(f) Delegations before Administration and Finance Committee Meetings. (g) Clarification Regarding Follow-up Meetings with RCMP and Forestry

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1 MiSSIOii ON THE FRASER Committee of the Whole (Administration and Finance) Agenda The agenda for the Committee of the Whole (Administration and Finance Committee Budget) meeting to be held in the Conference Room of the Municipal Hall, 8645 Stave Lake Street, Mission, British Columbia on Thursday, January 19, 2012, commencing at 3:00 p.m. 1. CALL TO ORDER 2. ADOPTION OF AGENDA 3. NEW BUSINESS (a) Status of 2012 Budget Page 2 (b) Fee-for-Service Grants (c) Mission District Historical Society To Be Distributed To Be Distributed (d) Utility Billing Update (e) Abbotsford/Mission Water & Sewer Commission (WSC) Stipends (f) Delegations before Administration and Finance Committee Meetings (g) Clarification Regarding Follow-up Meetings with RCMP and Forestry (h) Administration and Finance Committee- Budget Meeting Dates Page 7 Page 9 Page 11 Page 15 Page RESOLUTION TO EXCLUDE PUBLIC That, pursuant to Sections 90 and 92 of the Community Charter, this Administration and Finance Committee Meeting be closed to the public as the subject matter being considered relates to the following: Section 90( 1 )(c) of the Community Charter- labour relations or other employee relations; Section 90(1 )(k) of the Community Charter- 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; and Section 90(2)(b) of the Community Charter- 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. 5. RECESS TO CLOSED COMMITTEE MEETING 6. RECONVENE TO OPEN COMMITTEE MEETING 7. ADJOURNMENT

2 ... 2 Finance Department Memorandum File Category: File Folder: FIN.BUD.DOM 2012 Budget To: From: Date: Subject: Chief Administrative Officer Director of Finance and Deputy Treasurer/Collector January 10, 2012 Status of 2012 Budget Background This report serves as a status update of the 2012 general operating fund budget, including new construction, budget changes to date, unresolved budget issues, and the operating impact of capital projects. In addition, operating spending packages submitted by departments have been enclosed for Council's consideration. New Construction The 2012 provisional budget relies on a base amount of new construction revenue in the amount of $300,000 to reduce the overall budget or tax impact for Based on the latest new construction assessment estimates from the BC Assessment Authority (BCAA), staff have calculated approximately $340,000 of new construction revenue for 2012, which is $40,000 over the base amount. The excess over base amount can be used to reduce the overall budget/tax impact for 2012 or for other purposes. Council should be aware that new construction revenue can be somewhat of a moving target as BCAA processes the appeals to the assessment roll during February and March and as final new construction revenue is dependent upon the District's yet to be determined 2012 tax rates. Status of 2012.General Operating Fund Budget The previously reported (as shown at the December 8, 2012, budget meeting) status of the 2012 general operating fund budget indicated that the overall budget increase stood at $1,609,121 which represented a 6.15% property tax increase. A summary of the budget changes that have occurred since the December 8, 2011, budget meeting are shown below together with an updated bottom line status. The 2012 general operating fund budget now reflects an overall increase of $1,649,814 or 6.31 %, as a result of the budget changes noted. ' summary.of Budget Changes. ;. ". " '. ~ - -. Description 2012 Budget Tax Impact Dollar Increase Balance as at December 8, $1,609, % Updated information for 1% Utility tax received reducing revenue 9,000.03% Removal of fire pit revenue as Council has approved prohibiting back- 10,000.04% yard fire pits Update on operating budget impact from capital projects to be 9,968.04% completed by December, 2012 Provision for Council remuneration increase removed (4,500).02% Removal of grant assistance for Mission Arts Council to pay property (6,056).02% taxes as property is now exempt Increase in Municipal Insurance premiums due to deductible going % from $250,000 down to $100,000 Balance as at January 19, 2012 S:t 649 8:14 ~ Page 1 of 3

