Mayor Joe Trasolini (regrets) Councillor Karen Rockwell (regrets) 2. Adoption of Agenda

Transcription

1 City of Port Moody Minutes Finance Committee Minutes of the Regular meeting of the Finance Committee held Tuesday, January 18, 2011 in the Parkview Room. PRESENT ABSENT IN ATTENDANCE Councillor Meghan Lahti Councillor Mike Clay Councillor Diana Dilworth Councillor Bob Elliott Councillor Gerry Nuttall Wayne Byhre Jason Hulbert Michael Price Mayor Joe Trasolini (regrets) Councillor Karen Rockwell (regrets) Paul Rockwood, Director of Corporate Services Mark Roberts, Manager of Finance Linda Tylla, Committee Clerk Gaëtan Royer, City Manager Jeff Lambert, Fire Chief Tim Savoie, Director of Development Services Cheryl Harding, Manager of Revenue and Taxation Colleen Rohde, City Clerk Lynne Russell, Director of Library Services Ron Higo, Director of Community Services 1. Call to Order Councillor Meghan Lahti called the meeting to order at 5:00 p.m. New member Jason Hulbert was introduced to the Committee and Staff. 2. Adoption of Agenda Agenda 2.1 THAT the agenda of the Finance Committee meeting held Tuesday, January 18, 2011 be adopted. 3. Adoption of Minutes Finance Committee 1 January 18, 2011 #123413v1 File: /2011

2 Minutes 3.1 THAT the minutes of the Finance Committee meeting held Tuesday, November 30, 2010 be adopted; and THAT the minutes of the Finance Committee meeting held Tuesday, December 7, 2010 be adopted. 4. Unfinished Business 2011 Budget Review 4.1 Executive Summary Changes The Manager of Finance reviewed the 2011 Budget Analysis document. Staff highlighted areas adjusted due to previous Finance Committee deliberation such as item 3.1 Steps, Reclasses, and General Increases which now appear as separate line items for discretionary and non-discretionary salary adjustments. The Committee questioned why the Police Board Budget figures were not included with the salary adjustment figures and staff responded that staff are waiting for approval of the newly created Police Board Budget procedures. Direction was given to staff to break out the Police Board Budget by line item in the Executive Summary for the next Finance Committee Meeting. Discussion ensued on item 5.3 Growth per completed roll (.75% reduced to.09%) and item 5.4 Estimated $ amount for every 1% tax increase revised from $263K to $258K. In response to questioning, staff reported that the percentage in Item 5.3 had been adjusted from an estimate of.75% to the more recent percentage of.09% as calculated using growth numbers from the Completed Roll provided by BC Assessment. Item 5.4 had also been adjusted based on the Completed Tax Role figures as well. The Committee raised and staff responded to questions related to various line items. MRN General Rehabilitation Reserve Review The Manager of Finance advised that MRN funding of approximately $950,000 has not been adequate since the MRN roads were downloaded from TransLink to the municipalities. TransLink guidelines recommend that 5/12 ths of the related TransLink funding should be allocated to the Pavement Rehabilitation Reserve; 5/12 ths to the Operating base budget; and 2/12 ths allocated to the MRN General Rehabilitation Reserve. However, since the overall funding level should be approximately $19,000 per lane kilometre rather than the $13,000 lane kilometre the City receives, Staff has had to make Finance Committee 2 January 18, 2011 #123413v1 File: /2011

3 adjustments to the allocations TransLink has recommended to meet operational priorities. A majority of funding recommended to be transferred to the General Rehab Reserve has been redirected to supplement operational priorities such as snow clearing, street repairs, street cleaning, etc. The projects slated to be funded from the MRN General Rehabilitation Reserve for years were reviewed and the Committee provided the following direction: Item 1. City-wide Bridge Inspection to be funded; Item 2. Moody Street Overpass Repainting of Rails to be deferred to 2016; Item 3. Traffic Control Upgrading for years 2011 and 2012 be deferred; Item 4. Concrete Sidewalk Repairs MRN to be funded in the short term; Item 5. St. John Street Light Replacement & Refurbishing to be funded in 2011; and Item 6. Street Lighting Replacement to be funded in 2012 and The Committee had a discussion on whether the city should be subsidizing the MRN shortfall from taxation. The Committee concluded that the rest of the operational budget would need to be reviewed before consideration could be given to allocate funding from taxation to subsidize the MRN cost centres. Taxation Reserve Review The Manager of Finance reviewed the Taxation Reserve Analysis for Years document and the Committee provided comment. It was noted that there is a funding shortfall of $1,183,600 for the proposed projects over the course of the budget. $1.04 million in total needs to be deferred or removed from the 2011 budget year. The Committee reviewed each project suggested to be funded from the taxation reserve for 2011 and the following direction was given to staff: Item 2 Information and Technology: Training/Multipurpose Room to be removed; Item 5 Artist in the Park Parking stalls to be removed; Items 9 & 10: Parks: Park Fencing Restoration City Wide and Horticulture / Landscape Enhancement & Renovations - move project to operating budget and increase operating budget accordingly; Item 11 Parks: Water Fountain at Town Centre to be removed and removed from 2011 Pre-Approvals list; Items 13 to 18 related to door automation and accessible washroom to be left in reserve; Items 28 & 29 Engineering: Ravine Drive Traffic Calming (Phase 2) and Noons Creek Drive Curb Extensions Finance Committee 3 January 18, 2011 #123413v1 File: /2011

