MINUTES OF A SPECIAL COMMITTEE OF THE WHOLE BUDGET MEETING HELD ON MONDAY, MARCH 24, 2014

MINUTES OF A SPECIAL COMMITTEE OF THE WHOLE BUDGET MEETING

HELD ON MONDAY, MARCH 24, 2014

VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS

PRESENT WERE:

• Mayor Hill
• Councillor Mattson
• Councillor Rast
• Councillor Rogers
• Councillor Screech – arrived at 4:12 p.m.

PRESENT ALSO:

• S. Jones, Director of Corporate Administration
• J. Beauchamp, Director of Finance
• P. Hurst, Fire Chief
• J. Rosenberg, Director of Engineering
• E. Bolster, Deputy Municipal Clerk
• 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 approved as presented. CARRIED

3. PETITIONS & DELEGATIONS

a) B. Phillips, Vice-President, Wescom Medi-Land Society, Re: 2014 Grant-in-Aid Application – Assistance with Annual Funding

Ms. Phillips discussed the mandate of the Wescom Medi-Land Society which supplies and cleans medical equipment to residents within six Westshore municipalities. Westcom Medi-Land Society employs one staff person with the remainder being volunteers.

Westcom Medi-Land Society is requesting a grant in the amount of $1,000.

b) M. Dean, Executive Director, Pacific Centre Family Services Association, Re: 2014 Grant-in-Aid Application – Outreach Counselling and Support for Vulnerable Youth

Ms. Dean spoke to the Committee in regard to the Pacific Centre Family Services Association which serves 1,000 individuals annually, including View Royal residents. She noted that their Community Outreach Prevention Education program (COPE) focuses on youth in the community between 5-18 years of age and provides counselling and outreach services.

The Pacific Centre Family Services Association is requesting a grant in the amount of $3,000.

c) G. Macdonald, Principal & Managing Director and B. Gourley, Heritage Consultant, Macdonald & Lawrence Timber Framing Ltd., Re: 2014 Grant-in-Aid Application – Proposal to Consolidate the Lime Kiln at Hart Road

Mr. Macdonald gave a PowerPoint presentation to the Committee in regard to the Lime Kiln on Hart Road, specifically detailing their project objectives and anticipated outcomes (conservation, skills training, education, management and cost benefit); the scope of works included and excluded; budget; and conservation options and recommendations.

Macdonald & Lawrence is requesting a grant in the amount of $12,500.

d) D. Jackman, Chair/Manager, View Royal Reading Centre, Re: 2014 Grant-in-Aid Application – View Royal Reading Centre Annual Funding

Not in attendance

e) B. Fetherstonhaugh, President and J. Boreen, Spectrum Dry Grad Committee 2014, Re: 2014 Grant-in-Aid Application – 2014 Dry Grad Event

Not in attendance

f) L. Garcia-Meredith, President, Bike to Work Society, Re: 2014 Grant-in-Aid Application – Greater Victoria Bike to Work Week 20th Anniversary, May 26-June 1, 2014

Ms. Garcia-Meredith spoke to the Committee in regard to Bike to Work Week and highlighted that this will be the 20th year anniversary of the event. She noted that there will be 20 celebrations stations with two stations being in View Royal at Portage and Chancellor Parks. Ms. Garcia-Meredith noted that there will be many cycling skills courses offered over the coming months and that the event's wind up celebration will be held at Centennial Square.

The Bike to Work Week Society is requesting a grant in the amount of $3,000.

4. PUBLIC PARTICIPATION

5. REPORTS

a) 2014 Grants-in-Aid

1. Report dated March 21, 2014 from the Director of Finance

MOVED BY: Councillor SECONDED: Councillor

THAT the report dated March 21, 2014 from the Director of Finance titled “2014 Grants-in-Aid” be received. CARRIED

MOVED BY: Councillor SECONDED: Councillor

COW-40-14 THAT the Committee recommend to Council that the following 2014 Grants-in-Aid be approved:

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

COW-41-14 THAT the Committee recommend to Council that the Grant-in-Aid account be increased by $10,000. CARRIED

b) Continued 2014-2018 Financial Plan Deliberations – Operating Budget

1. Updated Tax Rate Information from the March 10, 2014 Council Priorities – Director of Finance

The Director of Finance noted that there is an estimated 2.29% tax increase and the revised roll will be released on March 31, 2014.

2. Update regarding Street Lighting Repairs and Maintenance – Seasonal Lighting; Administration – New – Postage; Administration – New – Volunteer Dinner; and Parks – New – Seasonal Decorations ($2,800) – reductions proposed by staff – Director of Finance

The Director of Engineering noted that the reductions to seasonal lighting would be achieved through a reduction to seasonal lighting, poinsettias and window paintings.

