City of Fort St. John Committee of the Whole 1:00 p.m. Council Chambers October 27, 2014

Transcription

1 City of Fort St. John Committee of the Whole 1:00 p.m. Council Chambers October 27, 2014 Page 1. Call to Order: 2. Notice of New Business: Mayor's Additions Councillor's Additions City Manager's Additions 3. Adoption of Agenda by Consensus: 4. Adoption of Minutes: October 14, 2014 Committee of the Whole Meeting Minutes Business Arising Out of the Minutes: 6. s and Delegations: 2015 Operating Budget Mike Roy, Director of Finance Staffing Update Rashid Hasan, Manager of Human Resources Correspondence: None 8. Reports from City Manager and Administration: Administration Report No. 0220/14 Base Budget Staffing Policy - Growth Related Update New Business: Page 1 of 60

2 Committee of the Whole Meeting Agenda: October 27, 2014 Page 10. Resolution to Move to Closed Committee of the Whole Meeting: None 11. Adjournment: Page 2 of 60

3 MINUTES COMMITTEE OF THE WHOLE OCTOBER 14, :00 P.M. CITY HALL COUNCIL CHAMBERS PRESENT: ALSO PRESENT: Mayor Lori Ackerman Councilor Larry Evans Councillor Gord Klassen Councillor Byron Stewart Dianne Hunter, City Manager Wally Ferris, General Manager of Community Services Victor Shopland, General Manager of Integrated Services Mindy Smith, General Manager of Corporate Services Janet Prestley, Director of Legislative and Administrative Services Jim Rogers, Director of Protective Services Ken Rogers, Director of Development Mike Roy, Director of Finance Moira Green, Economic Development Officer Fred Burrow s, Fire Chief Don Demers, Director of Public Works Ross deboer, Director of Recreation Renee Jamarat, Planning Manager Tawnya Phillips, Clerk 2 (recording secretary) 1. Call to Order: The meeting was called to order at 1:04 p.m. 2. Notice of New Business: None 3. Adoption of Agenda by Consensus: The October 14, 2014 Committee of the Whole meeting agenda was adopted as presented by consensus. 4. Adoption of Minutes: October 6, 2014 Committee of the Whole Meeting Minutes MOVED/SECONDED "THAT, the minutes of the October 6, 2014 Committee of the Whole meeting be adopted as presented." CARRIED October 14, 2014 Committee of the Whole Meeting Minutes Page 3 of 60

4 City of Fort St John Committee of the Whole October 14, Business Arising Out of the Minutes: None 6. s and Delegations: None 7. Correspondence: None 8. Reports from City Manager and Administration: Administration Report No. 0023/ Capital Plan The City Manager advised that the Capital Plan represents input from all the divisions with regards to what is foreseen as projects in She stated that this is not a balanced capital budget at this meeting today, but asked Council to bring forward priorities as well as any missed projects that should be included. The Director of Finance stated that the Capital Plan s projected year s budget is based on the current year s amount received, which is just over $21,000,000. He noted that there is a small portion being transferred to operations as per direction received from Council in the past, as a few positions are tied to Fair Share and those positions right now equate to 1.3% of projected Fair Share for Component 1 Roads and Related Infrastructure has a minimum of $5 million with further allocation required of just over $14 million. Component 2 - Facilities has a minimum allocation of $2,000, with further allocation required of $1.6 million. Component 4 - Equipment has a $100, requirement under the policy with 10% of the Fair Share going into the equipment pool with further allocation of $1.3 million. The Director of Finance noted that, with what is being presented, the 2015 budget is over allocated by $4.4 million. The future years projections on the revenue side were factored in modestly at a 1% increase that will be dependent on what is seen on the program in the next couple of years. That is the conservative estimate moving forward. 8. Reports from City Manager and Administration: Administration Report No. 0023/14 (continued) Capital Plan Component 1 Roads and Infrastructure The Director of Finance stated that for Component 1 there is a $24.5 million dollar plan presented. The General Manager of Integrated Services provided an overview of the projects listed in Component 1 that have been presented as either LAS requests or projects brought forward by different people in the community or extensions of projects that were already started in the last year or October 14, 2014 Committee of the Whole Meeting Minutes Page 4 of 60

