Minutes of Corporate Services Advisory Committee Meeting. December 16, Town Hall (Council Chambers), Arnprior, ON

Transcription

1 Minutes of Corporate Services Advisory Committee Meeting December 16, 2013 Town Hall (Council Chambers), Arnprior, ON Present: Chair, Walter Stack Citizen Member, Frank Dugal Citizen Member, Peter Anas Citizen Member, David Mitchell Citizen Member, David Pajot Absent: Vice-Chair, Lyle Anderson Citizen Member, Rick Farrell Also Present: Maureen Spratt, Town Clerk Renée Couture, Acting Director of Corporate Services/ Treasurer Robin Smith, Town Planner Guy Bourgon, Director of Public Works Kaila Bowen, Secretariat Services Assistant 1. Call to Order Chair Walter Stack called the Corporate Services Advisory Committee Meeting to order at 6:30 PM and welcomed those present. 2. Roll Call The Secretariat Services Assistant called the roll with all Members of the Corporate Services Advisory Committee being present, except Vice Chair Lyle Anderson and Citizen Member Rick Farrell. 3. Adoption of Agenda Resolution No. CSC Moved by David Mitchell Seconded by Frank Dugal BE IT RESOLVED THAT the agenda for the Corporate Services Advisory Committee Meeting dated Monday, December 16, 2013, be adopted. Resolution CARRIED 4. Disclosures of Pecuniary Interest None 5. Adoption of Minutes of Previous Meetings Resolution No. CSC Moved by Frank Dugal Seconded by David Pajot THAT the Corporate Services Advisory Committee Meeting Minutes of October 21, 2013 be adopted. Resolution CARRIED Page 1

2 Minutes of Corporate Services Advisory Committee Meeting 6. Presentations/ Delegations a) Surplus Lands Town Planner Reeve Stack gave a brief introduction on the Planner s presentation. The Town Planner provided a Power Point Presentation to the Committee, attached as Appendix A, and forming part of these minutes. On question of Committee Members the following was clarified: Edward Street: o Encroachments can be eliminated o There is a 15 foot trail that has signage posted. o The CP Rail line would ideally become the trail; however the status is being negotiated. Fairview Crescent: o A pathway would be important if the Town were to sell it for development. o The Town could hold a public open house to get feedback on what the residents are using the space for. o The political side to removing green space in the Town will be considered when it comes to Council s decision making process. Norma Street: o The Town would try to first offer the adjacent home owner a chance to straighten their lot. Mima Street: o The Town currently has a lease agreement with adjacent property owner for the use of part of the land. This could be changed by giving the property owner a chance to take the land over, instead of leasing it to him. General Questions: o When this committee makes a recommendation, it can be included in the staff recommendation. A public open house for all of the properties could be requested. o Community good and the future will be taken into consideration when a decision is made surrounding disposal of any of these lands. o MPAC will do a re-assessment on the properties being transferred or sold which will determine the real market value of the land, for taxation purposes. o Dealing with these properties will potentially resolve some hazardous areas in the Town as well as generate potential revenue through taxation for the Town. o Where walkways need to be built on these properties, Council will need to be clear on their request for the materials being used, to ensure a high quality walkway. Also, they will need to consider lighting and other items that may be necessary for the walkways. Page 2

3 Minutes of Corporate Services Advisory Committee Meeting Chair Walter Stack stated that these lands need to be dealt with and community input is necessary for this process. The purpose of these Committees is to help with getting community input. The feedback given here is taken to council for consideration. He would like to see surplus lands sold for additional revenue. He understands the need for green space, but the Town also has to be practical when it comes to certain pieces of land. b) Update on Town Hall Review Director of Public Works The Director of Public Works provided a verbal update to Committee Members on the Town Hall Review, with the following representing a summary: In October of 2013 the Town went through an Request for Proposal (RFP) process to engage a consultant: o IBI Group was successful and given four (4) different options to look at: 1. Renovate the current building 2. Demolish the current building and rebuild at this location 3. Build a new building adjacent to the Fire Hall Building 4. Build an expansion on to the Fire Hall Building o IBI Group was also provided with significant background material The Town met with IBI Group and a mechanical engineer on October 25, 2013 and did a full run through of both the current Town Hall and Fire Hall Buildings, from roof to basement. In early November 2013 a program was developed in consultation with the CAO, in regard to how many offices, meeting rooms, and lease space would be required, as well as how large the Council Chambers would need to be and making it a multiuse space. The amount of front reception counter space required was also identified in this program. Staff also provided IBI Group with a possible layout of the Town Hall building. Staff obtained floor plans from a recent Town Hall that was built in Odessa Township, which the CAO admired when he visited. This is a potential layout, should the Town choose to build a new building. The Town is expecting a final report from IBI, to be completed by the middle of January An appraiser was also hired Shore Tenner and Associates. o The appraisal should be completed sometime in the next week. Chair Walter Stack added that the Town s relationship with the OPP has changed in the last year, because they are now run out of Renfrew. This property could be looked at, as there may not need to be as much office space provided to the OPP, especially if the OPP chose to go to a centralized building in Renfrew (which is being discussed at this time). Page 3

