MINUTES OF A SPECIAL COMMITTEE OF THE WHOLE BUDGET MEETING HELD ON WEDNESDAY, MARCH 4, 2015

1. CALL TO ORDER

Mayor Screech called the meeting to order at 4:34 p.m.

2. APPROVAL OF AGENDA

MOVED BY: Councillor Rogers SECONDED: Councillor Weisgerber

THAT the agenda be approved as presented. CARRIED

3. REPORTS

a) 2015-2019 Financial Plan Deliberations

Eagle Creek:

The Chief Administrative Officer described the 2015 non-market change to Eagle Creek as being $68,822.

It was noted that the 2015 Eagle Creek property assessment is taken from 2014 mid-year BC Assessment Authority data. It was suggested that the five-year financial plan include including taxation projections as well as expenses that the Town will incur from this development.

Grant in Aid Listing:

The Committee reviewed the Grant-in-Aid requests list to determine which, if any, applicant would be asked to provide a presentation to the Committee. It was decided that no presentations would be sought.

Greater Victoria Public Library Budget Approval:

The Chief Administrative Officer noted that 2015 Greater Victoria Public Library budget is $488,906, approximately $26,000 more than originally anticipated.

Changes to Operating Budget:

The following changes to the operating budget were reviewed:

• Greater Victoria Public Library – addition of $26,268
• Planning Department overtime – removal of $2,000
• Planning Department office supplies – addition of $500
• Centennial Park Plan – removal of $20,000
• Trail Connection to E&N in Portage Park – removal of $3,000
• Rudyard Traffic Analysis – addition of $3,500
• GIS Consultant – addition of $13,500
• Line painting – addition of $3,000
• Line thermoplastic – addition of $5,000
• Boulevard Maintenance contract – addition of $24,000
• Rain gardens maintenance – addition of $3,000
• Parks - additional 120 hours for Watkiss Park – removal of $3,164
• Portage Inlet Park maintenance – addition of $10,000
• Rudyard traffic solutions - addition of $20,000
• Police vehicle – removal of $32,000 (to be included in pooled expenditures)

Operating Budget:

The 2015 draft budget includes a 5.7% tax increase consisting of 2.5% for Public Safety Building costs, 1.5% for a portion of the Greater Victoria Public Library funding transfer from Casino revenue to taxation, and 1.8% for core operating costs. There is an increase of 0.7% for core operating costs from the original budget.

RCMP Budget:

The West Shore RCMP operating budget is $1,563,544 which includes the full year for both an additional municipal employee position which began on July 1, 2014 and an additional full-time employee position which began on September 1, 2014.

The Chief Administrative Officer confirmed that funds for the Integrated Regional Crime Unit would be looked into and details will be brought back to the Committee given changes to that function.

The capital budget will include the closed circuit television cameras with the funding source to be from the police capital reserves. As well, costs to create an office at the detachment will be $4,000 for the Town’s portion which can be taken from the police capital reserves.

Capital Budget Overview

Transportation

Road Reconstruction: View Royal Avenue (sidewalk to Town Hall) – addition of $27,500

Miscellaneous: Signage kiosks in 3 locations – addition of $11,000 Rudyard traffic solutions – addition of $20,000

The Committee and the Director of Engineering discussed pedestrian improvements to Watkiss Way, including lighting. It was noted that no additional lighting can affordably be accommodated as the system is at capacity. Costs would be at least $100,000 or more.

Drainage

View Royal Avenue (Beaumont Road to Stewart Avenue) – addition of $20,000 Culvert replacements (E&N Rail Trail project) – addition of $130,000

Sewer

Heddle pump station upgrade – addition of $65,000 Helmcken Bay and Helmcken/Centennial Park pump station pumps – addition of $33,000

Parks

Improvements to Easements: Glentana access – addition of $15,000

The Chilco Trail development was discussed. The Director of Engineering noted that he is talking with the developer about outstanding requirements.

