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Budget Committee
City of Peterborough
November 23, 24 and 25, 2015
Draft Minutes Not Approved
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Minutes of a Meeting of the
Budget Committee held on November 23, 24 and 25, 2015 in the Council Chambers,
City Hall.
The
Budget Committee meeting was called to order at 5:00 p.m. on November 23, 2015 in
the Council Chambers.
Roll Call:
Confirmation
of Minutes – November 2 and 18, 2015
Moved by
Councillor Parnell
That the
minutes of the meetings of November 2 and 18, 2015 be approved.
“CARRIED”
Disclosure
of Pecuniary Interest
Councillor
Pappas declared an interest with the Central Area CIP Improvement and the Facade
Improvement Program (Page 144) as his business is involved in these programs.
Councillor
Vassiliadis declared an interest in the Peterborough County City Health Unit
move to King Street and the Louis Street Urban Park as he owns a business in
proximity to these two sites
Mayor Bennett
declared an interest on transit matters as he owns a taxi business.
Director of Corporate Services
Report
CPFS15-050
2016
Draft Budget
Moved
by Councillor Beamer
That
the following recommendations be moved for the purpose of discussion:
a)
That
the 2016 Draft Budget, 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 and charges as set out in Book 2 be adopted as part of 2016 Budget
process.
c)
That any
unused CAO Budget at the end of 2016 be transferred to the Organizational
Development Reserve, subject to the overall year-end position. (Page 24)
d)
That any
unused Peterborough Technology Services Budget, at the end of 2016, be
transferred to the Electronic Data Processing (EDP) Reserve, subject to the
overall year-end position and that if actual 2016 costs exceed the 2016 Budget,
funds may be drawn from the EDP reserve. (Page 31)
e)
That
any Engineering
Overhead surplus be transferred to the Engineering Design and Inspection
Reserve, subject to the overall year-end position and that if actual 2016
Engineering costs exceed the Budget, funds may be drawn from the Engineering Design and
Inspection Reserve.
(Page 57)
f)
That any
unused portion of the 2016 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 2016 Winter Control costs exceed the 2016 Budget, funds may
be drawn from the Winter Control reserve. (Page 74)
g)
That any unused
Traffic Signal Maintenance Budget at the end of 2016 be transferred to the
Traffic Signal Reserve, subject to the overall year-end position and that if
the actual 2016 Traffic Signal Maintenance costs exceed the 2016 Budget, funds
may be drawn from the Traffic Signal Reserve. (Page 82)
h)
That any surplus funds at the end
of 2016 for Market Hall be transferred to the Market Hall Capital Reserve for
unanticipated maintenance expenses or small capital improvements. (Page 105)
i)
That any
unused Sustainability Budget, at the end of 2016, be transferred to the
Sustainability Reserve, subject to the overall year-end position, and that if
actual 2016 costs exceed the 2016 Budget, funds may be drawn from the
Sustainability Reserve. (Page 105)
j)
That any surplus
funds at the end of 2016 for the Peterborough Sport and Wellness Centre be
transferred to the PSWC Capital Conservation Reserve for future capital
improvements. (Page 110)
k)
That any surplus funds at the end
of 2016 for Arenas be transferred to the Arena Equipment Reserve for future
equipment purchases. (Page 121)
l)
That any unused Homelessness net
budget at the end of 2016 be transferred to the General Assistance Reserve, to
be used for future investment in homelessness prevention programs, subject to
the overall year-end position and that if actual 2016 Homelessness costs exceed
the 2016 Budget, funds may be drawn from the reserve. (Page 134)
m)
That any unused Community Social
Plan net budget at the end of 2016 be transferred to the Social Services
Community Social Plan 40/60 Reserve for future program development, subject to
the overall year-end position and that if actual 2016 Community Social Plan
costs exceed the 2016 Budget, funds may be drawn from the reserve. (Page 134)
n)
That any remaining unused Social
Services net budget at the end of 2016 be transferred to the General Assistance
Reserve, subject to the overall year-end position and that, if actual 2016
Social Services costs exceed the 2016 Budget, funds may be drawn from the
reserve. (Page 134)
o)
That any
surplus in the 2016 Housing Operating Budget at the end of 2016 be transferred
to the Housing Reserve, subject to the overall year-end position and that, if
actual 2016 Housing costs exceed the 2016 Budget, funds may be drawn from the
Housing Reserve. (Page 150)
p)