4 (Phase 4) Execution to be removed; Item 31 Engineering: Radar Speed Signs to be removed; Items 32 & 33 Engineering: Gatensbury Road Sidewalk Design and Construction to be removed; Item 39 Engineering: MRN Street Name Sign Upgrade remove and staff to bring back more information regarding project; Item 40 Engineering: Traffic Counter Program to be removed; Items 51 & Item 52: Moody Street Overpass Seismic Upgrade Design Phase, and Moody Street Overpass Seismic Upgrade Construction Phase Projects - bring back recommendation to committee; Item 54 Engineering: Newport and Ungless Way Pedestrian Crossing Improvements to be removed; Item 55 Operations: Vehicle Global Positioning System to be removed; Item 60 Operations: Sidewalk Upgrading to be left in reserve; Items 62 & 63 Operations- staff to bring back additional information regarding need for equipment; Item 66 Fire Rescue: Equipment Storage to be left in reserve; and Item 68 Library: Community Needs Assessment to be left in reserve. Staff to provide requested information and a revised Taxation Reserve Analysis List at the next Finance Committee meeting agenda package for review prior to the meeting; Updated Taxation Reserve Analysis for years to be considered for approval at next Finance Committee meeting. Councillor Bob Elliott left the meeting at 6:12 p.m. 5. New Business Town Hall Meeting Format and Date 5.1 THAT the month of March be investigated for possible dates to hold the Budget Town Hall meeting. Voting against: Councillor Clay, Councillor Dilworth Pre-approval of 2011 Capital & Operating Projects 5.2 The Manager of Finance reviewed the Capital Project Pre-Approval Submissions for Budget Year 2011 document and the Committee provided comment. Discussion ensued on each line item with staff responding to questions from the Committee. Finance Committee 4 January 18, 2011 #123413v1 File: /2011

5 Item 7, Water Fountain Town Centre Field, was not considered as direction was given to staff to remove the project from both the Taxation Reserve list and Pre-Approval list during discussion on item 4.1. Moved, seconded and DEFEATED THAT the following items from the Capital Project Pre- Approval Submissions for Budget Year 2011 document be included in the pre-approved Capital and Operating Projects for 2011: 8. Engineering & Operations Engineering, Mapping Full Update of Orthophotos; 9. Engineering & Operations Engineering, Provide Public GIS Interface on City Website; 10. Engineering & Operations Engineering, Website GIS Interface; and 11. Engineering & Operations - Citywide GIS Enhancements. Voting against: Councillor Clay, Councillor Dilworth, Councillor Lahti, J. Hulbert THAT the following items from the Capital Project Pre- Approval Submissions for Budget Year 2011 document go forward with the usual capital budget review process for consideration: 8. Engineering & Operations Engineering, Mapping Full Update of Orthophotos; 9. Engineering & Operations Engineering, Provide Public GIS Interface on City Website; 10. Engineering & Operations Engineering, Website GIS Interface; and 11. Engineering & Operations - Citywide GIS Enhancements. Voting against: Councillor Nuttall, W. Byhre THAT the following items from the Capital Project Pre- Approval Submissions for Budget Year 2011 document be removed from the pre-approved Capital and Operating Projects for 2011: 12. Engineering & Operations Operations, Replacement Fuel Tank; 13. Engineering & Operations Operations, Computerized Fuel Control; and Finance Committee 5 January 18, 2011 #123413v1 File: /2011

6 14. Engineering & Operations Operations, Integrated Infrastructure Rehabilitation Strategy. Staff were requested to provide additional information for items 12, 13, and 14 above. THAT the following items from the Capital Project Pre- Approval Submissions for Budget Year 2011 document be removed from the pre-approved Capital and Operating Projects for 2011: 17. Water, Condition Assessment Consulting Services; and 18. Water, Review of Current Capital Plan. THAT the following remaining 2011 Capital and Operating Project items from the Capital Project Pre-Approval Submissions for Budget Year 2011 document be pre-approved: 1. Community Services Recreation Services & Facilities, Rock Point Pool Geotechnical; 2. Community Services Recreation Services & Facilities, Rock Point Pool Water Boiler; 3. Community Services Recreation Services & Facilities, Rock Point Pool Pump Replacement; 4. Community Services Recreation Services & Facilities, Rock Point Pool Accessible Washroom/Changeroom; 5. Community Services Recreation Services & Facilities, Westhill Main Pool Structure Tank Repair and Recoat; 6. Community Services Parks and Environment, Trail Development; 15. Fire Rescue - VHF Radio Upgrades; and 16. Library Server Replacement. Highridge Pump Station Mechanical & Electrical Upgrade Funding Source 5.3 The Manager of Finance provided a short history of the item and responded to questions from the Committee regarding the intended use and balance of the Water Capital Reserve. THAT the shortfall of $11, be allocated to the Highridge pump station mechanical & electrical upgrade project from the Water Capital Reserve. Finance Committee 6 January 18, 2011 #123413v1 File: /2011

7 6. Information Golden Spike Days Society Update 6.1 Attachment 6.1: from Manager of Finance dated December 23, 2010 regarding GSDS Loan Payment BC Assessment Press Release 6.2 Attachments 6.2: North Fraser 2011 Roll news release FINAL 2011 Assessment Roll Provincial Media Backgrounder~2011_January4 Port Metro Vancouver Map Unoccupied Water Lots 6.3 Maps to be left in Council Office for review. 7. Adjournment The meeting was adjourned at 7:30 p.m. Councillor Meghan Lahti, Chair Linda Tylla, Committee Clerk Finance Committee 7 January 18, 2011 #123413v1 File: /2011

8 City of Port Moody Minutes Finance Committee Minutes of the regular meeting of the Finance Committee held Tuesday, February 1, 2011 in the Brovold Room. PRESENT IN ATTENDANCE Councillor Meghan Lahti, Chair Mayor Joe Trasolini Councillor Mike Clay Councillor Diana Dilworth Councillor Bob Elliott Councillor Gerry Nuttall Councillor Karen Rockwell Mike Price Jason Hulbert Wayne Byhre Paul Rockwood, Director of Corporate Services Mark Roberts, Manager of Finance Linda Tylla, Committee Clerk Gaëtan Royer, City Manager Colleen Rohde, City Clerk Ron Higo, Director of Community Services Lynne Russell, Director of Library Services Dave Kidd, Manager of Operations Cory Day, City Engineer Gord Parker, Deputy Fire Chief 1. Call to Order Councillor Meghan Lahti called the meeting to order at 5:00 p.m. 2. Approval of Agenda Agenda 2.1 THAT the agenda of the Finance Committee meeting held Tuesday, February 1, 2011 be adopted. Finance Committee February 1, 2011 #124592v1 File: /2011

