|
Budget
Committee Minutes
City
Of Peterborough
November
26 and 28, 2012
|
Minutes of a Meeting of Budget
Committee Held on November 26 and 28, 2012, in the Council Chambers, City Hall
The Budget Committee meeting was called to order at 5:00
p.m. in the Council Chambers.
Roll Call:
Minutes
– November
5 and 8, 2012
Moved by Councillor
Pappas
That
the minutes of the Budget Committee meetings held on November 5 and November 8,
2012 be approved.
Disclosure of Pecuniary
Interest
Mayor
Bennett declared a Pecuniary Interest with Report USDIR12-019 (Public Transit
Operations Review – 2013 Budget Implications), Public Transit Operations
Review, as he has ownership in a company that may benefit from the proposals.
Director of Corporate
Services
Chief Administrative Officer
Report CPFS12-087
2013 Draft Budget
Moved
by Councillor Doris
That
Council approve the recommendation outlined in Report CPFS12-087 dated November
26, 2012, of the Director of Corporate Services, and the Chief Administrative
Officer, as follows:
Appendix A, 2013 Operating and Capital
Draft Budget Recommendations:
a)
That
the 2013 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 as set out in Book 2 be adopted as part of 2013 Budget process.
c) That any unused CAO Budget at the end of 2013 be
transferred to the Organizational Development Reserve, subject to the overall
year-end position. (Page 22)
d)
That any
unused Peterborough Technology Services Budget, at the end of 2013, be
transferred to the Electronic Data Processing (EDP) Reserve, subject to the
overall year-end position and that if actual 2013 costs exceed the 2013 Budget,
funds may be drawn from the EDP reserve. (Page 31)
e)
That any
unused portion of the 2013 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 2013 Winter Control costs exceed the 2013 Budget,
funds may be drawn from the Winter Control reserve. (Page 61)
f)
That any unused
Traffic Signal Maintenance Budget at the end of 2013 be transferred to the
Traffic Signal Reserve, subject to the overall year-end position and that if
the actual 2013 Traffic Signal Maintenance costs exceed the 2013 Budget, funds
may be drawn from the Traffic Signal Reserve. (Page 70)
g)
That any surplus funds at the end
of 2013 for Market Hall be transferred to the Market Hall Capital Reserve for
unanticipated maintenance expenses or small capital improvements. (Page 89)
h)
That any surplus
funds at the end of 2013 for the Peterborough Sport and Wellness Centre be
transferred to the PSWC Capital Conservation Reserve for future capital
improvements. (Page 95)
i)
That any surplus funds at the end
of 2013 for Beavermead be transferred to the Beavermead Reserve to fund future
capital projects. (page 96)
j)
That any surplus funds at the end
of 2013 for Arenas be transferred to the Arena Equipment Reserve for future
equipment purchases. (Page 111)
k)
That any unused Emergency Hostel
net budget at the end of 2013 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 2013 Emergency Hostel costs
exceed the 2013 Budget, funds may be drawn from the reserve. (Page 125)
l)
That any unused Community Social
Plan net budget at the end of 2013 be transferred to the Community Social Plan
50/50 Reserve for future program development, subject to the overall year end
position and that if actual 2013 Community Social Plan costs exceed the 2013
Budget, funds may be drawn from the reserve. (Page 125)
m)
That any remaining unused Social
Services net budget at the end of 2013 be transferred to the Social Services
General Assistance Reserve, subject to the overall year end position and that
if actual 2013 Social Services costs exceed the 2013 Budget, funds may be drawn
from the reserve. (Page 125)
n)
That any
surplus in the 2013 Housing Operating Budget at the end of 2013 be transferred
to the Social Housing Reserve, subject to the overall year end position and
that if actual 2013 Housing costs exceed the 2013 Budget, funds may be drawn
from the Social Housing Reserve. (Page 139)
o)
That any excess Airport development review fees at the end of
2013 be transferred to the Airport Development Review Reserve for future
Airport Development related expenditures and that if the 2013 Airport
development review costs exceed the review fees, funds may be drawn from the
Airport Development Review Reserve. (Page 142)
p)
That any
unused Building Inspection Budget at the end of 2013 be transferred to the
Building Division Reserve
and that if actual
building inspection costs exceed the 2013 Budget, funds may be drawn from the
Building Division Reserve.