That any
surplus in the 2016 Housing Choice Rent Supplement Program at the end of 2016
be transferred to the Housing Choice Rent Supplement Reserve, subject to the
overall year-end position and that, if actual 2016 Rent Supplement costs exceed
the 2016 Budget, funds may be drawn from the Rent Supplement Reserve. (Page
150)
q)
That any excess Airport development review fees at the end of
2016 be transferred to the Airport Development Review Reserve for future
Airport Development related expenditures and that if the 2016 Airport
development review costs exceed the review fees, funds may be drawn from the
Airport Development Review Reserve. (Page 154)
q.1) That
any unused Building Inspection Budget at the end of 2016 be transferred to the
Building Division Reserve and that, if actual building inspection costs exceed
the 2016 Budget, funds may be drawn from the Building Division Reserve. (Page
158)
r)
That any adjustment to the City’s
2016 requirement for the Municipal Property Assessment Corporation (MPAC), be
netted against the City’s 2016 General Contingency provision. (Page 163)
s)
That any unused portion of the
2016 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 2016 tax write-off costs exceed the 2016 Budget,
funds may be drawn from the Allowance for Doubtful Accounts Reserve. (Page
165)
t)
That any unused Employee Benefits Budget at the end of 2016 be
transferred to the Employee Benefits Reserve, subject to the overall year-end
position, and that, if actual 2016 employee benefits exceed the 2016 Budget,
funds may be drawn from the Employee Benefits Reserve. (Page 165)
u)
That any
unused Insurance Budget at the end of 2016 be transferred to the Insurance
Reserve, subject to the overall year-end position and that, if actual 2016 insurance
costs exceed the 2016 Budget, funds may be drawn from the Insurance Reserve.
(Page 165)
v)
That any
unused 2016 Contingency Budget at the end of 2016 be transferred to the Capital
Levy Reserve to be used for Capital works subject to the overall 2016 year-end
position. (Page 165)
w)
That any
unused Police Services Legal fees Budget at the end of 2016 be transferred to
the Legal Fees Policing Reserve, subject to the overall year-end position and
approval through the Treasurer, and that if the actual 2016 Police legal fees
costs exceed the 2016 Budget, funds may be drawn from the Policing Legal Fees
Reserve. (Page 169)
x)
That any
unused Police Services Budget at the end of 2016 be transferred to the Police
Special Projects Reserve, subject to the overall year-end position and approval
by City Council and that, if the actual 2016 Police Services costs exceed the
2016 Budget, funds may be drawn from the Police Special Projects Reserve.
(Page 169)
y)
That
any adjustments to the City’s portion of the 2016 Peterborough County/City Paramedics Services Budget be netted
against the 2016 General Contingency provision. (Page 174)
z)
That any unused Peterborough County/City
Paramedics Services
(PCCP) Budget at the end of 2016 be transferred to the PCCP Reserve, subject to
the overall year-end position and that, if the actual 2016 PCCP costs exceed
the 2016 Budget, funds may be drawn from the PCCP Reserve. (Page 174)
aa)
That
any adjustments to the City’s portion of ORCA’s 2016 Budget, based on the final
approved ORCA Budget, be netted against the City’s 2016 general contingency
provision. (Page 175)
bb)
That any adjustments to the City’s
portion of CCHU 2016 Budget, based on the final approved CCHU Budget, be netted
against the City’s 2016 general contingency provision. (Page 176)
cc)
That the 2016 budget request
representing the levy required by the Downtown Business Improvement Area of the
Corporation of the City of Peterborough during the year 2016 totalling
$298,685, be approved. (Page 180)
dd)
That the 2016 budget request
representing all sums required by the Village Business Improvement Area of the
Corporation of the City of Peterborough during the year 2016 totalling $16,380,
be approved. (Page 181)
ee)
That any net surplus funds, after
the disposition of the recommendations in this report, from 2016 operations in
excess of $100,000 be transferred to the Capital Levy Reserve to be used for
Capital works. (Page 183)
ff)
That a by-law be passed to
establish the 2016 tax ratios for each property class as set out in the 2016
Operating Budget. (Page 193)
gg)
That the 2016 tax rate for
farmland awaiting development subclasses be 75% of the residential rate. (Page
194)
hh)
That a system of
graduated tax rates within the Commercial and Industrial classes not be
implemented for 2016. (Page 194)
ii)
That the capping policy
for 2016 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.
