|
BUDGET
COMMITTEE
CITY
OF PETERBOROUGH
NOVEMBER
9, 23, 24, 25 and 26, 2009
DRAFT MINUTES, NOT APPROVED
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MINUTES OF A
MEETING OF BUDGET COMMITTEE HELD ON NOVEMBER 9, 23, 24, 25 and 26, 2009, IN CITY HALL
The Budget Committee meeting was called to order at 5:00
p.m. on November 9, 2009 in the General Committee Room.
Roll Call:
Councillor
Clarke, Chairman
Councillor
Doris
Councillor
Eggleton
Councillor
Hall
Councillor
Martin
Councillor
Pappas
Councillor
Peacock
Councillor
Vass
Councillor
Farquharson
Councillor
Peeters
Mayor Ayotte
Minutes
- October
19, 2009
Moved by
Councillor Pappas
That the minutes of the Budget Committee of October 19,
2009, be approved.
"CARRIED"
Disclosure of Pecuniary
Interest
There were no
declarations of pecuniary interest.
Senior Director of Corporate Services
Presentation
of 2010 Draft Budget
The
Senior Director of Corporate Services and the Manager of Financial Planning and
Revenue made a brief presentation regarding the proposed 2010 annual budget.
Moved by Mayor
Ayotte
That
EMS and Peterborough-Lakefield Community Police Service make a presentation to
Budget Committee on November 25, 2009.
Moved by
Mayor Ayotte
That
Council approve the recommendations outlined in Report CPFPRS09-038 dated
November 9, 2009, of the Senior Director of Corporate Services and the Chief
Administrative Officer, as follows:
a)
That the
November 9, 2009 presentation on the 2010 Budget be received.
b)
That the
recommendations contained in Appendix A of this report be moved for the purpose
of discussion.
Appendix A:
a)
That
the 2010 Budget documents, and all estimated revenues and expenditures, fees,
contributions to reserve and reserve funds, and proposed staffing levels
referenced in the documents be adopted.
b)
That the
user fees as set out in Book 2 be adopted as part of 2010 Budget process.
c)
That in 2010 MTE Consultants
assist staff in the more complex tax issues and calculations and actively
represent the City at Assessment Review Board hearings, as required. (Page 30)
d)
That any
unused Peterborough Technology Services Budget at the end of 2010 be
transferred to the Electronic Data Processing (EDP) Reserve, subject to the
overall year-end position and that if actual 2010 costs exceed the 2010 Budget,
funds may be drawn from the EDP reserve. (Page 30)
e)
That any
unused portion of the 2010 Winter Control Budget that may exist at year-end be
transferred to the Winter Control Reserve, subject to the overall year-end
position, and that if actual 2010 Winter Control costs exceed the 2010 Budget,
funds may be drawn from the Winter Control reserve. (Page 48)
f)
That any surplus funds at the end
of 2010 for Market Hall be transferred to a reserve account for unanticipated
maintenance expenses or small capital improvements. (Page 76)
g) That any surplus funds at the end of
2010 for the Peterborough Sport and Wellness Centre be transferred to the PSWC
Capital Conservation Reserve for future capital improvements. (Page 86)
h)
That any surplus funds at the end of 2010 for Arenas be transferred to
the Arena Equipment Reserve for future equipment purchases. (Page 96)
i)
That any
unspent repairs and maintenance budget within the Social Services Division at
the end of 2010 be transferred to the Social Services Facility Maintenance
Reserve, subject to the overall year end position. (Page 106)
j)
That any remaining unused Social
Services net budget at the end of 2010 be transferred to the Social Services
Reserve, subject to the overall year end position and that if actual 2010
Social Services costs exceed the 2010 Budget, funds may be drawn from the
reserve. (Page 110)
k) That any surplus in the 2010 Housing
Operating Budget at the end of 2010 be transferred to the Social Housing
Reserve, subject to the overall year end position and that if actual 2010 Housing
costs exceed the 2010 Budget, funds may be drawn from the Social Housing
Reserve. (Page 122)
l) That
any excess Airport development review fees at the end of 2010 be transferred to
the Airport Development Review Reserve for future Airport Development related
expenditures and that if the 2010 Airport development review costs exceed the
review fees, funds may be drawn from the Airport Development Review Reserve.
(Page 124)
m)
That any
unused Building Inspection Budget at the end of 2010 be transferred to the
Building Reserve
and that if actual building inspection costs exceed the 2010 Budget, funds may
be drawn from the Building Reserve.
