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Budget Committee
City of Peterborough
November 27, 28, 29, 2017
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Minutes of a Meeting of the
Budget Committee held on November 27, 28, and 29, 2017 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:
Confirmation
of Minutes – November 6 and 22, 2017
Moved by Councillor
Pappas
That the
minutes of the meetings
of Budget Committee held on November 6 and 22, 2017 be approved.
“CARRIED”
Disclosure
of Pecuniary Interest
Mayor
Bennett declared an interest in Report CPFS17-065, 2018 Draft Budget – any transportation-related
items and USTR17-021, Statutory Holiday Transit Service, as he is part owner of
a firm active in the taxicab business.
Councillor
Pappas declared an interest in Central Area Community Improvement Plans (CIP)
and Façade Improvement Programs, as his business is involved in these programs
(page 149, 2018 Budget Highlights).
Director of Corporate Services
Report
CPFS16-065
2018
Draft Budget
Moved
by Mayor Bennett
That
the following recommendations be moved for the purpose of discussion:
a)
That
the 2018 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 2018 Budget
process.
c)
That any
unused CAO Budget at the end of 2018 be transferred to the Organizational
Development Reserve, subject to the overall year-end position. (Page 25)
d)
That any
unused Peterborough Technology Services Budget, at the end of 2018, be
transferred to the Electronic Data Processing (EDP) Reserve, subject to the
overall year-end position and that, if actual 2018 costs exceed the 2018
Budget, funds may be drawn from the EDP Reserve. (Page 33)
e)
That
any 2018 Engineering
Overhead surplus be transferred to the Engineering Design and Inspection
Reserve, subject to the overall year-end position and that if actual 2018
Engineering costs exceed the Budget, funds may be drawn from the Engineering Design and
Inspection Reserve.
(Page 60)
f)
That any
unused portion of the 2018 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 2018 Winter Control costs exceed the 2018 Budget,
funds may be drawn from the Winter Control Reserve. (Page 76)
g)
That any
unused Parking Budget, at the end of 2018, be transferred to the Parking
Reserve, subject to the overall year-end position and that, if the actual 2018
Parking costs exceed the 2018 Budget, funds may be drawn from the Parking
Reserve. (Page 84)
h)
That any unused
Traffic Signal Maintenance Budget at the end of 2018, be transferred to the
Traffic Signal Reserve, subject to the overall year-end position and that if
the actual 2018 Traffic Signal Maintenance costs exceed the 2018 Budget, funds
may be drawn from the Traffic Signal Reserve. (Page 85)
i)
That any surplus funds at the end
of 2018 for Market Hall be transferred to the Market Hall Capital Reserve for unanticipated
maintenance expenses or small capital improvements. (Page 109)
j)
That any
unused Sustainability Budget, at the end of 2018, be transferred to the
Sustainability Reserve, subject to the overall year-end position, and that if
actual 2018 costs exceed the 2018 Budget, funds may be drawn from the
Sustainability Reserve. (Page 109)
k)
That any surplus
funds at the end of 2018 for the Peterborough Sport and Wellness Centre be
transferred to the PSWC Capital Conservation Reserve for future capital improvements.