4 Minutes of Corporate Services Advisory Committee Meeting c) 2014 Budget Deliberations A/Director of Corporate Services/ Treasurer The A/Director of Corporate Services/ Treasurer provided a Power Point presentation to Committee Members, attached as Appendix B and forming part of these minutes. On question of Committee Members the following was clarified: Waste Management fees are being reviewed as a whole, both commercial and residential. Cost savings measures for the Nick Smith Centre are being reviewed. The General Government line in the budget is down because the Town has a new insurance provider. The draft budget is based on the pay as you go principle. The Library reserve was put in last year, and will be used this year to offset the loss of revenue from McNab/Braeside. The telephone system will be transportable. The Long Range Capital Forecast (LRCF) only includes projects over $10, d) Awards Town Clerk The Town Clerk provided a verbal overview of past awards, as well as brought examples of past Town Awards that were distributed. On question of Committee Members the following was clarified: There is a possibility of giving both the Crest and the Cast of the Museum for the Town Award. A piece of wood or other material could be added to the bottom of the Cast of the Museum so that something could be engraved on the bottom. If wood is decided on, the use of Pine could be considered to tie in the logging history of the Town. The cast cost, in the past, approximately $ The Town has the legal right from the creator of the Cast to duplicate it. The Town has ordered 10 Casts in the past, which usually lasted between 3-5 years. The Senior of the Year award should stay at the Canada Day Celebration. The Town should consider having a breakfast celebration on Canada Day to distribute the other awards, where families are invited to attend. The Senior of the Year and Volunteer of the Year Awards will be advertised for by Mid-February The Greater Arnprior Chamber of Commerce Event is fitting for the distribution of the Volunteer of the Year Award. Awards could also be given out at the Town Christmas Party or Summer BBQ. Page 4

5 Minutes of Corporate Services Advisory Committee Meeting The Town could consider individuals with disabilities for an award, and will consider these individuals for all awards being advertised for. A Youth Award can also be considered for the future to be distributed. Chair Walter Stack stated he feels the cost should not be a hindrance as the Town Award is supposed to be the most significant award the Town distributes. The Town Clerk indicated that she would come back at a future Committee Meeting with more information on the Town Events that occur to distribute awards, and look at the option of completing one large Town event to distribute most awards. Resolution No. CSC Moved by David Pajot Seconded by Peter Anas THAT the Corporate Services Committee recommends to Council, that the Cast of the Museum, with a base, as well as the original Town Crest be used as the Town Award. Resolution CARRIED 7. Matters Tabled/Deferred/Unfinished Business None 8. STAFF REPORTS None 9. N~W BUSINESS a) Council Remuneration Ad-Hoc Committee Staff is bringing back a report on this topic in January CLOSED SESSION None 11. ADJOURNMENT Resolution No. CSC Moved by Peter Anas Seconded by Frank Dugal THAT this meeting of the Corporate Services Advisory Committee be adjourned at 8:32PM. Resolution CARRIED Kaila Bowen, Secretariat Services Coordinator Page 5

6 Arnprior Surplus Lands Robin Smith, Planner Corporate Services Committee December 16, 2013 TOWN-OWNED LANDS Properties such as: the former railway bed unopened road allowances blocks of land dedicated for various uses (i.e. storm water ponds, 0.3m reserves) park land, trail systems Town facilities (NSC, Library, Plants or Pump Stations) Step one is to determine if the property has value to the Town Storm system Emergency access Green space 1

