AMENDED AGENDA Executive Meeting No. 9

Transcription

1 AMENDED AGENDA Executive Meeting No. 9 November 6, 2017 at 10:30 a.m. Council Chambers, City Hall Page A. CALL TO ORDER - Chair Elliott B. APPROVAL OF AGENDA: 1) Additions: F(1) Reid Street/Public Works projects timing issues F(2) Annual Allowable Cut Issues [Addenda] C. ADOPTION OF REGULAR MINUTES: 1) Minutes of October 17, 2017 [Late Item] D. ACTIONS / OLD BUSINESS: 2 1) Action Summary E. STAFF REPORT(S): 3-7 1) Council Remuneration - Director Bolton to Report 8-9 2) 9 Axle Logging Trucks on City of Quesnel Bridges - Request for permission by West Fraser Timber Ltd. and Tolko Industries Ltd. - City Manager Johnson to Report F. NEW BUSINESS: 1) Reid Street / Public Works projects timing issues [Addenda] 2) Annual Allowable Cut Issues [Addenda] G. CORRESPONDENCE: ) October 30, West Fraser Mills Ltd. - Application for Permit Amendment pursuant to the Environmental Management Act H. NEXT MEETING November 28, 2017 I. ADJOURNMENT: Page 1 of 21

2 Action Summary Page 2 of 21 Executive Committee Action Tracking Summary 2017 Date # Responsible Action Status/ Complete 2016 DEC FEB 28 APR B.Johnson [J.Norburn, A.Reid] 58 B.Johnson [J.Norburn] Recommendation to Council that a marketing initiative for the Airport be undertaken in 2017 starting with revising the Land Use Plan for the Airport, development of a prospectus for marketing purposes, reviewing the fee structure at the airport including the potential for instituting an Airport Improvement Fee (AIF), and re-branding the airport. The potential sale of airport lands will be considered. Recommendation to Council that a survey be conducted regarding potential usage for a car rental agency located at the airport, this should include input from Provincial ministries, Northern Health Authority, West Fraser Timber Co. Ltd. and Barkerville Gold Mines. This may help to inform the sales pitch to potential rental companies. HOLD pending further discussion with CRD Fall, 2017 or Spring, B.Johnson Next steps for housing initiatives in Quesnel, including further discussion on Done; encouraging more market housing Nov 1 Strat Planning 67 B.Johnson Landfill review of potential alternative practices and processes B.Johnson Ball User Meetings [J.Norburn] Done 73 B.Johnson [A.Reid] 74 FUTURE AGENDAS Bring forward a plan for branding display in downtown washroom project to Executive Committee for review. 10/17 EXPAND TO INCLUDE AIRPORT & CITY HALL Terms of Reference a new procedure needs to be added to all Standing Committee Terms of Reference to address adoption of minutes following new Council Appointments. In progress Prior to new Committee Appointments Page 1 of 1

3 FSAC Report Date: Oct 16, 2017 Meeting Date: Oct 17, 2017 To: From: Subject: Executive Committee Director of Corporate and Financial Services Council Compensation Purpose The purpose of this report is to begin a discussion on Council Compensation looking at any changes desired to be implemented for the New Council to be elected in October This includes reviewing the anticipated effect of the income tax changes that will come into affect on January 1 st, 2019 when Council will no longer receive one third of their remuneration on a tax fee basis. Summary This report includes discussion items on various areas related to Council Compensation Base Rate Additional Compensation for Additional Responsibilities Benefits Technology Recommendation THAT the Executive Committee give input into the discussion items listed below and direction on how to proceed next with the topic of Council Remuneration. Statutory Requirements Reporting of council remuneration, expenses and contracts 168 (1) At least once a year, a council must have prepared a report separately listing the following for each council member by name: (a) the total amount of remuneration paid to the council member for discharge of the duties of office, including any amount specified as an expense allowance; (b) the total amount of expense payments for the council member made to the council member as reimbursement for expenses incurred by the council member or as an allowance that is not reported under paragraph (a); (c) the total amount of any benefits, including insurance policies and policies for medical or dental services, provided to the council member or the member's dependants; (d) any contracts reported under section 107 [disclosure of contracts with council members and former council members], including a general description of their nature. (2) If applicable, the report under this section must also list contracts referred to in subsection (1) (d) for each former council member. Council Remuneration - Director Bolton to Report Page 3 of 21 Page 1 of 3

