MINUTES OF A SPECIAL COMMITTEE OF THE WHOLE BUDGET MEETING HELD ON WEDNESDAY, FEBRUARY 6, 2013

MINUTES OF A SPECIAL COMMITTEE OF THE WHOLE BUDGET MEETING

HELD ON WEDNESDAY, FEBRUARY 6, 2013

VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS

PRESENT WERE:

• Mayor Hill
• Councillor Mattson
• Councillor Rast
• Councillor Rogers
• Councillor Screech

REGRETS:

PRESENT ALSO:

• S. Jones, Director of Corporate Administration
• J. Beauchamp, Director of Finance
• L. Chase, Director of Development Services
• J. Rosenberg, Director of Engineering
• P. Hurst, Fire Chief
• J. Crockett, Recording Secretary
• 4 members of the public
• 0 members of the press

1. CALL TO ORDER

Mayor Hill called the meeting to order at 4:02 p.m.

2. APPROVAL OF AGENDA

MOVED BY: Councillor Rogers SECONDED: Councillor Mattson

THAT the agenda be amended to include items 4(a) - Finance FTE Anticipated Cost Savings Report and 5(a); and to renumber item 5 to item 6;

AND THAT the agenda be approved as amended. CARRIED

3. PUBLIC PARTICIPATION

a) J. Jacobson, 59 Fenton Road, requested that the Committee consider funding in the 2013 budget for playground equipment at Portage Park.

4. REPORTS

a) Continuation of 2013-2017 Financial Plan Deliberations – Sewer, Strategic Community Investment Funds and 2012 Projects funded by Surplus

The Director of Finance gave on overview of the Sanitary Sewer Administration Fee report as follows:

• adjustment to the sanitary sewer administrative fee;
• correction to allocation of wages;
• both adjustments will occur this year; and
• impact to the average user fee will be minimal.

MOVED BY: Councillor Screech SECONDED: Councillor Rast

THAT the report titled "Sanitary Sewer Administrative Fee" from the Director of Finance dated January 30, 2013 be received for information. CARRIED

The Director of Finance gave an overview of the Strategic Community Investment Funds report as follows:

• funding from Small Community Grants;
• funding from Fine Revenue Sharing Grants;
• surplus amount.

Council requested the strategic community investment fund amounts from 2011.

MOVED BY: Councillor Rogers SECONDED: Councillor Screech

THAT the report titled "Strategic Community Investment Funds" from the Director of Finance dated February 6, 2013 be received for information. CARRIED

The Director of Finance gave an overview of the 2012 projects funded by surplus report as follows:

• Amount of surplus required to fund 2012 projects;
• Surplus to fund one-time projects; and
• Estimated $150,000 will remain in operating surplus, will not be used in 2012 and will remain in the operating surplus account.

MOVED BY: Councillor Rogers SECONDED: Councillor Rast

THAT the report titled "2012 Projects Funded by Surplus" from the Director of Finance dated February 6, 2013 be received for information. CARRIED

The Director of Finance gave an overview of the Finance FTE Anticipated Cost Savings report as follows:

• Amount of anticipated cost savings as a result of hiring additional FTE;
• In house work to complete Financial Statement;
• Reducing annual audit fee;
• Unnecessary fines and late fees;
• Tendering out IT services.

MOVED BY: Councillor Rogers SECONDED: Councillor Rast

THAT the report titled "Finance FTE Anticipated Cost Savings" from the Director of Finance dated February 6, 2013 be received for information. CARRIED

The Director of Finance gave a Power Point Presentation including the following items:

• Budget summary;
• One time supplemental projects;
• Projects funded by DCC's;
• Projects funded by Casino;
• Projects funded by surplus;
• On-going supplemental projects;
• Preliminary tax implication;
• Preliminary sewer fee implication;
• New class – Light Industry by BC Assessment.

The Committee and staff discussed preparing the community for the cost of the new Public Safety Building. The CRD increase and pre-billing for sewage. The Committee requested staff to provide current tax increase broken down including surplus as well as materials to be provided and consolidated into binders for Council members.

5. NEW BUSINESS

a) Portage Park playground discussion

The Committee and staff discussed the potential for a playground in Portage Park. Item has been referred to the Parks, Recreation and Environment Advisory Committee.

MOVED BY: Councillor Rogers SECONDED:

THAT the committee recommend to Council that a line item be included in the 2014 Capital Budget Plan for $50,000.00 for a playground in Portage Park.

MOVED BY: Councillor Rast SECONDED: Councillor Screech

COW-07-13 THAT the Committee recommend to council that a .5 Parks FTE be removed from the 2013 budget. CARRIED

6. TERMINATION

MOVED BY: Councillor Rogers SECONDED: Councillor Screech

THAT this meeting terminate Time: 6:11 p.m. CARRIED