7 ALL TOWN-OWNED LANDS DETERMINING VALUE VS. SURPLUS Things to consider: Property may have a storm drainage system that Public Works maintains requiring an easement Parkland may have been dedicated to meet Planning Act regulation and therefore any proceeds from sale should go into parkland reserve Is property eligible for building permit or useful as a lot addition 2

8 PROPERTIES IDENTIFIED IN INITIAL REVIEW Potential building lots: 1. Allan Drive (parkland) 2. Fairview Crescent (parkland) 3. Vancourtland Street N. (CN land) 4. Norma Street S. (CN land) 5. McDonald Street N. (CN land) Other Properties Properties which are a liability or no value to Town: 6. Edward St. North (CN Land) 7. Edey Street (2 strip btw houses) Unopened Road Allowances 8. Mary Street 9. Mima Street 3

9 1. ALLAN DRIVE (Parkland) 1. ALLAN DRIVE cont d 4

10 1. ALLAN DRIVE - FACTS Official Plan Residential Zoning R1-h/EP Likely acquired as parkland dedication (1977?) Passive park with no recreational structures sufficient parkland in area Environmental Impact/Slope Stability Study required to lift -h 2. FAIRVIEW CRESCENT (Parkland) 5

11 2. FAIRVIEW CRES. cont d 2. FAIRVIEW CRES. - FACTS Official Plan Residential Zoning Open Space One (OS1) Acquired as parkland dedication Passive park with a bench Rezoning required to build 6

12 3. VANCOURTLAND ST. N. (CN Land) East and West side of Street 3. VANCOURTLAND ST. N. cont d 7

13 3. VANCOURTLAND ST. N. - FACTS Official Plan Parks and Open Space and Residential Zoning Open Space Two (OS2) Acquired as part of CN Lands Passive recreational trail Adjacent now defunct CP Rail property OPA and ZBLA required to build 4. NORMA ST. S. (CN Land) 8

14 4. NORMA ST. S. cont d 4. NORMA ST. S. - FACTS Official Plan Parks and Open Space Zoning Open Space Two (OS2) Acquired as part of CN Lands Passive recreational trail Irregular shaped lot, may be able to negotiate a swap/agreement with abutting landowner OPA and ZBLA required to build 9

15 5. MACDONALD ST. N. (CN Land) 5. MACDONALD ST. N. cont d 10

16 5. MACDONALD ST. N. - FACTS Official Plan Parks and Open Space Zoning Mixed Use Commercial (MUC- E1) Acquired as part of CN Lands Passive recreational trail 6. EDWARD ST N. (CN LANDS 11

17 6. EDWARD ST. N (CN LANDS) 6. EDWARD ST. N. - FACTS Official Plan Parks and Open Space (Mapping errors being reviewed by County) Zoning Open Space Two (OS2) Acquired as part of CN Lands 40 wide recreational trail and 24 road allowance of Meehan St. Safety concerns Encroachments Closing of road allowance? 12

18 7. EDEY ST. 7. EDEY ST. Cont d. 13

19 7. EDEY ST. - FACTS Official Plan Residential Zoning Residential One(R1) Acquisition unknown old cow path? 2 x 100 Neighbour interest? 8. MARY ST. 14

20 8. MARY ST. Cont d. 8. MARY ST. - FACTS Unmaintained/constructed road allowance Sufficient frontage and area for single detached dwelling lot Dead-ends at Kenwood Corporation with 5 reserve to restrict access 10 walkway adjacent but not developed Operational reasons to keep? Close and declare surplus Amendments to OP and Zoning required 15

21 9. MIMA ST. 9. MIMA ST. Cont d. 16

22 9. MIMA ST. - FACTS Unmaintained/constructed road allowance Dead-ends at Madawaska River inlet Slope stability issues to prevent construction? Operational reasons to keep? Close and declare surplus, offer to abutting landowner (leased) Amendments to OP and Zoning required COSTS Surveys and title searches (legal fees) Appraisals (per By-law) Amendments to OP and Zoning By-law Declaring Closed or Surplus Notices Sale process (abutting lands or open market) Slope stability reports Operational issues needing easements (ie. drainage) 17

23 NEXT STEPS Take to staff to review each piece for any issues, costs Recommendations report to Council regarding costs and approvals to proceed Appraisals/surveys, notices, reports, etc. Amendments (OP and ZBL) Questions? 18

