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Budget
Committee Minutes
City
Of Peterborough
November
7, 28 and 29, 2011
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Minutes of a Meeting of Budget
Committee Held on November 7, 28, and 29, 2011, in the General Committee Room
and Council Chambers, City Hall
The Budget Committee meeting was called to order at 5:30
p.m. in the Council Chambers.
Roll Call:
Minutes
– March 22, April 5, 6,
12, 20 and May 3, 2011 and June
21, 2011
Moved by
Councillor Pappas
That
the minutes of the Budget Committee meetings held on March 22, April 5, 6, 12, 20 and May
3, 2011 be approved.
Moved by Councillor
Doris
That the
minutes of the Budget Committee meeting held on June 21, 2011 be approved.
“CARRIED”
Disclosure of Pecuniary
Interest
There were no
declarations of pecuniary Interest.
Director of Corporate
Services
Report CPFS11-041
2012
Draft Budget
Moved by Councillor Doris
That Council approve the
recommendation outlined in report CPFS11-041
dated November 7, 2011, of the Director of Corporate Services as follows:
That the draft 2012 Budget Documents
presentation at the meeting held November 7, 2011, be received and be reviewed
in detail during the Budget Committee meetings scheduled the week of November
28, 2011.
“CARRIED"
Recess
Moved by Councillor
Pappas
“CARRIED"
Nancy Wright-Laking
City Clerk
Councillor H. Clarke
Chair
Budget
Committee reconvened on Monday November 28, 2011 at 5:00 p.m. in the General
Committee Room. All Committee members were present.
Disclosure of Pecuniary
Interest
Mayor Bennett
disclosed a pecuniary interest in relation to Item Number 2: “2012 Budgets for
Outside Agencies and Boards”, in so far as it pertains to the Emergency Medical
Service as he has ownership in a firm that does business with the EMS.
Moved by
Councillor Hall
That an
Attendance Update Report be provided that highlights employee absentee rates by
department and bargaining unit, including Police Services.
“CARRIED”
Mayor Bennett
disclosed a pecuniary interest in respect to the section on Transit Operations.
The Chair
called a break at 6:56 p.m. The meeting resumed at 7:10 p.m.
Director of Corporate Service
Chief Administrative Officer
Report CPFS11-043
2012 Draft Budget
Moved by Councillor Doris
That Council approve the
recommendation outlined in Report CPFS11-043 dated
November 28, 2011, of the Director of
Corporate Services, and the Chief Administrative Officer, as follows:
That the recommendations contained in
Appendix A of this report be moved for the purpose of discussion.
APPENDIX A
2012 OPERATING AND
CAPITAL DRAFT BUDGET
RECOMMENDATIONS
That the following recommendations be
moved for the purpose of discussion:
a) That
the 2012 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 2012 Budget
process.
c) That any unused CAO Budget
at the end of 2012 be transferred to the
Organizational Development
Reserve, subject to the overall year-end position. (Page 15)
d) That
any unused Peterborough Technology Services Budget, at the end of 2012, be
transferred to the Electronic Data Processing (EDP) Reserve, subject to the overall
year-end position and that if actual 2012 costs exceed the 2012 Budget, funds
may be drawn from the EDP reserve. (Page 21)
e) That
any unused portion of the 2012 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 2012 Winter Control costs exceed the 2012 Budget,
funds may be drawn from the Winter Control reserve. (Page 45)
f) That
any surplus funds at the end of 2012 for Market Hall be transferred to the Market
Hall Capital Reserve for unanticipated maintenance expenses or small capital
improvements. (Page 70)
g) That any surplus funds at
the end of 2012 for the Peterborough Sport and
Wellness Centre be
transferred to the PSWC Capital Conservation Reserve for future capital
improvements. (Page 73)
h) That
any surplus funds at the end of 2012 for Arenas be transferred to the Arena Equipment
Reserve for future equipment purchases. (Page 85)
i) That
any unspent Repairs and Maintenance budget within the Social Services Division
at the end of 2012 be transferred to the Social Services General Assistance
Reserve, subject to the overall year end position. (Page 98)
j) That
any unused Emergency Hostel net budget at the end of 2012 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 2012 Emergency Hostel costs exceed the 2012 Budget, funds may be drawn
from the reserve. (Page 98)
k) That any unused Community
Social Plan net budget at the end of 2012 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 2012 Community Social Plan costs
exceed the 2012 Budget, funds may be drawn from the reserve. (Page 98)
l) That
any remaining unused Social Services net budget at the end of 2012 be transferred
to the Social Services General Assistance Reserve, subject to the overall year
end position and that if actual 2012 Social Services costs exceed the 2012
Budget, funds may be drawn from the reserve. (Page 98)
m) That
any surplus in the 2012 Housing Operating Budget at the end of 2012 be transferred
to the Social Housing Reserve, subject to the overall year end position and
that if actual 2012 Housing costs exceed the 2012 Budget, funds may be drawn
from the Social Housing Reserve. (Page 111)
n) That any excess Airport
development review fees at the end of 2012 be
transferred to the Airport
Development Review Reserve for future Airport
Development related
expenditures and that if the 2012 Airport development
review costs exceed the
review fees, funds may be drawn from the Airport
Development Review Reserve.