9 3. Approval of Previous Minutes Minutes 3.1 THAT the minutes of the Finance Committee meeting held Tuesday, January 18, 2011 be adopted. 4. Unfinished Business Police Board Operating Budget 4.1 The item to be discussed under 4.3 Executive Summary. Police Board Additional Capital Request 4.2 The Director of Corporate Services provided background on the request from the Police Board for an upgrade to the phone system and a replacement of the fire suppression system for the local area network (LAN) room in the Police Department Building. THAT staff be directed to include the Telus Phone System Replacement Project for $35,000 in the 2011 Capital Plan and be funded from Systems and Technology Reserve; and THAT staff be directed to include the Fire Suppression System Replacement Project for $30,000 in the 2011 Capital Plan and be funded from the Tangible Capital Asset Reserve; and THAT the items be considered for approval in the 2011 budget deliberations. The Committee requested that the following be posed to the Police Board for further information: Phone System Provide an explanation of the need for a phone system upgrade at this time. The explanation should include the risks associated should the project not be approved. Fire Suppression System Provide background on the process used to determine the installation of the original fire suppression system at the Public Safety building during the construction phase. Finance Committee February 1, 2011 #124592v1 File: /2011

10 Budget Status Update 4.3 The Committee reviewed the budget drivers, inclusive of the Police Department budget as detailed on the Revised 2011 Executive Summary. Staff responded to questions related to various line items. The Committee raised a number of question regarding line items related to the Police Budget and asked that the Police Board provide further detail on the following items. Executive Summary: Item Other Overhead Adjustments Please provide details in regard to item Other Overhead Adjustments on the Executive Summary. Are full- time positions being created from part-time positions? Traffic Fine Revenue Please work with the Finance Division to provide details on the history of Traffic Fine Revenue Account # Specifically, when the Traffic Fine Revenue was moved from the City s budget several years ago (recorded to Fiscal Services of the City Budget) to the Police Department budget, were adjustments made recognizing that the Police Department was now getting revenue not historically included in their budget. Was the newly acquired Traffic Fine revenue used to reduce the amount of taxation funding the Police Board requested to meet their budget increase when this change of recording the revenue transpired? Civic Building Cost Centre Account # What is included in this line item Contractors/Builders budget for ($30,906)? Account # Why the need for $6,696 in Landscaping Supplies when the actual is a lot lower? The Committee needs to understand where the funds are being spent when the design was for low maintenance plantings. Community Cost Centre Please provide complete business case and rationale on the Community Policing Station Account # (Statistics on operation, how frequently is it staffed, etc.). Emergency Response Cost Centre Please provide details and rationale for MIERT Equipment ($6,647). Integration IHIT Cost Centre Why is IHIT on the 5 year plan when the intention was to join with the VPD? What is the money for, what is the agreement, etc? Please provide details on the rationale for Finance Committee February 1, 2011 #124592v1 File: /2011

11 moving services from IHIT to VPD (was there cost savings, etc.). Overtime Throughout the Budget There appears to be overtime built into almost every cost centre amounting to $213,000 every year. Why is there budgeting for so much overtime? Is there an understaffing issue? What is the rationale for the amount of overtime being budgeted? Police Dog Services Cost Centre Please provide rationale for the Canine Unit including statistical information on the unit s operations. Police - Admin Cost Centre Account # Recruitment What is the rationale for budgeting in excess of $8,000 each year for recruitment? Is there a plan for the recruiting new constables during the timeframe? Identification Cost Centre Please provide rationale for the amounts budgeted for Miscellaneous Supplies (Account # ) and Miscellaneous Expenses (Account # ). Regular Policing Cost Centre Please provide more detail on the Firearms Account # (what is included in this line item, how often firearms replaced, etc.). Traffic Unit Please provide further details on the cost of the Traffic Unit. It appears that the actual (2009) was a lot more than the budget $405,159 to $145,067 (will there be reduced enforcement, is the service level the same, what is planned for the five year plan, etc. THAT the Finance Committee recommend that Council seek written clarification from the Police Board on items identified during the review of the 2011 Executive Summary and Police Operating Plan as recorded in the minutes of the meeting held February 1, Balance Reserves 4.4 The Manager of Finance reviewed the revised Taxation Reserve Analysis dated January 24, 2011 and the revised MRN Reserve Analysis dated January 24, 2011 which reflected changes requested in the January 18, 2011 Finance Committee minutes. Staff responded to questions and discussion ensued related to the proposed Moody Street Overpass Seismic Finance Committee February 1, 2011 #124592v1 File: /2011

12 Upgrade project. THAT line item 51 Moody Street Overpass Seismic Upgrade - Design Phase, and item 52 Moody Street Overpass Seismic Upgrade Construction Phase be deferred to 2016 and moved off the financial plan. Voting Against: Councillor Clay and Councillor Dilworth Staff responded to questions related to Item 66 Equipment Storage for the Fire Department. THAT line item 66 Equipment Storage be deferred to 2012 in the financial plan. Voting Against: Councillor Clay, Councillor Elliott, J. Hulbert, and W. Byhre Staff responded to questions related to Item 61- Integrated Infrastructure Rehabilitation Strategy and discussion ensued on the effect of deferring the project to THAT line item 61 Integrated Infrastructure Rehabilitation Strategy be deferred to 2012 in the financial plan. Staff responded to questions regarding the City Administration Contingency budget advising that it is regularly used to fund unforeseen, unbudgeted costs such as legal opinions, emergencies in various departments and small projects requested by Council. That the City Administration contingency budget be reduced in all 5 years from $45,000 to $40,000. THAT line items 26 Noons Creek Drive Curb Extensions (P5) Execution and 27 Noons Creek Drive Curb Extensions (P6) Execution be removed from the 5 year financial plan. Voting Against: Councillor Clay The Committee directed staff that the $9,500 left in the 2011 Taxation Reserve after the requested changes be Finance Committee February 1, 2011 #124592v1 File: /2011