(Page 126)
n)
That any unused portion of the
2010 tax write off account balance that may exist at year-end be transferred to
the Allowance for Doubtful Accounts Reserve, subject to overall year end
position and that if actual 2010 tax write-off costs exceed the 2010 Budget,
funds may be drawn from the Allowance for Doubtful Accounts Reserve. (Page
132)
o)
That any unused insurance budget
at the end of 2010 be transferred to the Insurance Reserve, subject to the
overall year-end position and that if actual 2010 insurance costs exceed the
2010 Budget, funds may be drawn from the Insurance Reserve. (Page 132)
p)
That any unused 2010 Contingency
Budget at the end of 2010 be transferred to the Capital Levy Reserve to be used
for Capital works subject to the overall 2010 year-end position. (Page 132)
q) That any adjustments to the
City’s portion of the 2010 Land Ambulance Budget be netted against the 2010
general contingency provision. (Page
136)
r) That any unused Land Ambulance Budget
at the end of 2010 be transferred to the EMS Reserve, subject to the overall
year-end position, and that if the actual 2010 Land Ambulance costs exceed the 2010
Budget, funds may be drawn from the EMS Reserve. (Page 136)
s)
That
any adjustments to the City’s portion of ORCA’s 2010 Budget, based on the final
approved ORCA Budget, be netted against the City’s 2010 general contingency
provision. (Page 137)
t) That any adjustments to the
City’s portion of CCHU’s 2010 Budget, based on the final approved CCHU Budget,
be netted against the City’s 2010 general contingency provision. (Page 137)
u) That if the City receives more
2010 OMPF than the $1.8 million amount reflected in the 2010 budget, a 2010
budget transfer be made to increase the OMPF amount and decrease the draw from
the Social Services Reserve. (Page 140)
v) That any surplus funds from 2010
operations in excess of $100,000 be transferred to the Capital Levy Reserve to
be used for capital works. (Page 142)
w) That a by-law be passed to establish
the 2010 tax ratios for each property class as set out in the 2010 Operating budget. (Page 156)
x)
That
a system of graduated tax rates within the Commercial and Industrial classes
not be implemented for 2010. (Page 156)
y)
That
the capping policy for 2010 for the Multi-residential, Commercial and
Industrial classes be as follows:
i. Capping be based on a
maximum increase threshold at the greater of 10% of the previous year’s
annualized capped taxes and 5% of the previous year’s annualized CVA tax for
the eligible property.
ii. No capping credit be
applied for properties where
the required billing adjustment is within a $250 credit of the properties’ CVA
tax; affected
properties would be billed at their full CVA tax level.
iii. That properties that
achieved CVA tax in 2009 remain at CVA tax from 2010 forward regardless of how
reassessment affects the property.
iv. That properties that cross
over from the clawback to the capping category or vice versa from 2009 to 2010
be taxed at CVA tax.
z) That the
threshold on the tax level for eligible new construction be 100%.
aa)
That
the Tax ratio reductions for mandated subclasses of vacant units remain at 30%
for the Commercial class and 35% for the Industrial class.
bb)
That
the 2010 tax rate for farmland awaiting development subclasses be 25% of the
residential rate. (Page 156)
Moved by
Councillor Hall
That MPP Jeff Leal be asked
to attend as a delegation to the budget process.
Moved by
Councillor Hall
That
Trent University, Peterborough Foundation, and Mapleridge Seniors make a
presentation to Budget Committee on November 25, 2009.
“CARRIED”
Moved by
Councillor Peeters
That
the Peterborough Humane Society and GPAEDC make a presentation to Budget
Committee on November 25, 2009.
Upon the
motion of Councillor Hall, this motion carried.
Moved by
Councillor Hall
That CoPHI
make a presentation to Budget Committee.
“LOST”
Moved by
Councillor Farquharson
That the Festival
of Lights make a presentation to Budget Committee.
“LOST”
Moved by
Councillor Pappas
That this meeting recess at
5:55 p.m. and reconvene at 5:00 p.m. on November 23, 2009.
"CARRIED"
Nancy Wright-Laking
City Clerk
Councillor H. Clarke
Chairman
Budget
Committee reconvened at 5:00 p.m. on November 23, 2009, in the General
Committee Room. All members were in attendance.
Jeff Leal,
MPP was in attendance to answer questions of the Committee.
Mayor Ayotte
left the meeting room at 5:35 p.m. and returned at 5:40 p.m.