(Page 147)
q)
That any unused portion of the
2013 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 2013 tax write-off costs exceed the 2013 Budget,
funds may be drawn from the Allowance for Doubtful Accounts Reserve. (Page
154)
r)
That any unused Employee Benefits budget at the end of 2013 be
transferred to the Employee Benefits Reserve, subject to the overall year-end
position, and that if actual 2013 employee benefits exceed the 2013 Budget,
funds may be drawn from the Employee Benefits Reserve. (Page 154)
s)
That any
unused insurance budget at the end of 2013 be transferred to the Insurance
Reserve, subject to the overall year-end position and that if actual 2013
insurance costs exceed the 2013 Budget, funds may be drawn from the Insurance
Reserve. (Page 154)
t)
That any
unused 2013 Contingency Budget at the end of 2013 be transferred to the Capital
Levy Reserve to be used for Capital works subject to the overall 2013 year-end
position. (Page 154)
u)
That any
unused Police Services Budget at the end of 2013 be transferred to the
Contingency Policing Reserve, subject to the overall year-end position and approval
through the Treasurer, and that if the actual 2013 Police Services costs exceed
the 2013 Budget, funds may be drawn from the Contingency Policing Reserve.
(Page 158)
v)
That any
unused Police Services Legal fees Budget at the end of 2013 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 2013 Police legal fees
costs exceed the 2013 Budget, funds may be drawn from the Policing Legal Fees
Reserve. (Page 158)
w)
That
any adjustments to the City’s portion of the 2013 Land Ambulance Budget be
netted against the 2013 general contingency provision. (Page 162)
x)
That any unused
Land Ambulance Budget at the end of 2013 be transferred to the Land Ambulance
Reserve, subject to the overall year-end position, and that if the actual 2013
Land Ambulance costs exceed the 2013 Budget, funds may be drawn from the Land
Ambulance Reserve. (Page 162)
y)
That
any adjustments to the City’s portion of ORCA’s 2013 Budget, based on the final
approved ORCA Budget, be netted against the City’s 2013 general contingency
provision. (Page 163)
z)
That
any adjustments to the City’s portion of CCHU 2013 Budget, based on the final
approved CCHU Budget, be netted against the City’s 2013 general contingency
provision. (Page 164)
aa) That any net surplus funds,
after the disposition of the recommendations in this report, from 2013
operations in excess of $100,000 be transferred to the Capital Levy Reserve to
be used for capital works. (Page 167)
bb) That a by-law be passed to establish
the 2013 tax ratios for each property class as set out in the 2013 Operating Budget. (Page 175)
cc) That
the 2013 tax rate for farmland awaiting development subclasses be 55% of the
residential rate. (Page 176)
dd) That a system of
graduated tax rates within the Commercial and Industrial classes not be
implemented for 2013. (Page 176)
ee) That the capping
policy for 2013 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 177)
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 177)
iii. That properties
that achieved CVA tax in 2012 remain at CVA tax from 2013 forward regardless of
how reassessment affects the property. (Page 177)
iv. That properties
that cross over from the claw back to the capping category or vice versa from
2012 to 2013 be taxed at CVA tax. (Page 177)
ff) That
the threshold on the tax level for eligible new construction be 100%. (Page
177)
gg) 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 177)
“CARRIED”
Director of Utility
Services
Report USDIR12-019
Public Transit
Operations Review – 2013 Budget Implications
Due to his previously declared
conflict, the Mayor did not discuss or vote on this item.