(Page 113)
l)
That any surplus funds at the end
of 2018 for Arenas be transferred to the Arena Equipment Reserve for future
equipment purchases. (Page 126)
m)
That any unused Homelessness net
budget at the end of 2018 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 2018 Homelessness costs
exceed the 2018 Budget, funds may be drawn from the Reserve. (Page 141)
n)
That any unused Community
Development Program net budget at the end of 2018 be transferred to the Social
Services Community Social Plan Joint Reserve for future program development,
subject to the overall year-end position and that, if actual 2018 Community
Development Program costs exceed the 2018 Budget, funds may be drawn from the
Reserve. (Page 141)
o)
That any remaining unused Social
Services net budget at the end of 2018 be transferred to the General Assistance
Reserve, subject to the overall year-end position and that, if actual 2018
Social Services costs exceed the 2018 Budget, funds may be drawn from the
Reserve. (Page 141)
p)
That any
surplus in the 2018 Housing Operating Budget at the end of 2018 be transferred
to the Housing Reserve, subject to the overall year-end position and that, if
actual 2018 Housing costs exceed the 2018 Budget, funds may be drawn from the
Housing Reserve. (Page 158)
q)
That any
surplus in the 2018 Housing Choice Rent Supplement Program at the end of 2018
be transferred to the Housing Choice Rent Supplement Reserve, subject to the
overall year-end position and that, if actual 2018 Rent Supplement costs exceed
the 2018 Budget, funds may be drawn from the Rent Supplement Reserve. (Page
158)
r)
That any excess Airport development review fees at the end of
2018 be transferred to the Airport Development Review Reserve for future
Airport Development related expenditures and that, if the 2018 Airport
development review costs exceed the review fees, funds may be drawn from the
Airport Development Review Reserve. (Page 162)
s)
That any unused Building Inspection Budget at the end of 2018 be
transferred to the Building Division Reserve and that, if actual building
inspection costs exceed the 2018 Budget, funds may be drawn from the Building
Division Reserve. (Page 166)
t) That a Casino Gaming Reserve be created and all Casino
gaming revenues be transferred into the reserve, and that except for the
provision in 2018 of $150,000 to fund expenditures of the DBIA, this reserve
only be used for designated capital projects. (Page 170)
u) That
any adjustment to the City’s 2018 requirement for the Municipal Property
Assessment Corporation (MPAC), be netted against the City’s 2018 General
Contingency provision. (Page 173)
v) That
any unused portion of the 2018 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 2018 tax write-off costs
exceed the 2018 Budget, funds may be drawn from the Allowance for Doubtful
Accounts Reserve. (Page 176)
w) That any unused Employee Benefits
Budget at the end of 2018 be transferred to the Employee Benefits Reserve,
subject to the overall year-end position, and that, if actual 2018 employee
benefits exceed the 2018 Budget, funds may be drawn from the Employee Benefits
Reserve. (Page 176)
x) That any unused Insurance
Budget at the end of 2018 be transferred to the Insurance Reserve, subject to
the overall year-end position and that, if actual 2018 insurance costs exceed
the 2018 Budget, funds may be drawn from the Insurance Reserve. (Page 176)
y) That
any unused 2018 Contingency Budget at the end of 2018 be transferred to the
Capital Levy Reserve to be used for Capital works subject to the overall 2018
year-end position. (Page 176)
z) That
any unused Police Services Legal fees Budget at the end of 2018 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 2018 Police legal
fees costs exceed the 2018 Budget, funds may be drawn from the Policing Legal
Fees Reserve. (Page 180)
aa) That
any unused Police Services Budget at the end of 2018 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 2018 Police Services costs
exceed the 2018 Budget, funds may be drawn from the Police Special Projects
Reserve. (Page 180)
bb) That any adjustments to the
City’s portion of the 2018 Peterborough
County/City Paramedics
Services Budget be netted against the 2018 General Contingency provision. (Page 187)
cc) That any unused Peterborough County/City Paramedics Services (PCCP) Budget at the end of
2018 be transferred to the PCCP Reserve, subject to the overall year-end
position and that, if the actual 2018 PCCP costs exceed the 2018 Budget, funds
may be drawn from the PCCP Reserve. (Page 187)
dd) That any adjustments to the City’s portion of
ORCA’s 2018 Budget, based on the final approved ORCA Budget, be netted against
the City’s 2018 general contingency provision. (Page 189)
ee) That
any adjustments to the City’s portion of Peterborough Public Health’s 2018
Budget, based on the final approved Peterborough Public Health Budget, be
netted against the City’s 2018 general contingency provision. (Page 190)
ff) That
the 2018 budget request, representing the levy required by the Downtown
Business Improvement Area of the Corporation of the City of Peterborough during
the year 2018 totaling $310,800, be approved. (Page 198)
gg) That
the 2018 budget request, representing all sums required by the Village Business
Improvement Area of the Corporation of the City of Peterborough during the year
2018 totaling $17,380, be approved. (Page 199)
hh) That
any net surplus funds, after the disposition of the recommendations in this
report, from 2018 operations in excess of $100,000 be transferred to the
Capital Levy Reserve to be used for Capital works. (Page
202)
ii) That
a by-law be passed to establish the 2018 tax ratios for each property class as
set out in the 2018 Operating Budget. (Page 215)
jj) That
the 2018 tax rate for farmland awaiting development subclasses be 75% of the
residential rate. (Page 216)
kk) That
a system of graduated tax rates within the Commercial and Industrial classes
not be implemented for 2018. (Page 216)
ll) That
the capping policy for 2018 for the Multi-residential, Commercial and
Industrial classes be as follows: (Page 216)
i.
