Loading...
HomeMy WebLinkAbout2016-11-04Special General Government Committee Minutes November 4, 2016 - 1 - 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 Friday, November 4, 2016 at 9:00 AM at the Kendal Community Centre. Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal,Councillor W. Woo Regrets: Councillor W. Partner Staff Present: C. Clifford, A. Allison, T. Cannella, J. Caruana, D. Crome, Greentree, F. Horvath, M. Marano, N. Taylor, G. Weir, 1 Call to Order Mayor Foster chaired this portion of the meeting. 2 Declaration of Interest There were no disclosures of pecuniary interest stated at this meeting. 3 Finance Department 3.1 Verbal Report from the Director of Finance/Treasurer Regarding the 2017 Budget Nancy Taylor, Director of Finance/Treasurer introduced today’s agenda. Curry Clifford, Interim CAO presented, by way of PowerPoint presentation, the strategic introduction of the draft 2017 Budget. He reminded the Committee of their six key strategic plan priorities and requested that they keep these priorities in mind when considering the 2017 Budget. Further, the driving cost increases were discussed including: Cost inputs of energy, labour arbitration decisions Business environment is more complex Changing community expectations Growing community with more people to serve (population increase from 91,460 to 97,100 between 2013-2016) More services to maintain – gross value of tangible capital assets went from $629m in 2013 to $683m in 2015 Special General Government Committee Minutes November 4, 2016 - 2 - Ms. Taylor provided a verbal report, accompanied by a PowerPoint presentation, highlighting: Financial Indicators – BMA Statistics o The Director committed to providing Members of Council with an electronic copy of the BMA Study once it is has been received o Property Tax comparisons and assessment -- Clarington’s 2016 Assessment composition remains at a 90/10 split. Comparing year to year is challenging as there is a reassessment done every 4 years. o Clarington’s property taxes is at 3.5% as a percentage of income which is lower than Durham lakeshore municipalities. This is only 1 factor of affordability. o Provided a tax comparisons for bungalows, 2 story homes and senior executive homes and an overall 5 year trend with a view to average tax increases of 1.3% which also speaks to affordability o Average household income is high in Clarington and the tax burden is in low to mid-range overall and low in comparison to GTA group and study average. Historical Trends o The share of the property tax bill remains as follows: 50% Region 19% goes to School Board 31% remains with Clarington Financial position per Capita o Clarington’s 2015 Net Financial Position was highlighted as it compares to the GTA Average o Financial position per capita is strong o Debt per unweighted assessment is declining and only at 32% of study average o Total debt per capita is low Asset Management Plan o This is a significant project that affects every department and is due to the Province before December 2017. It will affect strategic funding and will necessitate a more dynamic view of how capital funding is determined. Additionally it will affect future capital budgets. o Approximately 13% of Clarington’s assets have their useful life expired, but they will remain in service. o All capital asset data has been collected and now staff will be looking at strategy for replacement including: probability and consequence of failure per asset categorizing, determining asset service levels and target calculations which will lead to developing financial plans for the appropriate level of maintenance, rehabilitation and replacement of assts. All Department Heads will all be involved in this assessment. o Theoretical shift from traditional capital budget strategy will now be focused on AMP Priority distribution Special General Government Committee Minutes November 4, 2016 - 3 - o The draft 2017 AMP will is scheduled to be presented to Council in the first quarter of 2017. o Invest now will to save significant dollars later. Long-term Debt o At Jan 1, 2017 debt will be $17,977,133.62, and down to $14,759,754.57 at Jan 1 2018. Therefore we have huge amounts of debt capacity to invest wisely which could relieve pressure on capital assets. o We do have some flexible options available o The Courtice Library debt is expected to be floated in 2016 and therefore it will affect the debt and repayments o The Director is anticipating that she will be bringing forth a debt financing policy for Council’s consideration in 2016 Recess Resolution #GG-526-16 Moved by Councillor Cooke, seconded by Councillor Neal That the Committee recess for 25 minutes. CARRIED The meeting reconvened at 10:45 AM. Reserve and Reserve Fund Issues o Highlighted Development Charges reserve funds specifically regarding the indoor recreation o Indoor recreation development charges reserve fund is short by $3,600,000 as of end of September 2016 but should decrease gradually if 525 units are achieved annually. Staff will continue to monitor this. Expect this should return to a positive position in 