Minutes of the Special Budget Committee of the Whole meeting held March 3, 2014

TOWN OF VIEW ROYAL MINUTES OF A SPECIAL COMMITTEE OF THE WHOLE BUDGET MEETING

HELD ON MONDAY, MARCH 3, 2014 VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS

PRESENT WERE:

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

REGRETS:

(None listed)

PRESENT ALSO:

• K. Anema, Chief Administrative Officer
• S. Jones, Director of Corporate Administration
• J. Beauchamp, Director of Finance
• L. Chase, Director of Development Services
• L. Chomyn, Inspector, RCMP
• D. Becelaere, Superintendent of Engineering
• E. Bolster, Deputy Municipal Clerk

0 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 Screech SECONDED: Councillor Rogers

THAT the agenda be amended to include item 3(a)(8);

AND THAT the agenda be approved as amended.

CARRIED

3. REPORTS

a) 2014-2018 Financial Plan Deliberations

The Chief Administrative Officer provided introductory comments. He noted that some budget information has been amended, specifically, a reduction of $15,300 from utility costs for the new Public Safety Building which equals approximately a 0.26% tax reduction (from 2.79% to approximately 2.53% for the Public Safety Building).

1. RCMP – Inspector Chomyn

Inspector Chomyn gave an overview of the Westshore RCMP detachment including services offered, funding sources, five year forecast, police to population ratios, file statistics; and factors that have resulted in an increasing workload for police officers over the past several years. He described “hard” and “soft” vacancies and how human resources are able to be allocated based on vacancies. Inspector Chomyn outlined that there are 61 officers and approximately 17 support staff members. He noted that support staff also now have an increased workload due to FOI requests and court reporting requirements including transcriptions.

It was suggested that there be a meeting with Protective Services municipal representatives, Chief Administrative Officers and Inspector Chomyn to discuss cost recovery and resource options for municipal support staff.

The Chief Administrative Officer discussed Tab 3 – updated garbage collection fees and costs including the spring lawn and garden collection service.

2. Business Licenses – Directors of Finance and Development Services

The Chief Administrative Officer noted that the 2014 budget for business license revenue is $32,000; removal of this revenue stream would require a 0.55% tax increase. The Chief Administrative Officer stated that business licenses allow the municipality to have current information that is critical for the Fire Department and their annual inspections. It was concluded that the current business license program would remain in place.

3. Reserves, Tabs 17 and 18 – Director of Finance

The Director of Finance spoke to the Committee in regard to the reserves and surpluses. It was noted that there is no 2013 surplus and that the operating surplus is approximately $1,000,000 though various projects are associated with some of these funds already.

Council questioned how the developer contribution for Eagle Creek Village has been dealt with and staff confirmed that it too is in surplus but does not comprise the operating surplus described above.

The reserve fund balance review was discussed and it was noted that it will include not only information about balances and proposed balances but also other opportunities for use.

The sale of 280 Island Highway was discussed vis a vis repayment of funds required for the new Public Safety Building.

4. Surplus – Director of Finance

As discussed under item 3(a)(3).

5. Council Projects

The Committee discussed their potential projects to be included in the 2014 budget deliberations. These potential projects are as follows:

• expansion of the community gardens;
• Mellor Park amenities;
• Chilco Trails construction;
• traffic safety improvements on Watkiss Way and Burnett Road;
• continuation of Portage Park restoration work;
• promotion of a broader volunteer invasive species removal program;
• pedestrian crossing at Island Highway by the new Public Safety Building;
• Portage Park trail improvements;
• installation of signage kiosks in three locations (trail junctions) to promote community businesses; and
• Portage Park exercise equipment for adults.

6. Council Questions

In response to questions raised at the February 17, 2014 budget meeting, the following information was discussed:

Wages and Benefits - Staff The proposed percentage increases to wages and benefits for staff are shown as Victoria CPI of 2% for Management and Council; IAFF of 6% for firefighters; and CUPE 2% for other employees. It was confirmed that with a Victoria CPI of 0%, the 2% for Management and Council can be removed from the budget.

Planning Student proposal The Director of Development Services indicated that the proposed planning student would be retained to work on “in-house” projects such as the OCP implementation and other bylaws and policy work.

Economic Development: The Director of Development Services described that the intended outcome of an economic development strategy is specific to a community, taking into consideration the strengths, weaknesses and opportunities of a municipality. While the outcome may have similar elements to other municipalities, a tailored economic development strategy would build on View Royal’s unique situation and strengths.

The Committee discussed whether there is a need for a full economic development plan or if it would be preferable to focus on one precinct at a time.

Reserve Level Review Reduction The Chief Administrative Officer noted that the reserve level review has been removed as the 2014 budget already includes $25,000 for the development of a Long Term Financial Plan.

Capital Regional District Sewer Treatment Plant The Director of Finance noted that the Capital Regional District’s (CRD) sewage treatment project will result in an approximate increase of $150,000 per year with $310,711 for 2014. The Capital Regional District is phasing the funding with $5,000,000 in 2013, $10,000,000 in 2014, etc. To date $6,100,000 has been borrowed by the CRD.

Eagle Creek The Director of Finance noted that the Eagle Creek site is currently assessed at $11,116,000 for land only. She noted that based on 2013 tax rates, $76,611 would be the municipal tax portion from this site in 2014. However, the recent dedication of parkland from the site will reduce this revenue stream for 2014. Construction at the site in 2014 though will result in an increased assessment which will then be reflected in the 2015 tax year.

The Director of Finance noted that based on the developer’s estimates, the annual municipal property taxes at build-out will be $607,651.

As a new question, the Committee inquired about the Craigflower Bridge Replacement Project contingency. Staff noted that there has been no changes with respect to the contingency and that the funds are coming from various sources for the Project. If the contingency funds are not used, they can be made available for other projects.

7. Council Priorities

The Committee ranked their priorities in regard to the core budget.

a) Report dated February 28, 2014 from the Chief Administrative Officer and Director of Finance

MOVED BY: Councillor Rast SECONDED: Councillor Screech

COW-12-14: THAT the Committee recommend to Council that the RCMP contracted services 2014 budget be increased in the amount of $38,668 for one additional FTE with the position to commence September 1, 2014.

CARRIED Councillor Rogers voted in the negative.

MOVED BY: Councillor Screech SECONDED: Councillor Mattson