24 2014 Draft Budget Corporate Services Advisory Committee December 16, 2013 Renée Couture, A/ Director of Corporate Services / Treasurer 1 Tentative Budget Dates 2014 Budget Consultations: December 2, 2013 (Operations Advisory Committee) December 11, 2013 (Public Consultations - Special Council 6:00 PM) December 16, 2013 (Corporate Services Advisory Committee) Tabling of 2014 Budget: January 13, 2014 (Regular Council Meeting) 2014 Budget Deliberations: February 10, 2014 (Regular Council Meeting) February 11, 2014 (Special Council 5:00 PM) February 12, 2014 (Special Council 5:00 PM) February 13, 2014 (Special Council Meeting - if necessary) Approval of 2014 Budget: February 24, 2014 (Regular Council Meeting) 2 1

25 2014 Budget Process Operating Budget 3 year trend analysis Targeting a 0% Increase in Municipal Tax Capital Budget based on LRCF Pay-as-you go accounting principle 3 New Budget Pressures Revenues OMPF Reduction ($93,000) McNab/Braeside Fee Rec. ($151,406) McNab/Braeside Fee Library ($85,899) Expenses 8.5% Wage Increase OPP $160,000 10% Increase to Winter Control $45,720 Waste Collection Contract Increase $71,000 TOTAL BUDGET PRESSURE $607,

26 Options to Mitigate Pressures Implement Out of Town User Fees Increase Waste Management Fees Cost cutting measures Draft Operating Budget Summary 2013 Budget 2014 Budget REVENUE REVENUE FROM TAXATION Total - 6,994,648-7,123,474 PAYMENTS IN LIEU OF TAXATION Total - 150, ,000 OMPF & OTHER SUBSIDIES Total - 1,240,300-1,147,300 TRANSFERS TO WATER/WASTEWATER Total 232,000 - TOTAL REVENUE - 8,152,948-8,395,774 EXPENSES GENERAL GOVERNMENT COUNCIL Total 143, ,040 CLERK Total 123, ,650 CORPORATE MANAGEMENT Total 853, ,450 HUMAN RESOURCES Total 91, ,200 INFORMATION SYSTEMS Total 77, ,786 TOWN HALL Total 77,735 96,665 1,367,688 1,323,791 PROTECTION TO PERSONS AND PROPERT FIRE DEPARTMENT Total 553, ,033 FIRE/POLICE SERVICES CENTRE Total 34,660 53,675 POLICE DEPARTMENT Total 1,941,084 2,101,534 ANIMAL SERVICES & PARKING ENFORCE Total 51,732 51,750 2,581,459 2,778,992 PUBLIC WORKS PUBLIC WORKS Total 1,543,335 1,601,470 VEHICLE AND EQUIPMENT Total - 148, ,650 CROSSING GUARDS Total 36,620 36,620 1,431,136 1,501,

27 2014 Draft Operating Budget Summary 2013 Budget 2014 Budget ENVIRONMENTAL SERVICES WASTEWATER EXPENDITURES Total - 1,717-1,100 WATER EXPENDITURES Total WASTE MANAGEMENT Total - 17,800 27,600-18,695 26,500 PARKS & RECREATION PARKS Total 233, ,000 MARINA Total ,250 PROGRAMS Total 96, ,900 RECREATION ADMINISTRATION Total 254, ,213 NICK SMITH CENTRE Total 641, ,310 1,225,262 1,183,673 CEMETERY CEMETERY Total 9,950 10,350 9,950 10,350 COMMUNITY SERVICES MUSEUM BOARD Total 79,209 93,295 D.A. GILLIES BUILDING Total 34,820 33,070 LIBRARY BOARD Total 44,230 64,625 GRANTS Total 376, , , ,252 COMMUNITY DEVELOPMENT PROTECTION, INSPECTION AND CONTROL Total 15,740 - PLANNING AND ZONING Total 97, ,700 ECONOMIC DEVELOPMENT Total 97, , , ,550 CONTRIBUTION TO RESERVES/CAPITAL FUNDING TRANSFERS TO RESERVES FROM CORP 811, ,226 TRANSFER TO CAPITAL 811, ,226 TOTAL OPERATING EXPENSES 8,152,948 8,395,774 NET OPERATING BUDGET Summary List of Projects 2014 Draft Capital Budget 2013 WIP 2014 Total Cost of Expenditure Project CAPITAL STUDIES Public Works Storm Water Study 75,000 75,000 Asbestos Management Plan 19,000 19,000 Sub Total 0 94,000 94,000 Recreational Master Plan ,000 70,000 Sub Total 30,000 40,000 70,000 Water and Wastewater Water and Wastewater Model Update 10,000 10,000 Corrosion Control Plan 50,000 50,000 Sub Total 0 60,000 60,000 Marketing Commercial Retail and Service Business Opportunity Study 26,000 26,000 Sub Total 0 26,000 26,000 TOTAL 2014 CAPITAL STUDIES 30, , ,