5 City of Fort St John Committee of the Whole October 14, Reports from City Manager and Administration: Administration Report No. 0023/14 (continued) Capital Plan two and need to continue. He then asked if Council had any questions or additions. Councillor Klassen asked for clarification on what part of 100 th Street is turning into 4-laning. The General Manager of Integrated Services clarified that it is on 110 th Avenue north to the bypass road. Councillor Klassen noticed that 112 th Street from 100 th Avenue to 102 nd Avenue is scheduled for next year and is confused as he sees 110 th Street proposed for that same piece for this coming year. The General Manager of Integrated Services clarified that the original plan was for the storm sewer to go on 112 th Street but it ended up having to go on 110 th Street which is part of the reason it did not happen this year. The other reason is that large lot on the west side of that is on 112 th Street came up for rezoning this year and the project was moved up one more year so there would be a better idea of what the servicing requirements of that large lot will be. Councillor Klassen agreed that the crosswalk at 96A Street by the Pomeroy Sports Centre tends to be a pretty scary one to cross and is happy about the pedestrian controlled crosswalk that will be installed there. Councillor Evans asked for clarification on 102 nd Avenue from 100 th Avenue to 102 nd Avenue on 92 nd Street as to whether sidewalks and curbs were getting put in, and if they were getting rid of the asphalt curbs. The General Manager of Integrated Services responded that sidewalks, street lights, curb and gutters will be put in and that the asphalt curbs will be gone. Coucillor Evans asked if resurfacing is scheduled this year for 102 nd Avenue leading up to the 6 story apartment building. The General Manager confirmed that overlay is scheduled for next year on that portion of 102 nd Avenue. Councillor Evans mentioned that he was asked about repairs on the block between 108 th Street & 106 th Street on 101 st Avenue. He noted that he confirmed that it is in dire shape and wanted to make sure that it is going to be done in the future. He commented that the other side from 108 th Street going west is being paved and believes that it has the curb and gutter already in. The General Manger of Integrated Services advised he will confirm if any underground improvements are needed in the next couple of years, or if it can possibly be an overlay project that could extend the life of that road. He commented that they are trying to hit 100 th Street and 100 th Avenue and move out from the City center with the overlays. Councillor Evans commented that it looks nice and green along the highway these days and thanked the City very much. Councillor Stewart requested clarification on 86 th Street and asked if it is being postponed due to BC Hydro issues even just in the placement of the sidewalk. The General Manager of Integrated Services stated that the sidewalk from 89 th Avenue north to 102 nd Avenue is in the work program and they are still hoping to get that block completed. South of there it is unknown what BC Hydro tends to October 14, 2014 Committee of the Whole Meeting Minutes Page 5 of 60

6 City of Fort St John Committee of the Whole October 14, Reports from City Manager and Administration: Administration Report No. 0023/14 (continued) Capital Plan do, and there are also some technical issues with driveways and slope that make it a bit more challenging. The main reason it has not been done is because BC Hydro and the City need to know what they will be doing with their duct system. Councillor Stewart asked if the delay in the 4-laning of 100 th Street is due to applying for a grant? The General Manager of Integrated Services stated that that project is a very good candidate for a grant and confirmed that that is the reason why it is being postponed. He repeated that it is a very expensive project so getting the grant would be ideal. Councillor Stewart asked about the construction on 108 th Street and if the developers will have to pay for it that road to be put in or if it would fall on the City. The General Manager of Integrated Services stated that 108 th Street is tendered out for this year s program. He said this is 50% on the City and 50% on the developers. Curbs have currently been poured on 102 nd Avenue and the developers need to complete some work as far as the water main tie ins to actually move on to the work on 108 th Street. He is hoping to have 108 th Street from 102 nd Avenue to 104 th Avenue completed this year. Councillor Stewart commented that he liked seeing the $2 million spent in this year s road overlay program. He felt that it was a success this year and in moving forward it will be good for the community to have the same amount budgeted for next year as well. The General Manager of Integrated Services mentioned that there are one or two projects that will end up being done next year, the main one being the Skate Park parking lot. He stated that water and sewer services need to be put in under the parking lot area to service the washroom. He commented that it is getting too late to complete this year, but that particular project will be carried forward and will happen first thing in the spring next year. It has already been tendered and will be carried over. The City Manager noticed that there are x s in the spreadsheet making it difficult for Council to balance the budget. She wondered if it would be possible to get hard copies for this meeting so that the Mayor and Council could have some values to help them give direction on the Capital Program going forward. She assumed that the numbers are crossed out because they are quite large. The Director of Finance commented that the numbers were deliberately crossed out in the spreadsheet, as it was just to identify the year the projects were being done. He stated that the total amounts are on the previous screen for each of the major areas. The City Manager responded that if we are over the allocation amount, it will help Council to be informed as to how you set your priorities knowing the values of them. The Director of Finance said would look at getting something to Council. Mayor Ackerman commented that some Council s do leave the spreadsheets that way so that when the jobs are tendered out applicants do not know how much has been budgeted for them. That was her thought when she noticed that they were x d out and thought we were trying that approach. October 14, 2014 Committee of the Whole Meeting Minutes Page 6 of 60

7 City of Fort St John Committee of the Whole October 14, Reports from City Manager and Administration: Administration Report No. 0023/14 (continued) Capital Plan Component 2 - Facilities The General Manager of Community Services provided an overview of the projects listed in Component 2 Facilities and then asked if Council had any questions or additions. Councillor Stewart asked if what was put in the budget a year or two ago regarding the centralizing of ice making for the Curling Rink, the Pomeroy Sports Centre or the Rec Centre is still being considered. The General Manager of Community Services responded that that was related to the District Energy Program and that the idea behind that project was to centralize the ice making ability within the Pomeroy Sports Centre as it does have the capacity to do that. Given the numbers involved and the age of some of the City s facilities, he stated it would be best to relook at the cost benefit analysis and make sure that that this is the right thing. Investing $3 to $4 million dollars on a system like that, given the age of the Curling Rink and the North Peace Area, it is important that it will have a return on investment and that the facilities will be around for some time. Some condition assessments on those facilities need to be done before a decision can be made on the District Energy Program. Councillor Stewart asked about the refurbishing and/or adding of infrastructure in parks and new parks and if there had been a conversation about sponsorship, like there was with the Pomeroy Sports Centre regarding naming rights on a park on some sort of yearly continuum. The City Manager responded that to date there has not been that conversation. The only facility that has been looked at for corporate sponsorship for is the Pomeroy Sports Centre. However, there is a conversation occurring with the Planning and Engineering Department with regards to development cost charges that can be collected from the development community at the time that subdivisions are built. That report will have to come forward to Council for approval. She mentioned that the City currently collects DCCs for water and sewer projects, but does have the ability, if Council so chooses, to also collect them for parks. With regard to direct sponsorship, the City could look for an opportunity to expand that program. Naming of parks or sponsorships could be something Council looks at in future years. The Pomeroy Sports Centre does have a sponsorship program, but it is more about the advertising opportunities. Councillor Stewart asked if the Rotary would participate with the refurbishment or reconstruction costs of the Spray Park, as they have a naming agreement with the City, or if the costs would fall fully on the City. The Director of Recreation responded that right now the City is looking for partners. He said that they met with the Rotary in the Spring because the Rotary was on the old Spray Park but it was agreed to go forward without any partners until some could be found. The Rotary is officially not a partner in the new Spray Park. Councillor Stewart requested clarification that the Rotary said they do not wish to partner. The Director of Recreation stated that the Rotary has not said that but that the City has not solicited partners yet. Councillor Evans asked about the renovations to the old Fire Hall so it could be used for the Grounds Department as he noticed that it wasn t listed in the budget. October 14, 2014 Committee of the Whole Meeting Minutes Page 7 of 60