Capping
be based on a maximum increase of 10% of the previous year’s CVA (Current Value
Assessment) tax for the eligible property.
ii.
No
capping credit be applied for properties where the required billing adjustment is within $500 of
the properties’ CVA tax; affected properties would be
billed at their full CVA tax level.
iii.
That
properties that achieved CVA tax in 2017 remain at CVA tax from 2018 forward
regardless of how reassessment affects the property.
iv.
That
properties that cross over from the claw back to the capping category or vice
versa from 2017 to 2018 be taxed at CVA tax.
v.
That properties
within the Industrial tax class are no longer eligible for the capping program.
vi.
That
properties within the Commercial and Multi-residential tax classes move towards
CVA Tax over a four year phase-out period which commenced in 2016 and will
achieve full CVA by 2019.
vii That the threshold on the tax level for eligible new
construction be 100%.
Director of Corporate Services
Report
CPFS17-062
Creation
of Communication Services Division and Approval of an Additional FTE
Moved
by Councillor Vassiliadis
That
Council approve the recommendation outlined in Report CPFS17-062 dated November
27, 2017, of the Director of Corporate Services, as follows:
That
Report CPFS17-062 be received for information and included in the 2018 Budget
discussions.
“CARRIED”
Director of Community
Services
Report
CSD17-030
Canadian
Canoe Museum Funding Request and Pre-commitment of Future Capital Budgets
Moved
by Councillor Beamer
That
Council approve the recommendations outlined in Report CSD17-030 dated November
27, 2017, of the Director of Community Services, as follows:
a)
That
a total of $2 million in capital funding for the Canadian Canoe Museum for its
proposed new facility, be approved; with the City contributions paid in
increments over 4 years and pre-committed as follows: $0.5 million; in each of
2019, 2020, 2021, and 2022;
b)
That
the Mayor and Clerk be authorized to sign a funding agreement between the City
and the Canoe Museum as may be required for the Museum to secure funding
commitments from the province and/or federal government;
c)
That
an annual Service Grant based on the current amount plus any inflationary
increases continue to be provided by the City to the Canadian Canoe Museum
until such time as the Canoe Museum presents its proposed Business and Operations
Plan for the new facility for Council’s consideration.
d)
That
staff report to Council during the 2019 term of Council, to recommend for
consideration, an additional $2 million in funding be provided to the Canadian
Canoe Museum.
Moved by
Councillor Baldwin
That
recommendation a) be amended as follows:
That a total
of $4M be paid to the Canadian Canoe Museum over 8 years, in $0.5M increments.
“MOTION
WITHDRAWN”
Upon the main
motion of Councillor Beamer as amended, the motion carried.
Director
of Corporate Services
Report
CPFS17-059
Fairhaven
2018 Budget
Moved by
Councillor Riel
That Council approve the
recommendation outlined in Report CPFS17-059, dated November 27, 2017, of the
Director of Corporate Services as follows:
That the presentation and budget
details presented to the November 28, 2017 Budget Committee by Fairhaven for
the 2018 Budget, be received.
“CARRIED”
The Chair called
for a recess at 7:12 p.m. The Committee reconvened at 7:25 p.m.
Moved by
Councillor Pappas
That staff
provide an update report on the Emerald Ash Borer Management Plan by June of
2018.
