Engineering Services is responsible for Capital Improvements and
Operations Services is responsible for ongoing maintenance. He explained that the
2016 budget did not include the trail south of Tooley’s Mill Park in Courtice but
confirmed that it is included in the 10 year Trail Master Plan. Planning stages for trails
will continue to be done, in the event that funds become unexpectedly available, a
project may be constructed. He confirmed that there are some projects that have
already been pre-planned and could be moved forward for 2016 should that be the will
of Council.
The Director of Operations provided an overview of the Operation’s Services 2016
Capital Budget, including:
Specific projects
Overview of implementation of new lighting control system which will assist in
reducing operating and labour costs for our sport fields lighting --
Details regarding rural roads and considerations in determining priorities and the
increased demands by the growing cycling community in Clarington
Growth impact – Since 2010 Clarington has realized 100% increase in park
bookings
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Special General Government Committee
Minutes
November 24, 2015
The Director of Finance/Treasurer continued with her presentation highlighting the
balance of the major 2016 Capital projects including following:
Computer Hardware and Software
Vehicles for Parking and By-law Enforcement
Bunker gear and boots
Emergency vehicles
Recreational facilities replacements and improvements
Land acquisition
Library technology and collections
The CAO presented the staff positions identified as needed for 2016. He highlighted
the process in developing the list and explained that the list has not been pared down
as he has traditionally done in recent years. The CAO indicated that should it be
Council’s will to defer the hiring of staff to 2017 budget, funds will need to be allotted for
overtime costs and additional funds to cover temporary staff to deal with the workload.
The Manager of Facilities provided a utility/energy update, including:
Cost challenges for 2016 and beyond
Expiration of 10% clean energy benefit
Rising costs of Global Adjustment
Impact of Cap and Trade program
What Clarington has been doing and will continue to do to manage energy usage
Recess
Resolution #GG-122-15
Moved by Councillor Partner, seconded by Councillor Cooke
That the Committee recess for 20 minutes.
CARRIED
The meeting reconvened at 1:09 PM.
The Director of Finance/Treasurer continued with the PowerPoint presentation,
providing an explanation of the preliminary 2016 operating budget, specifically
highlighting priority A and B items for the Corporation as well as external agency
requests. With respect to the External Agencies, the Director confirmed that she would
provide Members of Council a five-year history of budget allocations when she
circulates the external agency background materials.
Ms. Taylor further highlighted the 2016 Assessment implications, including:
EFW assessment
Major Commercial status
Aggregate Issue – TAMPO (Top Aggregate Municipalities in Province of Ontario)
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Special General Government Committee
Minutes
November 24, 2015
The Director concluded her presentation by advising of the next steps in the budget
process and reminded Members of Committee of the Special General Government
Committee Meeting scheduled for March 18, 2016 at 9:30 AM to consider the 2016
Budget. Budget report and supporting materials will be circulated on or about March 4,
2016. It is anticipated that the 2016 Budget will be ratified by Council on Monday,
March 21, 2016.
Adjournment
Resolution #GG-122-15
Moved by Councillor Partner, seconded by Councillor Hooper
That the meeting adjourn at 2:23 PM.
CARRIED
Mayor Municipal Clerk
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