(Page 194)
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. (Page 194)
iii. That
properties that achieved CVA tax in 2015 remain at CVA tax from 2016 forward
regardless of how reassessment affects the property. (Page 194)
iv. That
properties that cross over from the clawback to the capping category or vice
versa from 2015 to 2016 be taxed at CVA tax. (Page 194)
kk) That the threshold on the
tax level for eligible new construction be 100%. (Page 194)
ll) That the Tax
ratio reductions for mandated subclasses of vacant units remain at 30% for the
Commercial class and 35% for the Industrial class. (Page 194)
“CARRIED”
Agencies Not Requiring a Presentation – Consent Agenda
Moved
by Councillor Vassiliadis
That
agenda items 3, 4, 7, 8 and 9 be approved as part of the Consent Agenda and,
That
Peterborough Economic Development, Peterborough Humane Society and Peterborough
Police Services make presentations on November 24, 2015.
“CARRIED”
Director of Corporate Services
Report CPFS15-059
Primary Health Care Services Draft 2016 Budget for the
Physician Recruitment Program
Moved
by Councillor Vassiliadis
That Council approve the recommendation outlined in Report
CPFS15-059, dated November 23, 2015, of the Director of Corporate Services as
follows:
That the
budget details provided to Budget Committee by the Primary Health Care Services
for the 2016 Budget for the Physician Recruitment Program, be received.
“CARRIED”
Director of Corporate Services
Report CPFS15-060
Otonabee Region Conservation Authority
Moved
by Councillor Vassiliadis
That Council approve the recommendations
outlined in Report CPFS15-060, dated November 23, 2015, of the Director of
Corporate Services as follows:
a)
That
the budget details provided to Budget Committee by the Otonabee Region
Conservation Authority, be received.
b) That
the $714,746 provision for Otonabee Region Conservation Authority included in
the 2016 Draft Operating Budget on page 175 of the 2016 Highlights Book be
increased by $7,198 to $721,944 and that the additional $7,198 be transferred
from General Contingency on page 164 of the 2016 Highlights Book decreasing it
from $778,298 to $771,100.
“CARRIED”
Director of Corporate Services
Report CPFS15-063
Peterborough County/City Health Unit
Moved
by Councillor Vassiliadis
That Council approve the recommendation outlined in Report
CPFS15-063, dated November 23, 2015, of the Director of Corporate Services as
follows:
That the budget details provided to Budget Committee by
Peterborough County/City Health Unit, be received.
“CARRIED”
Director of Corporate Services
Report CPFS15-064
Fairhaven 2016 Budget
Moved
by Councillor Vassiliadis
That Council approve the
recommendation outlined in Report CPFS15-064, dated November 23, 2015, of the
Director of Corporate Services as follows:
That the budget details provided to
Budget Committee by Fairhaven, be received.
“CARRIED”
Director of Corporate Services
Report CPFS15-065
Peterborough County/City Paramedics Service 2016 Budget
Moved
by Councillor Vassiliadis
That Council approve the
recommendation outlined in Report CPFS15-065, dated November 23, 2015, of the
Director of Corporate Services as follows:
That the budget details provided to
Budget Committee by the Peterborough County/City Paramedics Service, be
received.
