ADDENDUM SPECIAL OPEN COUNCIL MEETING SHAW AUDITORIUM, 80 COMMERCIAL STREET, NANAIMO, BC MONDAY, 2015-DEC-14, AT 4:30 P.M.

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1 ADDENDUM SPECIAL OPEN COUNCIL MEETING SHAW AUDITORIUM, 80 COMMERCIAL STREET, NANAIMO, BC MONDAY, 2015-DEC-14, AT 4:30 P.M. 4. DELEGATIONS (not related to a Report to Council): PAGES NOTE: Delegations have ten minutes to make their presentations. When there are multiple speakers (four or more) on a single issue or topic, each delegation shall be given five minutes as per Section 18.6 of COUNCIL PROCEDURE BYLAW 2007 NO (g) (h) (i) Remove Mr. David Steingard and Mr. Jared Steingard regarding their proposed subdivision of their property at 5260 Tanya Drive and renumber remaining delegations. Add Ms. Carol Murray, regarding proposed Nanaimo Boathouse & Paddling Centre. Add Mr. Fred Taylor, regarding proposed Nanaimo Boathouse & Paddling Centre. Pg. 1 Pg COUNCIL REPORTS: (a) Memorial for Crew of WWII B-25 Mitchell Bomber - add delegation from Mr. Fred Taylor. Pg. 3 (b) Colliery Dams Process Investigation Services Request for Proposal - Add delegation Mr. Leon Cake. Pg 4 (i) (j) 2016 Budget Public Engagement Process - Add presentation by Mr. Victor Mema, Director of Finance. Replace report Draft Financial Plan Review (Agenda Pages ) with revised report Pg. 5-9

2 Delegation R equest: Ms. Carol M urray has requested an appearance before Council. The requested date is December 14, The requested meeting is: COW Presenter's information City: Nanaimo Province: British Columbia Bringing a presentation: No Details of Presentation: Nanaimo Boathouse & Paddling Centre proposal. STTipen Meeting - v.-ctfiwa Meeting 1

3 D elegation Request M r. Fred Taylor has requested an appearance before Council. The requested date is December 14, The requested meeting is: COW Presenter's Inform ation: City: Nanaimo Province: BC Bringing a presentation: No Details o f Presentation: Request the opportunity to address Council in regards to proposed Nanaimo Boathouse & Paddling Centre. CftTmittee...». S f Open Meeting Q in-canwra Meeting _, foxangdste: It 2

4 Delegation Request M r. Fred Taylor has requested an appearance before Council. The requested date is December 14, The requested meeting is: COW Presenter's Inform ation: City: Nanaimo Province: BC Bringing a presentation: No Details o f Presentation: Request the opportunity to address Council in regards to Item 5(a), Memorial for Crew of WW2 Mitchell Bomber. ib^councii ^ CeffifTtittee.... u p Meeting tfl-cfknere Meeting febrtlwj [fee: 1*5 pc c i Lf

5 D elegation Request M r. Leon Cake has requested an appearance before Council. The requested date is December 14, The requested meeting is: Special Open Council Presenter's Inform ation: City: Nanaimo Province: BC Bringing a presentation: No Details o f Presentation: Speak to C o llie r y Dams P rocess In v e s tig a tio n S e rv ic e s RFP 4 OrTouncii Committee. (J ffvtamera Meeting

6 City of Nanaimo REPORT TO COUNCIL DATE OF MEETING: 2015-DEC-14 AUTHORED BY: V.Z. MEMA, DIRECTOR OF FINANCE D. L. DUNCAN, MANAGER, FINANCIAL PLANNING RE: FINANCIAL PLAN REVIEW STAFF RECOMMENDATION: That Council receive for information the report pertaining to Financial Plan Bylaw 2016 No PURPOSE: To: Introduce Financial Plan Bylaw 2016 No Identify budget changes to the Draft Financial Plan Provide additional information requested at the workshop held on 2015-NOV-17 SUMMARY: Summarized below are projected property tax rate changes for 2016 to % 3% 2% 1% 1% a a BACKGROUND: The Draft Financial Plan presented to Council at the 2015-OCT-22 Special Open Council Meeting and reviewed at the 2015-NOV-17 Special Open Committee of the Whole Meeting indicated the following property Tax increases: 1.7% for 2016, 4.1% for 2017, 3.2% for 2018, 2.1% for 2019 and 1.5% for At the budget workshop held on 2015-NOV-17, Council reviewed operational and project budgets in the Draft Financial Plan. Council requested additional information from Staff. Some queries were informational only and some queries required additional analysis. Information is provided to Council in a Briefing Note and in Appendix B of this report. Staff have also undertaken an in-depth look at operations and some of the budget proposals and have determined that significant savings from internal efficiencies and deferral of several initiatives in Police and Fire Services can be achieved. DISCUSSION: Primary drivers for significant annual operating budget increases are for increasing resources for policing and fire services. Staff have determined it would be prudent to remove these operating 5

