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Finance Department
Report
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Report To: General Government Committee
Date of Meeting: June 20, 2016
Report Number: FND-009-16 Resolution:
File Number: By-law Number:
Report Subject: Budget Meeting Structure and 2017 Budget Timetable
Recommendations:
It is respectfully recommended that the General Government Committee recommend to
Council the following:
1. That Report FND-009-16 be received;
2. That the traditional budget meeting structure be revised to establish a separate Special
General Government Committee meeting for External Agencies and delegations to the
budget to be heard generally the business day prior to the Special General Government
Committee meeting for annual budget deliberations;
3. That the budget timetable for 2017 be approved as follows:
-November 4, 2016 — Budget Education Workshop
-January 27, 2017 — Special General Government Committee- External agencies and
delegations to the 2017 budget
-January 30, 2017 — Special General Government Committee- 2017 Budget
deliberations
-February 6, 2017 — Council Ratification of 2017 Current and Capital Budgets;
4. That the meeting schedules for 2016 and 2017, previously adopted by Council, be
amended to include the related special committee meetings for the 2017 Budget; and
5. That the External Agencies be advised of the revised budget meeting structure and 2017
dates.
Municipality of Clarington Page 2
Report FND-009-16
Report Overview
The purpose of this report is to consider amending the traditional budget meeting structure to
establish a separate day for consideration of the external agencies budget requests and to
advise of the proposed budget dates for 2017.
1 .0 Background
1.1 At a meeting held on April 11, 2016, Council approved Resolution #GG-191-16:
That Staff be directed to prepare a report to the General
Government Committee on the structure of the Special Committee
meeting for the budget, including having a separate public meeting
for the members of the public and organizations to make
representations on the budget.
1.2 Traditionally, the budget deliberations are conducted through a Special General
Government Committee meeting held on a Friday. At this meeting, all external
agencies as well as any delegations to the budget are heard, immediately
followed by the budget report being presented and the deliberations then
following.
1.3 Due to the number of external agencies that are now involved in the budget
process, the bulk of the day is often dominated by discussions of the various
agency requests, leaving the time somewhat restricted for deliberations on the
municipal current and capital budgets.
1.4 It is proposed going forward that an additional Special General Government
Committee meeting be called generally on the business day preceding the
planned municipal budget deliberations with the additional meeting intended to
specifically allow for presentations, discussion and dialogue with external
agencies and any other delegations. These delegations by the agencies would
be specific to their budget requests. Decisions on their budget request would be
made at the full Special General Government Committee meeting for the full
municipal budget at the subsequent budget meeting. This will provide for the full
Special General Government Committee meeting for the municipal budget to be
dedicated specifically to municipal capital and current budget issues and final
decisions on agency requests.
Municipality of Clarington
Report FND-009-16 page 3
.0 2017 Proposed Budget Dates
2.1 A proposed timetable is being recommended by staff, taking into consideration
the above recommendation regarding external agencies, timing required for
necessary returned roll information, compilation and printing requirements,
distribution in advance of the budget of at least 10 days, existing meeting
schedules, and the Region of Durham budget dates.
2.2 The proposed timetable is as follows:
Friday, November 4, 2016 Budget Education Workshop
Friday, January 27, 2017 Special General Government Committee-
External agencies and delegations to the 2017
budget (anticipated half day)
Monday, January 30, 2017 Special General Government Committee- 2017
Budget deliberations
Monday, February 6, 2017 Regular Council- 2017 Budget ratification
2.3 The location for the budget education workshop is still to be finalized.
3.0 Concurrence - Not applicable
4.0 Conclusion
4.1 In order to address Council's concern regarding both having the opportunity for
external agencies and delegations to have ample opportunity to address Council
as well as having Council have ample opportunity to deliberate on the
municipality's current and capital budgets, it is recommended that the traditional
budget meeting structure be revised to establish a separate Special General
Municipality of Clarington
Report FND-009-16 Page 4
Government Committee meeting for External Agencies and delegations to the
budget to be heard generally the business day prior to the Special General
Government Committee meeting for annual budget deliberations.
4.2 Proposed budget dates for 2017 are also included in this report to give greater
notice to set aside those dates in advance.
Strategic Plan Application
The recommendations contained in this Report conform to the Strategic Plan.
Submitted b �; �
y:
- L Reviewed by:
Nancy( aylor, BA PA, CA anklin Wu,
Director of Finance/Treasurer Q � Chief Administrative Officer
NT/nt
Staff Contact: Nancy Taylor, Director of Finance/Treasurer, 905-623-3379 ext. 2602 or
ntaylor(a)-clarington.net
Attachments: N/A
The following is a list of the interested parties to be notified of Council's decision:
Clarington Public Library
Firehouse Youth Centre
Visual Arts Centre of Clarington
Clarington Museums and Archives
Community Care Durham
Bowmanville Older Adult Association
Newcastle Community Hall Board
Orono Cemetery Company