FOURTH MEETING OF THE
2008 BUDGET SUB-COMMITTEE
CANADA ROOM,
MINUTES
|
Budget
Sub-Committee: Councillor D. Horchik, Chair Regional Councillor J. Heath Regional Councillor T. Wong Councillor V. Burke Councillor E. Shapero Councillor J. Webster Councillor
A. Chiu ( Other
Members of Council: Councillor
C. Moretti ( Regrets Councillor L. Kanapathi Mayor F. Scarpitti |
Staff J. Livey, Chief Administrative Officer J. Baird, Commissioner of Development Services A. Taylor, Commissioner of Corporate Services A. Seabrooke, Commission Lead & Director, Strategic Services P. Loukes, Commission Lead & Director, Operations B. Cribbett, Treasurer J. Lustig, Director of Financial and Client Services S. Chait, Director, Economic Development J. Wright, Director, Building Standards V. Shuttleworth, Director, Planning & Urban Design J. Bosomworth, Manager, Strategy & Innovation P. Ingham, General Manager, Operations J. Klaus, General Manager, Waterworks A. Tang, Acting Manager, Financial Planning D. Milenkovski, Senior Financial Analyst J. Kee, Committee Clerk |
The fourth 2008 Budget
Sub-Committee meeting convened at the hour of
1. MINUTES OF BUDGET SUB-COMMITTEE
MEETING HELD
Moved by Councillor J. Webster
Seconded by Councillor V. Burke
That the minutes
of the Budget Sub-Committee meeting held on
CARRIED
2. RESPONSES TO QUESTIONS
FROM BUDGET SUB
COMMITTEE
MEETING #3
Committee had before is Appendix A, a document detailing responses to questions from the Budget Sub-Committee meeting of November 26, 2007 (#3).
Project #8424 “Volunteer Ice Rink – Top Up
Program
Mr.
Joel Lustig, Director of Financial
and Client Services, noted that staff had been requested to provide further
information on policies related to volunteer ice rinks. This information was presented in Question 1
of Appendix A.
Moved by Councillor J. Webster
Seconded by Regional Councillor T. Wong
That $5,000 be transferred from the 2008
Capital Project #8003 “Adopt-a-park – Top Up Program” (original budget $20,000)
to the 2008 Capital Project #8424 “Volunteer Ice Rink – Top Up Program”
(original budget $25,000) for Volunteer Ice Rinks.
CARRIED
Project #8105 “Corporate Fleet Replacement
Program
The Director of Financial and Client Services
advised that staff had been requested to provide further clarification on the
2008 Corporate Fleet Replacement Program. (Question 4 of Appendix A). As the Councillors requesting the information
were not in attendance this date, it was agreed that the General Manager of
Operations would provide the information in a memorandum and distribute to all
Councillors.
Downspout Disconnect Program
Staff had also been requested to provide a
status-to-date on the Downspout Disconnect program, including an approximate
cost for the program. This information
was presented in Question 7 of Appendix A.
Members were advised that staff will prepare a report which will include
information on the volumes expected and the work on site that may be required. Committee asked that staff also include the
following information in the report:
- Which sanitary or sewer connections are
more susceptible to flooding across the Town; problem areas;
- Hydraulic monitoring; flow measurements
and impact of rain flow on sewers;
- Flood protection capacity;
- Total impact and all costs involved;
potential cost offsets in 2008 or over a number of years;
- Include both storm sewers and sanitary
sewers.
Moved by Councillor V. Burke
Seconded by Councillor C. Moretti
That
the Responses to Questions from Budget Sub-Committee Meeting #3 (
CARRIED
3. CHANGES TO CAPITAL PROJECTS SINCE
OCTOBER 29
Members had before them Appendix B, Changes to Capital Projects Since
October 29, and the Director of
Financial and Client Services reviewed the projects, which were presented in
three sections: Projects Added; Projects Deleted/Deferred; and Projects with
Changes in Funding. It was noted that
there has been no change to the overall 2008 Capital Budget.
In response to a query, staff clarified the status of the funding and
sponsorship for the Markham Beautification Program.
Moved by Councillor J. Webster
Seconded by Councillor C. Moretti
That Appendix B, Changes to Capital Projects Since
CARRIED
4. BUDGET PRE-APPROVAL OF A LIBRARY
CAPITAL PROJECT
The Director of Financial and Client Services advised that Project #8284 “Furniture and Equipment – Replacement Program” required pre-approval of $60K (Total Project Cost $60K) for furniture at the Markham Village Library.
Moved by Councillor J. Webster
Seconded by Councillor C. Moretti
That Project #8284 Furniture and Equipment – Replacement Program, for furniture at the Markham Village Library, in the amount of $60,000, be approved.