3 3 Unresolved Budget Issues RCMP As a result of the Federal Government imposing the Financial Restraint Act in 201 0, the RCMP negotiated wage increase of 3.5% in 2009 and 2% in 2010, was capped at 1.5% and wages were rolled back. The RCMP membership challenged this roll back and won in court. The Federal Government is appealing that decision and the matter is to be heard on January 17, No decision is expected for several months and there is the possibility of an additional appeal to the Supreme Court of Canada. It is difficult to determine what the decision will be and if the decision will address retroactive pay. Retroactive pay could also be dealt with during the next round of contract negotiations with further appeals being dropped. Preliminary information on how this issue would impact each detachment suggests that if retroactive pay is required then the cost to each detachment would be based on member utilization at the time of settlement at the rank of each of those members at that time. The forecasted financial impact for Mission, as at December 31, 2011, ranges from $7,160 to $7,405 per member at the 100% level (or $6,444 to $6,665 at the 90% level after the Federal contribution) plus an additional $850 at the 100% level for division administration costs. Based on Mission's 47 RCMP members, approximately $350,000 would be needed to provide for retroactive RCMP pay to December 31, Separate from the issue of retroactive pay, there may also be an impact on the 2012 RCMP contract budget, if the previously negotiated wage rate increase is implemented. The total forecasted impact as at December 31, 2011, is $2,500 per member at the 100% level (or $2,250 at the 90% level) plus an additional $250 at the 100% level for division administration cost. Based on 47 members, the impact to Mission is estimated at $117,000. Again this may or may not occur. The District does have a Policing Reserve Fund in place, which currently has a balance of approximately $270,000 that could be used for any one-time RCMP expenditures. Fire/Rescue Services The District of Mission entered into an initial 4-year collective agreement with the International Association of Fire Fighters (IAFF) starting January of Wages within the collective agreement are dependent upon the average wages of five comparative municipalities that have not yet settled for 2010 and any subsequent years. Only Surrey has settled to date at 5.5% over two years, 2010 and Our best estimate of any eventual pay increase has been factored into the budget. Other The Fraser Valley Library Board has not yet settled on a final 2012 budget and exempt staff wages/benefits have not yet been finalized for Also the BC Transit system bus costs have not been finalized for Operating Impact of Capital Projects When finalizing the operating budget Council needs to consider capital projects that will have an operating impact. Currently in the budget we have $13,968 of operating costs built in to cover those capital projects in the 2012 capital budget. Capital projects that are on the unfunded list have no operating impacts for Page 2 of 3

4 4 Operating Spending Packages Attached is a summarized list of the 2012 operating spending packages for Council's consideration. Approval of any of these spending packages will add to the overall budget and tax increase. Conclusion The 2012 general operating fund budget currently reflects an overall increase of $1,649,914 or 6.31 %. Resolution of the unresolved budget items may or may not impact this balance. Additional new construction revenue of $40,000 can be used to lower the 2012 budget. Any approved operating spending packages would add to the overall budget numbers. Communication As we move towards the public budget consultation meeting, staff will have to create a "budget highlights" document for the public. Staff will need to also consider other ways of communicating any budget scenario(s) to the public so that they can provide informative input. Ken Bjorgaard Director of Finance Kerri Onken Deputy Treasurer/Collector G:\COMMON\2012 Budget\Potential Budget Service Reductions\Memo 2012 Budget Status docx Page 3 of 3

5 Summary of 2012 Operating Spending Packages Financial impact Project Title Descriptive Summary Ongoing Operating 2012 One-Time Operating 2012 Capital Impact Notes Council Second Ass istant Fire Chief This position is currently being filled on a temporary basis utilizing the savings from the volunteer on-call savings realized from the new 8 career fire fighters. $140,000 Council requested to bring forward for discussion, the appointment of a permanent second Assistant Fire Chief position. Ad ditional Transit Hours for a bus stop at the Senior's Activity Centre Possible solution: reroute #39 Shoppers Shuttle which would increase operating hours by annually. (Maximum financial impact of $11,500). Could cut service elsewhere; increase the budget; cut back #39 route to 8 trips. $11,500 Staff received a request from the Senior's Advisory Committee and Council requested this item be brought forward during budget discussions. Bicycl e Route Maintenance Funding Thirty-nine (39) signs and road markings were placed within the District of Mission and it is estimated that approximately $8,500 wi ll be needed each year to replace stolen/vandalized signs $8,500 Council requested to bring forward a budget request for the required maintenance funding during budget discussions. Fee-for-Service Grant Applications: Mission Association for Seniors Housing For maintenance and upkeep of the busy bus (MAS H) Mission Seniors Centre Association To fund wages for part-time staff, activity room renta l s ~ instructor costs, promotion and advertising and office expenses. Downtown Business A:-ss_o_c,i-at,-io- n-----::f,- or the procurement and maintenance of hanging baskets, plants for street planters, banner initiative, sidewalk care and cleaning and funding of Mission Fest. Mi ssion Di stri ct Historical Society For the continued operation of the Museum and Archives due to a funding shortfall from the potential of gaming funds being reduced. (See separate staff repo1t on Mission District Historical Society). Subtotal Fee-for-Service Grants. Corporate Administration 2012 Total Impact - Council T, F===~==================9 Back to Health... For Good Event Providing information to Mission residents about the benefits of a healthy lifestyle. $2,500 Event is held early in January and is co-sponsored with Fraser Health Authority (who match funds) 2012 Total Impact- Corporate Administration 1 $2,500 $0 $0 1 RCMP I Domestic Violence Coordinator To make available appropriate investig ative support at the Mission Detachment to deal with the highest risk domestic violence cases in the community. $130,200 Traffi c NCO (Team Leader) The establishment of an NCO position at the corporal rank would bring the appropriate level of oversight to the team (currently a three-member unit) and enhance the operational capacity of the Traffic Unit by 33%. $130,200 $3,000 Capital requirements include office/desk space Computer Operator/Support Analyst As the Mission Detachment is a 25/7 operation, a full-time Informatics Computer Analyst is required in order to effectively deal with operational issues in a timely manner. $82, Total Impact - RCMP! $342,650 $0 $3,000 Updated: 1/12/2012 Page 1 01