8 City of Fort St John Committee of the Whole October 14, Reports from City Manager and Administration: Administration Report No. 0023/14 (continued) Capital Plan The Director of Finance said that it is in the listed under Building 2 Refurbishments and is budgeted for 2015 projects under other projects. Council Klassen commented that he thought it looked as if a walking trail had been installed where the sewer line was put in south of 90 th Street. He asked if that was included in as part of the work and if the City would maintain that path and clear it over the winter. He also asked if it is, in the bigger scheme, a way of tying in those walking trails. The General Manager of Community Services responded that when the sewer project was moving forward, Public Works negotiated a great contract and there were surplus funds to add that pathway. There was a thought process in the location of that to connect up both ends in time so that it is not a dead end walkway. It will certainly be put into the Operating Budget to maintain that portion of the path for the upcoming years. The General Manager of Integrated Services commented that a good price was received on that project and that trees had to be removed so a berm had to be put in as part of the soundproofing or sound barrier. One of the other landscaping components that was originally put in was a gravel trail, but because of the cost savings, a paved trail was able to be approved. It helped to do another leg of the walking system trail that hopefully at some point will circle the city and connect at various points. Councillor Klassen stated that he was happy to see the trail there and will be happy to see that it will be connected. He asked if that trail will be maintained during the winter. The Director of Recreation responded that the priority is City owned buildings first and, as time permits, they do as much as they can for trails and walkways. Councillor Klassen requested an update on the Urban Tourism Sign Plan. The Economic Development Officer responded that this plan was developed by the Tourism Board Consultants in 2012 and is currently sitting on her desk for implementation. Tourism is part of that signage plan. Councillor Klassen asked if this will come back to Council again so they could see what it looks like and what the priorities are. The City Manager confirmed that it will be brought back to Council. Councillor Klassen mentioned that it would be beneficial to get increased lighting at the Curling Rink. He stated that it is quite dark unlike the Pomeroy Sports Centre and it would be good to see the area lit up better. Councillor Klassen asked why the City is spending money on the Charlie Lake Boat Launch, which is the third largest expenditure for this coming year, instead of the Regional District. The City Manager responded that it belongs to the City of Fort St John and that the City has ownership of it primarily because of the weir and also the fact that Charlie Lake was once the City s water source and is purely on the basis of ownership. She claimed that the Rotary has some ownership over some of it as well, particularly the RV Park which they maintain. She stated that the City will be entering into conversations with the Peace River Regional District with regard to that particular park for contributions as a conversation is needed about the appropriate upgrades. The City has not asked for support in funding in the past, but she is aware that the Peace River Regional District is going through a Regional Park Strategy right now and it would be timely to have a conversation about some of the amenities in the North Peace, whether it s the Lookout or Charlie Lake. It would be a good idea to take a look at October 14, 2014 Committee of the Whole Meeting Minutes Page 8 of 60

9 City of Fort St John Committee of the Whole October 14, Reports from City Manager and Administration: Administration Report No. 0023/14 (continued) Capital Plan upgrades and cost sharing in those regards. She stated that the Lookout is not owned by the City, but is an amenity that many visitors along with City residents use. That thinking is extended to Peace Island Park as well as the Lookout. Peace Island Park is funded and maintained by the Village of Taylor, but they are all regional amenities outside of municipal boundaries and it would be good to have a conversation with the Regional District as to how everyone can provide for those amenities for the region. Councillor Klassen commented that he knows the City is going through a Master Recreation Plan and asked if those different areas including the Charlie Lake Boat Launch and RV Park are part of what is under review. The General Manager of Community Services confirmed that those facilities will be inventoried, including how the facilities are being used, how much and by whom they are used, and some discussion about demand from those user groups. It is not included in the City s Recreational Master Plan. That report from the consultant will be coming to this Council either by the end of January or February It will help inform the City as to how to move forward with the City s Master Plan. Under Charlie Lake there is another project identified that will look at a Master Plan Process, in addition to the works around the docks. The City is looking for better support and partners for improving that area. Component 3 Water Sewer The Director of Finance stated that Water Sewer Services are not funded out of Fair Share but out of user rates and fees and reserves. The General Manager of Integrated Services provided an overview of the projects listed in Component 2 and then asked if Council had any questions or additions. Councillor Klassen asked if the City needs to look at upgrading or expanding the Water Treatment Facility s equipment in the next 5 years. The General Manager of Integrated Services confirmed that that definitely needs to be looked at. He stated that he brought a report forward to Council this year outlining the different needs and where the system will be short in the next few years; pumping from the river in a few years, reservoir capacity, capacity of the water treatment plant, and a number of other issues. Water conservation, metering and rate setting have all made huge impacts on the quantity of water that we need to produce. He noted that that has gained the City a number of years, but at some point the City s population will reach the point where there will need to be an increase in capacity. He stated that it is not required for next year or 2016 and is not identified in this Capital Plan, but it should be identified in the next few years. Component 4 Equipment The Director of Finance stated that there is $4.1 million of funding allocated for equipment and that there is some carry forward work in there. The General Manager of Integrated Services, the Director of Finance and the General Manager of Community Services all provided an overview of the projects listed in Component 4 Equipment and then asked if Council had any questions or additions. Councillor Stewart asked for clarification as to what type of vehicle the Bylaw Department was asking for. The Director of Protective Services said that he wasn t sure at this point. October 14, 2014 Committee of the Whole Meeting Minutes Page 9 of 60