Moved by Councillor Vass
That Council approve the
recommendations outlined in Report USDIR12-019 dated November 26, 2012, of the
Director of Utility Services, as follows:
a) That the 2013
Public Transit Operating and Capital Budgets be amended as
described in
the following recommendations;
b)
That effective January 2, 2013 a general public transit fare increase of
approximately 10% for all fare media in all fare categories with cash fares
increased from $2.25 to $2.50 be implemented and that the User Fee Listing be amended
to reflect this change;
c)
That effective January 2, 2013 timed transfers between routes on the
conventional public transit system be increased from the current 60 minutes to
90 minutes;
d)
That effective May 5, 2013 the conventional public transit route changes
illustrated in the Public Transit Operations Review and as described in this
report be implemented;
e)
That effective May 5, 2013 the conventional public transit service
delivery be amended such that appropriate routes be interlined (paired) through
the Simcoe Street Transit Terminal;
f)
That effective May 5, 2013 Route 12 be amended to a morning and
evening peak period service only;
g)
That effective May 5, 2013 the first morning trip be eliminated on all
Saturday routes;
h)
That effective May 5, 2013 weekday morning and afternoon peak period
level of service be increased from 40 minute frequency to 20 minute frequency
on Routes 2, 7, 8 and 10;
i)
That effective May 5, 2013 the North Community Bus Route be
implemented;
j)
That a one-time increase of $28,000 be approved in the 2013 Bus Stop
and Shelter maintenance operating budget to change existing transit stops to
support the recommended revised route structure;
k)
That effective January 2, 2013 the complement of Dispatch/Scheduler
Supervisors be amended converting 2 part-time positions to full-time with the
number of part-time positions reduced from the existing 7 to 5;
l)
That effective March 1, 2013 a new full-time Transit Operations
Supervisor-Projects Co-ordinator position be created;
m)
That Capital Budget Item 5-11.02 “Transit Buses” be adjusted to reflect
the purchase of 2 additional forty foot low-entry fully accessible transit
buses bringing the total purchase to 6 buses funds for which will come from the
Transit Capital Reserve;
n)
That Capital Budget Item 5-11.02 “Transit Buses” be adjusted to reflect
the purchase of one small low-floor fully accessible transit bus to initiate
the North Community Bus service funds for which will come from the Transit
Capital Reserve; and
o)
That the approved 2012 Capital Budget (Item 5-11.03 “Buses for Persons
with Disabilities”) for the purchase of 2 low-floor purpose built buses for the
Handi-Van service be altered to purchase 6 high-floor lift-equipped vans as
immediate replacement vehicles for existing aged Handi-Van buses with no
additional funding.
“CARRIED”
Moved by
Councillor Juby
That
the $25,000 grant to the Agriculture Society be held in contingency until a
staff report on the progress of negotiations is presented to Council for
consideration.
“CARRIED”
Director of Community Services
Report CSD12-033
Update on the Low-flow Toilet Replacement
Rebate Pilot Program
Moved
by Councillor Juby
That
the report be received for information.
“CARRIED”
Director of Community Services
Report CSSS12-010
Discretionary Benefit Funding Report
Moved
by Councillor Pappas
That
Report CSSS12-010 be referred to the February Committee of the Whole meeting to
permit discussions by the Mayor and Chair of Budget Committee with MPP Leal
regarding funding, and
That
the Discretionary Benefits and Community Start-up and Maintenance be continued
at 2012 levels.
“LOST”
Moved
by Councillor Hall
a)
That Schedule A of
the current Discretionary Policy effective January 1, 2013 be restricted to the
following health related benefits: adult basic dental, hearing aids, adult
vision care, prosthetic appliances and the mandated costs required of the
municipality to dispose of an unclaimed body, and
b)
That the OW Administrator
be delegated the authority to revise the specific dollar value of items
contained within Schedule A of the Discretionary Benefit policy, increase
eligibility wait times and provide benefits on time limited basis through the
year, as necessary to remain within annual approved budget, and
Budget
Committee added the following:
c)
That the City of
Peterborough strongly urges the Province of Ontario to reverse their decision
regarding discretionary benefits.
“LOST”
Moved
by Councillor Vass
a) That Council
approve the following recommendations:
i)
That
the City and County continue to fund discretionary benefits at the status quo
as set out in Schedule A until April 30, 2013 at a cost of $294,598 for the
City and $25,788 for the county;
ii)
That
the province be requested to reverse their decision regarding discretionary
benefits; and
iii)
That
the City and County continue to work with local organizations to find a local
discretionary benefits solution; and
iv)
That
the province incurs the costs associated with the City and County maintaining
the status quo to fund discretionary benefits to April 30, 2013 and that in the
interim, the costs be charged to reserve funds as a last resort.
b) That the OW
administrator be delegated the authority to revise specific dollar value of
items contained within Schedule A of the Discretionary Benefits policy,
increase eligibility wait times and to provide benefits on a time limited basis
throughout the year, as necessary to remain within annual approved budgets.
Moved
by Councillor Juby
That
the question be put.
“CARRIED”
Upon
the motion by Councillor Vass, the motion passed.
Meeting
recessed at 8:38 p.m. Meeting reconvened at 8:49 p.m.
Moved
by Councillor Beamer
That
a report be prepared to examine the feasibility of working with community organizations
and agencies to assist in filling gaps in the Discretionary Benefits.