6 Summary of 2012 Operating Spending Packages (J) Financial Impact Ongoing One-Time Project Title Descriptive SummarY Operating Operating Capital Impact Notes p arks 1 Recreation & Culture Enhanced staffing for Youth Activities Requesting additional staffing hours in the Youth Lounge on Friday $3,145 nights to ensure a safe environment, additional staffing to mentor youth in the planning/production of Youth Week activities and funding to regularly replace worn out or used activity supplies Total Impact- Parks, Recreation & Culture $3,145 $0 $0 E ngineering & Public Works Asset Management Technologist $107,000 $100,000 $10,000 Subtotal Engineering $107,000 $100,000 $10,000 One-time costs are for software which could range from $20,000 to $100,000 Capital costs include: desk, phone, computer, etc Snow Plowing and Sanding This requested increase is to accommodate current service level $184,000 requirements. Material and general operating costs have increased to levels that can no longer be sustained within the existing bugdets. L ibra r~ Subtotal Public Works $0 $184,000 $ Total Impact- Engineering & Public Works $107,000 $284,000 $10,000 Increase hours to Library operations staff Increased library activity requires additional support for publicity/ $18,000 promotion; admini strative support for programming, community outreach, Information desk, etc. Annual Maintenance contract for Express Express check-out installed January 2010 $1,400 Check-out 2012 Total Impact- Library $19,400 $0 $0 ~ota llmpact of all 2012 Operating Spending Packages $727,695 $284,000 $13,000 j Updated: 1/1 2/2012 Page 2

7 7 Finance Department Memorandum File Category: File Folder: To: From: Date: TYPE FILE CATEGORY HERE type File Folder Name here Chief Administrative Officer Deputy Treasurer/Collector January 12, 2012 Subject: Utility Billing Update Recommendation That Council provide direction as to whether staff should pursue removing the utility user fees (water, sewer, garbage and recycling) from the annual property tax notice and investigate billing them separately (possibly with greater frequency). Background Invoicing the District's utility user fees (water, sewer, garbage and recycling) is done annually on the District's property tax notice. The intention was to remove these user fees from the tax notice and bill them separately at the same time the District moved to metering residential water usage. As metering of all residential properties is not in the near future, staff require Council's direction in terms of investigating removing the user fees from the tax notice and billing them separately (possibly with greater frequency). As of December 2011, the District of Mission has the following number of utility customers being charges these rates: Number of Customers Charge Residential water meters 145 $1.15 per cubic meter Commercial water meter 363 $ to $ per cubic meter (a) Residential water flat rate customers 9,500 $ Residential sewer flat rate customers 6,800 $ Residential garbage flat rate customers 8,200 $ Residential recycling flat rate customers 9,100 $ Rural recycling flat rate customers 2,050 $ raj Commercial water meter charged on a declmmg bas1s, the more water user the lower the rate. Each utility billing cycle would send out approximately 10,000 notices. In comparison, the District mails out approximately 13,000 tax notices each year. Page 1 of 2

