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Budget
Committee Minutes
City
Of Peterborough
November
25 and 26, 2013
Draft Minutes, Not Approved
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Minutes of a Meeting of Budget
Committee Held on November 25 and November 26, 2013, in the General Committee
Room and Council Chambers, City Hall.
The Budget Committee meeting was called to order on
November 25, 2013 at 5:00 p.m. in the General Committee Room.
Roll Call:
Moved
by Councillor Parnell
That Committee move into Closed Session
to discuss one item under the Municipal Act, 2001 Section 239(2)(e) Litigation Or Potential Litigation,
Including Matters Before Administrative Tribunals, Affecting The Municipality
Or Local Board and one item under Section 239(2)(b) Personal Matters About an
Identifiable Individual, Including Municipal or Local Board Employees.
“CARRIED”
Committee
moved out of Closed Session at 5:50 p.m.
Committee
reconvened in Open Session at 5:53 p.m. in the Council Chambers.
Minutes
– November
4, 2013
Moved by
Councillor Parnell
That
the minutes of the Budget Committee meeting held on November 4, 2013 be approved.
Disclosure of Pecuniary
Interest
Council
Pappas declared an interest in agenda item #7, The Mount Community Centre’s $1M
Request for City Funding as family members live in close proximity to the
subject area.
Councillor
Parnell declared an interest in the Riverside Drive Sanitary Sewer
Reconstruction capital project as she owns property in the area.
Councillor
Vass declared an interest in the Emergency Medical Services budget as his son
is employee of the EMS.
Councillor
Beamer declared an interest in the library budget as his brother is employed at
the library.
Committee
discussed the need to have all agencies listed in the Report CPFS13-060 (agenda
item 5) appear before Committee. Subsequent to the meeting, direction was given
that EMS was not required to attend.
Director of Corporate Services
Chief Administrative Officer
Report CPFS13-054
2014
Draft Budget
Moved by Councillor
Parnell
That
the recommendations contained in Appendix A of Report CPFS13-054 dated November 4,
2013, of the Director of Corporate Services, and the Chief Administrative
Officer
be approved,
as follows:
a)
That
the 2014 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 2014 Budget
process.
c) That any unused CAO Budget at the end of 2014 be
transferred to the Organizational Development Reserve, subject to the overall
year-end position. (Page 26)
d)
That any
unused Peterborough Technology Services Budget, at the end of 2014, be
transferred to the Electronic Data Processing (EDP) Reserve, subject to the
overall year-end position and that if actual 2014 costs exceed the 2014 Budget,
funds may be drawn from the EDP reserve. (Page 34)
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 2014
Engineering costs exceed the Budget, funds may be drawn from the Engineering Design and
Inspection Reserve.
(Page 54)
f)
That any
unused portion of the 2014 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 2014 Winter Control costs exceed the 2014 Budget,
funds may be drawn from the Winter Control reserve. (Page 65)
g)
That any unused
Traffic Signal Maintenance Budget at the end of 2014 be transferred to the
Traffic Signal Reserve, subject to the overall year-end position and that if
the actual 2014 Traffic Signal Maintenance costs exceed the 2014 Budget, funds
may be drawn from the Traffic Signal Reserve. (Page 74)
h)
That any surplus funds at the end
of 2014 for Market Hall be transferred to the Market Hall Capital Reserve for
unanticipated maintenance expenses or small capital improvements. (Page 94)
i)
That any surplus
funds at the end of 2014 for the Peterborough Sport and Wellness Centre be
transferred to the PSWC Capital Conservation Reserve for future capital
improvements. (Page 99)
j)
That any surplus funds at the end
of 2014 for Arenas be transferred to the Arena Equipment Reserve for future
equipment purchases. (Page 114)
k)
That any unused Emergency Hostel
net budget at the end of 2014 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 2014 Emergency Hostel costs
exceed the 2014 Budget, funds may be drawn from the reserve. (Page 126)
l)
That any unused Community Social
Plan net budget at the end of 2014 be transferred to the Social Services
Community Social Plan 50/50 Reserve for future program development, subject to
the overall year-end position and that if actual 2014 Community Social Plan
costs exceed the 2014 Budget, funds may be drawn from the reserve. (Page 126)
m)
That any remaining unused Social
Services net budget at the end of 2014 be transferred to the General Assistance
Reserve, subject to the overall year-end position and that, if actual 2014
Social Services costs exceed the 2014 Budget, funds may be drawn from the
reserve. (Page 126)
n)
That any
surplus in the 2014 Housing Operating Budget at the end of 2014 be transferred
to the Housing Reserve, subject to the overall year-end position and that, if
actual 2014 Housing costs exceed the 2014 Budget, funds may be drawn from the
Housing Reserve. (Page 144)
o)
That any excess Airport development review fees at the end of
2014 be transferred to the Airport Development Review Reserve for future
Airport Development related expenditures and that if the 2014 Airport
development review costs exceed the review fees, funds may be drawn from the
Airport Development Review Reserve. (Page 147)
p)
That any
unused Building Inspection Budget at the end of 2014 be transferred to the
Building Division Reserve
and that, if
actual building inspection costs exceed the 2014 Budget, funds may be drawn
from the Building Division Reserve.