10 City of Fort St John Committee of the Whole October 14, Reports from City Manager and Administration: Administration Report No. 0023/14 (continued) Capital Plan Councillor Stewart asked what the difference was between a bush truck and pickup truck. The Fire Chief clarified that the bush truck was used on the parks and bush beside the Fire Hall, the motor cross track, and areas that the Fire Department can t get their equipment into. He clarified that the bush truck carries water and has a pump. Councillor Stewart asked how many pickup trucks Public Works was requesting. The Director of Public Works responded that it was two pickup trucks that are on a 10 to 12 year replacement cycle. Councillor Klassen asked for clarification regarding the Fire Apparatus Budget listed for the next three years. He asked if it was three new pieces of equipment or if it was one vehicle and the cost was spread over the next three years. The Fire Chief said that the apparatus was supposed to be paid half and half in 2014 and 2015 but it had to be carried over as the tender had not gone out yet. The Director of Finance clarified that generally when the fire trucks go out to tender, because of the large value of it, the first portion is paid in the first year (chassis), and the rest of the truck is paid for in the second year, so one truck is based on 2 years. This is based on a 20 year replacement program that the Fire Department developed for their equipment fleet. Councillor Evans asked for clarification on the sidewalk machine with attachments which is put off for He wanted to know if that is for snow removal or the vac machine that cleans the sidewalks. The Director of Recreation confirmed that it is for sidewalk cleaning. The Director of Finance stated that the next step with the Capital Budget is a Public Meeting in two week s time for the public to have some input. Mayor Ackerman mentioned that she had been asked about the City s road program and how it was initiated. She asked how someone could get their road on to the list to be repaired and if the City has a process. The City Manager asked the Mayor is she was referring to an LAS. The Mayor replied that she meant when the City resurfaces the roads. The General Manager of Integrated Services stated that the process is for the City to pave the gravel portions of roads in the City. He also said that the City looks at the requirements based on developer input, what is under the ground and needs to be upgraded (i.e. storm sewer installation to get to another area) or a number of things that become part of the planning process. He said that the City does take input from residents as well, and looks at the condition of the road to determine if an overlay would be sufficient or if it requires a complete rebuild. He said that the first step is to contact him. The City Manager stated that the City did a pavement assessment a number of years ago and relies on that information and recommendations from the General Manager of Integrated Services to prioritize the streets. She commented on the graph presented at last week s Budgeting Process meeting. Staff try to time the pavement replacement or road upgrade based on the condition of the road and where you can get the most value for your dollars but it s also on a priority basis. She mentioned that, as indicated by the General Manager of Integrated Services, one of Council s top priorities to date has been partnerships, either property owner partnerships or developer partnerships or grants as those streets happen to rise high on the priority list. October 14, 2014 Committee of the Whole Meeting Minutes Page 10 of 60

11 City of Fort St John Committee of the Whole October 14, New Business: None 10. Resolution to Move to Closed Committee of the Whole Meeting: October 14, Resolution to Move to Closed Committee of the Whole Meeting MOVED/SECONDED "THAT, Council move to a Closed Committee of the Whole meeting for the purpose of discussing: 1) (k) Negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public; 2) (b) The consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party. CARRIED 11. Adjournment: The meeting was adjourned at 6:10 p.m. Confirmed by Council this 27 th day of October, 2014 CERTIFIED CORRECT IN ACCORDANCE WITH SECTION 124 OF THE COMMUNITY CHARTER Lori Ackerman, Mayor Janet Prestley, Director of Legislative and Administrative Services October 14, 2014 Committee of the Whole Meeting Minutes Page 11 of 60

12 Budget Survey Responses September 2015 Page 12 of 60

13 Online survey ran from August 20, 2014 to September 30, completed surveys Page 13 of 60

14 Page 14 of % 45.0% 40.0% 35.0% 30.0% 25.0% 20.0% 15.0% 10.0% 5.0% 0.0% QUESTION 1: Generally speaking, are you satisfied or dissatisfied with the overall quality of services provided by the City of Fort St. John? No Response Very Dissatisfied Somewhat Dissatisfied Somewhat Satisfied Very Satisfied

15 60.0% QUESTION 2: In terms of programs and services you receive from the City of Fort St. John, would you say that you get good value or poor value for your dollar? 50.0% 40.0% 30.0% 20.0% 10.0% Page 15 of % No Response Very Poor Value Fairly Poor Value Fairly Good Value Very Good Value