8 8 The following are some pros and cons to mailing the utility user fees out separately rather than being included on the property tax notice. Pros Cons Utility rate increases will be separate from This is a substantial undertaking and will property tax rate increases and will be require extensive staff resources and some considered separately by the tax payer/rate payer software upgrades to complete Residents can compare municipal utility user fees easier with other utility charges such as Hydro, phone services, cable/internet etc. Increase visibility and frequent opportunities to promote water conservation. There will be significant additional costs (extent depends of frequency) for supplies and staffing resources to maintain. separate billings (and would be reflected in higher user rates) Homeowners who have their taxes paid through their mortgage payments will have an additional billing by separating the utilities Referrals This project will involve input from Public Works, Engineering and Environmental Services department. Our software supplier will need to be involved to provide recommendations on process, design, testing and training of staff. / Financial Implications There will be one-time costs for setup and software changes plus significant ongoing costs for supplies and staffing. Communication As part of the conversion process, we need to keep our customers informed and provide lead time for them to make any changes required. Conclusion Staff would like direction from Council in regards to investigating the removal of the utility user fees (water, sewer, garbage and recycling) from the annual property tax notice and billing them separately (possibly with greater frequency). ern Onken, CGA Deputy Treasurer/Collector G:\FINANCE\BUDGET\Budget 2012\Utility Updaie.docx Ken Bjorgaard, CGA Director of Finance Page2of2

9 A MiSSlOh. ON THE FRASER ~ Finance Department Memorandum 9 File Category: File Folder: To: From: Date: Subject: INF.WSC.WAT Joint Water & Sewer Governance Chief Administrative Officer Director of Finance December 1, 2011 Abbotsford/Mission Water & Sewer Commission (WSC) Stipends Recommendation That Council provided direction to staff as to whether Mission's Water & Sewer Commission members should be paid a stipend of $ for each meeting attended plus an additional amount of $1, to the Water & Sewer Commission chairperson, should a Mission council member be el.ected chair of the Abbotsford/Mission Water & Sewer Commission, or if the stipends should be discontinued or set at another level. Background Prior to Abbotsford and Mission acquiring joint ownership and control of the regional water and sewer systems, under the former Fraser Valley Regional District (FVRD) board structure which oversaw these systems, appointed members were paid $ for each meeting attended and in addition the chair was paid $1, annually. When the Abbotsford/Mission Water & Sewer Commission (WSC) was created in 2005, the same stipend policy was adopted at a Special Joint Council Meeting of the City of Abbotsford and the District of Mission. The cost of stipends was apportioned approximately 23%/87% Mission/Abbotsford as per our joint cost sharing agreement with Abbotsford. At the November 10, 2011, WSC meeting, the following motion was adopted: "That council stipends not be included in the 2012 and future joint utility financial plans, but instead be budgeted separately by municipalities where they originate." The above motion allows for a faire r distribution of the stipend costs, as these costs are directly attributable to each community. Referrals N/A Page 1 of 2

10 10 Financial Implications Starting January of 2012, Mission will be responsible for 100% of its WSC members' stipend costs. The annual budget impact of this change on Mission's water and sewer utility funds would be as follows: 2012 and later budget: 12 months x 3 members x $102 ($3,672) + $1,111 = $4, and prior budget: 12 months x 6 members x $1 02($7,344} + $1,111 = $8,455 Mission's Share $4, $1, Budget Impact: $2, For Council's information, these expenditures would not be funded from taxation but from water and sewer user rates. Council also has the option of discontinuing these stipends which would result in a $2, savings or setting other stipend levels. Communication No external communication action required. Conclusion The Abbotsford/Mission Water & Sewer Commission (WSC) has resolved that WSC members' stipends not be part of the 2012 and future joint utility financial plans, but instead that each community undertake responsibility for these direct costs. Staff are requesting direction from Council as to whether Mission's WSC members should be paid a stipend of $ for each meeting attended plus an additional amount of $1, to the WSC chairperson, should a Mission council member be elected chair of the WSC, or if the stipends should be discontinued or set at another level. Ken Bjorgaard Director of Finance G:\FINANCE\MINUTES\2 012\Dec 8-11\WSC stipend.docx Page 2 of2