Moved by
Councillor Peacock
That Budget Committee move
into closed session to discuss two items under Section 239(2)(d) Labour
Relations or Employee Negotiations.
“CARRIED”
Moved by
Councillor Pappas
That Committee move into open session at 7:26 p.m.
That
Committee accept the Recommended 2010 Service Reductions/Revenue Adjustments
reflected on pages 23-25 of the 2010 Budget Highlights Book.
Moved by
Councillor Farquharson
That the
Election Budget be reduced by $40,000.
MOTION
WITHDRAWN
Moved by
Councillor Farquharson
That the Design and
Construction Technologist/Inspector position that is presently vacant and
proposed as an extended temporary position until December 2010 be removed and
the $63,232 savings be used to reduce the net tax levy.
“CARRIED”
Councillor
Martin left the meeting room at 9:36 p.m. and returned at 9:39 p.m.
Moved by
Councillor Pappas
That the meeting recess at
9:40 p.m. and to reconvene at 5:00 p.m. on November 24, 2009.
“CARRIED”
Nancy Wright-Laking
City Clerk
Councillor H. Clarke
Chairman
Budget
Committee reconvened at 5:00 p.m. on November 24, 2009 in the General Committee
Room. All members were in attendance. Mayor Ayotte arrived at 5:10 p.m.
Moved by
Councillor Hall
That
a report come forward from Utility Services, in consultation with the City
Solicitor to investigate low flow toilet programs and other water reducing
programs.
“CARRIED”
The meeting
recessed at 6:50 p.m. and reconvened at 7:05 p.m.
Moved by
Councillor Farquharson
That the
$533,700 2010 allocation for Capital Project 5-5.01 on page 139 of the
2010-2019 Capital Budget Details " Various New Sidewall
Installations" be reduced to $470,500 and the funding be changed to
reflect a $134,400 Contribution from the Provincial Surplus Reserve and
$336,100 from Capital levy.
Moved by
Councillor Peacock
That the 2010 Fire Services
operating budget and the net tax levy be reduced by $40,000.
“CARRIED”
Moved by
Councillor Farquharson
That
the Community Service Grants be amended to increase the grant to the Little
Lake Music Fest, by $16,000 to facilitate police staffing expenses.
“MOTION
WITHDRAWN”
Moved by
Councillor Martin
That
Showplace, Community Care Peterborough, and the Little Lake Music Fest, be
invited to make a presentation to Budget Committee on November 25, 2009.
“CARRIED”
Mayor Ayotte
left the meeting room at 8:17 p.m. and returned at 8:18 p.m.
Councillor
Martin left the meeting room at 8:17 p.m. and returned at 8:18 p.m.
Moved by
Councillor Farquharson
That
the capital budget for the 2010 Dock Replacement Program be reduced by $100,000
and that these funds be used to reduce the tax levy.
Moved by
Councillor Doris
That
the matter of the Dock Replacement Program be referred until additional
information on the Peterborough Marina is received by Committee.
Councillor
Martin left the meeting at 8:50 p.m.
Upon the
motion by Councillor Doris, this motion carried.
Moved by
Councillor Farquharson
That the Assistant Emergency Planner position be extended
to March 1, 2011.
“CARRIED”
That the 2010 Fire Services
operating budget be reduced by an additional $30,000.
Moved by
Councillor Farquharson
That the Question be Put.
“LOST”
Upon the
motion by Councillor Hall, this motion carried.
Moved by
Councillor Pappas
That the meeting recess at 9:40 p.m. and reconvene at
5:00 p.m. on November 25, 2009.
“CARRIED”
Kevin Arjoon
Deputy City Clerk
Councillor H. Clarke
Chairman
Budget
Committee reconvened at 5:02 p.m. on November 25, 2009 in the Council Chambers.
All members were in attendance.
John Butler, Treasurer, Bob English, Chief of
Emergency Medical Services
and Gary
King, Chief Administrative Officer, County of Peterborough made a budget presentation on behalf
of the Peterborough County Medical Services.
Police
Services Board Chair, Thomas
H. B. Symons, Police Chief Murray Rodd and Deputy Chief of Police Steve
Streeter made a budget presentation on behalf of the
Peterborough Lakefield Community Police Service.
Budget
Committee recessed at 7:00 p.m. and reconvened at 7:07 p.m.
Councillor
Vass returned to the meeting at 7:08 p.m.
In-coming
Chair Laurianne S. Gruzas and Out-going Chair David Fell made a
budget presentation on behalf of the Greater Peterborough Area Economic
Development Corporation.