13 moved to the 2012 Taxation Reserve. Staff responded to questions regarding the Inlet Theatre Outdoor Stage Covering design and construction project. THAT line item 6 Inlet Theatre Outdoor Stage Covering (P2) Design be moved to 2013 for design and construction. THAT the Inlet Theatre Outdoor Stage Covering design and construction projects be brought forward for preapproval for Mayor Trasolini left the meeting at 6:30 p.m. THAT the $17,000 shortfall be funded from the capital asset reserve in an effort to balance the budget. Staff responded to questions and discussion ensued on the options to make up the shortfall in the MRN Reserve. In response to questioning, staff advised that many local municipalities are underfunded from TransLink for MRN improvements and have been using taxation to cover the costs. In response to questioning, staff advised that if taxation were used to make up the shortfall, a 0.31% increase in taxation would be required to make up the $80,000 shortfall. THAT the shortfall of $80,000 in the MRN General Rehabilitation Reserve be funded by taxation by adjusting the tax rate by.31% for the MRN shortfall and be identified as a separate line item on the tax notice. Voting Against: Councillor Clay 5. New Business Sustainability Plan 5.1 THAT the Council Sustainability Plan be funded in the amount of $30,000 per year from the Unallocated Operating Reserve in 2011 and Finance Committee February 1, 2011 #124592v1 File: /2011

14 Voting Against: W. Byhre Budget Townhall Meeting 5.2 The Committee discussed their desired agenda and outcomes for the Budget Town Hall meeting to be held on March 7, The Committee requested the opportunity to view a draft agenda, presentation outlines and list of key questions to be posed. They also requested that the presentation highlight continued downloading and underfunding from other levels of government and the effect on City budgets and infrastructure. In response to questioning, staff advised that residents will receive a budget survey by mail out and have additional opportunity to provide feedback on-line. 6. Information Growth and Tax Rate Change 6.1 Attachment 6.1: from Manager of Revenue and Taxation dated January 26, 2011 regarding Tax Revenue: Growth and Amount per 1% Tax Increase MRN Update 6.2 Attachment 6.2: Memo from the Director of Development Services dated January 18, 2011 Fire Hall Construction Financing Timeline 6.3 Attachment 6.3: City of Port Moody Fire Hall Construction Financing Timeline document and attachments 7. Adjournment The meeting was adjourned at 7:00 p.m. Councillor Meghan Lahti, Chair Linda Tylla, Committee Clerk Finance Committee February 1, 2011 #124592v1 File: /2011

15 City of Port Moody Minutes Finance Committee Minutes of the regular meeting of the Finance Committee held Tuesday, February 15, 2011 in the Brovold Room. PRESENT ABSENT IN ATTENDANCE Councillor Meghan Lahti, Chair Councillor Mike Clay, Vice-Chair Mayor Joe Trasolini Councillor Bob Elliott Councillor Gerry Nuttall Councillor Diana Dilworth Councillor Karen Rockwell Jason Hulbert Michael Price Wayne Byhre (regrets) Paul Rockwood, Director of Corporate Services, Staff Liaison Mark Roberts, Manager of Finance Linda Tylla, Committee Clerk Gaëtan Royer, City Manager Colleen Rohde, City Clerk Ron Higo, Director of Community Services Lynne Russell, Director of Library Services Tim Savoie, Director of Development Services 1. Call to Order Councillor Meghan Lahti called the meeting to order at 5:00 p.m. 2. Approval of Agenda Agenda 2.1 THAT the agenda of the Finance Committee meeting held Tuesday, February 15, 2011 be adopted. Finance Committee February 15, 2011 #125053v1 File: /2011

16 3. Approval of Previous Minutes Minutes 3.1 THAT the minutes of the Finance Committee meeting held Tuesday, February 1, 2011 be adopted as amended: Item 4.2, paragraph 6 to read, Fire Suppression System Provide background on the process used to determine the installation of the original fire suppression system at the Public Safety building during the construction phase. 4. Unfinished Business Budget Town Hall Meeting Draft Agenda, Questions for Public and Review of PowerPoint Presentation 4.1 Questions for Public The Chair called for comments from the Committee regarding the questions to be included on the public input form for the 2011 Budget Town Hall Meeting. The Committee agreed that they would like to see questions similar to those asked in 2010 and include question 2 from the 2009 questionnaire, What one service (or other services) would you be willing to pay more for? It was requested that the question appear as a part of question 1 from the 2010 questionnaire as a part b. They also requested that possible revenue sources be identified as part of question 2, such as Other cities currently use funding sources that we could explore such as user fees, paid parking, higher user fees for sporting fields, etc. Moved, seconded and DEFEATED THAT a specific question is added to the 2011 Budget Town Hall Meeting public input form, Would you support pay parking at the recreation centre and Rocky Point Park? Voting Against: Councillor Rockwell, Mayor Trasolini, Councillor Dilworth, Councillor Elliott, M. Price, Councillor Lahti THAT a question be included on the 2011 Budget Town Hall Meeting public input form, Do you think the City should investigate the possibility of pay parking in Finance Committee February 15, 2011 #125053v1 File: /