16 Page 16 of 60 Question 3: On a scale of 1-10, how IMPORTANT are the following services to you? Question 4: On a scale of 1-10, please rank your SATISFACTION with these services? Police Services Fire and Emergency Services Recreation Facilities and Programs City Planning and Growth Management Street Maintenance and Upgrading Maintenance and Development of Parks, Trails and Green Space Public Works, including drinking water quality and sewer

17 100.0% 90.0% Police Services 80.0% 70.0% 60.0% 50.0% 40.0% Important Satisfaction 30.0% 20.0% 10.0% Page 17 of % No Response

18 100.0% 90.0% Fire and Emergency Services 80.0% 70.0% 60.0% 50.0% 40.0% Important Satisfaction 30.0% 20.0% 10.0% Page 18 of % No Response

19 70.0% 60.0% Recreation Facilities and Programs 50.0% 40.0% 30.0% Important Satisfaction 20.0% 10.0% Page 19 of % No Response

20 80.0% 70.0% City Planning and Growth Management 60.0% 50.0% 40.0% 30.0% Important Satisfaction 20.0% 10.0% Page 20 of % No Response

21 80.0% 70.0% Street Maintenance and Upgrading 60.0% 50.0% 40.0% 30.0% Important Satisfaction 20.0% 10.0% Page 21 of % No Response

22 70.0% 60.0% Maintenance and Development of Parks, Trails and Green Space 50.0% 40.0% 30.0% Important Satisfaction 20.0% 10.0% Page 22 of % No Response

23 80.0% 70.0% Public Works, including drinking water quality and sewer 60.0% 50.0% 40.0% 30.0% Important Satisfaction 20.0% 10.0% Page 23 of % No Response

24 Satisfaction 2015 Operating Budget Satisfied Low Importance Satisfied High Importance Dissatisfied Low Importance Dissatisfied High Importance Importance Page 24 of 60

25 Satisfaction 2015 Operating Budget Police Services Fire Safety and Emergency Services Recreation Facilities and Programs City Planning and Growth Management Street Maintenance and Upgrading Maintenance and Development of Parks, Trails and Green Space Public Works, including drinking water quality and sewer Page 25 of Importance

26 Additional Comments The City and staff make an honest effort to keep our community rolling with the resources on hand, in a challenging, growing economy. Thank you especially to public works and road crews - your tireless efforts are truly appreciated :o) I strongly believe that a Family Friendly Indoor Recreational Facility is a necessity for our community. I think that it should be multi-functional. Meaning, it should have a little bit of everything for everyone. Indoor playground for families with kids, recreational sports for public use, a new home for gymnastics and soccer, archery etc...we could use more indoor facilities. Page 26 of 60

27 Additional Comments There appears to be many infrastructure issues that seem to need attention due to an increasing and changing population. Cultural diversity, economic disadvantages seem to be significant in creating significant barriers for people. When a women cannot afford to pay her daycare person due to the cost of living in this area or is forced to go to an unlicensed daycare person there is a problem. When daycare costs are so high a working women must choose between her career and her family this creates a sad situation and a true regression in the women's movement. When thousands of people do not have equal access to healthcare this creates opportunities for more disease and unwell people. There are so many concerns that come with a growing community. Infrastructure seems to be the all encompassing word. If we do this part right we can create a healthy and happy community for today and future. This is a changing community that needs a good mix of new and old thinking. Page 27 of 60

28 Page 28 of 60 Additional Comments I believe as a city, FSJ should be spending more on big bonuses to attract doctors and less on huge flower pots. I'd love to see how much those purple flowers cost to purchase AND maintain, with the pay, water, equipment and city vehicle costs to take care of those pots all summer. If any one of you ever had to sit in emergency for over 4 hours after working a 12 hour day just to be chastised by the doctor you see for 5 minutes for not getting in to see a doctor sooner... you might be brainstorming better ideas to attract and/or retain doctors. Actively seeking and eliminating the illegal basement suites that are the number one cause of the parking difficulties, which will ultimately lead to emergency services being hampered. Take a drive down 104A Ave some time. How has the city allowed these suites to be built? These are brand new houses. How has the building code of 2 parking spots per residence not been upheld? Why is there nobody coming out to ticket the offenders, even after receiving reports with pictures of infractions? Want more money for the city? Go get it! 20 vehicles at a minimum of $25 per day 5 days a week, that's just on my street. Plus you'll get the ones like in front of my house, with a minimum 3 infractions at a time. We moved here almost 2 years ago and while we do enjoy it here, we certainly won't stay here any longer than we have to. Disappointed no questions about the airport or boundaries or the regional district.