2018. This situation will be a critical factor in timing of any future indoor recreation projects. o Review of debt will be undertaken for each capital asset category and will be using the AMP as input to this review. o The Director explained that Reserve Funds represent accounts where the funds are segregated for a specific purpose while Reserves are accounts where ongoing operating surplus monies set aside and avoids spikes in capital budget requirements. o Tax Write-offs have been slightly increased for 2017 o Highlighted key areas of specific focus being: Elections, Library, Engineering, new ASO Benefits reserve fund, Rate Stabilization Parking Lot (confirmed this could be applied for a new civic parking lot), Fire Equipment, Federal Gas Tax, Parking Lot Rehab, Operations Equipment, Community Services Capital, BIAs, Library Capital, Special General Government Committee Minutes November 4, 2016 - 4 - The Director of Finance/Treasurer Confirmed that the long-term impact of Federal Gas Tax funding is being monitored and contemplated. The Director of Finance/Treasurer continued with her presentation, highlighting the proposed capital program for 2017. The Director of Corporate Services highlighted the significant IT capital projects. The Interim CAO confirmed that IT needs to be viewed as a corporate approach and will become a project management item. Mayor Foster left the meeting and Councillor Neal assumed the Chair. The Director of Emergency Services provided an overview of Clarington’s Emergency and Fire Services capital projects. Mayor Foster returned to the meeting an assumed the Chair. The Director of Engineering presented Clarington’s 2017 Capital Budget for Engineering Services, highlighting: Trails and Waterfront Parks (including valley trails and a Courtice Dog Park) Active transportation (including various street lighting, Mill Street South, sidewalks and walkways) Road network improvements Mr. Cannella advised that they are trying to improve rural and hot mix roads. He confirmed that they are moving forward with the finalization of conversion of street lighting to LED. The Director of Operations provided an overview of the Operation’s Services 2016 Capital Budget, highlighting: Rural Road Resurfacing Various building works (building security camera upgrade, MAC Roof) Fleet replacement Court South Field replacement at Memorial Park Columbarium at Bond Head The Director of Community Services provided an overview of the Community Service’s Services 2017 Capital Budget projects. The Director of Planning Services provided an overview of the Planning Service’s 2017 Land Acquisition and advised that he expects a report to Council in 2017. Linda Kent, Library Director and Secretary-Treasurer, briefly provided a brief overview of the Library’s 2017 Capital Budget projects. Special General Government Committee Minutes November 4, 2016 - 5 - The Interim CAO presented the staff positions identified for 2017. At this point he has received requests for 26 position requests from Department Heads. He is intending on tying staff growth to assessment growth and will be requesting possibly half of what was requested in the 2011 staff funding policy. He highlighted the process in developing the list and explained his approach to prioritizing resourcing: 1. Provide significant revenues 2. Enable stronger cost management 3. Allow deeper efficient gains 4. Maintain existing level of service, but over a larger customer service base 5. Address new strategic priorities 6. Increase the level of service Recess Resolution #GG-527-15 Moved by Councillor Neal, seconded by Councillor Cooke That the Committee recess for 30 minutes. CARRIED The meeting reconvened at 12:45 PM. The Director of Finance/Treasurer continued with the PowerPoint presentation, providing an explanation of the preliminary 2016 Operating Budget, including revenue increases/decreases and expense increase/decreases. The Director confirmed that staff are still working on their review of expense increases. In addition to the comments presented by the Director of Finance/Treasurer, the Interim CAO provided a detailed description of the budget allocations concerning: CAO Professional Fees – Customer service Service Delivery and Customer Relationship Management Project Management Space Needs Assessment Design and Consulting The Director advised that staff are still working on several components on the draft 2017 Budget and therefore the 3.69% impact remains fluid. She further reported that she has been approached by some of the external agencies for a meeting in preparation of their meeting with Committee on January 27, 2017. The Director of Finance/Treasurer advised that a property reassessment undertaken in 2016 for taxation years 2017-2020, and the implications to Clarington. The Property Assessment Notice and Request for Review (RfR) deadline schedules was presented which should be of interest should Members of Council be contacted by residents/businesses regarding their reassessment notice. She further highlighted the issues related to Multi-residential assessment changes, non-residential, big boxes,