“CARRIED”
Fire Station Relocations (page 27)
Moved
by Councillor Pappas
That
staff provide a report on the projected use of our fire stations, how each
station is utilized and what, if any, costs savings are available and the response
times from each station, before next budget.
“CARRIED”
Director of Corporate Services
Report CPFS15-054
Sponsorship, Naming Rights and Advertising Policy (page
31)
Moved
by Councillor Pappas
That Council approve the recommendation outlined in Report
CPFS15-054, dated November 23, 2015, of the Director of Corporate Services as
follows:
a)
That the
Sponsorship, Naming Rights and Advertising Policy, as set out in Appendix A to
Report CPFS15-054, be approved, as amended.
b)
That staff
report back to Council in three years with an update on the program.
“CARRIED”
Moved
by Councillor McWilliams
That
the following motion be tabled, subject to staff providing information on the
feasibility to remove the sidewalk from the north side of the Riverside Drive
construction project:
That
the sidewalk identified for the north side of the Riverside Drive construction project
be removed.
The
Chair called for a brief recess at 7:14 p.m.
The
Chair resumed the meeting at 7:29 p.m.
Traffic
Engineering Technologist Position
Moved
by Councillor Vassiliadis
a)
That
a new Traffic Engineering Technologist position be created and the net
provision of $1,795,198 for Traffic, shown on page 78 of the 2016 Highlights
Book and pages 74-75 of the 2016 Operating Budget Details Book, be adjusted as
follows: the Personnel line be increased by $58,000; the Contractual Services be
decreased by $20,000; and a Transfer from the Traffic Signal Reserve be
increased by $38,000 for a net tax levy impact of zero and,
b)
That
staff provide a report for the 2018 Budget updating Council on the work
associated with this position.
“CARRIED”
Statutory Holiday Transit Service (page
78)
Moved
by Councillor Vassiliadis
a)
That
the net provision of $6,700,602 for Transit, shown on page 78 of the 2016
Highlights Book and pages 76-77 of the 2016 Operating Budget Details Book, be
adjusted as follows: the Personnel line be increased by $120,000; the Repairs and
Maintenance line be increased by $34,800; Fees, Services Charges and Donations
line be increased by $28,000; and the Contribution from Reserve from the
Provincial Gas Tax Reserve be increased by $126,800 for no net tax levy impact.
b)
That
staff report back in two years with an update on ridership statistics for
statutory holidays.
“CARRIED”
Councillor
Clarke stepped-down as Chair at 8:34 p.m.
Councillor
Beamer assumed the Chair.
City Support for
Refugees
Director of Community Services
Report CSACH15-006
Relocation of Syrian Refugees
Moved
by Councillor Pappas
a)
That
a new line be added as an Expenditure under Community Services
Administration,
as shown on page 103 of the 2016 Highlights Book and pages 87-91 of the 2016
Operating Budget Details Book, with a budget of $25,000 for the Integration of
the Refugees into the City of Peterborough and that the impact to the
all-inclusive rate is 0.01 moving the total all-inclusive rate to 2.51%;
b)
That
staff work with outside agencies to determine how best to allocate the funds;
c)
That
the 2017 Draft Budget include a further $25,000 for the Integration of the
Refugees and
d)
That
staff report back to Council as required to provide an update on the activities
associated with this project.
e)
That
the report on potential City support for the relocation of Syrian refugees to
Peterborough be received for information.
“CARRIED”
Director of Community Services
Report CSD15-023
2016 Community Service Grant Consideration for Artspace
Moved
by Councillor Pappas
That
Council approve the recommendations outlined in Report CSD15-023, dated
November 23, 2015, of the Director of Community Services, as follows:
a)
That
Artspace be funded from the City’s Community Service Grant program, commencing
in 2016;
b)
That
the 2016 funding for Artspace be $20,000 with the funds transferred from the
Community Services Administration Sponsorship budget; and
c)
That
the Draft 2017 Budget include an additional $15,000 for a total allocation of
$35,000 for Artspace in 2017.
