The Corporation of the Township of Brock. Municipal Administration Building. Finance. Agenda

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1 The Corporation of the Township of Brock Municipal Administration Building Finance Session Fourteen Monday, November 20, 2017 Agenda I. Call to Order Councillor Gord Lodwick II. III. Declaration of Pecuniary Interest Confirmation of Minutes (1) 12 th meeting November 6/17 (2) 13 th meeting November 6/17 IV. Deputations N I L V. Communications Referred or Submitted to Committee Referred Directly 2014 Durham Region Notice of Public Information Session Regarding Vacant Property Tax Policy 2020 Thomas G. Gettinby Report: 2017-FI-24, Municipal Fees & Charges 2045 Laura E. Barta Report: 2017-FI-22, Financial Update Report October Thorah Island Ratepayers Association Thorah Island Funding for Road Maintenance 2090 Durham Region Corporate Services, Legislative Services Council s consideration in support of the AMO Local Share Initiative VI. VII. Reports of Sub-Committees N I L General Items & Enquiries (1) Other? (2) Public Questions and Clarification VIII. Adjournment This document is available in alternate formats upon request. Please contact the Clerk s Department at

2 The Corporation of the Township of Brock Municipal Administration Building Finance Committee Session Twelve Monday, November 6, 2017 The Twelfth Meeting of the Finance Committee of the Township of Brock, in the Regional Municipality of Durham, was held on Monday, November 6, 2017, in the Municipal Administration Building Council Chamber. Members present: Mayor: Regional Councillor: Councillors: John Grant W.E. Ted Smith Gord Lodwick Cyndi Schaffer Mike Parliament Lynn Campbell Members absent: Councillor: Therese Miller (regrets) Staff Members present: CAO & Municipal Clerk Thomas G. Gettinby (recording the minutes) Clerk s Assistant Deena Hunt Treasurer Laura Barta I. Call to Order Chair Gord Lodwick called the meeting to order at 11:52 a.m. II. Declaration of Pecuniary Interest N I L III. Confirmation of Minutes 11th meeting October 16/17 Resolution No MOVED BY W.E. Ted Smith that the minutes of the 11th meeting of the Finance Committee as held on October 16, 2017, be adopted as typed and circulated. MOTION CARRIED IV. Deputations N I L V. Communications Referred or Submitted to Committee Referred Directly 1926 Ministry of Agriculture Food and Rural Affairs Ontario Community Infrastructure Fund Formula Component Revised Funding Allocation Notice Regional Councillor Smith enquired as to the amount received in 2017 to which the CAO and Municipal Clerk advised $187, Lynn Dollin, AMO President AMO s 2016 Federal Gas Tax Fund Annual Report Mayor Grant enquired as to the amount received in 2017 to which the Treasurer advised $383,000 which has increased due to the population based formula and rate of inflation Laura Barta Report: , Comparison of Remuneration for Council Regional Councillor Smith expressed appreciation for the report enquiring as to which municipalities use the 1/3 tax exemption to which the Treasurer advised she would follow up noting that Scugog does while Uxbridge does not. This document is available in alternate formats upon request. Please contact the Clerk s Department at

3 Session Twelve Monday, November 6, 2017 Mayor Grant advised that the majority of municipalities in Durham Region utilize the 1/3 tax exemption and he awaits their action on this matter next year. Resolution No MOVED BY W.E. Ted Smith that communication nos. 1926, 1960, and 1974 be received for information. MOTION CARRIED VI. VII. Reports of Sub-Committees N I L General Items and Enquiries (1) Mayor John Grant Mayor Grant requested details for this evening s Finance Committee meeting at the Sunderland-Brock Memorial Arena to which the CAO and Municipal Clerk advised that it will be a formal meeting commencing at 7:00 p.m. with presentations by the Treasurer and Director of Public Works followed by public comments on the presentations and noted that staff would be available for further public questions after the meeting adjourns. He advised that the Fire Chief will be preparing a capital budget for consideration as part of the budget process. Councillor Parliament enquired as to the anticipated turnout for this evening s meeting to which the CAO and Municipal Clerk advised it would be difficult to estimate noting that the public is encouraged to complete the Township of Brock 2018 Budget Comments survey which is available online. (2) Treasurer The Treasurer advised that the 2018 Budget Comments survey will be available online for another week and a report of the comments will be prepared for Committee consideration. She advised that the auditors will be attending on Wednesday and Thursday in preparation for the audit. (3) CAO & Municipal Clerk The CAO and Municipal Clerk advised that there will be a sub-committee meeting to discuss the golf tournament proceeds on November 20, 2017 at 9:00 a.m. prior to the Council meeting. He advised that he received a retirement notice from Paul Brandon, light equipment operator, effective November 30, (4) Public Questions and Clarification Ms. Olga Kuzmich, Cannington resident expressed appreciation to the Treasurer for communication no commenting that, when the Regional salaries and compensation from Kawartha Region Conservation are factored in with the municipal salaries, the Mayor and Regional Councillor salaries are significant to which Regional Councillor Smith advised that every Mayor and Regional Councillor within Durham Region receive the same salary. Ms. Kuzmich commented that other Regional Councillors have more constituents to which Regional Councillor Smith advised that those municipalities have more Regional Councillors reflecting additional constituents noting that a Regional Council review completed two years ago resulted in Oshawa losing 2 in favour of Ajax and Whitby reflecting a population shift between municipalities. Regional Councillor Smith further advised that he is compensated $60 per diem for KRCA meetings plus mileage and consideration should be given for the time spent on meeting preparations noting that, as Chair, he does not receive additional compensation.