29 Operating Committee of the Whole October 27, 2014 Page 29 of 60

30 Page 30 of 60 Council s Strategic Objectives Vibrant & Diversified Economy Local businesses are retained and business opportunities expanded Citizens interests are represented and promoted efficiently through political and economic spheres The vitality of downtown is maintained and enhanced as a commercial and cultural destination Safe & Healthy Community People feel safe in our community Fort St. John is a family friendly community Fort St. John is a healthy and active community Planned and Sustainable Community Community infrastructure is well-maintained to meet the needs of both current and future generations The natural environment is preserved, protected and enhanced Municipal spending and tax policies are affordable and sustainable over time

31 Reoccurring Budget Themes To build a community that is fiscally sound To build a community committed to public safety To build a community with a vibrant city center Page 31 of 60 To build a community with high quality services for our citizens

32 External Pressures BC Hydro rates to increase by 6% effective April 1, 2015 Political pressures e.g. Canadian Federation of Independent Business, Canadian Taxpayers Association Community expectations for better or expanded services continue to grow Page 32 of 60

33 Page 33 of 60 Other Pressures Growth both within the City and in the region Services need to be expanded to support the growth and meet the expectations of the community Growth in the region places increased service expectations without the corresponding tax revenue to support the increased costs Growth within the city is primarily residential resulting in a higher cost burden

34 Page 34 of 60 Overview of Budget Funding Sources CAPITAL BUDGET primarily funded by: Grant in Lieu of Industrial Taxation (commonly referred to as Fair Share) Reserves Long Term Borrowing Grants Partnerships OPERATING BUDGET primarily funded by: Taxation Grants Investments User Fees

35 120,000, ,000,000 Non Market Assessment Growth 80,000,000 60,000,000 40,000,000 20,000,000 s.353lga Class 9 Farm Class 8 Rec/Non Profit Class 6 Business and Other Class 5 Light Industry Class 4 Major Industry Class 3 Supportive Housing Class 2 Utilities Class 1 Residential Page 35 of ,000, BC Assessment Projected 2015

36 Page 36 of 60 Environmental Development General Government Services Protective Services Public Health and Welfare Operating (excluding projects) Recreation and Culture Sewer Utilities Transit Services Transportation Services Water Utilities Taxes (26,514,207) (155,588) (1,221,612) (387,280) (28,278,687) Taxes due to new construction (647,233) (647,233) Taxes due to boundary change (30,000) (30,000) Collection for other (15,526,880) (15,526,880) Governments Payments/Grants in Lieu of Taxes (428,480) (428,480) Services Provided to Other Governments (310,389) (414,934) (9,000) (734,323) Sale of Services (772,100) (3,986,554) (2,500) (5,034,153) (9,795,307) Other Revenue from own (82,000) (974,200) (607,800) (821,654) (169,000) (2,654,654) Sources Government transfers (60,000) (21,956,632) (776,588) (1,003,800) (1,220,888) (25,017,908) Return on investment (479,500) (1,400) (480,900) (142,000) (66,867,521) (1,799,322) (773,500) (1,825,454) (4,142,142) (2,620,500) (2,500) (5,421,433) (83,594,372) Salaries, wages and employee 639,643 2,889,367 6,566, ,890 3,936, ,544 2,963,940 1,050,852 18,719,755 benefits Contracted and general services 194,262 1,152,869 5,948, , , ,658 2,620,500 1,581, ,770 14,057,028 Material, goods and supplies 29, , ,814 84, , ,325 1,621, ,039 3,775,164 Interest and Bank Charges 1,209, , ,450 2,368,352 Utilities 63, , , , , ,150 1,860,633 Other Expenses 417, , ,225 42,200 2,430,396 1,016,550 4,397,800 1,093,446 10,479,740 Principal on Long Term Debt & 607,463 1,014, ,115 1,809,698 Actuarial Adjustments Other tax requisitions 15,526,880 15,526,880 1,280,955 21,961,119 13,770, ,290 8,629,514 4,312,307 2,620,500 10,900,715 4,216,822 68,597,250 Transfers (Revenues) (22,300) (786,700) (937,746) (70,546) (1,705,350) (1,000,000) (4,302,300) (1,058,821) (9,883,763) Transfers (Expenditures) 21,950, ,062 71, , ,835 (834,662) 2,263,432 24,880,885 (22,300) 21,164,179 (819,684) 1,418 (1,223,975) (170,165) - (5,136,962) 1,204,611 14,997,122 1,116,655 (23,742,223) 11,151, ,208 5,580, ,761,

37 Page 37 of 60 Environmental Development General Government Services Operating Budget Change (compared to 2014 operating budget) Protective Services Public Health and Welfare Recreation and Culture Sewer Utilities Transit Services Transportation Services Water Utilities Taxes - (1,738,212) (128,123) - (15,180) (1,881,515) Taxes due to new construction - (647,233) (647,233) Taxes due to boundary change - (30,000) (30,000) Collection for other - (1,060,176) (1,060,176) Governments Payments/Grants in Lieu of - (4,242) (4,242) Taxes Services Provided to Other - (17,438) (20,217) , (34,655) Governments Sale of Services (13,700) - (24,993) - - (360,701) (399,394) Other Revenue from own (1,000) 60,000 1,175-88, ,271 Sources Government transfers (10,000) (1,554,971) (89,831) - (100,000) - (102,586) - - (1,857,388) Return on investment - (294,800) (294,800) (11,000) (5,287,072) (108,873) (13,700) (11,904) (24,993) (227,709) - (375,881) (6,061,132) Salaries, wages and employee 115, , ,897 (17,681) 155,752 (24,048) - 29,219 (22,660) 792,685 benefits Contracted and general services 17,712 (5,284) 345, ,100 86, , , ,021 5,983 1,100,839 Material, goods and supplies 2,750 19,415 50,892 76,500 (4,059) 16, ,950 48, ,493 Interest and Bank Charges - (19,868) , ,507 Utilities - (7,625) 11,118-36,679 11,250-22,450 33, ,997 Other Expenses 141,576 (127,022) (24,548) (7,730) 69, ,985-68,000 18, ,967 Principal on Long Term Debt & - 15, , ,169 Actuarial Adjustments Other tax requisitions - 1,060, ,060, ,866 1,087, , , , , , ,640 83,318 4,173,833 Transfers (Revenues) (576) 158, ,302 (20,616) (17,000) (137,485) - (50,000) (16,500) 190,357 Transfers (Expenditures) - 2,073,364 68,480 (88,851) 24,545 (367,818) - (321,841) 309,063 1,696,942 (576) 2,231, ,782 (109,467) 7,545 (505,303) - (371,841) 292,563 1,887, ,290 (1,967,688) 1,021,071 33, , ,