28 Summary List of Projects CAPITAL PROJECTS 2014 Draft Capital Budget 2013 WIP 2014 Expenditure Total Cost of Project General Government Minor Capital 10,000 10,000 Elections 28,574 28,574 Telephone System Replacement 50,000 50,000 Sub Total 0 88,574 88,574 Fire Protective Footwear & Gear 41,000 41,000 Records Management Software & Mainframe 10,000 10,000 Truck 9612 Pumper 280, ,000 Sub Total 0 331, ,000 Public Works PW Garage - Door Expansion 20,000 20,000 DA Gillies Boiler 50,000 50,000 DA Gillies Lighting - Second Floor 13,500 13,500 Road Patrol Management 10,000 10,000 #15 5 ton sewage truck 20,000 20,000 #33 Lawn Mower 25,000 25,000 Second Avenue Full Road Recons. Design 50,000 50,000 Rolling Road Rehab 475, ,000 McGonigal Street West Full Road Recons. Design 200, ,000 John St & Elgin St Full Recons. Design 175, ,000 Emerald Ash Borer (EAB) 25,000 25,000 Sub Total 0 1,063,500 1,063, Draft Capital Budget Summary List of Projects 2013 WIP 2014 Expenditure Total Cost of Project Museum DA Gillies - Signage and Sound 2nd Floor 10,000 10,000 Sub Total 0 10,000 10,000 Recreation Recreation - Minor Capital 10,000 10,000 Short Street Park 75,000 75,000 Arena - Humicons Arena B 33,000 33,000 Granular Repairs NSC Parking Lot 30,000 30,000 Sub Total 0 148, ,000 Water / Wastewater Water - Havey St. Watermain Replacement Design 75,000 75,000 Water - CCTV Investigation & Bedding 400mm river crossing 85,000 85,000 WTP - New Valve Exerciser 70,000 70,000 Water Tower - Replace cathodic protect 15,000 15,000 Marketing Signage/Brand 63,000 63,000 Sub Total 0 63,000 63,000 TOTAL 2014 CAPITAL PROJECTS 0 1,949,074 1,949,074 TOTAL 2014 CAPITAL 30,000 2,169,074 2,199,

29 2014 Draft Capital Budget OTHER PROJECTS FOR CONSIDERATION - NOT INCLUDED IN BUDGET Rank Expenditure CAPITAL PROJECTS (P1-P2) Town Hall Lift & Accessible Washroom P1 50,000 #18 Johnson Sweeper Public Works P1 300,000 OPP Station Carpet Replacement Public Works P2 7,000 Mechanical Screen Upgrade Public Works P1 30,000 Downtown Recycle Bins Public Works P2 6,000 Library Furnace #1A Replacement Public Works P1 7,500 Museum Carpet Replacement Public Works P1 5,000 Pagers Fire P2 5,300 Firefighting Nozzels Fire P1 4,300 Bunker Gear Racks Fire P1 9,450 Sub Total 424,550 P1 and P2 Capital Projects are considered highest and secondary priorities for consideration of inclusion Draft Reserve and Reserve Fund Balances 2014 Budget $ Contributions to Reserves 661,089 Contributions to Reserve Funds 463,822 Revenue from DC Reserves 858,349 Total Contributions 1,983,260 Expenditures from Reserves (405,954) Expenditures from Reserve Funds (1,044,360) Total Expenditures (1,450,314) * Net Contribution/(Expenditure) 532,946 * Does not include DC Funded or Gas Tax Funded Projects 12 6

30 Questions? 13 7