11 11 MiSSIOn ON THE FRASER Corporate Administration/Finance Memorandum File Category: File Folder: ADM.BYL.PRO Council Procedures Bylaw To: From: Date: Subject: Chief Administrative Officer Deputy Director of Corporate Administration & Administrative Assistant- Finance December 1, 2011 Delegations before Administration and Finance Committee Meetings Recommendation 1. That the Council Procedures Bylaw # , be amended, by Council selecting either Option 1 or Option 2 as follows : Option 1: "Unless the Mayor or two-thirds of the Council otherwise directs at the commencement of a meeting, the business of the Council fo r an Administration and Finance Committee meeting shall proceed in the following order: 1. New Business 2. Other Business 3. Adjournment"; Option 2: "Unless the Mayor or two-thirds of the Council otherwise directs at the commencement of a meeting, the business of the Council for an Administration and Finance Committee meeting shall proceed in the following order: 1. Delegations and Presentations 2. New Business 3. Other Business 4. Question Period 5. Adjournment"; and 2. That Council provide staff direction regarding the location for Administration and Finance Committee meetings. Background At the November 21, 2011, meeting of Council, the following motion was passed: "That staff provide a report with options to amend the necessary procedures bylaw or policy to incorporate the following protocols for Administration and Finance Committee meetings: (a) the meetings are to be held in the Council Chamber; and (b) the agenda wil l allow for delegations and a question period." Page 1 of 4

12 12 In response to request (a) above, Council can decide which room they wish to hold the Administration and Finance committee meetings in. Holding the meeting in the Council Chambers would facilitate the hearing of delegations and question period. It would also allow Council to break from the meeting to go to another room for dinner. In response to request (b) above, currently the District's Council Procedures Bylaw No does not address the order of business for committee meetings (including Administration and Finance). It does address Regular Committee of the Whole and Regular Public Hearing meetings. Attachment #1 shows the current order of business for a Regular Committee of the Whole Council meeting and a Regular Public Hearing Council meeting. Attachment #2 shows the current order of business for the Administration & Finance Committee meeting, as well as staff's proposed order of business for Administration and Finance Committee meetings. Council Procedure Bylaw No should be amended to add the order of business for Administration and Finance Committee meetings. Referrals N/A Financial Implications The possible financial implications for the proposed order of business for Administration and Finance Committee meetings would include: Administration time to organize any delegations to a meeting; and Possible extension of the meeting time due to the added order of business which may result in additional over-time costs. Communication If Council wishes to amend the Council Procedure Bylaw, an article would be placed on the Mission City Record's City Page advising the public of the changes. Conclusion Staff are requesting direction from Council regarding the order of business and location for a regular Committee meeting. ~~ Kelly Ridley Deputy Director of Corporate Administration C"~~ ~~ cker Administrative Assistant - Finance G:\FINANCE\MINUTES\2012\Dec 8-1 1\Committee Meetings order of business.docx Page 2 of 4

13 13 Attachment #1 Council Procedure Bylaw No states the order of business for a Regular Committee of the Whole Council Meeting is as follows: 1. Proclamations 2. Delegations and Presentations 3. Adoption of Informational Items 4. Committee of the Whole 5. Rise and Report 6. Adoption of Committee of the Whole Report 7. Bylaws 8. Council Minutes for Adoption 9. Other Business 10. Chief Administrative Officer's Report 11. Mayor's Report 12. Councillor's Reports on Committees 13. Question Period 14. Adjournment Council Procedure Bylaw No states the order of business for a Regular Public Hearing Council Meeting is as follows: 1. Delegations and Presentations 2. New Business (if any) 3. Question Period (on new business only) 4. Public Hearing 5. Development Variance Permits 6. Other Business 7. Adjournment Page 3 of 4

14 14 Attachment #2 Option #1: The current order of business for an Administration and Finance Committee Meeting (not included in the Council Procedures Bylaw) is as follows: 1. New Business 2. Other Business 3. Adjournment Option #2: The order of business being proposed as a result of the recommendation for an Administration and Finance Committee Meeting (not included in the Council Procedures Bylaw) is as follows: 1. Delegations and Presentations 2. New Business 3. Other Business 4. Question Period 5. Adjournment Page 4 of 4