17 certain areas of the city? If so in which areas? Voting Against: Councillor Rockwell, Councillor Lahti, Councillor Clay, M. Price Discussion ensued on the wording of question 3 from the 2010 questionnaire, in whether a broader or more specific question would solicit more useful feedback from the public. Several suggestions were made including, Do you have suggestions as to ways the City could adjust the budget? ; Do you support subsidized user fees for Recreation facilities? As well as Would you support investigating a different structure other than subsidized user fees for recreation? Moved and seconded THAT the question, The City currently subsidizes parks and recreation programs and their use. Do you support this, or a 100% cost recovery method, or something in between? THAT the motion be amended to include a clarifier in the middle that references that all park, trail, dog park, recreation facility, and sports field use is subsidized by the City. Voting Against: Councillor Clay, Councillor Lahti, Councillor Nuttall Discussion ensued on the motion as amended regarding the benefits and risks associated with being too specific in the wording of the question and the benefits of bringing to the public s attention that a significant portion of the budget goes to providing Parks and Recreation services. The question on the motion as amended was put and DEFEATED. Voting against: Councillor Elliott, Councillor Lahti, Mayor Trasolini, Councillor Rockwell, and J. Hulbert DRAFT 2011 Budget Town Hall Meeting Agenda The Director of Corporate Services provided background on proposed agenda. The Committee agreed to the proposed agenda and discussion ensued on the room configuration. Draft Budget Town Hall Meeting PowerPoint Presentation The Committee reviewed the draft PowerPoint presentation. Finance Committee February 15, 2011 #125053v1 File: /

18 The Committee asked that the Debt Incurred Per Capita slide be shown immediately after the referendum-related slide. Discussion ensued related to how best show the Tax Increases in Current Year slides which display options to adjust the tax rate to collect the required funds to make the $1 million payment which will be required in 2013 for the proposed new fire hall if the referendum passes in April. The three alternatives include a tax increase to collect the funds in one year, and another with the funds collected in 2011 and 2012, and another with funds collected in 2012 and Moved and seconded THAT a slide be added, Should the referendum pass, here are 3 options to be considered by the Finance Committee for taxation options to fund the Fire Hall debt payments. Discussion on the motion ensued and a friendly amendment was agreed to, changing 3 to 4 as it was agreed that an additional model be shown which spreads the collection period over 2011, 2012 and The question on the motion as amended was put and CARRIED with the final motion reading, THAT a slide be added, Should the referendum pass, here are 4 options to be considered by the Finance Committee for taxation options to fund the Fire Hall debt payments. Discussion ensued on the appropriateness of including developer levies as a revenue source in the Budget Options: Increase Revenues slide as the current OCP calls for zero growth. In response to questioning, staff responded that although the City is not currently planning for increased growth in the near future, there are still ongoing discussions for smaller community contributions. Moved, seconded and DEFEATED THAT leverage developer contributions be removed from Budget Options: Increased Revenues slide. Voting Against: Councillor Lahti, Mayor Trasolini, Councillor Dilworth, Councillor Rockwell, M. Price, J. Hulbert, Councillor Elliott The Mayor requested that the Finance Committee be Finance Committee February 15, 2011 #125053v1 File: /

19 adjourned in order to hold the In Camera Council meeting as several Councillors had time constraints. THAT the meeting be adjourned. 7. Adjournment The meeting was adjourned at 6:13 p.m. The next meeting of the Finance Committee will be Tuesday, March 1, 2011 at 4:30 p.m. Councillor Meghan Lahti, Chair Linda Tylla, Committee Clerk Finance Committee February 15, 2011 #125053v1 File: /

20 City of Port Moody Minutes Finance Committee Minutes of the regular Finance Committee meeting held Tuesday, March 1, 2011 in the Brovold Room. PRESENT ABSENT IN ATTENDANCE ALSO IN ATTENDANCE Councillor Meghan Lahti, Chair Councillor Mike Clay, Vice Chair Mayor Joe Trasolini Councillor Gerry Nuttall Councillor Karen Rockwell Councillor Bob Elliott Councillor Diana Dilworth Michael Price Wayne Byhre Jason Hulbert (regrets) Paul Rockwood, Director of Corporate Services, Staff Liaison Mark Roberts, Manager of Finance Linda Tylla, Deputy City Clerk Gaëtan Royer, City Manager Colleen Rohde, City Clerk Ron Higo, Director of Community Services Angie Parnell, Manager of Human Resources Tim Savoie, Director of Planning Services Dave Kidd, Manager of Operations Cory Day, City Engineer Lynne Russell, Director of Library Services Brad Parker, Chief Constable Chris Rattenbury, Deputy Chief Constable Jeff Lambert, Fire Chief Gord Parker, Deputy Fire Chief Robert Simons, Port Moody Police Board Member Tarrance Grieve, Port Moody Police Board Member 1. Call to Order The meeting was called to order at 4:40 p.m. Finance Committee March 1, 2011 File: /2011 Document:

21 2. Approval of Agenda Agenda 2.1 THAT the agenda of the Finance Committee meeting held Tuesday, March 1, 2011 be adopted. 3. Approval of Previous Minutes Minutes 3.1 THAT the minutes of the Finance Committee meeting held Tuesday, February 15, 2011 be adopted. 4. Unfinished Business Police Budget Request for Clarification 4.1 The Chair thanked the Police Board members for attending and for their response to Council. The Police Board and staff responded to various questions regarding Police Board Budget items including civic building landscaping, hours for the Crime Analyst position, traffic enforcement and overtime wages. Discussion ensued on the historical context of locating a community policing station in Newport Village and the benefits to the community of the services being provided from the location and the options for alternative locations to locate the office. Moved, seconded and DEFEATED THAT the Community Policing Station at Newport Village line item be removed from the Police Board Budget as soon as the current lease expires. Voting against: Mayor Trasolini, Councillor Dilworth, W. Byhre, Councillor Nuttall and M. Price Discussion ensued on the nature of the costs of the Canine Unit and its value to the community. Moved, seconded and DEFEATED THAT the Canine Unit be removed from the Police Board Budget. Voting against: Councillor Lahti, Councillor Clay, Mayor Trasolini, Councillor Nuttall, Councillor Elliott, Councillor Dilworth, M. Price and W. Byhre Finance Committee March 1, 2011 File: /2011