Peter
Adams, Volunteer Chair, Trent University Athletics Centre Expansion and
Renovation, made a budget presentation on behalf of Trent University Athletics
Centre.
Councillor
Peeters returned to the meeting at 7:13 p.m.
Councillor
Farquharson returned to the meeting at 7:16 p.m.
Bill
Lockington, Chair of the Community Foundation, made a budget presentation on
behalf of the Community Foundation.
Wilma
Gallow, Fundraising Chair, Board of Directors made a budget presentation on
behalf of Mapleridge Seniors.
Councillor
Pappas left the meeting at 8:24 p.m. and returned at 8:25 p.m.
Brad
Algar made a budget presentation on behalf of Peterborough Humane Society.
Councillor
Farquharson left the meeting at 8:35 p.m. and returned at 8:48 p.m.
Ray
Marshall, General Manager, made
a budget presentation on behalf of Showplace
Performance Centre.
Mary-Lynn
Koekkoek, Manager of Community Development, Community Care made a budget presentation on behalf of Community Care Peterborough.
Dave
Patterson, Board Member and Kathy Kirkland, General Manager, made a budget presentation on behalf
of Little Lake Music
Fest.
Councillor
Peacock left the meeting at 9:14 p.m. and returned at 9:27 p.m.
Moved
by Councillor Farquharson
That the meeting recess at
9:36 p.m. and reconvene at 5:00 p.m. on November 26, 2009.
“CARRIED”
John Kennedy
Deputy City Clerk
Councillor H. Clarke
Chairman
Budget
Committee reconvened at 5:00 p.m. on November 26, 2009 in the General Committee
Room. All members were in attendance.
Moved
by Councillor Hall
That
a Capital Budget be established within the Facilities and Special Projects
Section of the 2010-2019 Capital Budget Details Book for a $1.0 million
contribution to Trent University Athletics Centre Expansion and Renovation
Project
And
that the $1.0 million contribution be made in five $200,000 annual instalments
over the period 2010 – 2014.
And
the annual instalments be financed from Capital Levy
And
that the City’s Debt Financing Policy be amended so that the maximum amount of
Tax Supported Debt that can be issued in the years 2010 to 2014, within the
existing policy, be increased in each of the years 2010 through 2014 by
$200,000 per year.
And
that the principal and interest payments, related to any portion of the $1.0 M
Special Tax Supported Debt to be issued, be added to the tax levy requirement
in the years they become payable.
And
that the $200,000 Capital Levy Financing for the year 2010 reflected in Project
7-3.01 (Technology Drive Watermain Looping) in the 2010-2019 Capital Budget
Details Book be changed to reflect $200,000 Special Tax Supported Debt.
Moved by
Councillor Eggleton
That the
Question be Put
“CARRIED”
Upon the
motion by Councillor Hall, this motion carried.
Moved by
Councillor Hall
That
a $150,000 line item be added on page 139 of the 2010 Budget Highlights Book
entitled “One-time 2009 Surplus Funds to be Carried Forward as 2010 Revenue”
And that a one-time $150,000
Grant to the Community Foundation be added to the 2010 Operating Budget (page
74 of the 2010 Highlights Book).
“CARRIED”
Moved
by Councillor Doris
That
a Capital Budget be established within the Facilities and Special Projects
Section of the 2010-2019 Capital Budget Details Book for a $200,000
contribution to Maple Ridge Seniors Centre to be funded from the Capital Levy
Reserve.
And
that the $200,000 contribution be made in two $100,000 annual instalments over
the period 2010 – 2011.
“CARRIED”
Moved by
Councillor Farquharson
That
a $16,000 provision be added to the Other Financial Expenditure Section of the
2010 Budget Highlights Book (Page 131) to provide for the Policing Costs for
the Little Lake Music Fest, on an annual basis.
And that expenditures from the
account be made only upon authorization of the Chief Administrative Officer
based on invoices received from the Police.
“CARRIED”
Moved
by Councillor Farquharson
That the $1,636,887 provision
for 2010 Winter Control expenditures, shown on page 47 of the 2010 Budget
Highlights Book, be increased by $50,000 to $1,686,887 to provide an enhanced
level of snow clearing in the downtown on a trial basis during 2010, and that
the additional $50,000 be drawn from the Winter Control Reserve.
And
that if the enhanced level of snow clearing continues beyond the 2010 the
winter control base budget be increased by $50,000.
Moved by
Councillor Peacock
That the Question be Put.