4 Council Policy IWC-8 Annual Review of Council Remuneration and Expenses Financial Implications The 2017 Budget included $137,525 for Council Remuneration. Background Discussion Areas: Base Rate Tax Effect Effective Jan 1 st, 2019 the CRA will no longer allow Council to receive 1/3 of their compensation tax free. Council will need to track their own expenses and declare them on their income tax returns. Various options have been taken by other municipalities as they moved to full taxable incomes for Council (many cities have already done this as they felt it was more transparent) including just making the entire amount taxable with no change in remuneration, to trying to determine the approximate same net take home pay. Assuming a 30% marginal tax rate (note the actual rate will be specific to each Councillor and their own tax situation) an increase of 10% in Council remuneration would be required to bring the net pay to each Councillor to the same amount. This would be an approximate increase of $14,000. This issue will be affecting most municipalities so over the next little while we will see the various approaches taken by municipalities. Base Rate Increments Discussion Should certain responsibilities attract extra compensation? If it is decided to add extra compensation for these actives, should the base compensation be lowered to offset or taxes increased to cover the cost. Should job descriptions be created for these positions so that expectations are clear for what is required to earn the additional compensation? Would it be a monthly compensation based on duties (in months where there are no committee meetings such as summer no additional compensation?) Possible responsibilities that could attract extra compensation Acting Mayor Chair of Committee Council Initiatives Projects Base Rate Missed Meetings Should there be a penalty for missed meetings? Some municipalities have policies where a member of Council is allowed up to a certain amount of missed meetings per year for personal and sick reasons (Council and Committee meetings) and then they are docked $50 for each meeting missed. Benefits UBCM offers a benefit program for elected officials if at least 3 elected officials sign up. They must sign up for the entire four year term. The benefits include dental and extended health and other options if Council Remuneration - Director Bolton to Report Page 4 of 21 Page 2 of 3

5 desired. The monthly fees at the last election were (Single Dental) (Family Dental) and (Single Health) (Family Health). Discussion would need to occur as to whether the City or the elected officials were required to pay the premium. The cost would be around $15,000 per year if all elected officials signed up. Currently CUPE 1050 has 95% of their benefit costs covered, CUPE and Staff have 100% covered. Technology Currently all members of Council are provided with an IPAD for their technology needs. For 2018, the City will need to budget for the replacement of the aged IPAD s. Options IPAD Wifi-Cellular 128 GB with Keyboard, Case $900 IPAD Pro 12.9 Inch WiFi-Cellular 256 GB with Keyboard, Case $1650 (note Pencil cost not included cost can go to $2,000 with more memory) From an administrative point of view it is easier if all members of Council are using the same device. Other communities have moved to the option of either providing a standard technology such as one listed above or a one time per term technology allowance for the same amount with the understanding that there is no tech support from the City for the device bought by a person receiving a technology allowance. The technology allowance would be taxable. It would be advisable for anyone buying their own device to check with the IT department as to whether or not it would be compatible with the software required for Council agendas. Attachments IWC-8 Annual Review of Council Remuneration and Expenses Council Remuneration Comparison April 2017 Council Remuneration - Director Bolton to Report Page 5 of 21 Page 3 of 3

6 CITY OF QUESNEL COUNCIL POLICY ANNUAL REVIEW OF COUNCIL REMUNERATION AND EXPENSES - IWC-8 EFFECTIVE: February 23, 2015 AUTHORIZED BY: Council RESOLUTION: REPLACES: IWC-8(2010), October 21, 2013 In order to provide annual remuneration to members of Council and to allow for payment of all or part of expenses incurred, this policy is established as fair compensation on behalf of the City. In this policy, CPI adjustment means the average annual percentage increase in the Consumer Price Index for British Columbia as determined by BC STATS office, calculated by using the September monthly comparison to the previous September, usually published in November of the current year. Council remuneration rate adjustments will have a floor level of 0%, rates will not decrease if the CPI adjustment is a negative percentage. Each year in November, the Finance Department will calculate the CPI adjustment to determine pay rates for Mayor and Councillors for the next calendar year, commencing with the annual rate of $42,665 for Mayor and $14,638 for Councillors as of January, Such adjusted rates will go into effect the January following the November review. This amount includes a technology allowance. Annual remuneration is to be paid over 12 monthly installments, payable in the middle of such month, for each year of the term of office for the Mayor and Councillors. One-third (1/3) of the remuneration payable as provided herein shall be paid as an allowance for expenses incidental to the discharge of the duties of their respective offices. Mayor and Council shall also receive accident, death and dismemberment insurance coverage while representing the City, engaging in City business or attending a meeting, course or convention on behalf of the City. Page 1 of 1 Council Remuneration - Director Bolton to Report Page 6 of 21