7 Report to Council DEC-14 RE: Draft Financial Plan Review Page 2 budget increases pending completion of the Core Services Review process and development of updated service delivery models. Staff have made the following changes to the Draft Financial Plan which include: Increasing Fire Services suppression overtime budget by $150,000 for 4 member engines Added New Strategic Plan project for $200,000 in 2016 Added City Survey project for $30,000 in 2016 Reduced annual operating budgets due to internal efficiencies in the amount of $816,000 starting in 2016 Eliminated increased RCMP members for all years Eliminated increased municipal staffing increasing for police support services in all years Eliminated construction and annual operating budgets for a new fire station on Hammond Bay Road Utilized portion of 2015 operating surplus to fund 2016 capital projects in the amount of $200,000 The financial plan and tax rates bylaws must be adopted by 2016-MAY-15. Council will have an opportunity to review the Financial Plan Bylaw in April prior to final adoption of the Property Tax Rates Bylaw. Adopting the Financial Plan Bylaw now authorizes the expenditures in the 2016 budget and allows the City to proceed in a timely manner to work on programs and capital projects. Respectfully submitted, V. Mema DIRECTOR FINANCE D. J^Duncan MANAGER FINANCIAL PLANNING CITY MANAGER COMMENT: I concur with the staff recommendation. Drafted: 2015-NOV-20 G:\ADMINISTRATION\Council\Reports\2015\2015DEC14_ FinancialPJanReview.docx DD/tw 6

8 Report to Council DEC-14 RE: Draft Financial Plan Review Page 3 Appendix A Action Items Summary Item Follow up Impact on Financial Plan Fire Services - 4 member engines Report to Council 2015-DEC-14 Increase OT budget $150,000 analysis Fire Services - increase in annual Briefing Note to Council, operating expenditures between DEC and 2015 Fire Services - impact on property tax increases of delaying construction for 1 year Fire Services - Fire Station #1 options (renewal, replacement) Report to Council, 2015-DEC- 14 to Council, 2015-NOV-23 Remove new fire station from five year plan Develop business case for next budget cycle, Financial Plan Payment in Lieu of Taxes (PILTS) - confirm current agreement Briefing Note to Council, DEC-8 Regional District of Nanaimo (RDN) Briefing Note to Council, annual requisitions - increases for DEC-8 past 5 years New Strategic Plan Report to Council 2015-DEC-14 Additional $200,000 budget added, funded from reserves City Survey Report to Council 2015-DEC-14 Additional $30,000 budget added, funded from reserves Emergency Shelter Program Rental Subsidy Program Annual Property Purchase Budget Allocation - increase annual allocation from $600,000 to $1,000,000 Parks, Recreation and Environment - # of employees Utilize new funding approved by Council at the 2015-OCT-15 COW meeting, Utilize new funding approved by Council at the 2015-OCT-15 COW meeting, Consider utilizing 2015 surplus to increase Property Acquisition Reserve, to Council, 2015-NOV-23 Develop business case for next budget cycle, Financial Plan Develop business case for next budget cycle, Financial Plan Develop business case for next budget cycle, Financial Plan 7

9 Report to Council DEC-14 RE: Draft Financial Plan Review Page 4 Budget Workshop Follow up Appendix B 2016 Operating Budget: Corporate Strategic Plan and Citizen Service/Program Survey An update or new corporate strategic plan has been identified for The estimated costs for development of a new strategic plan is $200,000. Also identified for 2016 is a citizen service/program survey at an estimated cost of $30,000. These projects have been added to the 2016 budget and will be funded from general reserves. Fire Services - 4 Member Engines: It is projected that overtime costs for 2015 will be $150,000 over budget. The annual overtime budget has been increased $150,000 in compliance with maintaining 4 member engines Capital Budget Fire Services - Fire Station #6 - Hammond Bay Road The Draft Financial Plan presented at the 2015-NOV-17 Committee of the Whole meeting included construction of a new fire station in 2016 located on Hammond Bay Road and related additional staffing and operating costs. Funding for construction is from borrowing with repayments to start in An additional 20 firefighters would be hired between 2017 and 2018 to provide 24/7 coverage at the new fire station. Construction and operation of the new fire station have been removed from the Financial Plan. 8

10 Page 5 Report to Council DEC-14 RE: Draft Financial Plan Review Appendix C Fire Services Analysis and budget impact of 4 member engine staffing The current staffing complement for four fire stations is 81 members. This staffing complement is meant to provide 4 member engine and 24/7 coverage at each fire station. The current staffing complement also allows for absences due to vacation, training and sick and other leaves. It also allows for the re-assignment of one member to Fire Prevention duties. This re-assignment is temporary and does not happen on a continuous basis year to year. In order to staff all four engines with 4 members, 16 members are required to be on duty each shift. The actual daily staffing complement can be in excess of 16 members due to limitations in the collective agreement. An analysis of year to date attendance data at 2015-NOV-23 indicates that approximately 33% of time there are more than 16 members on duty. Following is a summary of staffing levels for that period: # o f Times Regular # Call-Ins/ Call-Ins/ #of Times - # of Times - Members Surplus Surplus Surplus Call-in Present Members Members Members Members % % % % % % % % % % % During the past year and a half, consistently maintaining a four member crew for each fire station and operating within the current IAFF contract has incurred higher overtime costs. The 81 member staffing complement could provide adequate coverage providing there is scheduling flexibility which is currently not available. Frequently off duty members are called in to ensure 4 member crews at each fire station. Call in shifts are paid at overtime rates. There are several contributing factors that require call in shifts including: the current re-assignment of one firefighter to Fire Prevention duties minimal flexibility in scheduling vacation time and amending work schedules in compliance with the IAFF contract significant increases in sick and leave time mainly due to longer term sick leaves, and the introduction of parental leaves for fathers. 9