MINUTES OF A SPECIAL COMMITTEE OF THE WHOLE BUDGET MEETING HELD ON TUESDAY, APRIL 5, 2016

MINUTES OF A SPECIAL COMMITTEE OF THE WHOLE BUDGET MEETING

HELD ON TUESDAY, APRIL 5, 2016

VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS

PRESENT WERE: Mayor Screech Councillor Mattson Councillor Rogers Councillor Weisgerber

REGRETS: Councillor Rast

PRESENT ALSO: K. Anema, Chief Administrative Officer S. Jones, Director of Corporate Administration M. Dillabaugh, Director of Finance J. Rosenberg, Director of Engineering L. Chase, Director of Development Services E. Bolster, Deputy Municipal Clerk

6 members of the public 0 members of the press

1. CALL TO ORDER

Mayor Screech called the meeting to order at 6:00 p.m.

2. APPROVAL OF AGENDA

MOVED BY: Councillor Weisgerber SECONDED: Councillor Rogers

THAT the agenda be approved as presented. CARRIED

3. PETITIONS & DELEGATIONS

a) S. Carter, Co-Chair & E. Case, Student Representative, Dry Grad Parent Committee 2016, 2016 Grant-in-Aid Application – 2016 Dry Grad Event

E. Case, student representative, requested support for Spectrum Community School’s 2016 Dry Grad event with approximately 320 students expected to attend a safe, alcohol free event at Pearkes Arena with several activities planned. The estimated cost for the event is $17,000.

The Committee, S. Carter and E. Case discussed fundraising efforts.

b) B. Fetherstonhaugh, President, Shoreline Community School Association, Re: 2016 Grant-in-Aid Application – Community Programming

B. Fetherstonhaugh spoke to the Committee regarding rising costs associated with rental of space for community programs and various programs hosted by the Shoreline Community School Association.

The Committee and Ms. Fetherstonhaugh discussed programs that will be available in 2016/2017, particularly in light of the planned seismic upgrade at the school; increasing rents; loss of funding; and crossing guards.

c) M. Downton, President, View Royal Parents Advisory Council & T. Pickwick, Teacher, View Royal Elementary, Re: 2016 Grant-in-Aid Application – Playground Replacement

M. Downton and T. Pickwick spoke to the Committee regarding the proposed design of the nature playground at View Royal Elementary School; benefits of a nature playground; and fundraising initiatives.

To date, the View Royal Parents' Advisory Committee has contributed $8,400 for design and fundraising will now commence. The estimated construction cost for the nature playground is $100,000.

The Committee, Mr. Downton and Ms. Pickwick discussed the target population; potential contributors toward the project; and the timeline for completion.

d) S. Fagan, Administrative Assistant, Extreme Outreach Society, Re: 2016 Grant-in-Aid Application – Extreme Coffee House Kitchen Upgrade

S. Fagan, spoke to the Committee regarding the Extreme Coffee House program, including the project scope, deliverables, success measures and budget.

Ms. Fagan is requesting $10,000 to update the kitchen at the Extreme Coffee House with a commercial oven and freezer.

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT this meeting now recess at 6:52 p.m. CARRIED

Mayor Screech called the meeting to order at 7:33 p.m.

4. PUBLIC PARTICIPATION

5. REPORTS

a) 2016 Grants-in-Aid

The Committee supported the award of the 2016 grants-in-aid as follows:

• 3rd Arbutus Scout Group - $600
• Beacon Community Services - Crossing Guard Program - $18,825, pending receipt of additional information on potential changes to the crossing guard program as it relates to Shoreline School
• City of Victoria - Canada Day Celebrations - $1,000
• Greater Victoria Volunteer Society - $250
• Need2: Suicide Prevention Education and Support - $1,000
• Shoreline Community School Association - $30,000, pending confirmation that the Nights Alive program will continue for the 2016/17 school year
• Spectrum Dry Grad Parent Committee 2016 - $750
• Victoria Bike to Work Society - $500
• View Royal Community Garden Society - $1,000 for materials/supplies to construct additional gardening plots and remove the $1,000 funds allocated in the non-core operating budget from View Royal Park-Misc. Supplies (Account 1-2-07210-590)
• View Royal Reading Centre - $28,000
• West Shore Arts Council - $700
• Extreme Outreach Society - up to $2,200 towards the oven and freezer, pending confirmation of Zoning Bylaw and Building Code compliance vis a vis the additional appliances
• Green Teams of Canada - $5,000, pending receipt of a presentation
• Juan de Fuca Performing Arts Centre Society - $500
• View Royal Parents Advisory Council - Nature Classroom - $10,000 in 2016 and $10,000 in 2017
• Fort Rodd Hill - Canada Day - $400

The Committee and the Chief Administrative Officer discussed asking the WestShore Chamber of Commerce to attend a meeting sometime in 2016 to make a presentation regarding a potential fee for service model which could be considered in the 2017 budget discussions.