7 Council Remuneration - Director Bolton to Report Page 7 of 21 Council Remuneration Comparison April 2017 Name 2011 Census Full Time or Part Time Mayor Mayor Annual Remuneration Including Expense Allowance Councillor Annual Remuneration Including Expense Allowance Additional Remuneration for Acting Mayor Source Powell River 13,165 N/A 41,342 16,485 none CivicInfo 2016 Prince Rupert 12,508 Full Time Mayor For four years to deal with extra projects - $17,000 raise for full time period 61,801 13,947 PR SOFI 2015/North Coast Review Parksville 11,977 Part-time 34,554 14,353 As acting mayor a Councillor will receive an additional per month. They rotate the position every 4 months CivicInfo 2016 Lake Country 11,708 Part-time 38,265 16,143 None CivicInfo 2016 Dawson Creek 11,583 57,275 17,601 Dawson Creek 2016 Terrace 11,486 Part-time 34,500 14,500 none CivicInfo 2016 Sooke 11,435 20,320 10,160 Sooke 2017 Summerland 11,280 Part-time 28,333 12,532 N/A CivicInfo 2016 Sidney 11,178 34,400 13,741 No extra payments Sidney 2017 North Saanich 11,089 Williams Lake 10,832 Full-time (Mayor is paid for 35 hours or more per week) 43,000 15,000 Nothing CivicInfo 2016 Coldstream 10,314 30,132 11,943 $131.68/day to attend meetings such as Coldstream 2017 Regional District/Library and a few others by bylaw/resolution (unless paid by another source) Nelson 10,230 Part-time 38,000 16,530 $80 per day CivicInfo 2016 Quesnel 10,007 Part-time (less than 35 hours per week) 42,666 14,638 N/A CivicInfo 2016 View Royal 9,381 Part-time 25,813 12,376 N/A CivicInfo 2016 Sechelt 9,291 37,109 18,560 Acting Mayor 19,973 Sechelt 2017 Qualicum Beach 8,687 Part-time 34,819 20,520 $ per month CivicInfo 2016 Kitimat 8,335 Part-time 30,631 12,595 None CivicInfo 2016 Ladysmith 7,921 Part-time 24,172 12,470 none CivicInfo 2016 Castlegar 7,816 Part-time 28,000 14,000 Nothing CivicInfo 2016 Trail 7,681 30,330 15,165 Trail 2017 Revelstoke 7,139 Part-time 30,000 15,000 CivicInfo 2016 Merritt 7,113 Part-time 20,710 12,612 nil CivicInfo 2016 AVERAGE 10,094 $ 34,826 $ 14,585 Quesnel ,434 14,902 Cariboo Regional District (2015 SOFI) Chair 35,045 Average Director 16,500 Regional Districts have a lower set annual remuneration, then pay per meeting Mayor and Councillor Remuneration and Expenses

8 9 Axle Logging Trucks on City of Quesnel Bridges - Request for permission by West Page Fraser 8 of 21 Timber Ltd Stopping distances (good traction) nitia speed:96km/h, Levelgrade Loggmg Conf gurat ons Traction Coefficient 0.8 Driver reaction time : 1 second I GCW (tonnes) I Stopping distance (m) Brake Fe5P 5 timei 1 5eC0nd axle 6-axle 7-axle Tridem 7 ax e Tandem 8-axle 9-axle Tandem drive 9-axle Tridem drive Tridem Quadaxle B-train B-train 71

9 drives lead. 9 Axle Logging Trucks on City of Quesnel Bridges - Request for permission by West Page Fraser 9 of 21 Timber Ltd... Maximum Overall Length 27.5 m WB 2 WB AXLE LOADS (KG) MAX ,./' \ooo-.~ AS 1 Maximum Overall Length = 27.5 m WB 2 WB 3 """ :' l:"1i 'l I \ AS 4 AXLE LOADS (KG) MAX G /' \.,//" ALLOWABLEDIMENSIONS (rn) TRIDEM DRIVE TANDEM DRIVE Out_Out Widths: ErocdtoTr Vll heel,l;eselb(wb-1vab ec rarer ee CS9 Tractor Tracks: 2.5m 2 great?69878 O. ggztci O. - _ Rear Trailer Wheelbase EwB to to 7.84 TFa lefttacks- 2-5" Drive group spread (AS 1) 2.4 to to 1.55 Load; 2_9m Trailer tridem group spread (AS 2) 2.7 to to 3.1 Trailer tandem group 5 read (AS _3) 1.3 to 1.6 NA _ Axle spacing 0 lead trailer (AS 4) 6.0 to to 6.8 Vers on: Sept. 27, 2016 Axle spacing to rear trailer (AS 5) 6.0 to to 6.5

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