4 Session Twelve Monday, November 6, 2017 Mayor Grant advised that the salary paid to each elected official is public knowledge noting that the residents are able to determine if compensation is appropriate. Ms. Kuzmich advised that she was unaware that all Regional Councillors make the same salary and expressed appreciation for the information. VIII. Adjournment Resolution No MOVED BY W.E. Ted Smith that we do now adjourn at 12:12 p.m. MOTION CARRIED CHAIR SECRETARY

5 The Corporation of the Township of Brock Sunderland-Brock Memorial Arena Finance Committee Session Thirteen Monday, November 6, 2017 The Thirteenth Meeting of the Finance Committee of the Township of Brock, in the Regional Municipality of Durham, was held on Monday, November 6, 2017, in the Sunderland-Brock Memorial Arena. Members present: Mayor: Regional Councillor: Councillors: John Grant W.E. Ted Smith Gord Lodwick Cyndi Schaffer Mike Parliament Therese Miller Lynn Campbell Staff Members present: CAO & Municipal Clerk Thomas G. Gettinby (recording the minutes) Clerk s Assistant Deena Hunt Treasurer Laura Barta Director of Public Works Nick Colucci Fire Chief Rick Harrison Chief Building Official Joe Bonura I. Call to Order Chair Gord Lodwick called the meeting to order at 7:00 p.m. II. III. IV. Declaration of Pecuniary Interest N I L Confirmation of Minutes N I L Deputations N I L V. Communications Referred or Submitted to Committee N I L VI. VII. Reports of Sub-Committees N I L General Items and Enquiries (1) Treasurer The Treasurer provided the following presentation: 2018 Pre Budget Meeting Topics to Discuss 1. Budget Process 2. Operating Considerations 3. Provincial Requirements 4. Good News 5. Capital Considerations 6. Long term Capital Plans Budget Process Step 1 Prepare report to the Finance Committee outlining the budget process and proposed time lines for the coming year (Complete) Step 2 Prepare 2018 Salary and Benefit requirements (Complete) Step 3 Provide departments with 5 year history and average expenditures by account (Complete) Step 4 Obtain public input (tonight and through survey) This document is available in alternate formats upon request. Please contact the Clerk s Department at

6 Session Thirteen Monday, November 6, 2017 Step 5 Senior staff prepare draft operating and capital budgets (December/January) Step 6 Presentation of draft budget to the Finance Committee (January/February) Step 7 Obtain approval for Road Capital projects to allow tenders to proceed for 2018 (January/February) Step 8 Final adoption of the budget by Council (March) The Treasurer advised that senior staff consider public input received when preparing draft operating and capital budgets. Operating Considerations A few of these are: - Limited Assessment Growth reported for Inflationary pressures (hydro, water, services) - Resident service level expectations - Maintenance cost of aging equipment - Climate change mitigation and planning - Limited capacity for growth The Treasurer advised that the growth experienced this year has not yet been included on the return roll from MPAC and may not be included until late 2018 or 2019 but taxes will be collected from the date of occupancy. She noted that new residents may have higher service level expectations in comparison to existing residents. Provincial Requirements Some of the current and proposed Legislation that is considered: - Clean Water Act - Lake Simcoe Protection Act - Greenbelt Legislation - Changes to Employment Standards - New minimum wage requirements - Updates to the Municipal Act - Asset Management Plan requirements The Treasurer advised that the Fire Chief is preparing his capital forecast for Council consideration. Good News The Township has been advised that the value of the following grants will be increased for 2018: - Federal Gas Tax: $16,419 (used to repair bridges, roads, and culverts) - Ontario Community Infrastructure Fund Formula Based (OCIF): $77,814 (restricted use) - Ontario Municipal Partnership Fund (OMPF): awaiting announcement for 2018 funding allocation Capital Considerations Equipment Replacement Requirements for Departments: - Administration (Council, Clerks, Treasury) - Building - By-Law Enforcement and Canine Control - Fire Based on 10 Year Capital Forecast - Roads Based on 20 Year Capital Forecast - Parks Based on 20 Year Capital Forecast - Public Buildings and Property Based on 20 Year Capital Forecast