38 Page 38 of 60 Environmental Development Operating Budget Change (excluding self-funded functions) General Government Services Protective Services Public Health and Welfare Recreation and Culture Transit Services Transportation Services Taxes - (1,738,212) (128,123) - (1,866,335) Taxes due to new construction - (647,233) (647,233) Taxes due to boundary change - (30,000) (30,000) Collection for other - (1,060,176) (1,060,176) Governments Payments/Grants in Lieu of - (4,242) (4,242) Taxes Services Provided to Other - (17,438) (20,217) - - 3,000 - (34,655) Governments Sale of Services (13,700) (13,700) Other Revenue from own (1,000) 60,000 1,175-88, ,271 Sources Government transfers (10,000) (1,554,971) (89,831) - (100,000) (102,586) - (1,857,388) Return on investment - (294,800) (294,800) (11,000) (5,287,072) (108,873) (13,700) (11,904) (227,709) - (5,660,258) Salaries, wages and employee 115, , ,897 (17,681) 155,752-29, ,393 benefits Contracted and general 17,712 (5,284) 345, ,100 86, , , ,173 services Material, goods and supplies 2,750 19,415 50,892 76,500 (4,059) - 349, ,448 Interest and Bank Charges - (19,868) (19,868) Utilities - (7,625) 11,118-36,679-22,450 62,622 Other Expenses 141,576 (127,022) (24,548) (7,730) 69,381-68, ,657 Principal on Long Term Debt & - 15, ,618 Actuarial Adjustments Other tax requisitions - 1,060, ,060, ,866 1,087, , , , , ,640 3,560,219 Transfers (Revenues) (576) 158, ,302 (20,616) (17,000) - (50,000) 344,342 Transfers (Expenditures) - 2,073,364 68,480 (88,851) 24,545 - (321,841) 1,755,697 (576) 2,231, ,782 (109,467) 7,545 - (371,841) 2,100, ,290 (1,967,688) 1,021,071 33, , ,799 -

39 Page 39 of 60 Tax Rate and Single Family Dwelling Impact $ Change % Tax Rate Impact $ Impact SFD Taxes due to new construction (647,233) -2.4% (41.10) Taxes due to boundary change (30,000) -0.1% (1.91) Collection for other Governments (1,060,176) -4.0% (67.33) Payments/Grants in Lieu of Taxes (4,242) 0.0% (0.27) Services Provided to Other Governments (34,655) -0.1% (2.20) Sale of Services (13,700) -0.1% (0.87) Other Revenue from own Sources 148, % 9.42 Government transfers (1,857,388) -7.0% (117.95) Return on investment (294,800) -1.1% (18.72) (5,660,258) Salaries, wages and employee benefits 839, % Contracted and general services 987, % Material, goods and supplies 495, % Interest and Bank Charges (19,868) -0.1% (1.26) Utilities 62, % 3.98 Other Expenses 119, % 7.60 Principal on Long Term Debt & Actuarial 15, % 0.99 Adjustments Other tax requisitions 1,060, % ,560,219 Transfers (Revenues) 344, % Transfers (Expenditures) 1,755, % ,100,039 Taxes - 7.0%

40 Page 40 of 60 Operating Budget Change (self-funded functions only) Sewer Utilities Water Utilities Taxes - (15,180) (15,180) Taxes due to new construction Taxes due to boundary change Collection for other Governments Payments/Grants in Lieu of Taxes Services Provided to Other Governments Sale of Services (24,993) (360,701) (385,694) Other Revenue from own Sources Government transfers Return on investment (24,993) (375,881) (400,874) Salaries, wages and employee benefits (24,048) (22,660) (46,708) Contracted and general services 107,683 5, ,666 Material, goods and supplies 16,500 48,545 65,045 Interest and Bank Charges 116, ,375 Utilities 11,250 33,125 44,375 Other Expenses 137,985 18, ,310 Principal on Long Term Debt & 164, ,551 Actuarial Adjustments Other tax requisitions ,296 83, ,614 Transfers (Revenues) (137,485) (16,500) (153,985) Transfers (Expenditures) (367,818) 309,063 (58,755) (505,303) 292,563 (212,740) - - -

41 Page 41 of 60 Miscellaneous Transfer from Fair Share Reserve Transfer from Gas Tax Transfer from Operating Reserves CC5 - Corporate Strategic Plan CC5 - Charlie Lake Master Plan CC5 - Downtown Action Plan CC5 - Fire Department Strategic Plan C5 - Fire Dispatch Study C5 - Fire Underwriters Study C5 - Station 2 - Fire Hall Location Study CC5 - Boundary Expansion C5 - Development Services Process Review C5 - Greenridge Heights development plan C5 - Master Transportation Plan (Entire City) C5 - Cemeteries Master Plan CC5 - Fair Share Renewal/Coalition C5 - Roll Carts for Curbside Recycling CC5 - Facility Assessment Review C5 - Recreation Master plan C5 - Trail Master Plan C5 - Social Policy Framework Operating Projects 2015 Forecast 2016 Forecast 2017 Forecast 2018 Forecast 2019 Forecast (360,159) (360,159) (360,158) - - (289,841) (289,842) (289,842) (250,000) (250,000) (500,000) (966,000) (75,000) - - (19,000) (2,116,000) (725,001) (650,000) (250,000) (269,000) 70, , , , , , , , , , , , , , , , , ,000 25, , , ,116, , , , , , ,000