15 + 15 Finance Department Memorandum File Category: File Folder: To: From: Date: Subject: FJN.BUD.DOM 2012 Budget Chief Administrative Officer Administrative Assistant - Finance January 10, 2012 Clarification Regarding Follow-up Meetings with RCMP and Forestry Recommendation Staff are requesting direction from Council in terms of arranging meeting time with the RCMP Inspector and/or the Director of Forest Management. Background When the 2012 Community Report was presented to the last Council at the November 3, 2011, Administration and Finance Committee budget meeting, the following discussions were noted in the minutes: 1) Discussion ensued around the RCMP contract, the number of members, and the pros and cons of a city police force; and 2) Forestry is projecting a loss for 2011 and a profit in Council would need to have a more detailed discussion with the Director of Forest Management and/or Manager of Forestry to explain the intricacies of the forest operations. Staff are requesting direction from Council in regards to whether: 1) The RCMP Inspector and/or the Director of Forest Management (and/or Manager of Forestry) should be invited to attend an A&F budget meeting, or 2) Staff should arrange a special meeting (RCMP and Forestry together or separate) in order for Council to pose questions to these staff members. Referrals There are no referrals required. Financial Implications There would be no financial implications if the meetings were held within business hours. Page 1 of 2

16 16 Communication All Council meetings are required to be advertised in the local newspaper prior to the meetings taking place and as such, are included in the weekly Council Meeting Schedule that is published in the local newspaper. Notices of meetings are also posted in the lobby of municipal hall. Conclusion Staff are requesting direction from Council in regards to whether: 1) The RCMP Inspector and/or the Director of Forest Management (and/or Manager of Forestry) should be invited to attend an A&F budget meeting, or 2) Staff should arrange a special meeting (RCMP and Forestry together or separate) in order for Council to pose questions to these staff members. Ken Bjorgaard Director of Finance G:\FINANCE\MI NUTES\2012\03 Jan 19-12\council clarifi cation.docx Page2of 2

17 17 MiSSIOii ON THE FRASER Finance Department Memorandum File Category: File Folder: To: From: Date: Subject: FIN.BUD.DOM 2012 Budget Chief Administrative Officer Administrative Assistant - Finance January 10, 2012 Administration and Finance Committee-Budget Meeting Dates Recommendation That the Administration and Finance Committee budget meeting dates and times related to the 2012 budget be confirmed. Background The current tentative 2012 budget schedule shows the following Administration and Finance Committee (A&F) budget meeting dates: 1) Thursday, February 9, :30-8:00 pm (fine tuning financial plans) 2) Thursday, February 23, Informal Public Budget Consultation Presentation 3) Monday, March 5, Public Budget Consultation Presentation (prior to the Regular Meeting of Council) 4) Thursday, March 15, :00-5:30 pm (finalizing financial plans and final tax rate) Council had requested that A&F meetings start earlier in the day, however, as the number of committed days and times is quite extensive, staff are suggesting the following budget meeting schedule: 1) Cancel the Thursday, February gth meeting scheduled for 3:30-8:00 pm 2) Cancel the Informal Public Budget Consultation Presentation scheduled for Thursday, February 23rd (Council will be away this week) 3) Add an A&F meeting on Thursday, February 16th (can start as early as 1:00 pm ) (3-4 hours) 4) Keep the Monday, March 5th Public Budget Consultation Presentation (prior to the Regular Meeting of Council) 5) Keep the Thursday, March 15th final A&F meeting (can start as early as 1:00 pm ) (3-4 hours) The above schedule may need to be adjusted, including possibly adding other meetings, based on the process and the related status of decision-making. Page 1 of 2

18 18 Referrals There are no referrals required. Financial Implications There will be over-time costs for the Administrative Assistant to take minutes for any meetings that run past 4:30 pm. As the March 5th meeting is a regularly scheduled Meeting of Council, the overtime costs for this meeting will apply to the Legislative Assistant who takes these minutes. Communication All Council meetings are required to be advertised in the local newspaper prior to the meetings taking place. Once the remaining 2012 Administration and Finance Committee budget meetings have been confirmed, they will be added to the Council Meeting Schedule that is advertised each week in the local newspaper. Notices of the meetings will also be posted in the lobby of municipal hall. Conclusion Staff are recommending the following Administration and Finance Committee budget meeting schedule: 1) Thursday, February 9, 2012, 3:30-8:00 pm 2) Cancel the Informal Public Budget Consultation Presentation scheduled for Thursday, February 23rd 3) Thursday, February 16, 2012, 1-4:30 pm 4) Monday, March 5, 201 2, Public Budget Consultation Presentation (prior to the Regular Council meeting) 5) Thursday, March 15, 2012, 1-4:30 pm The above schedule may need to be adjusted, including possibly adding other meetings, based on the process and the related status of decision-making., \ I )) h.. tr,.r, c~ Debi Decker Administrative Assistant Ken Bjorgaard Director of Finance G:\FINANCE\MI NUTES\2012\03 Jan 19-12\A&F Meeting Schedule.docx Page 2 of2