“CARRIED”
Director of Utility
Services
Report
USTR17-021
Statutory
Holiday Transit Service
The Mayor due to
his previously declared interest, did not discuss or vote on the matter.
Moved by Councillor Vassiliadis
That
Council approve the recommendation outlined in Report USTR17-021 dated November
27, 2017, of the Director of Utility Services, as follows:
That
Report USTR17-021 be received for information.
“CARRIED”
Director of Utility
Services
Report
USTR17-020
Role
of New Traffic Operations Technician
Moved
by Councillor Pappas
That Council approve the
recommendation outlined in Report USTR17-020 dated November 27, 2017, of the
Director of Utility Services, as follows:
That Report USTR17-020 be
received for information.
“CARRIED”
Moved by
Councillor Pappas
That staff
provide a report in 2018 on the cost difference when replacing existing
downtown parking meters with new technology to accept bills.
“CARRIED”
Director of Community Services
Report
CSSS17-010
Emergency
Shelter Funding, Homelessness Support Services Update and a 2019 Budget
Pre-commitment
Moved by Councillor Riel
That
Council approve the recommendations outlined in Report CSSS17-010 dated
November 27, 2017 of the Director of Community Services, as follows:
a)
That
Staff be directed to negotiate terms of renewed service agreements with Brock
Mission, YES Shelter for Youth and Families, Four Counties Addictions Services
for Emergency Shelter services, and the Homeless Coordinated Response Team
(HCRT) for the period April 1, 2018 to March 31, 2020 at a maximum cost as
outlined in Table 1 in the Budget and Financial section of this report;
b)
That
Staff be directed to negotiate terms of a new service agreement with the Home
for Good Supportive Housing Program;
c)
That
the Warming Room service contract be expanded to provide for year round service
delivery until April 30, 2020 and that Staff be directed to negotiate an
agreement accordingly;
d)
That
a draw from the Social Services Homelessness reserve in an amount up to
$200,000 for 2018 and up to an additional $200,000 as a pre-commitment in 2019
to assist with additional costs for the homelessness programs in those years be
approved;
e)
That
a by-law be enacted authorizing the Mayor and Clerk to execute renewed service
agreements for April 1, 2018 to March 31, 2020 with community partners related
to emergency shelter services, Warming Room, Homelessness Coordinated Response
Team and to execute new service agreements with service providers for the
provincial Home for Good funding; and
f)
That
Staff be requested to bring forward a follow-up report in late 2019 with an
update on the emergency shelter situation, prevention initiatives and
recommendations for funding of homelessness programs and services beginning
April 1, 2020.
“CARRIED”
Moved by
Councillor Pappas
That staff
provide a report in 2018 on the Community Drug Strategy Program.
“CARRIED”
Director of Community
Services
Report
CSD17-029
Showplace
Peterborough Funding Request and Pre-commitment of 2019 Capital Budget
Moved by
Councillor Riel
That the
matter be referred to enable representatives from Showplace to attend Tuesday’s
Budget Committee meeting to speak further on their funding request.
“CARRIED”
Committee
recessed at 9:25 p.m.
Chair Clarke
reconvened Committee at 5:00 p.m. in the Chambers on Tuesday, November 28,
2017.
Director
of Corporate Services
Report
CPFS17-061
Peterborough Police
Services 2018 Budget
Mr. Ken East,
Police Service Board Member, spoke on behalf of the Peterborough Police
Services and provided a presentation on their 2018 budget.
Moved
by Councillor McWilliams
That Council approve the
recommendation outlined in Report CPFS17-061, dated November 27, 2017, of the
Director of Corporate Services as follows:
That the presentation and budget details presented to the
November 28, 2017 Budget Committee by Peterborough Police Services Board for
the 2018 Budget, be received.
“CARRIED”
Director
of Corporate Services
Report
CPFS17-058
2018
Budget for Peterborough Public Health
Dr.
Salvaterra, Medical Officer of Health, provided an overview of the 2018 Budget
for Peterborough Public Health.