42 Recreation and Culture $1.09 Transit Services $0.32 Sewer Utilities $0.53 Cost of City Services Transportation Services $1.34 Water Utilities $0.51 Environmental Development $0.19 General Government Services $0.90 Page 42 of 60 Public Health and Welfare $0.18 Protective Services $1.69 $6.75 daily for each resident

43 Debt Servicing Debt Servicing Limit 13,706,045 Debt Servicing Cost 4,895,311 Percentage of limit used 35.7% Page 43 of 60

44 Page 44 of 60 Revenue Requirements a 1.3% transfer from Grant in Lieu of Industrial Taxation (Fair Share) 7.1% Tax revenue increase, after non-market change Based on 2014 assessment numbers, required revenue would increase tax rates by 7% - final tax rate change is pending finalization of assessment numbers for 2015 $966,000 from Tax Stabilization Reserve

45 Single Family Dwelling Based on 2014 assessment figures the average assessment for a single family dwelling is $324,890. Property tax impact would be: 2014 Municipal Tax $ 1, Municipal Tax 1, Tax increase Equivalent per day increase 0.32 Page 45 of 60

46 Questions/Comments Page 46 of 60

47 Staffing Update Rashid Hasan, Manager of Human Manager of Human Resources October 28, 2014 Page 47 of 60

48 Staffing Update Rashid Hasan, Manager of Human Employee Group Number of Employees % of Total BC GEU % IAFF 23 11% EXEMPT 23 11% TOTAL % Page 48 of 60

49 Staffing Update Rashid Hasan, Manager of Human General Manager of Corporate Services General Manager of Community Services General Manager of Integrated Services Manager of Human Resources Economic Development Officer Pool Manager Grounds Manager Director of Recreation & Leisure Services Executive Assistant to the City Manager Utilities Superintendent Facilities Manager Planning Manager Communications Officer Health and Safety Officer Plus 57 Unionized positions Exempt Positions often require external sourcing, longer recruitment time, and creative solutions Unionized positions may be filled internally and externally Divisions and the Human Resources Department have worked diligently to fill the majority of the positions in (includes 10 auxiliary fire-fighters) are still outstanding Total vacancies to date in 2014: 71 Page 49 of 60

50 Staffing Update Rashid Hasan, Manager of Human 40% 35% 30% 25% 20% 15% 10% 5% 0% % Vacancy Total Vacancy Numbers Total 2014 Statistics are for the first three quarters We need to look beyond recruitment to address vacancy issues including retention, training, organizational development currently in progress in the HR department As the City grows high vacancy rates are expected to continue Page 50 of

51 Staffing Update Rashid Hasan, Manager of Human YEAR VACANT POSITION-MONTHS ON-GOING UNFILLED POSITIONS (~9 person years) (~9 person years) (~7 person years) (~7 person years) (~4 person years) 6 TOTAL 439 (~37 person years) 58 person years Page 51 of 60

52 Staffing Update Rashid Hasan, Manager of Human Recruitment efforts Transition costs Lost productivity Reduced performance Overtime Page 52 of 60 Low morale (impact on work/life balance)

53 Staffing Update Rashid Hasan, Manager of Human High vacancy rates Limited Resources Divisional staff and HR staff Difficult to augment current workforce with supplementary assistance e.g. on-call personnel Outcome: Page 53 of 60 Delays in service provision affects all divisions including those that provide primary and support services

54 Staffing Update Rashid Hasan, Manager of Human Continue to recruit and meet the resourcing needs of the City Explore resourcing options for HR Develop an HR Strategy for improvements to the work environment, process and systems. Support the efforts of Council and staff to make the City of Fort St John a: Page 54 of 60 GREAT PLACE TO WORK

55 REQUEST FOR DECISION Report To: From: Presenter: Mayor and Council General Manager of Corporate Services General Manager of Corporate Services Subject: Administration Report No. 0220/14 Base Budget Staffing Policy - Growth Related Update Meeting: Committee of the Whole Meeting Date: 27 Oct 2014 File # RECOMMENDATION: "THAT, it be recommended to Council that the IT Manager position be considered a service level increase and be approved in the Operating Budget for the 2015 fiscal year. " CITY MANAGER'S COMMENTS: Support recommendation. KEY ISSUES(S)/ CONCEPTS DEFINED: On October 15, 2013, Council approved Administration Report No / 13(c), the Proactive Staffing Policy. This report is an update on how the Policy has served the City in meeting its stated objectives and includes a request for a position due to a service level increase. Objective 1: Plan in advance to maintain service levels in our growing City. Objective 2: Maintain work/life balance Objective 3: Maintain affordable and sustainable personnel costs Objective 1: Maintain services levels while growing by planning in advance The 2014 budget was the first year of implementation of the Policy. In the budget positions were added to address the shortfall from prior years as well as current year growth. The positions added were as follows: Three General Managers One Fire Inspector Administration Report No. 0220/14 Page 55 of 60