“CARRIED”
County Jail Park Project (page 106)
Moved
by Councillor McWilliams
That
the $150,000 identified on page 106 of the Budget Highlights Book for the
County Jail Park be removed from the capital budget and placed in the capital
levy reserve.
Moved
by Councillor Baldwin
That
the matter be deferred to the December 7, 2015 Council meeting to allow for a
presentation by the County representatives on the project.
“LOST”
Upon
the main motion of Councillor McWilliams, the motion carried.
Moved
by Councillor Pappas
That
County representatives make a presentation on the County Jail Park Project at
the November 30, 2015 Committee of the Whole meeting.
“
MOTION WITHDRAWN”
Moved
by Councillor Pappas
That
Committee recess at 9:29 p.m. until 5:00 p.m. on Tuesday November 24, 2015.
“CARRIED”
John
Kennedy, City Clerk
The
Chair reconvened the meeting at 5:00 p.m., November 24, 2015 in the Council
Chambers.
Director of Corporate Services
Report CPFS15-061
Peterborough Economic Development
Peter
Gaffney, Board Chair provided a presentation on Peterborough Economic
Development.
Moved
by Councillor Haacke
That Council approve the
recommendation outlined in Report CPFS15-061, dated
November 23, 2015, of the Director of
Corporate Services as follows:
That the presentation and budget
details presented to the November 24, 2015 Budget Committee by Peterborough
Economic Development, be received.
Moved
by Councillor Riel
That
commencing in 2016, economic development services be provided by the City of
Peterborough through the Planning and Development Services Department.
Moved
by Councillor Pappas
That
Budget Committee move
into Closed Session to discuss
one item under the Municipal Act, 2001 Section 239(2)(f) Advice that is subject to
solicitor-client privilege, including communications necessary for that
purpose.
“CARRIED”
The
meeting reconvened in Open Session at 5:48 p.m.
Councillor
Riel withdrew his motion regarding the provision of economic development
services in-house.
Upon
the original motion of Councillor Haacke, the motion carried.
Director of Corporate Services
Report CPFS15-062
Peterborough Humane Society
Judy
O’Brien, Executive Director, provided a presentation regarding the Peterborough
Humane Society.
Moved
by Councillor Baldwin
That Council approve the
recommendation outlined in Report CPFS15-062, dated November 23, 2015, of the
Director of Corporate Services as follows:
That the presentation and budget
details presented to the November 24, 2015 Budget Committee by Peterborough
Humane Society, be received.
“CARRIED”
Director of Corporate Services
Report CPFS15-066
Peterborough Police Services 2016 Budget
Bob
Hall, Chair of the Peterborough Police Service Board, provided a presentation
on the Peterborough Police Service 2016 budget.
Moved
by Councillor Haacke
That Council approve the
recommendation outlined in Report CPFS15-066, dated November 23, 2015, of the
Director of Corporate Services as follows:
That the presentation and budget
details presented to the November 24, 2015 Budget Committee by Peterborough
Police Services, be received.
“CARRIED”
Councillor
Clarke stepped-down as Chair at 7:00 p.m. Councillor Beamer assumed the Chair.
The
Chair called for a recess at 7:15 p.m.
The
Chair resumed the meeting at 7:31 p.m.
Director of Corporate Services
Report CPFS15-055
Funds Required and Timelines for Key Capital Projects
Mayor
Bennett provided opening comments and discussed the overall capital budget referenced
in Report CPFS15-055.
Moved
by Councillor Clarke
That
Council approve the recommendation outlined in Report CPFS15-055 dated November
18, 2015, of the Director of Corporate Services, as follows:
That a
further increase of 0.5% be added to the 0.5% 2016 capital component of the all-inclusive
tax increase, for a total 2016 all-inclusive increase of 3.01%, and that the
2017 Draft Capital Budget be prepared to include a further 1.00% all-inclusive
tax rate increase for key specific projects.
“CARRIED”
Arena Project (page 122)
Moved
by Councillor Haacke
That
the new arena facility as referenced on page 122 of the Budget Highlights Book,
be allocated $1.5 million in the 2016 budget.