Park Improvements:

• MacLennan Trail improvements – paving trail sections – addition of $20,000
• Fencing – general fencing to define the Town’s areas – addition of $15,000
• Portage Park Playground equipment – addition of $13,000
• Portage Park – tunnel under tracks – removal of $5,000 in 2015 and $150,000 in 2016
• Marler Park swing – $15,000 moved from 2015 to 2016 for consideration
• Mellor Park trails and bench – addition of $10,512
• Chalmers Court Park staircase replacement – addition of $30,000
• Portage Park amenities- new playground area – addition of $10,000
• Shoreline Trail – addition of $11,000

Park Development:

• View Royal Park – implementation of View Royal Park plan – removal of $100,000
• View Royal Park – fitness stations/equipment – addition of $80,000 (combine 2015 and 2016 into 2015)
• View Royal Park – bridge over Craigflower Creek – removal of $100,000
• Community Gardens – fencing – removal of $25,000

Fire Services

Buildings:

• Public Safety Building – addition of $904,185
• Fire Hall demolition – to ready land for sale – addition of $150,000

Furniture and Equipment: Fire breathing apparatus equipment – addition of $150,000

The future replacement of Truck #38 and CREST radios were discussed.

Bylaw – Bylaw Enforcement

Bylaw vehicle – addition of $25,000

Police Services

RCMP Equipment – addition of $9,000

Administration/General Government

Annual information services replacement program – addition of $49,000 Photocopier replacement – addition of $30,000

Copier options, such as leasing, will be looked into.

Land Acquisitions: Miscellaneous land acquisitions – addition of $129,500

Staff to review projects with a view to determining capacity.

Review Criteria for Budget additions/considerations based on:

Each of the non-core budget items were evaluated by staff based on the following criteria:

1. Council Mission/Plan
2. Council Commitments – resolutions/advisory committee
3. Project carry forward
4. Legislative or reporting requirements
5. Public safety
6. Infrastructure preservation
7. Contractual obligation
8. Partnerships
9. Employee safety
10. Climate change
11. Social Wellbeing/Community Development

The Committee discussed the availability of surplus funds, the desire to generally fund one time initiatives with non-taxation fund and ongoing initiatives through taxation. The list of non-core budget items does not reflect the IT recommendations from the IT review that will be provided to Council in April 2015. The list of non-core budget items is as follows:

• Public Relations – misc. supplies – addition of $2,500 (taxation)
• Corrections to land parcels – addition of $18,750 (surplus)
• Long term financial plan – addition of $15,000 (surplus)
• Increase of Bylaw Enforcement Officer – addition of $35,546 (taxation)
• Economic Development – addition of $15,000 (taxation)
• Orthophotos – addition of $5,500 (taxation)
• GIS mapping of infrastructure – addition of $15,000 (taxation)
• Rudyard traffic analysis – addition of $3,500 (surplus)
• Increase patching to pre 2014 level – addition of $10,000 (taxation)
• Line painting (paint) – addition of $3,000 (taxation)
• Line painting (thermoplast) – addition of $5,000 (taxation)
• Traffic calming Highland Road – addition of $10,000 (surplus or Casino)
• Traffic counting for Traffic Calming Policy – addition of $4,000 (taxation)
• Tree replacement – addition of $5,000 (taxation)
• Increase water to pre 2014 levels – addition of $18,000 (taxation)
• Replace damaged and unsafe traffic diverter on island at Helmcken/Burnside Road – addition of $10,500 (surplus or Casino)
• GPS units for winter maintenance vehicles – addition of $1,000 (taxation) and $2,500 (surplus or Casino)
• Light at Helmcken Road and Eltham – removal of $200 (taxation)
• Stoneridge and Riverside wetlands dredging – addition of $17,500 (2015) and $17,500 (2016)
• Rain garden maintenance – addition of $3,000 (taxation)
• Municipal land security projects – addition of $18,000 (surplus)
• Labour and benefits for parks – addition of $2,110 (taxation)
• Parks Master Plan (consultants) – addition of $20,000 (surplus)
• Replace skylights in Parks Department building – addition of $3,000 (taxation)
• Continued invasive removal – addition of $14,400 ($4,400 carry forward for Portage Park; $10,000 new and for ongoing annual program)
• Welland Legacy Park (pathway and education building enhancement/community nursery) – $4,955 to be discussed at an upcoming Committee of the Whole meeting
• Welland Legacy park (gathering space) – $2,650 to be discussed at an upcoming Committee of the Whole meeting
• Continuation of tree planting – addition of $1,000 (taxation)
• Belmont skate park – addition of $10,000 (Casino)

9. TERMINATION

MOVED BY: Councillor Weisgerber SECONDED: Councillor Rast

THAT this meeting terminate. Time: 7:40 p.m. CARRIED