7 Session Thirteen Monday, November 6, 2017 Long Term Capital Plans Presentation of the 20 year capital plan for the Public Works Department includes: - Replacement and/or rehabilitation of Bridges and Culverts - Reconstruction and/or rehabilitation of Roads - Replacement of fleet and equipment for Roads, Arenas, Parks, etc. - Rehabilitation of Public Buildings and Property The Treasurer encouraged those in attendance to complete the 2018 budget comments survey. (2) Director of Public Works The Director of Public Works provided the following presentation: 2018 Public Works Department Operating & Capital Budgets Public Works Operating Budget Components Transportation Services Recreation & Cultural Services Public Buildings & Property Health Services Public Buildings & Property Operating Budget General Beaverton Town Hall Cannington Town Hall Sunderland Town Hall Administration Building Sunderland Museum Building Plant Watering Program Operating Revenues (rent received) Transportation Services Operating Budget Bridge & Culvert Maintenance Roadside Maintenance - grass mowing and weed spraying - brushing and tree trimming - ditching - catchbasins, curbs and sewers - debris and litter pick up Hardtop Maintenance - patching and spray patching - sweeping, flushing, cleaning - shoulder maintenance (on paved roads) Loose Top Maintenance - grading and scarifying - dust layer (weather conditions affect this) - prime or priming Winter Control - snow plowing/sanding - culvert/ditch thawing - winter on-call patrol (7 days/week Nov. 15 Apr. 15) Safety devices/guide rail Off season patrol (road conditions, streetlights and signage) Maintenance overhead - road administration (consultants, road needs study update, structure re-inspections) - Sunderland garage - Cannington garage

8 Session Thirteen Monday, November 6, Beaverton garage (Franklin shop) - Thorah patrol yard Streetlights - general (urban repairs, rural repairs, streetlight inventory, locates, Christmas lighting) - inspection patrol (replacing with LED which have a lifespan of 20 years) Sidewalks - materials (salt) - snow removal - sidewalk repairs Parking Lots - materials - snow removal - asphalt repair and maintenance - line marking Garbage Collection (Environmental services) includes roadside litter - maintenance and supplies - landfill tipping fees Health Services Operating Budget Sunderland Medical Centre (operated by Sunderland Lions) Beaverton-Thorah Health Centre (rent received) Cemeteries (grass cutting, fence repair, tree trimming) Recreational and Cultural Services Operating Budget Parks - general Small Craft Harbour Facilities Youth Camp Program Recreation and Leisure Programs Arenas and Community Centres - Beaverton-Thorah Community Centre (maintenance: building, refrigeration, Zamboni & ice edger) - Rick MacLeish Memorial Community Centre (maintenance: building, refrigeration, Zamboni & ice edger) - Sunderland-Brock Memorial Arena (maintenance: building, refrigeration, Zamboni & ice edger) - Operating Revenues Community Halls - Manilla Community Hall (repairs) - Wilfrid Community Hall (repairs) - Port Bolster Community Hall (amount to reserve) cost share with the Town of Georgina - Operating Revenue Public Works Capital Budget Components Transportation Services (bridge/culvert construction, municipal drains, road construction, equipment & housing, street lighting, sidewalks, parking lots) Recreation & Cultural Services (parks, small craft harbours, community centres/arenas, community halls) Public Buildings & Property Health Services (Beaverton Health Centre, cemeteries) The Director of Public Works advised that the Asset Management Plan is being updated to incorporate more classes of assets and the numbers shown were taken from last year. Public Buildings & Property Capital Budget (proposed in 20 year capital projection) *project dependent upon receiving grant funds Public Buildings and Property General Beaverton Town Hall - update outdoor signs $30,000