(Page 114)
o) That
any unused Building Inspection Budget at the end of 2012 be transferred to the
Building Division Reserve and that if actual building inspection costs exceed the
2012 Budget, funds may be drawn from the Building Division Reserve. (Page118)
p) That
any unused portion of the 2012 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 2012 tax write-off costs exceed
the 2012 Budget, funds may be drawn from the Allowance for Doubtful Accounts
Reserve. (Page 125)
q) That
any unused Employee Benefits budget at the end of 2012 be transferred to the
Employee Benefits Reserve, subject to the overall year-end position, and that if
actual 2012 employee benefits exceed the 2012 Budget, funds may be drawn from
the Employee Benefits Reserve. (Page 125)
r) That any unused insurance
budget at the end of 2012 be transferred to the
Insurance Reserve, subject
to the overall year-end position and that if actual 2012 insurance costs exceed
the 2012 Budget, funds may be drawn from the Insurance Reserve. (Page 125)
s) That
any unused 2012 Contingency Budget at the end of 2012 be transferred to the
Capital Levy Reserve to be used for Capital works subject to the overall 2012 year-end
position. (Page 125)
t) That
any unused Police Services Budget at the end of 2012 be transferred to the Police
Special Projects Reserve, subject to the overall year-end position, and that if
the actual 2012 Police Services costs exceed the 2012 Budget, funds may be
drawn from the Police Special Projects Reserve. (Page 129)
u) That
any adjustments to the City’s portion of the 2012 Land Ambulance Budget be
netted against the 2012 general contingency provision. (Page 131)
v) That
any unused Land Ambulance Budget at the end of 2012 be transferred to the Land
Ambulance Reserve, subject to the overall year-end position, and that if the
actual 2012 Land Ambulance costs exceed the 2012 Budget, funds may be drawn
from the Land Ambulance Reserve. (Page 131)
w) That
any adjustments to the City’s portion of ORCA’s 2012 Budget, based on the final
approved ORCA Budget, be netted against the City’s 2012 general contingency
provision. (Page 132)
x) That
any adjustments to the City’s portion of CCHU 2012 Budget, based on the final
approved CCHU Budget, be netted against the City’s 2012 general
contingency provision.
(Page 132)
y) That
any net surplus funds, after the disposition of the recommendations in this report,
from 2012 operations in excess of $100,000 be transferred to the Capital Levy
Reserve to be used for capital works. (Page 136)
z) That
a by-law be passed to establish the 2012 tax ratios for each property class as
set out in the 2012 Operating Budget. (Page 144)
aa) That
the 2012 tax rate for farmland awaiting development subclasses be 45% of the
residential rate. (Page 144)
ab) That a system of graduated
tax rates within the Commercial and Industrial
classes not be implemented
for 2012. (Page 144)
ac) That the capping policy for
2012 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 145)
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 145)
iii. That
properties that achieved CVA tax in 2011 remain at CVA tax from 2012 forward
regardless of how reassessment affects the property. (Page145)
iv. That
properties that cross over from the clawback to the capping category or vice
versa from 2011 to 2012 be taxed at CVA tax. (Page 145)
ad) That
the threshold on the tax level for eligible new construction be 100%. (Page 145)
ae) 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 145)
af) That
$176,000 of the estimated $4,929,000 total revenues to be received from City of
Peterborough Holdings Inc. be used to offset the 2012 municipal tax levy.(Page
159)
ag) i. That the
$1,866,800 City share of the Facility Upgrades - Morrow Park
Project be
financed by a Special Tax Supported debt issue to be
considered over and above
the tax supported debt authority allowed under the City’s Capital Financing
Policy. (Page 166)
ii. And
that the principal and interest payments related to this special debt issue not
be deducted from the Tax Debt Service/Capital Levy Base in calculating future
year’s Base Capital Levy. (Page 166)
Moved
by Councillor Juby
That
a report be provided in respect to all opportunities for Market Hall and
Showplace to provide efficiency of operations and reduction of costs.
“CARRIED”
Moved by Mayor Bennett
That
Mr. Doherty and Mr. Horton have follow-up discussion with County Administration
about the sharing relationship of the Community Social Plan, Our Space, and
Hostels.
“CARRIED”
Recess
Moved by
Councillor Juby
“CARRIED"
Nancy
Wright-Laking
City Clerk
Councillor H. Clarke
Chair
Budget
Committee reconvened Tuesday November 29, 2011, 5:00 p.m. in the Council
Chambers. All Committee members were present.
Disclosure of Pecuniary
Interest
Mayor Bennett
disclosed a pecuniary interest in relation to Item Number 2: Emergency Medical
Services (EMS) as he has ownership in a firm that does business with the EMS.
Presentations
Nancy
Martin, Chair, Peterborough Lakefield Police Service Board and Chief of Police Murray Rodd made a presentation on behalf
of the Peterborough Lakefield Community Police Services.
John
Butler, Director of Finance, County of Peterborough and Bob English, Chief of
Emergency Medical Services made a presentation on behalf of the Peterborough
County/City Emergency Medical Services.