(Page 152)
q)
That any adjustment to the City’s
2014 requirement for the Municipal Property Assessment Corporation (MPAC) be
netted against the City’s 2014 General Contingency provision. (Page 157)
r)
That any unused portion of the
2014 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 2014 tax write-off costs exceed the 2014 Budget,
funds may be drawn from the Allowance for Doubtful Accounts Reserve. (Page 159)
s)
That any unused Employee Benefits Budget at the end of 2014 be
transferred to the Employee Benefits Reserve, subject to the overall
year-end position, and that, if actual 2014 employee benefits exceed the 2014
Budget, funds may be drawn from the Employee Benefits Reserve. (Page 159)
t)
That any
unused Insurance Budget at the end of 2014 be transferred to the Insurance
Reserve, subject to the overall year-end position and that, if actual 2014
insurance costs exceed the 2014 Budget, funds may be drawn from the Insurance
Reserve. (Page 159)
u)
That any
unused 2014 Contingency Budget at the end of 2014 be transferred to the Capital
Levy Reserve to be used for Capital works subject to the overall 2014 year-end
position. (Page 159)
v)
That any
unused Police Services Legal fees Budget at the end of 2014 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 2014 Police legal fees
costs exceed the 2014 Budget, funds may be drawn from the Policing Legal Fees
Reserve. (Page 164)
w)
That any
unused Police Services Budget at the end of 2014 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 2014 Police Services costs exceed the
2014 Budget, funds may be drawn from the Police Special Projects Reserve.
(Page 164)
x)
That
any adjustments to the City’s portion of the 2014 Emergency Medical Services
Budget be netted against the 2014 general contingency provision. (Page 169)
y)
That any unused
Emergency Medical Services (EMS) Budget at the end of 2014 be transferred to
the EMS Reserve, subject to the overall year-end position and that, if the
actual 2014 EMS costs exceed the 2014 Budget, funds may be drawn from the EMS
Reserve. (Page 169)
z)
That
any adjustments to the City’s portion of ORCA’s 2014 Budget, based on the final
approved ORCA Budget, be netted against the City’s 2014 general contingency
provision. (Page 169)
aa)
That any adjustments to the City’s
portion of CCHU 2014 Budget, based on the final approved CCHU Budget, be netted
against the City’s 2014 general contingency provision. (Page 171)
bb)
That the 2014 budget request
representing the levy required by the Downtown Business Improvement Area of the
Corporation of the City of Peterborough during the year 2014 totalling
$284,300, be approved.
(Page 173)
cc)
That the 2014 budget request
representing all sums required by the Village Business Improvement Area of the
Corporation of the City of Peterborough during the year 2014 totalling $16,480,
be approved. (Page 174)
dd)
That any net surplus funds, after
the disposition of the recommendations in this report, from 2014 operations in
excess of $100,000 be transferred to the Capital Levy Reserve to be used for
Capital works. (Page 177)
ee) That a by-law be passed to establish
the 2014 tax ratios for each property class as set out in the 2014 Operating Budget. (Page 186)
ff) That
the 2014 tax rate for farmland awaiting development subclasses be 65% of the
residential rate. (Page 186)
gg) That a system of
graduated tax rates within the Commercial and Industrial classes not be
implemented for 2014. (Page 187)
hh) That the capping
policy for 2014 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 187)
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 187)
iii. That properties
that achieved CVA tax in 2013 remain at CVA tax from 2014 forward regardless of
how reassessment affects the property. (Page 187)
iv. That properties
that cross over from the clawback to the capping category or vice versa from
2013 to 2014 be taxed at CVA tax.
(Page 187)
ii) That
the threshold on the tax level for eligible new construction be 100%. (Page
187)
jj) 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 187)
Moved by
Councillor Pappas
That
the internal design work for the McDonnell Gilchrest Rehabilitation Project commence
in 2014.
“MOTION
WITHDRAWN”
The Chair
called for a recess at 7:42 p.m.
Committee
reconvened at 7:54 p.m.
Chair Clarke stepped-down
as Chair to engage in debate regarding budgetary matters.
Councillor
Doris assumed the Chair.
Moved by Councillor
Clarke
That $150,000
be added to Housing Stability Fund and,
That the
funds be drawn from the Social Assistance Reserve.
“CARRIED”
Councillor
Clarke assumed the Chair at 8:59 p.m.
Moved by
Councillor Vass
That
$75,000 of funds identified for the Brock Mission studies be moved to the
Housing Stability Fund, and
That
the remaining $25,000 be used to undertake a community study on the Brock
Mission.
“MOTION WITHDRAWN”
Moved by Mayor
Bennett
That the
Budget Committee recess.