Moved by
Councillor Therrien
That Council approve the
recommendation outlined in Report CPFS17-058, dated November 27, 2017, of the
Director of Corporate Services as follows:
That the presentation and budget details presented to the
November 28, 2017 Budget Committee by Peterborough Public Health for the 2018
Budget, be received.
“CARRIED”
Director of Corporate Services
Report
CPFS17-057
2018
Budget for the Peterborough Humane Society
Susan
Dunkley, Manager
of Development and Outreach, and
Andrew Fraser, Executive Director, Peterborough Humane Society, provided a
licencing report for Council consideration.
Councillor
Haacke declared a conflict as the Humane Society is a client of his. Due to his
declared interest, Councillor Haacke did not discuss or vote on this item.
Moved by Councillor
McWilliams
That Council approve the
recommendation outlined in Report CPFS17-057, dated November 27, 2017, of the
Director of Corporate Services as follows:
That the budget details, presented to the November 28,
2017 Budget Committee by the Peterborough Humane Society for the 2018 Budget,
be received.
“CARRIED”
Director
of Corporate Services
Report
CPFS17-071
2018
Budget for Downtown Business Improvement Area
Terry
Guile, Executive Director, of the Downtown Business Improvement Area, spoke to
their 2018 Budget.
Moved
by Councillor Therrien
That Council approve the
recommendation outlined in Report CPFS17-071, dated November 27, 2017, of the
Director of Corporate Services as follows:
That the presentation and budget details presented to the
November 28, 2017 Budget Committee by Downtown Business Improvement Area for
the 2018 Budget, be received.
“CARRIED”
The
Committee recessed at 7:30 p.m. and reconvened at 7:40 p.m.
Showplace
Peterborough Funding Request and Pre-commitment of 2019 Capital Budget
Emily
Martin, Interim General Manager, Pat Hooper, Board Chair, and Earl McLeod,
Treasurer, Showplace, spoke to the Showplace budget request.
Moved
by Mayor Bennett
That
Council approve the recommendations outlined in Report CSD17-029 dated November
27, 2017, of the Director of Community Services, as follows:
a)
That
Report CSD17-029, which provides more details relating to the recommended
increase to the City’s 2018 Service Grant to Showplace Peterborough in the
amount of $30,000 from the 2017 level of $107,181 to a total of $137,181; and
an allocation of $75,000 in capital funding, through Capital Levy, to help
leverage funding from senior levels of government for capital improvements in
2018, be received; and
b)
That
an additional $75,000 in capital funding to Showplace, through Capital Levy, be
pre-committed in the 2019 budget to help Showplace leverage funding from senior
levels of government for capital improvements in 2019.
“CARRIED”
Moved by
Councillor McWilliams
That there
be a comparison of operating costs and revenues for dockage with other local marinas,
and
That
statistics on grey water collection and removal be provided in a report to
Council.
“CARRIED”
Moved by Councillor Haacke
a)
That
a new user fee be listed on Form 6 - User Fees and Charges for the Evinrude Centre,
on page 169 of the 2018 Operating
Budget Details Book for Non-Prime Time-Floor Rental at a rate of $54.85
effective April 1, 2018; and,
b)
A
new user fee be listed on Form 6 - User Fees and Charges for the Peterborough
Memorial Centre/Morrow Park, on page 172 of the 2018 Operating Budget Details
Book for Non-Prime Time-Floor Rental at a rate of $66.14 effective April 1,
2018.
“CARRIED”
Moved by Councillor
Baldwin
That a
staff report on the provision of security cameras at all arenas be provided to
Council in 2018.
“CARRIED”
Committee
recessed at 9:25 p.m.
Chair Clarke
reconvened Committee at 5:00 p.m. in the Chambers on Wednesday, November 29,
2017.
Director
of Corporate Services
Report
CPFS17-058
Peterborough
Health Team 2018 Budget for the Physician Recruitment Program
Moved
by Councillor Baldwin
That Council approve the
recommendation outlined in Report CPFS17-058, dated November 27, 2017, of the
Director of Corporate Services as follows:
That the presentation and budget details presented to the
November 28, 2017 Budget Committee by Peterborough Public Health for the 2018
Budget, be received.
