Minutes of the Special Budget Committee of the Whole meeting held February 17, 2014

MINUTES OF A SPECIAL COMMITTEE OF THE WHOLE BUDGET MEETING

HELD ON MONDAY, FEBRUARY 17, 2014

VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS

PRESENT WERE: Mayor Hill Councillor Mattson Councillor Rast Councillor Rogers Councillor Screech

REGRETS:

PRESENT ALSO: K. Anema, Chief Administrative Officer 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, Corporate Services Clerk

0 members of the public 0 members of the press

1. CALL TO ORDER

Mayor Hill called the meeting to order at 4:00 p.m.

2. APPROVAL OF AGENDA

MOVED BY: Councillor Rogers SECONDED: Councillor Rast

THAT the agenda be approved as presented. CARRIED

3. REPORTS

a) 2014-2018 Financial Plan Deliberations

1. Budget Background

The Chief Administrator provided an overview of the meeting content. He described that the work done to date on the budget by the management team has been to establish a 0% tax increase, not including the 2.79% increase for the public safety building. To get to 0% many programs and services have been reviewed aggressively. The focus of the 2014 budget will be for Council to consider the proposed reductions and then to add items into the budget from this point forward. It was noted that the PowerPoint presentation from this meeting will be provided to Council.

2. Sustainability Considerations

The Director of Engineering described the increased maintenance costs tied to additional development and capital projects. To address these maintenance costs, the Town will need to consider providing increased funding or decreased levels of service. He also outlined other costs that have increased – such as water, hydro, natural gas, and insurance – over which the Town has no control.

3. New Budget Information

The Director of Finance noted the changes to the 2014 budget as follows:

• $25,000 added to Administration Capital;
• Lime Kiln conservation work reduced from $5,000 to $1,000 as the majority of the work was completed in late December 2013;
• $10,000 removed for the reserve level review proposal;
• $5,320 added for the Municipal Insurance Association of British Columbia Sustainability Grant for the business continuity plan; and
• $52,620 was added to Environmental Health.

4. Non-Core Budgets Tab 4

The Director of Finance noted that the Non-Core budget items have been prioritized into five packages as follows:

• Package 1 – Carry forward projects and those with a contractual obligation to complete;
• Package 2 – Items to accomplish a mission of Council;
• Package 3 – Items that impact public safety;
• Package 4 – Legislative and reporting requirements; and
• Package 5 – Other budget items.

All of the items in Package 1 will not impact taxation as the items are to be funded from surplus or Development Cost Charges. The other packages have items that are proposed to be funded from taxation or surplus.

5. Department Presentations

Planning

The Director of Development Services gave an overview of the Planning Department Budget with regards to the zoning bylaw, climate action and development servicing standards. She described the opportunity in 2014 to review and renew existing policies and bylaws and the potential summer student position.

Administrative Services

The Director of Corporate Administration spoke regarding areas of responsibility and work plan highlights for 2014, including the local government election, policy manual review, business continuity plan and land-related initiatives. The volunteer appreciation dinner, postal rates as well as the potential for a second voting location will need to be reviewed in more detail.

Finance

The Director of Finance gave an overview of the Finance Budget and the key items they will be undertaking in 2014 including on-going changes to PSAB for contaminated sites and financial instruments. She described the upcoming reserve level review and required finance-related policy amendments. The Director of Finance will provide a cost/benefit analysis for the Senior Accountant position that was created in 2013.

Protective Services – Fire, ESS, Building, Bylaw, Animal Control

The Fire Chief discussed the budgets for the various divisions within Protective Services. He noted that it is difficult to estimate operating costs for the new public safety building but has tried to reflect a partial year in that building and the potential to mitigate some costs through work carried out by tenants in the suites. Agreements with Songhees and Esquimalt First Nations, fleet age and the anticipated sale of the existing Fire Hall were discussed.

It was noted that Inspector Chomyn, West Shore RCMP, was unable to attend but that he will be attending the next budget meeting to discuss the RCMP Budget.

Engineering – Operations

The Director of Engineering spoke regarding the levels of service that the Town provides with respect to snow clearing, grass cutting and road sweeping. He addressed the impact of various budget reductions made, noting that long term costs could increase if short term maintenance and repairs are left unaddressed for any length of time. Specific items, such as the collection program for lawn and garden waste and seasonal decorations were discussed.

Council and staff discussed water usage costs for Welland Legacy Park; the intentions for the garbage collection contract; and the possibility of donated playground equipment from a service club for Portage Park.

Recreation and Culture

The Director of Finance noted that Library Services will have a 3.8% tax increase for 2014.

Fiscal Services

Council and staff discussed the debenture regarding Helmcken Road and the new Public Safety Building; reserve levels; costs for Craigflower Bridge; and billing options for the Capital Regional District’s sewer treatment project.

6. Next Steps

The Chief Administrator outlined the next steps in the budget.

7. Budget Schedule

Council and staff discussed the upcoming scheduled budget meetings and that Council is to come back with their priorities for the 2014 budget.

4. TERMINATION

MOVED BY: Councillor Rogers SECONDED: Councillor Screech

THAT this meeting terminate. Time: 7:04 p.m. CARRIED