CARRIED
5. STATUS OF BUILDING STANDARDS, PLANNING
& DESIGN,
AND ENGINEERING
OPERATING BUDGETS
The Director of Financial and Client Services provided a status report on the Building Standards, Planning & Design, and Engineering Operating Budgets.
Committee queried the status of building permit fees; the reduction in revenues relating to engineering fees; and staffing changes within Engineering Department
Moved by Regional Councillor T. Wong
Seconded by Councillor A. Chiu
That the information provided regarding the status of Building Standards, Planning & Design and Engineering Operating Budgets, be received.
CARRIED
6. PROJECTED 2008 BUILDING STANDARDS,
PLANNING &
DESIGN, AND ENGINEERING RESERVE BALANCES
The Director of Financial and Client Services reviewed the projected 2008 Building Standards, Planning & Design, and Engineering Reserve Balances. Committee queried the apparent reduction in net revenues, and staff advised that since 2005, the actual/Budget expenses include both direct and indirect costs.
Moved by Regional Councillor T. Wong
Seconded by Councillor A. Chiu
That the information provided regarding the Projected 2008 Building Standards, Planning & Design and Engineering Reserve Balances, be received.
CARRIED
7. STATUS OF WATERWORKS
OPERATING BUDGET
The Director of Financial and Client Services reviewed the status of the Waterworks Operating Budget, which included 6.35% rate increase and proposed infrastructure surcharge.
Committee queried the line item “Less: Purchases” and the difference between the 2007 and 2008 figures. Staff advised that they will report back on this matter.
Moved by Councillor C. Moretti
Seconded by Councillor V. Burke
That the update regarding the 2008 Waterworks Operating Budget be received, subject to the staff response regarding “Less Purchases”.
CARRIED
8. STATUS
OF 2008 OPERATING BUDGET & ADJUSTMENTS
The Director of Financial and Client Services reviewed the status of the 2008 Operating Budget and Adjustments, excluding Building Standards and Waterworks. Members were advised that multiple meetings have been held between staff and CCC in an effort to bring down the tax rate by expense reductions and revenue increases. The following chart was provided:
Status as of BSC on October 22 $5.76M 5.95%
Expense Reductions/Revenue Increases ($1.98M) -2.04%
Status as of BSC #3 on November 26 $3.78M 3.90%
Members were provided with details of the revenue increases and expense reductions identified to reduce the 2008 Budget by $1.9M (2.04%). In response to a query of Committee, staff advised that the reductions are not significant enough to affect the service levels of the Town.
Concern was expressed regarding the removal of the Human Resources Attraction & Retention Strategy funding in the amount of $130,000. Staff was requested to provide the Budget Sub-Committee, by email, with the impact relating to the removal of this item.
Moved by Regional Councillor T. Wong
Seconded by Councillor V. Burke
That the information regarding the status of the 2008 Operating Budget and Adjustments, excluding Building Standards and Waterworks, be received.
CARRIED
9. TWO-YEAR
OPERATING BUDGET FORECAST
The Director of Financial and Client Services advised that staff have carried out a preliminary analysis relating to 2009 and 2010 operating forecast, and provided base budget assumptions for the coming two years. It is anticipated that tax increases will be in the 5% to 6% range per year.
Moved by Regional Councillor J. Heath
Seconded by Councillor J. Webster
That the information relating to the two-year operating budget forecast be received.
CARRIED
10. STATUS
OF 2008 OPERATING BUDGET INCLUDING
ITEMS
BELOW THE LINE
The Director of Financial and Client Services presented the status of the 2008 Operating Budget, in addition to Items Below the Line, which are not included in the Budget, and are excluding Building Standards and Waterworks, as follows:
Status as of BSC #3 on November 26 $3.78M 3.90%
Items Not Included:
Increased Service Level – Snow Removal (7.5” to 5”) $0.23M 0.23%
Councillors’ Requests $1.15M 1.19%
Total Impact $5.16M 5.32%
Committee noted that at the General Committee meeting held earlier this date, the approved recommendation relating to the increased service levels on snow removal have an impact of $60,000 instead of $230,000.
Moved by Councillor J. Webster
Seconded by Regional Councillor J. Heath
That the information presented on the Status of the 2008 Operating Budget, including Items Below the Line, and excluding Building Standards and Waterworks, be received.
CARRIED
11. RESPONSES
TO COUNCILLOR REQUESTS
Committee had before it Appendix C, which was a summary of all Councillor Requests received for the 2008 Budget. The Director of Financial and Client Services advised that the items in the document have been placed in four different categories:
- Appendix C) Staff reports required;
- Appendix C-1) Included in 2007/2008 Budget;
- Appendix C-2) Not Recommended by Staff; and
- Appendix C-3) To be
addressed by Budget Sub-Committee/Markham
Enterprises Corporation.
a) APPENDIX C
#1 Landscaping on the Linear Park (Highway 48 south from Hwy. 7) – Following some discussion, Committee directed that a staff report would not be required on this matter, and periodic updates will be provided to Council on the continuing environmental assessment process during 2008.