Dan
Taylor, President and CEO and Tom Sayer, member, Board of Directors, Greater
Peterborough Area Economic Development Corporation (GPAEDC) made a presentation
on behalf of the GPAEDC.
The
Chair called for a break at 7:40 p.m. The meeting resumed at 7:54 p.m.
Dr.
Rosana Pellizzari, Medical Officer of Health, Peterborough County-City Health
Unit made a presentation.
Joy Husak,
Executive Director, Kerri Wellstood, Finance Manager and Doug Pearcy, Chair,
Committee of Management of Fairhaven Long Term Care Home made a presentation.
Director of Corporate Services
Report CPFS11-048
2012
Budgets for Outside Agencies and Boards
Moved by
Councillor Parnell
That Council approve the
recommendation outlined in Report CPFS11-048, dated
November 28, 2011, of the Director of
Corporate Services as follows:
That presentations and budget details
presented to the November 29, 2011 Budget Committee by the Peterborough
Lakefield Community Police Services, the Greater Peterborough Area Economic
Development Corporation, the County of Peterborough Emergency Management
Services, the County City Health Unit and Fairhaven Long Term Care Home be
received.
“CARRIED"
The Chair
polled Committee members to determine if the majority of members wished to
continue the meeting until 10:00 p.m. The meeting continued.
Moved by
Mayor Bennett
That
the 2012 Police Services Operating Budget, as shown on page 127 of the 2012
Highlights Book, be referred back to the Police Services Board with a request
to reduce the Gross Police Services budget to its traditional level, under 10%
of the gross City operating budget.
“CARRIED”
Moved by
Mayor Bennett
That staff
provide a report on the benefits of programmed capital funding at Fairhaven as
it relates to the City and County’s cost sharing arrangement and Fairhaven’s reserves,
for the 2013 budget.
Moved by
Councillor Vass
That the
rules of order be suspended (Article 16.15.2) to continue the meeting after
10:00 p.m., until 11:00 p.m to complete the budget.
“CARRIED”
Moved by
Councillor Doris
That the
Question be Put
“CARRIED”
Upon the
motion by Mayor Bennett, the motion carried.
Director of Corporate
Services
Report CPFS11-050
Beyond
the Budget - Additional Requests for 2012
Moved by Councillor
Beamer
a)
That the Temporary Supervisor Position not be converted to
Permanent,
b)
That two additional temporary positions be approved, funded by
provincial subsidy and the incentive reserve.
c) That
the Discretionary Benefit budget be increased from the incentive reserve to
meet the anticipated demands of implementing the existing policy and that after
provincial subsidy the City share be drawn from the incentive reserve.
“CARRIED"
Moved by
Councillor Juby
That the
DBIA Streetscape budget on page 44 of the 2012 Budget Book be increased by $10,
289 and that the contingency fund be reduced by the same amount and that if
possible, this budget be brought to full funding in 2013.
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“CARRIED”
Moved
by Councillor Riel
That
the Greenup budget of $25,000, item 2.03 of page 154 of the 2012 Budget
Highlight book be phased-in over two years through the tax levy.
MOTION
WITHDRAWN
Moved
by Councillor Vass
That
the capital fund for public art be moved to fund the construction repairs of
the CPR railway bridge.
MOTION
WITHDRAWN
Director of
Corporate Services
Director of Planning &
Development Services
Report
CPFS11-051
Trail - CPR Bridge Project Budget
Amendment
Moved by Mayor Bennett
That Council approve the
recommendations outlined in Report CPFS11-051, dated November 29, 2011, of the Director of Corporate
Services and the Director
of Planning
& Development Services, as follows:
a) That
the Trail Development (Project 7-1.02) shown on page 103 of the 2012
Highlights Book and pages 454-455 of the 2012-2021 Capital Budget Details
Book be amended, as set out in Appendix B to Report CPFS11-051, to increase the 2012
budget by $500,000 from $500,000 to $1,000,000;
b) That
the Otonabee River Trail – Del Crary Park to Little Lake Cemetery (Project
7-1.05) shown on page 103 of the 2012 Highlights Book and pages 460-461 of
the 2012-2021 Capital Budget Details Book be amended, as set out in Appendix
B to Report CPFS11-051, to reflect a deferral of the 2012 budget amount of
$180,000 to 2013;
and
c) That
the Facility Upgrade – City Hall, Police Station, Provincial Court House and
GPAEDC (Project 3-2.01) shown on page 24 of the 2012 Highlights Book and
pages 37-38 of the 2012-2021 Capital Budget Details Book be amended, as set
out in Appendix B to Report CPFS11-051, to decrease the 2012 budget by
$320,000 from $1,220,000 to $900,000.
“CARRIED”
Upon
the main motion of Councillor Doris, Report CPFS11-043, Appendix A, pages
13-16 of the 2012 Budget Highlight Book, this motion carried.
Other Business
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There was no
Other Business
Adjournment
Moved by
Mayor Bennett
That this
meeting of Budget Committee adjourn at 10:42 p.m.
John Kennedy
Deputy City Clerk
Councillor H. Clarke
Chair