As well, the Committee noted that several of the grants-in-aid are more on-going and operational in nature and should be reviewed for inclusion in the operating budget as opposed to being considered through the grants-in-aid process.

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the Committee recommend to Council that the Grant-in-Aid fund be increased to $105,725.00. CARRIED

b) 2016 - 2020 Five Year Financial Plan Deliberations

1. Information requested at last meeting

The Director of Finance noted that building permit revenues are projected to increase by approximately $46,000 due to significant tenant improvements at Eagle Creek Village and this is now included in the revenue forecast. The seismic project at Shoreline School will also be reviewed for its potential impact to building permit revenues.

As well, investment interest has been increased by $25,000 to reflect 2015 actual investment income figures. It was noted that the use of surplus will negatively impact interest earning potential in the future.

Also, in discussions with the Great Canadian Casino Corporation, changes to the Casino revenue fund are estimated to increase by $40,000 to $1,840,000 based on 2015 actual figures.

2. Summary of Operating and Capital Budgets and Revenues

The Director of Finance noted that the initial proposed tax increase, including non-market changes, was 14.62% while the revised proposed tax increase, including non-market changes, has now been reduced from 7.42% to 5.23%.

The 2016 draft amended budget includes a $2,455,987 capital program funded from various sources:

• Taxation – $3,500
• Casino funds – $800,814
• Developer contributions – $27,500
• Gas Tax – $805,312
• Capital Works and Land Acquisition – $60,000
• Fire Department Equipment Reserve – $100,000
• Parks & Recreation Equipment Reserve – $30,000
• Police Capital Reserve – $5,000
• Sewer Capital Reserve – $470,000
• DCC Park Improvement – $15,000
• DCC Highway Reserve – $138,861

The Director of Finance reviewed a summary PowerPoint slide of changes that have been made to the capital projects listed in Tab 15.

3. Discuss Outstanding Items

The Committee and staff discussed the invasive species removal program including the $10,000 that has already been included in the operating budget for work in Portage Park and the additional $16,824 that has been provided as a developer contribution towards the park at Burnside/Watkiss Way. From that developer’s contribution, $15,000 is to be used for a Program Coordinator’s position with $10,000 to be allocated in 2016 and $5,000 in 2017. The remaining $1,824 is to be used for the purchase of tools.

The Committee agreed to leave the 2016 budget for invasive species removal as $21,824, reflecting the already budgeted amount of $10,000 for Portage Park plus the 2016 developer’s contribution of $11,824 for the park at Burnside/Watkiss Way.

The Committee agreed to allocate the request for an additional RCMP member from the Police Operating Reserve account with an effective start date of September 1, 2016 if the position is to be approved by Council. It was noted that further discussion is required with the RCMP and, if approved, on-going funding for the position will be from taxation beginning in 2017.

The Fire Chief noted that the Fire Department brush truck needs to be repaired at a cost anywhere between $15,000 - $18,000, depending on the repair undertaken or if the decision is made to replace the unit. The Committee expressed their desire to see the brush truck repaired and approved the expenditure of up to $18,000 to perform that work. The Director of Finance suggested the use of Casino funds for this repair.

4. Tax Rate Discussion

The Director of Finance stated that by incorporating the changes of the Building Permit Revenue and Investment Interest discussed during this meeting, the revised proposed tax increase is approximately 4.2%. If the intent of Council is for a smaller amount, various approaches could be employed such as reducing the amount shifted from Casino revenue to taxation for the Greater Victoria Public Library requisition.

The Committee and staff discussed various tax increases they could support with figures ranging from 3.47% to 4.2%. The Director of Finance will provide various calculations based on the range and provide information at the April 12, 2016 Committee of the Whole meeting.

The ratio between residential and commercial properties and the change in assessments for properties within School District 62 were briefly discussed.

6. QUESTION PERIOD

7. TERMINATION

MOVED BY: Councillor Weisgerber SECONDED: Councillor Rogers

THAT this meeting terminate. Time: 8:52 p.m. CARRIED