9 Session Thirteen Monday, November 6, exterior stair repairs $25,000 Cannington Town Hall - elevator * $72,000 - auditorium washrooms * $50,000 - activate bell tower $10,000 Sunderland Town Hall - masonry repairs - refurbish exterior doors - interior painting Administration Building - Flooring replacement - Generator installation $10,000 $15,000 $10,000 $15,500 $15,000 Transportation Services Capital Budget (proposed in 20 year capital projection) *project includes funding from Ontario Community Infrastructure Fund Top-Up component of $1,547,630 The Director of Public Works advised that priority ratings are established from structural appraisals noting that the most pressing need is not always first on the list as preventative maintenance measures are utilized to avoid the need for future costly replacements. Bridge and Culvert Construction - Culvert 318 (Brock Rd.) - Bridge 8 (Laidlaw St. S.) - Transfer to Reserve (for future needs) $115,650 $92,700 $430,756 Road and Street Construction - HL2 ultrathin resurfacing (maintain paved roads) - double surface treatment (pave high volume gravel roads first) - gravel resurfacing - Thorah Island gravel - road rehab design/admin - Thorah sideroad paving Equipment and Housing - steamer replacement - trailer replacement - backhoe/gradall purchase - pickup truck (4x4) $538,446 $538,446 $430,756 $11,000 $26,923 * $1,719,589 $25,000 $15,000 $390,000 $45,000 Roads Overhead Capital - works yard expansion $1,500,000 Sidewalks $158,875 Parking lots $30,750 The Director of Public Works advised that assessing equipment longevity occurs annually prior to budget preparation. Health Services Capital Budget (proposed in 20 year capital projection) Health Services Beaverton-Thorah Health Centre - paint & flooring Sunderland Medical Centre Cemeteries - monument repairs (eg. vandalism) $22,500 $0 $7,500

10 Session Thirteen Monday, November 6, 2017 Recreation & Cultural Services Capital Budget (proposed in 20 year capital projection) *project dependent on receiving grant funds Parks General Beaverton Harbour Park - amphitheatre seating Beaverton Mill Gateway Park - repaint basketball court Beaverton King Street Park - replace slide - repaint tennis court Lake Simcoe Beaches - improve beach access points MacLeod / Claire Hardy Parks - multi-use playing field - accessible playground Sunderland Fairgrounds - moveable bleachers Gamebridge Park - parking and seating (received $5,000 funding) $200,000 $5,500 $6,000 $10,000 $20,000 $30,000 $50,000 $30,000 $7,500 Small Craft Harbours Beaverton Harbour - dockage and services $30,000 Beaverton-Thorah Community Centre - construct storage building for equipment - transfer to reserve Rick MacLeish Memorial Community Centre - transfer to reserve Sunderland-Brock Memorial Arena - architectural design - transfer to reserve Community Halls Manilla Community Hall - barrier free washroom - barrier free front ramp Wilfrid Community Hall - replace ceiling tiles Port Bolster Community Hall - determined by Township of Georgina $80,000 $100,000 $100,000 $45,800 $100,000 * $20,000 * $15,000 $8,000 Mayor Grant enquired as to the amphitheatre proposal to which the Director of Public Works advised it was identified within the capital forecast that would provide seating that faces the water. Regional Councillor Smith enquired as to the number of cemeteries to which the Director of Public Works advised that the municipality repairs monuments, prepares for burials, and provides general landscaping for 7 cemeteries. The CAO and Municipal Clerk advised that, while trust funds exist for the care and maintenance of cemeteries, legislation prohibits the use of the capital portion of the fund and only the interest may be used which may not cover the full cost of repairs. Councillor Miller enquired as to the effect of an increase in minimum wage to which the Treasurer advised it would primarily affect day camp employees as opposed to full time staff and she is awaiting further details on Bill 148. Councillor Schaffer enquired as to the amount allocated for parking lots to which the Director of Public Works advised it is for general maintenance.

11 Session Thirteen Monday, November 6, 2017 (3) Public Questions and Clarification Ms. Faye Wilkinson, Wilfrid resident enquired whether culvert 318 is located on Brock Road in Wilfrid and was advised in the affirmative. She enquired as to the works yard expansion to which the Director of Public Works advised that it is an addition to the existing building to house all equipment. She enquired as to the use of the capital portion of cemetery trust funds to which the CAO and Municipal Clerk advised that only the interest earned on the trust fund may be used as the capital portion remains in perpetuity. She further enquired as to the plans for the Sunderland arena expansion to which the Director of Public Works advised that the Sunderland Lions Club proposes three phases as follows: 1) expand the ice surface and add onto the building at the north end; 2) build changerooms on the east side; and, 3) make enhancements to the lobby and second floor Ms. Susan Wright, Sunderland resident enquired as to the flushing of lines to which the Director of Public Works advised that watermain line flushing is a function performed by Durham Region whereas the municipality flushes sand off of the roads in the spring. VIII. Adjournment Resolution No MOVED BY W.E. Ted Smith that we do now adjourn at 7:48 p.m. MOTION CARRIED CHAIR SECRETARY

12 The Township of Brock cannot guarantee that from this point forward the attached documents are in an accessible format as they were provided by an outside source. This document is available in an alternate format. Please contact the Clerk s Department at

13 Referred Directly This document is available in alternate formats upon request. Please contact the Clerk s Department at

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