“CARRIED”
Committee recessed
at 9:28 p.m.
John Kennedy,
City Clerk
Budget
Committee reconvened at 5:00 p.m. in the Council Chambers on Tuesday, November
26, 2013.
Director
of Corporate Services
Report
CPFS13-060
2014
Budgets for Outside Agencies and Boards
Gary
Baldwin, Budget Chair and Chief Murray Rodd presented the 2014 Budget for the
Peterborough Lakefield Community Police Service.
Dan
Taylor, President and CEO, presented the 2014 budget for the Peterborough
Economic Development Corporation.
Dr.
Rosana Pellizzari, Medical Officer of Health, presented the draft 2014 budget
for the Peterborough County/City Health Unit.
Denyse
Sanderson, Manager of Corporate Services, provided an overview of the 2014
budget for the Otonabee Region Conservation Authority.
Moved by Mayor
Bennett
That Council approve the recommendation
outlined in Report CPFS13-060, dated November 25, 2013, of the Director of
Corporate Services as follows:
That presentation and budget
details presented to the November 26, 2013 Budget Committee by the Peterborough
Lakefield Community Police Service, Peterborough Economic Development, the
Otonabee Region Conservation Authority and Peterborough County City Health Unit
be received.
“CARRIED"
Chief
Administrative Officer
Report
CAO13-015
Fairhaven
Request for Funding of Community Hub
Joy
Husak, Executive Director and Lionel Towns, Director of Finance and IT
presented a funding request for a community hub at Fairhaven.
Moved by Councillor
Riel
That
Council approve the recommendation outlined in Report CAO13-015, dated November
25, 2013, of the Chief Administrative Officer, as follows:
That
the Fairhaven presentation made to the November 26 Budget Committee meeting,
seeking the City’s funding support for the construction of the $10 million
community hub at 881 Dutton Road be referred to City staff for review and a report
back during 2014 on possible funding options.
“CARRIED"
The Chair
called for a recess at 7:23 p.m. Committee reconvened at 7:36 p.m.
Chief
Administrative Officer
Report
CAO13-016
The
Mount Community Centre’s $1 M Request for City Funding
Councillor
Pappas did not discuss or vote on this item due to his previously declared conflict.
Councillor Pappas vacated his seat while this matter was before the Committee.
Steve
Kylie, Chair and Lois Tuffin, Board Member presented a funding request by The
Mount Community Centre.
Moved by Mayor
Bennett
That
Council approve the recommendation outlined in Report CAO13-016, dated November
25, 2013, of the Chief Administrative Officer, as follows:
That
the Mount Community Centre’s presentation made to the November 26, 2013 Budget
Committee seeking a $1.0 Million capital funding from the City in five $200,000
annual instalments to assist in the redevelopment of the former Mount St.
Joseph property at 1545 Monaghan Road be referred to City staff for review and
a report back to Council in early 2014 regarding what funding can be provided
and from where the funds would come.
“CARRIED"
Director
of Planning and Development Services
Director
of Community Services
Report
PLHD13-005
Impact
of Provincial Program and Funding Changes on Housing and Homelessness Programs
Moved by Mayor
Bennett
That Council approve the recommendation outlined in Report
PLHD13-005 dated November 25, 2013 of the Director of Planning and Development
Services and the Director of Community Services as follows:
That Report PLHD13-005 be received for information
purposes.
“CARRIED"
Moved
by Councillor Pappas
That
Staff prepare a report on the cost and merits of updating the 2007 downtown
economic analysis.
“CARRIED”
Councillor
Vass indicated that he may have pecuniary interest with TransCanada Trail as he
owns property on Technology Drive.
Moved by
Mayor Bennett
That the
2014 Peterborough Lakefield Community Police Service budget of $22,074,360, as
presented be amended to include an additional $239,580 for a total 2014 budget
of $22,313,940 (4.76% increase over 2013 approved), and that the $239,580 be
funded from the 2014 General Contingency provision, and
That
this be subject to a review of the where the Peterborough Lakefield Community
Police Service end financially in 2013 by way of budgetary surplus.
“CARRIED”
Moved by
Councillor Pappas
“CARRIED”
Other
Business
There were no
items of Other Business.
Upon the
original motion of Councillor Parnell regarding Report CPFS13-054 less items
“’A”, “X” and “Y” the motion was carried.
Due
to their previously declared conflicts, Councillors Pappas, Parnell, Vass and
Beamer did not discuss or vote on item “A”.
Upon item “A”
the motion carried.
Due to his
previously declared conflict, Councillor Vass did not discuss or vote on items
“X” and “Y”.
Upon item “X”
the motion carried.
Upon item “Y”
the motion carried.
Adjournment
Moved by Mayor
Bennett
That this
meeting of Budget Committee adjourn at 10:11 p.m.
“CARRIED"
Natalie Garnett
Deputy City Clerk
Councillor H. Clarke
Chair