“CARRIED”
Public
Works Yard (page 75)
Moved by
Councillor Parnell
That the
Public Works Relocation Project as referenced on page 75 of the Budget Highlights
Book be increased from $3.5 million by $3.2
million to $6.7 million in the 2016 budget.
“CARRIED”
Charlotte
Street Renewal Louis Street Urban Park (page 141)
Due to
Councillor Vassiliiadis previously declared conflict, he did not discuss or
vote on this matter.
Moved by
Councillor Therrien
That
the Charlotte Street Renewal and Louis Street Urban Park project as referenced on
page 141 of the Budget Highlights Book be allocated $4.2 million in the 2016
budget.
“CARRIED”
Housing
Stability and Rent Supplement Programs
Moved by
Councillor Therrien
That a staff
report be brought forward in the first quarter of 2016 outlining the implications
of providing additional funds as follows:
a)
An
additional allocation of $50,000 to the Housing Stability Program as a one time
draw funded from the General Assistance Reserve, and
b)
An
additional allocation of $50,000 to the Rent Supplement Program funded from the
General Assistance Reserve.
“CARRIED”
Discretionary
Benefits
Moved by
Councillor Riel
That $100,000 be added to the Social
Services overall discretionary benefits budget to address the following
priority areas:
a)
$50,000 to
adult dentures; and
b) $50,000 to the recreation
subsidy, with the intention that the subsidy be returned to $200 per year per
child.
Items a) and b) were voted on
separately and carried.
Moved
by Councillor Clarke
That
Committee recess at 9:43 p.m. until 5:00 p.m. on Wednesday November 25, 2015.
“CARRIED”
Natalie
Garnett, Deputy City Clerk
The Chair reconvened
Budget Committee at 5:02 p.m. in the Council Chambers on Wednesday, November 25,
2015.
Reducing All Inclusive Tax Rate
Moved
by Councillor Baldwin
That the net provision of
$4,547,895 for Peterborough County/City Paramedics (PCCP), shown on page 173 of
the 2016 Highlights Book and pages 148-149 of the 2016 Operating Budget Details
Book, be decreased by $100,000 to $4,447,895 through a Contribution from the PCCP Reserve
and,
That the provision of
$778,298 for Contingency, shown on page 159 of the 2016 Highlights Book and
pages 142-143 of the 2016 Operating Budget Details Book, be decreased by
$25,000 to $753,298,
to reduce the
all inclusive tax rate to 3.0%.
“LOST”
Tabled Motion – Sidewalk Installation on Riverside Drive
Councillor
McWilliams withdrew his tabled motion regarding the removal of the sidewalk
installation on Riverside Drive.
Councillor
McWilliams indicated that he would request the matter to be reconsidered at the
December 7, 2015 Council meeting. Due to the time sensitivity of this project,
the Budget Committee agreed to take a straw vote to determine if there would be
2/3 support from members of Council for a reconsideration at the December 7,
2015 Council meeting.
The
result of the straw vote indicated that 2/3 support would not be obtained at
the December 7, 2015 Council meeting, and therefore the Chair advised the
Director of Public Works to proceed with the sidewalk installation.
Main motion - Recommendation a)
Due
to their previously declared interests,
Mayor Bennett and Councillor Pappas did not vote on the matter.
Upon
Recommendation a) of the main motion of Councillor Beamer, moved on November
23, 2015, the motion carried.
Main motion - Recommendation bb)
Due to his
previously declared interest Councillor Vassiliadis did not vote on the matter.
Upon
Recommendation bb) of the main motion of
Councillor Beamer, moved on November 23, 2015, the motion carried.
Main motion – Balance of Motions
Upon the balance of the main motions as moved by Councillor Beamer, moved on November 23, 2015,
the motions carried.
Other Business
There
were no items of other business
Adjournment
Moved
by Mayor Bennett
That this meeting of Budget Committee adjourn
at 6:47 p.m.
"CARRIED"
John
Kennedy
City
Clerk
Councillor
Clarke
Chair