“CARRIED”
Upon the
motion by Councillor Farquharson, this motion carried.
Moved
by Mayor Ayotte
That
the $12,118 portion of the $570,218 provision for Community Service Grants
shown on 74 of 2010 Budget Highlights Book, allocated to Community Care, be
increased by $12,882 to $25,000, and
That
the $80,000 portion of the $570,218 provision for Community Service Grants
shown on 74 of 2010 Budget Highlights Book, allocated to Showplace, be
increased by $20,000 to $100,000 and that $20,000 be allocated from the funds
previously set aside for Storefront Beautification.
Moved
by Councillor Eggleton
That
the Question be Put
Upon
the motion by Mayor Ayotte, this motion lost.
That
the $12,118 portion of the $570,218 provision for Community Service Grants
shown on 74 of 2010 Budget Highlights Book, allocated to Community Care, be
increased by $12,882 to $25,000, and
That
the $80,000 portion of the $570,218 provision for Community Service Grants
shown on 74 of 2010 Budget Highlights Book, allocated to Showplace, be
increased by $20,000 to $100,000.
“CARRIED”
Moved by
Mayor Ayotte
That the $20,000 in the 2007
capital account for Storefront Beautification be transferred into the 2010
operating fund as revenue.
Moved
by Councillor Peeters
That the Question be Put.
“CARRIED”
Upon
the motion by Mayor Ayotte this motion carried.
Moved
by Councillor Farquharson
That
the capital budget for the 2010 Dock Replacement Program be reduced by $100,000
and that these funds be used to reduce the tax levy.
“MOTION
WITHDRAWN”
Moved by Councillor
Vass
That
Community Services prepare a report on Youth Centres.
Moved by
Mayor Ayotte
That the Question be Put
“CARRIED”
Upon the
original motion by Councillor Vass, this motion carried.
Moved
by Councillor Doris
That
staff prepare a report on the 2010 Dock Replacement program to a Committee of
the Whole meeting, during the First Quarter of 2010, advising how the City
could move forward on this project.
Moved
by Councillor Peacock
That the Question be Put.
“CARRIED”
Upon
the motion by Councillor Doris, this motion carried.
Moved
by Councillor Vass
That
the $20,000 transferred into the 2010 operating fund as revenue from the
Storefront Beautification be allocated to the Peterborough Museum and Archives
to create posters from the Roy Collection photographs for display in Downtown
Storefronts.
“LOST”
Moved
by Councillor Vass
That a report come forward
from Community Services with respect to the Peterborough Museum and Archives
using the Roy Collection photographs to create posters for display in Downtown
Storefronts.
“CARRIED”
The
meeting recessed at 7:15 p.m. and reconvened at 7:30 p.m.
Moved by Councillor
Doris
That the matter of Transit
Services be reviewed by staff and brought forward, as a report to a Committee of
the Whole meeting, during the First Quarter of 2010.
“CARRIED”
Councillor
Peacock raised a point of order with respect to the way the review of the
budget document was conducted.
Moved
by Councillor Hall
That Council receive a report
from Community Services, with respect to private boxes at the Memorial Centre.
“CARRIED”
Moved by Councillor Hall
That
County Council pays its legally committed contractual amount towards the Hostel
program in the Social Services Division, being a $301,000 contribution from the
County and $287,000 from the City.
Moved by
Councillor Farquharson
That Committee move into closed session to discuss one item under Section
239(2)(f) Advice That Is Subject To Solicitor-Client Privilege, Including
Communications Necessary For That Purpose.
“ CARRIED”
Committee
moved into closed session at 7:55p.m. in to the City Board Room.
Moved by
Councillor Farquharson
That Committee move into open session at 8:02 p.m.
“ CARRIED”
Budget
Committee reconvened in open session at 8:02 p.m. in the General Committee
Room.
That
a report from Community Services be requested within the First Quarter of 2010
regarding the funding arrangements that the City has entered on Hostels and the
Drop in Centre Activity and that the agreement entered by the City and the
County be attached to the report.
“ CARRIED”
Moved by
Councillor Doris
That
Committee discuss page154 of the Budget Highlights Book, regarding Tax Policy.
Councillor
Peacock left the meeting room at 9:14 p.m. and returned to the meeting room at
9:16 p.m.
Moved
by Mayor Ayotte
That
this meeting of Budget Committee adjourn at 9:42 p.m.
"CARRIED"
Kevin Arjoon
Deputy City Clerk
Councillor H. Clarke
Chairman