22 Discussion ensued on the Armored Response Vehicle and the historical context of the commitment to fund the vehicle in conjunction with other municipalities. Moved, seconded and DEFEATED THAT the $33,000 for the ARV be removed from the Police Board Budget for the next 5 years. Against: Councillor Lahti, Councillor Clay, Mayor Trasolini, Councillor Nuttall and W. Byhre THAT the Finance Committee recommend that Council communicate to the Police Board that the Police Department not enter into any long term contractual agreements that have financial impact without first being endorsed by the Police Board and Council. Review 5-Year Operating Plan 4.2 The Manager of Finance provided a presentation on recent updates to the plan based on previous Finance Committee resolutions and departmental adjustments. In response to questioning, staff advised that the original target of a 3.25% tax increase for City related costs was not attained and noted the influencing factors. In response to questioning, staff referred to the Unallocated Budget Distribution spreadsheet that noted unallocated amounts as per the approved Year Financial Plan to match the resolution of Council at the Special Council meeting on April 26, Discussion ensued on budget items listed. Moved and seconded THAT the Department Request items from the Unallocated Budget Distribution document, as follows, be removed from the budget: Legal Services; Metro Vancouver Commerce; Communications Assistant (PT to FT in Communications); Infrastructure Engineer; Tax Clerk (PT to FT); Purchasing Clerk (PT to FT); Overtime; Emergency Program Coordinator; Administrative Assistant; Finance Committee March 1, 2011 File: /2011

23 Fire Prevention Officer; Contingency; Office Assistant (PT to FT); Shelver; Librarian 1 (PT to FT); Funding for environmental co-op student; Additional labour to improve service level in Moody Centre for landscape maintenance; Parks Caretaker; and Front Line Customer Service Clerk. Separation of the motion was requested. THAT Legal Services be removed. The question on the motion was put and CARRIED Voting against: Councillor Rockwell, Councillor Dilworth and Councillor Elliott THAT Metro Vancouver Commerce be removed. The question on the motion was put and CARRIED Voting against: Councillor Rockwell THAT Communications Assistant (PT to FT in Communications) be removed. The question on the motion was put and CARRIED THAT Infrastructure Engineer be removed. The question on the motion was put and CARRIED Voting against: Councillor Rockwell, Councillor Dilworth, Councillor Elliott and W. Byhre THAT Tax Clerk (PT to FT) be removed. The question on the motion was put and CARRIED Voting against: Mayor Trasolini and Councillor Lahti THAT Purchasing Clerk (PT to FT) be removed. The question on the motion was put and CARRIED THAT Fire Rescue Overtime be removed. The question on the motion was put and CARRIED Voting against: Councillor Clay and Councillor Rockwell The Committee requested that information on the issue of Fire Rescue Overtime be submitted to Finance Committee in a formal report. THAT Fire Rescue Acting Pay be removed. Finance Committee March 1, 2011 File: /2011

24 The question on the motion was put and DEFEATED Voting against: Councillor Lahti, Councillor Rockwell, Councillor Elliott, Councillor Clay, W. Byhre, Mayor Trasolini and M. Price THAT Fire Rescue Emergency Program Coordinator be removed. The question on the motion was put and CARRIED Voting against: Mayor Trasolini, Councillor Elliott and Councillor Lahti THAT Fire Rescue Administrative Assistant be removed. The question on the motion was put and CARRIED THAT Carbon Offsets Community Reserve be removed. The question on the motion was put and DEFEATED Voting against: Councillor Lahti, Councillor Clay, Mayor Trasolini, Councillor Nuttall, Councillor Rockwell, Councillor Elliott, Councillor Dilworth, M. Price and W. Byhre THAT Corporate Training be removed. The question on the motion was put and DEFEATED Voting against: Councillor Rockwell, Mayor Trasolini, Councillor Dilworth, Councillor Elliott and Councillor Lahti THAT Turf Replacement Reserve Annual Contribution Increase be removed. The question on the motion was put and DEFEATED Voting against: Councillor Lahti, Councillor Clay, Mayor Trasolini, Councillor Nuttall, Councillor Rockwell, Councillor Elliott, Councillor Dilworth, M. Price and W. Byhre The Committee expressed concern that requests for new positions or expanded positions were not submitted by standard practice and requested an opportunity to consider the new position requests with additional background information to be provided by staff. THAT all line items relating to positions in the Unallocated Budget Distribution document be removed and come forward in a separate report to Finance Committee for consideration. Discussion ensued on various budget line items including Finance Committee March 1, 2011 File: /2011

25 conferences and professional fees for staff, overtime for the IT department and trail maintenance. Staff were asked to provide additional information regarding budget reallocation to cover the costs of Trail Maintenance in Staff were asked to provide a report to the Committee to comment on the budget history and drivers for the last 5 years for line item Garage Maintenance Supplies. THAT the meeting be adjourned. 7. Adjournment The meeting was adjourned at 7:00 p.m. Councillor Meghan Lahti, Chair Linda Tylla, Committee Clerk Finance Committee March 1, 2011 File: /2011

26 City of Port Moody Minutes Finance Committee Minutes of the regular meeting of the Finance Committee held Tuesday, March 15, 2011 in the Brovold Room. PRESENT ABSENT IN ATTENDANCE Councillor Meghan Lahti, Chair Councillor Mike Clay, Vice Chair Councillor Diana Dilworth Councillor Bob Elliott Councillor Gerry Nuttall Councillor Karen Rockwell (5:05 pm) Mayor Joe Trasolini Wayne Byhre Jason Hulbert Mike Price (regrets) Paul Rockwood, Director of Corporate Services, Staff Liaison Cory Day, City Engineer Ron Higo, Director of Community Services Dave Kidd, Manager of Operations Jeff Lambert, Fire Chief Gord Parker, Deputy Fire Chief Mark Roberts, Manager of Finance Gaëtan Royer, City Manager Lynne Russell, Director of Library Services Tim Savoie, Director of Planning Services Linda Tylla, Deputy City Clerk 1. Call to Order Councillor Lahti called the meeting to order at 5:00 p.m. 2. Approval of Agenda Finance Committee March 15, 2011 File: /2011 Document:

27 Agenda 2.1 THAT the agenda of the Finance Committee meeting held Tuesday, March 15, 2011 be adopted. 3. Approval of Previous Minutes Minutes 3.1 THAT the minutes of the Finance Committee meeting held Tuesday, March 1, 2011 be adopted. 4. Unfinished Business Review 5-Year Operating Plan 4.1 The Manager of Finance presented the Updated year Operating Plan spreadsheet to the Committee, noting that the fire hall asset levy increase was shown as being spread between 2011 and Discussion ensued on the financial plan details. Staff were asked to bring back information on the impact to the debt payments from the Tangible Capital Asset (TCA) reserve if the asset levy increase was moved out to 2013 and 2014; and the specific projects in the TCA Reserve that might need to be removed to do so. THAT Staff bring back proposals that would enable the city taxation increase to be lowered to the 2010 rate of 3.25%. Voting Against: Councillor Dilworth, Councillor Rockwell, Councillor Lahti and Councillor Elliott Review 5-Year Capital Plan 4.2 The Manager of Finance presented the Updated year Capital Plan and Revised Reserves spreadsheet to the Committee. Discussion ensued on the proposed projects. THAT the Council Desk Upgrade for Laptops project for $60,000 be removed from the 2011 Capital Plan. THAT the NEW ASSETT Trail Development project for Chineside Park for $50,000 be removed from the 2011 Capital Plan. Finance Committee March 15, 2011 File: /2011

28 Voting against: Councillor Elliott, Councilor Rockwell, Mayor Trasolini and Councillor Lahti Moved, seconded and DEFEATED THAT Staff be authorized to remove any substandard staircases, close the unauthorized trails and post related signage for public information in the Chineside Park area. Voting against: Councillor Lahti, Councillor Elliott, Councilor Rockwell, Councillor Nuttall and Councillor Clay THAT Staff report back on the wooden staircases in Chineside Park and advise if they are authorized structures. Staff were asked to bring back information on what minimal mitigation and signage would be needed as per risk management to offset liability; as well as which trails are on the City s trail inventory. THAT Staff remove the carpet in the Civic Centre reception area and reduce the amount accordingly in the Civic Centre Furniture/ Carpet Replacement Reception Area capital project in the 2011 Capital Plan. Voting against: Councillor Lahti THAT the year Capital Plan be approved as revised. 5. New Business Response From Budget Town Hall Meeting 5.1 The Committee reviewed the public feedback from the 2011 Budget Town Hall Meeting and related online survey. Discussion ensued on the feedback received from the public. Moved, seconded CARRIED THAT Staff consider suggestions provided by public from Budget Town Hall Meeting and related online survey for incorporation into their proposal to lower the city taxation rate increase. The Committee suggested that in planning for the 2012 Finance Committee March 15, 2011 File: /2011

29 Budget Town Hall Meeting, that some sort of workshop or shirt sleeve session with the public prior to the meeting be considered Positions Requests 5.2 THAT the item be deferred until the next Finance Committee meeting. 6. Information 2010 Capital and Operating Carry Forwards 2010 Operating Results (Draft) Murray Street Overpass Damage Claim Motor Vehicle Accident June 24, 2009 Response to Questions Arising from March 1, 2011 Finance Committee Meeting Police New Positions 6.1 Attachment 6.1: (previously circulated) a) Manager of Finance dated February 25, 2011 b) 2010 Operating Carry Forward Listing c) 2010 Carry Forward Capital Projects d) 2010 Carry Forward Operating Projects 6.2 Attachment 6.2: 2010 Operating Results Draft (unaudited) (previously circulated) 6.3 Attachment 6.3: from Manager of Finance dated March 10, 2011 regarding Murray Street Overpass Damage Claim Motor Vehicle Accident June 24, Attachment 6.4: a) Report from Manager of Operations dated March 8 th regarding Garage - Maintenance Supplies b) from Director of Community Services dated March 8, 2011 regarding Parks General Cost Centre Wages c) Information from Fire Chief dated March 10 th regarding Fire Department Overtime. d) from Deputy Chief Constable dated March 9, 2011 regarding Police Landscaping Budget 6.5 Attachment 6.5: from Manager of Finance dated March 9, 2011 regarding Police New Positions and Budget Town Hall Meeting PowerPoint Slide #52 Finance Committee March 15, 2011 File: /2011

30 7. Adjournment The meeting was adjourned at 6:05 p.m. Councillor Meghan Lahti, Chair Linda Tylla, Committee Clerk Finance Committee March 15, 2011 File: /2011

31 City of Port Moody Minutes Finance Committee Minutes of the regular meeting of the Finance Committee held Tuesday, April 5, 2011 in the Brovold Room. Present Absent In Attendance Councillor Meghan Lahti, Chair Councillor Mike Clay, Vice Chair Councillor Karen Rockwell Mayor Joe Trasolini Wayne Byhre Jason Hulbert Mike Price Councillor Dilworth (regrets) Councillor Elliott (regrets) Councillor Nuttall (regrets) Gaëtan Royer, City Manager Cory Day, City Engineer Ron Higo, Director of Community Services Dave Kidd, Manager of Operations Jeff Lambert, Fire Chief Gord Parker, Deputy Fire Chief Angie Parnell, Manager of Human Resources Mark Roberts, Manager of Finance Paul Rockwood, Director of Corporate Services Colleen Rohde, City Clerk Lynne Russell, Director of Library Services Tim Savoie, Director of Planning Services Linda Tylla, Deputy City Clerk 1. Call to Order The Chair called the meeting to order at 4:00 pm. 2. Approval of Agenda Finance Committee April 5, 2011 File: /2011 Document:

32 Agenda 2.1 THAT the agenda of the Finance Committee meeting held Tuesday, April 5, 2011 be adopted as amended as follows: Items 5.2 and 5.3 to be considered together and reflected as 5.2.; subsequent items to be reordered accordingly. 3. Approval of Previous Minutes Minutes 3.1 THAT the minutes of the Finance Committee meeting held Tuesday, March 15, 2011 be adopted. 4. Unfinished Business Review 5-Year Operating Plan 4.1 Attachment 4.1: a) Proposed 2011 Budget Adjustments document (revised) b) New Position Requests for the 2011 Budget Year document (previously circulated in the March 29 th agenda package) The Manager of Finance provided an overview of the 5- Year Operating Plan document. The Committee reviewed the items individually. Item 1 Inlet Theatre Net Revenues THAT the proposed $5,000 increase to the Inlet Theatre Net Revenues, item 1 from the Proposed 2011 Budget Adjustments document, be endorsed and applied to the 2011 Operating Financial Plan. Item 2 Curling to Skating Net Fees Moved and seconded THAT the proposed change to the Curling to Skating net fees, resulting in a revenue increase of $16,000, item 2 from the Proposed 2011 Budget Adjustments document, be endorsed and applied to the 2011 Operating Financial Plan. THAT the Curling to Skating Net Fees item be referred to staff for consultation with affected user groups and extrapolation of additional revenue if user- pay rates were enacted. Finance Committee April 5, 2011 File: /2011

33 Item 3 Kyle Centre Moved and seconded THAT the proposed change to Kyle Centre, item 3 from the Proposed 2011 Budget Adjustments document be endorsed and applied to the 2011 Operating Financial Plan. THAT the Finance Committee go In-Camera pursuant to Section 90(1)(a) and (c) of the Community Charter to discuss staffing/labour relations issues related to the proposal for one day per week closure of Kyle Centre. Finance Committee convened an In-Camera discussion at 4:20 p.m. See In-Camera meeting minutes document. The Finance Committee Regular Meeting resumed at 4:30 p.m. Discussion resumed on the previous question regarding the proposed change to Kyle Centre. The question on the motion was put and DEFEATED. Voting against: Councillors Clay, Lahti, and Rockwell, Mayor Trasolini, J. Hulbert, W. Byhre and M. Price Item 4 - Garage Maintenance Supplies THAT the proposed cost decrease of $10,000 to Garage Maintenance, item 4 from the Proposed 2011 Budget Adjustments document, be endorsed and applied to the 2011 Operating Financial Plan. Item 5 - MRN General Rehabilitation Reserve Transfer Moved and seconded THAT the proposed $60,000 reduction in supplemental funding from taxation to fund the MRN General Rehab Reserve Transfer, item 5 from the Proposed 2011 Budget Adjustments document, be endorsed and applied to the 2011 Operating Financial Plan. THAT the foregoing motion be amended by removing the words and figure the proposed $60,000 reduction and substituting a $40,000 reduction therefore, and by adding the words in order to allow for street lamp replacement on St. Johns Street in 2011 and the MRN Finance Committee April 5, 2011 File: /2011

34 Reserve be adjusted to accommodate the change after the words 2011 Operating Financial Plan. The motion as amended was put and CARRIED with the final wording to read, THAT a $40,000 reduction in supplemental funding from taxation to fund the MRN General Rehabilitation Reserve Transfer, item 5 from the Proposed 2011 Budget Adjustments document, be endorsed and applied to the 2011 Operating Financial Plan in order to allow for street lamp replacement on St. Johns Street in 2011 and the MRN Reserve be adjusted to accommodate the change. Voting against: Councillor Rockwell Item 6 Unallocated THAT the Finance Committee go In-Camera pursuant to Section 90(1)(a) and (c) of the Community Charter to discuss staffing/labour relations issues related to the proposed unallocated budget reduction. Finance Committee convened an In-Camera discussion at 4:45 p.m. All staff with the exception of the City Manager, Manager of Human Resources and City Clerk left the meeting at 4:45 p.m. The City Clerk assumed the duties of Recording Secretary for this portion of the meeting. See In-Camera meeting minutes document. The Finance Committee Regular Meeting resumed at 4:55 p.m. and staff returned to the meeting. The following motion was released from the In-Camera discussion: THAT Finance Committee acknowledge the unallocated reduction as presented by the City Manager which will affect the Financial Plan. Item 7 Tax Penalties Revenue THAT the proposed $10,000 increase to the tax penalties revenue, item 7 from the Proposed 2011 Budget Adjustments document, be endorsed and applied to the 2011 Operating Financial Plan. Finance Committee April 5, 2011 File: /2011

35 Item 8 Tax Interest Revenue THAT the proposed $5,000 increase to the tax interest revenue, item 8 from the Proposed 2011 Budget Adjustments document, be endorsed and applied to the 2011 Operating Financial Plan. Item 9 Burrard Thermal GIL THAT the proposed $15,000 increase to the 2011 grant-inlieu from the Burrard Thermal GIL, item 9 from the Proposed 2011 Budget Adjustments document, be endorsed and applied to the 2011 Operating Financial Plan. Item 10 Trails Capital Project THAT the proposed $5,000 operational reduction related to the elimination of the Trails Capital Project budget, item 10 from the Proposed 2011 Budget Adjustments document, be endorsed and applied to the 2011 Operating Financial Plan. Item 11 Real Growth Tax Revenue THAT the $4,428 reduction in Real Growth Tax Revenue, item 11 from the Proposed 2011 Budget Adjustments document, be applied to the 2011 Operating Financial Plan. Committee questioned the information provided in item 6.3 Traffic Fine Revenue. In response, staff reported the amount that city expects to received from the Strategic Community Investment Fund in 2011, advising that no change to the operating budget is required as a result at this time. THAT the traffic fine revenue sharing budget from the Strategic Community Investment Fund be increased to $519,322 from the current budget of $510,000, which would reduce the amount of funding required by the Police Board from the City. 4.1 b New Position Requests for the 2011 Budget Year The Director of Corporate Services advised that the request for an Infrastructure Engineer position was removed by the department director. Finance Committee April 5, 2011 File: /2011