#2 Milliken Mills Park – Planning for Tomorrow – Committee noted that there is a growing demand in soccer fields and less demand in other recreational activities. Committee requested that a workshop be held to discuss the pressures and propose options to address the pressures. Committee also commented that a report would not be required since a workshop is to be held.
#7 Privatization of Properties Owned by Markham in the East End – Members were advised that Legal Services staff will be contacted regarding this matter, and a memorandum will be prepared for Committee advising of the status of the report.
#8 Review of Temporary Business Regulations on Main Street Unionville – Committee queried the financial component of this request, and suggested that the matter be put on hold. A report will be prepared if this request can be done with existing projects/funds.
#9 Milliken Mills Community Centre – Expansion Feasibility Study – Committee suggested that the Armadale Community Centre be incorporated into the new Master Plan, in addition to the possible expansion of the Milliken Mills Community Centre. Staff advised that these matters will be considered along with other priorities of the PRCLMP Master Plan.
The following related issues were raised: requests for flower baskets and barrels; public washrooms; Main Street Markham Committee Vision and related budget considerations; involvement of the local BIA’s; and possible changes to beautification standards on these streets.
Staff
suggested that service levels on the two Main Streets should be reviewed in
their capacity as “tourist area” destinations in future, rather than dealing
with individual street issues in a piecemeal manner. It was suggested that a Development Services
Committee workshop be held in the New Year, prior to a report being prepared by
staff, to discuss hi-level issues related to beautification on the streets, and
also in the parks in
Moved by Regional Councillor J. Heath
Seconded by Councillor J. Webster
That subject to a staff report in the spring of 2008, $10,000 be included in the 2008 Budget for the purchase of custom benches and waste receptacles on Main Street Unionville;
And that
$10,000 be included in the 2008 Budget for the purchase of benches and waste
receptacles on
CARRIED
#12
#13
New Washroom Facility on
It was suggested that it may be helpful to hold a workshop to discuss the “bigger picture” prior to a decision being made on this request.
Moved by Regional Councillor J. Heath
Seconded by Regional Councillor T. Wong
That
$100,000 be placed in the 2008 Budget for the possible provision of public
washroom facilities in
And that staff be requested to look at innovative ways to provide these facilities.
CARRIED
#14 Downspout Disconnect Program – Committee was advised that a report is being prepared for General Committee regarding this Program. It was suggested that a small pilot project be conducted relating to the Downspout Disconnect Program in the summer of 2008.
Moved by Regional Councillor J. Heath
Seconded by Councillor V. Burke
That an analysis on the implications of conducting a pilot project relating to the Downspout Disconnect Program be included in the staff report being prepared for General Committee.
CARRIED
#15 Review of Usage and Allocation of Increased Revenue from MDEI, Property Rental Revenues and PowerStream Dividends – Committee asked that a staff report be prepared on this matter, and also include surpluses.
Moved by Regional Councillor J. Heath
Seconded by Regional Councillor T. Wong
That staff be requested to prepare a report reviewing the usage and allocation of increased revenue from Markham District Energy Inc., property rental revenues, PowerStream dividends, and surpluses.
CARRIED
#16 Increase Council Expenses – Committee discussed a suggestion to increase the maximum amount allowable of Councillors’ Discretionary expenses from $6,500 to $8,000 per year. There was also some discussion with respect to the correlation between the Councillors and the Mayor expenses.
Staff advised that Finance staff are preparing a report on how Councillors discretionary expenses are currently being reported, and that the Town Clerk is preparing a report relating to Councillors’ constituent communications.
Moved by Regional Councillor J. Heath
Seconded by Councillor J. Webster
That $20,000 be set aside in the 2008 Budget as a placeholder to provide for a potential increase in the maximum amount of Councillors discretionary expenses; subject to a staff report.
CARRIED
#17 Rationalize the Council Salary System – A suggestion to carry out an administrative change to make salary relationships between various positions on Council less confusing was discussed. Members were advised that the issue is currently being reviewed by staff, and that an email would be sent to Members clarifying the nature of the review.
12. NEXT STEPS
The Chair noted that the next meeting will be held on Monday, December 10, 2007 at 1:00 p.m. in the Canada Room.
The Budget Breakfast is now scheduled to be held on Tuesday, January 22, 2008.
ADJOURNMENT
Moved by Councillor C. Moretti
Seconded by Councillor J. Webster
That the fourth 2008 Budget Sub-Committee
meeting adjourn. (
CARRIED