“CARRIED”
Director of Corporate Services
Report
CPFS17-055
2018
Budget for the Otonabee Region Conservation Authority
Moved
by Councillor Pappas
That Council approve the
recommendations outlined in Report CPFS17-055, dated November 27, 2017, of the
Director of Corporate Services as follows:
That the budget details presented to the November 28,
2017 Budget Committee by the Otonabee Region Conservation Authority, be received.
“CARRIED”
Director
of Corporate Services
Report
CPFS17-056
2018
Budget for the Peterborough and The Kawarthas Economic Development
Moved by
Councillor Haacke
That Council approve the
recommendation outlined in Report CPFS17-056, dated November 27, 2017, of the
Director of Corporate Services as follows:
That the presentation and budget details presented to the
November 28, 2017 Budget Committee by Peterborough and The Kawarthas Economic
Development, be received.
“CARRIED”
Director of Corporate
Services
Report
CPFS17-060
Peterborough
County/City Paramedics Service 2018 Budget
Moved by
Councillor Therrien
That Council approve the
recommendations outlined in Report CPFS17-060, dated November 27, 2017, of the
Director of Corporate Services as follows:
a)
That the
presentation and budget details presented to the November 28, 2017 Budget
Committee by the Peterborough County/City Paramedics Service for the 2018
Budget, be received.
b)
That the
$4,757,687 provision for Peterborough County/City Paramedics Service included
in the 2018 Draft Operating Budget on pages 186-187 of the 2018 Draft
Highlights Book be increased by $19,674 to $4,777,361 and that the increase of
$19,674 be transferred from the PCCP Reserve.
“CARRIED”
Moved
by Councillor Riel
a)
That
the 2018 budget, representing the levy required by the Downtown Business
Improvement Area of the Corporation of the City of Peterborough, be approved in
the amount of $304,700 or a 0% increase over the 2017 amount; and,
b)
That the
DBIA budget line in the amount of $50,000 for security, be used to provide
security services in 2018.
“CARRIED”
Moved by
Councillor Riel
That the
fulltime permanent position of an Age Friendly Coordinator be approved and for
the year 2018, the City share of this be taken from reserve and in future years
the expense be included in the Social Services Division budget, subject to the
County of Peterborough commitment.
“CARRIED”
Moved by
Councillor Pappas
That the
rent supplement for Housing First increase in the amount of $20,000 be approved
and be taken from general contingency.
“CARRIED”
Moved by
Councillor Baldwin
That the
Security Services Pilot Project for the main branch of the Library in the
amount of $21,216 be approved and be taken from Library Reserves.
“LOST”
Director of Corporate Services
Report
CPFS17-049
Update
on the City's Debt Capacity Limit
Moved by
Councillor Beamer
That Council approve the
recommendation outlined in Report CPFS17-049 dated November 27, 2017, of the
Director of Corporate Services, as follows:
That
Report CPFS17-049, providing an update on the City’s Debt Capacity limit, be
received for information.
“CARRIED”
Director
of Corporate Services
Report
CPFS17-073
Implications
on the 2018 Draft Budget of the Elimination of the Stormwater Protection Fee
Moved
by Mayor Bennett
That Council approve the
recommendations outlined in Report CPFS17-073
dated November 27, 2017, of the Director of Corporate Services as follows:
a)
That
the 2018 Draft Budget be amended by replacing Chart 2 on page 9 of the
Highlights Book with the new Chart 2 in Report CPFS17-073; and
b)
That
the 2018 Draft Budget be amended, as applicable, to indicate the Stormwater
Protection Fee is not included as part of the 2018 Budget.
“CARRIED”
Upon
the original motion of Mayor Bennett (Report CPFS16-065), the motion carried.
Other
Business
There
were no items of Other Business.
Adjournment
Moved
by Councillor Pappas
That this meeting of Budget Committee
adjourn at 7:39 p.m.
"CARRIED"
John
Kennedy
City
Clerk
Councillor
Clarke
Chair