“CARRIED”
Director of Planning & Development Services
Report PLBD12-001
A New By-law Enforcement Model for the City
Moved
by Councillor Pappas
That
Report PLBD12-001 outlining a new By-law Enforcement model for the City and
which provides additional justification for the By-law Enforcement Services
Coordinator Position reflected in the Draft 2013 Operating Budget be received.
“CARRIED”
Moved by Councillor Riel
That the 2013 Peterborough Green-Up
budget of $159,426.00, as presented on page 88 of the 2013 Budget Highlights
Book, be amended to include an additional $25,000.00 for a total 2013 budget of
$184,426.00 and that the amount be funded from 2013 General Contingency
provision.
“CARRIED”
Director of Corporate
Services
Director of Community Services
Report
CPFS12-093
Rogers Cove Accessibility Water Play Park 2013 Budget
Amendment
Moved by Councillor Riel
That Council approve the
recommendations outlined in Report CPFS12-093,
dated November 27, 2012, of the Director of Corporate Services and the Director of Community Services, as follows:
a) That
the Rogers Cove Accessibility Water Play Park Capital Project (Project 6-7.01)
shown on page 92 of the 2013 Highlights Book and pages 462-463 of the 2013-2022
Capital Budget Details Book be amended, as set out in Appendix B to Report
CPFS12-093, to
increase the 2013 budget by $100,000 from $200,000 to $300,000;
b) That
the Recreation Facility Mapping (Project 6-1.06) shown on page 99 of the 2013
Highlights Book and pages 388-389 of the 2013-2022 Capital Budget Details Book
be amended, as set out in Appendix B to Report CPFS12-093, to reflect a deferral of the
2013 budget amount of $100,000 to 2014.
“CARRIED”
Director of Community Services
Report CSSS12-011
Beyond the Budget – Additional Requests for
2013
Moved
by Councillor Vass
a)
That the
Social Services Budget Backgrounder report be received for information;
b)
That the
homemaker’s program budget be expanded to $100,000 per year. The additional
budget request (below the line) would be $69,508, $55,606 from the Province,
$2,780 from the County and the remaining City portion $11,122 to be taken from
the Social Services reserve.
c)
That staff
be directed to explore partnerships with other agencies such as Community Care.
Budget
Committee added the following:
d)
That an
agreement be entered into with the province of Ontario to ensure that the City
of Peterborough funding is contingent on provincial funding.
“CARRIED”
Moved
by Mayor Bennett
That
this meeting of Budget Committee recess at 9:54 p.m. until Wednesday, November
28, 2012 at 5:00 p.m.
“CARRIED”
Natalie Garnett
Deputy Clerk
Councillor Clarke
Chair
Budget
Committee reconvened at 5:00 p.m. Wednesday November 28, 2012 in the Council
Chambers.
Director of Corporate Services
Report CPFS12-090
2013 Budgets for Outside Agencies and Boards
John
Butler, Director of Finance/Treasurer, Bob English, Chief of Paramedics and
Gary King, Chief Administrative Officer for the County of Peterborough made a
presentation.
Tom
Sayer, Board Chair of the Greater Peterborough Area Economic Development
Corporation made a presentation.
Councillors
Pappas and Juby left the meeting at 7:08 p.m. and returned at 7:10 p.m.
Andy
Sharpe, Chairman, Board of Health, and Brent Woodford, Director of Corporate
Services, Peterborough County, City Health Unit made a presentation.
Moved
by Councillor Parnell
That
presentations and budget details presented to the November 28, 2012 Budget
Committee by the Greater Peterborough Area Economic Development Corporation,
the County of Peterborough Emergency Management Services, and the Peterborough County-City
Health Unit be received.
“CARRIED”
Councillor
Doris withdrew his motion in Report CPFS12-087, 2013 Draft Budget that reads as
follows: “That
the recommendations contained in Appendix A of this report be moved for the
purpose of discussion”
Moved by Councillor Doris
That the recommendations contained in
Appendix A of Report CPFS12-087 be approved.
“CARRIED”
Other
Business
There was no
Other Business.
Councillor
Clarke indicated that the Budget Committee meeting for Thursday November 29,
2012 is canceled.
Adjournment
Moved by Mayor
Bennett
That this
meeting of the Budget Committee adjourn at 7:28 p.m.
“CARRIED"
John Kennedy
City Clerk
Councillor Clarke
Chair