The Director of Corporate Administration noted that the proposed budget should not pose significant changes to the semiannual newsletter and the Volunteer Appreciation Dinner.

3. 2014 Operating Budget: Long-Term Financial Plan, IT Strategic Plan and Economic Development Plan

a) Report dated March 21, 2014 from the Director of Finance

Currently the outstanding operating budget items include the Economic Development Plan, IT Strategic Plan and the Long-Term Strategic Plan.

• Long-Term Financial Plan - $15,000;
• IT Strategic Plan - $30,000-40,000 (including GIS);
• Economic Development Plan - $15,000 in each 2014 and 2015; and
• funding options for these plans to come from taxation, surplus or Casino.

The Committee discussed the need to have foundational discussions related to economic development in 2014 and requested to see a plan of action for the IT Strategic Plan prior to issuance of a proposal call.

MOVED BY: Councillor Rast SECONDED: Councillor Rogers

COW-42-14 THAT the Committee recommend to Council that $15,000 for the Economic Development Plan not be included in the 2014 budget and instead be included in the 2015 budget deliberations. CARRIED

MOVED BY: Councillor Rast SECONDED: Councillor Rogers

COW-43-14 THAT the Committee recommend to Council that $40,000 be included in the 2014 budget for the IT Strategic Plan (including GIS); and that staff come back with a plan of action before proceeding;

AND THAT the funding source be 50% from surplus and 50% from Casino funds. CARRIED Councillor Mattson voted in the negative

MOVED BY: Councillor Screech SECONDED: Councillor Mattson

COW-44-14 THAT the Committee recommend to Council that the Long-Term Financial Plan in the amount of $15,000 be included in the 2015 budget deliberations. CARRIED

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

COW-45-14 THAT the Committee recommend to Council that an additional $2,500 be included in the 2014 budget for continuation of Portage Park restoration work. CARRIED

The Committee requested that staff explore the possibility of a utility/tool trailer being brought to various parks for the use of the volunteers while working in the parks.

c) Continued 2014-2018 Financial Plan Deliberations – Capital Budget

1. Craigflower Bridge Funding Report – Director of Engineering

The Director of Engineering and the Committee discussed the budget, adjustments, extra contingency and funding sources in 2013 and 2014 for the Craigflower Bridge Replacement Project.

MOVED BY: Councillor Screech SECONDED: Councillor Mattson

COW-46-14 THAT the Committee recommend to Council that a discussion regarding the development of a “Use of Surplus Funds Policy” be held at a future Committee of the Whole meeting;

AND THAT policies from other municipalities be included in that discussion. CARRIED

2. Council Projects – Director of Engineering

The Director of Engineering and the Committee discussed Council's 2014 priority projects, funding of 2014 projects and the balance of reserves.

Councillor Mattson presented proposals for potential safety improvements on Watkiss Way with approximate funding requirements. The Committee decided to review the Council proposed projects at a later meeting date.

3. Capital Budget Items – Director of Engineering

MOVED BY: Councillor Screech SECONDED: Councillor Mattson

COW-47-14 THAT the Committee recommend to Council that the following 2014 Capital Projects be approved:

• Burnett Road – Pheasant Lane (Island Hwy. to View Royal Park) – Design and two speed humps - $19,000;
• Island Highway Fire Hall Development Paving - $185,000;
• Craigflower Bridge Replacement Project – Construction Grant - $125,000;
• Craigflower Bridge Replacement Project – Construction and Admirals Safety Improvements - $1,674,397;
• Craigflower Bridge Replacement Project – Land Acquisition - $50,000;
• Watkiss Way at Marler Drive Flashing Pedestrian Crossing - $15,000;
• Chilco Trail Development - $95,000;
• Welland Park - $25,491;
• New Riding Mower (small) - $8,000;
• Portage Park – Playground Equipment - $100,000;
• Portage Park – Trails - $5,000;
• Annual Information Services Replacement Program - $48,000; and
• Misc. Land Acquisition - $107,000. CARRIED

c) Remaining Special Budget Committee of the Whole Meeting Dates

The Committee agreed to discuss the remainder of the items from the March 24, 2014 Special Budget Committee of the Whole meeting and hold the tax distribution discussion (originally scheduled for April 7, 2014) both on April 15, 2014.

6. QUESTION PERIOD

7. TERMINATION

MOVED BY: Councillor Rogers SECONDED: Councillor Mattson

THAT this meeting terminate. Time: 7:21 p.m. CARRIED