TOWN OF SMITHERS MINUTES OF THE FINANCE COMMITTEE MEETING HELD IN THE COUNCIL CHAMBERS, 1027 ALDOUS STREET, SMITHERS, B.C. ON MONDAY, JANUARY 15, 2018, AT 8:30 A.M. Council Present: Phil Brienesse, Councillor/Chair Taylor Bachrach, Mayor Gladys Atrill, Councillor Greg Brown, Councillor Shelley Browne, Councillor Bill Goodacre, Councillor Frank Wray, Councillor. 1. CALL TO ORDER Staff Present: Anne Yanciw, Chief Administrative Officer Dianna Plouffe, Director of Corporate Services Leslie Ford, Director of Finance Mark Allen, Director of Development Services Keith Stecko, Fire Chief Rob Blackburn, Airport Manager (10:17 a.m.) Roger Smith, Director of Works and Operations Penny Goodacre, Recording Secretary. Councillor Brienesse, Chair, called the meeting to order (8:34 a.m.). 2. APPROVAL OF AGENDA (including Supplemental Items) 2.1 THAT the Finance Committee approves the agenda. 3. CORRESPONDENCE / REPORTS - 'A' ITEMS 3.1 PROPOSED 2018 CAPITAL PLAN Report FIN 17-55 dated December 18, 2017, from L. Ford, Director of Finance, regarding the proposed 2018 Capital Plan and the following attachments were presented: a) Listing of Proposed 2018 Capital Projects (expense and funding source); b) Capital Item A: Municipal Facility Capital Maintenance/Upgrade Five Year Program; c) Capital Item B: Town Facility Solar (Grant) Project; d) Capital Item C: IT Software, Communication and Hardware Upgrades/Replacements; e) Capital Item D: Fire Department Storage Building (including map); f) Capital Item E: Fire Training Centre Completion (map only); g) Capital Item F: Fire Department Fleet Purchases Five Year Plan; h) Capital Item G: Proposed Road Capital Upgrades Five Year Plan (map only); i) Capital Item H: Sidewalk Capital Upgrades Five Year Plan (map only); j) Capital Item I: Proposed Five Year Accessibility Upgrade Plan (map only), executive summary from the Age Friendly Report; k) Capital Item J: Frontage Road Gravel Sidewalk (Fulton to 16th Ave); l) Capital Item K: Works and Operations 20 Year Fleet/Equipment Replacement Program, memo from R. Smith concerning Waterless Sweepers, detailed analysis of the Machinery and Equipment Statutory Replacement Reserve; m) Capital Item L: Page 1 of 12
Airport Modernization Project; n) Capital Item M: Airport Equipment/Fleet Replacement Five Year Program; o) Capital item N: Airport Paving Program; p) Capital Item O: Airport Small Plane Tie Down Project; q) Capital Item P: Cemetery Upgrades: Columbarium; r) Capital Item Q: Skateboard Park Expansion (map only); s) Capital Item R: Arenas Safety capital items; t) Capital Item S: Perimeter Trail Upgrades (grant project); u) Capital Item T: Chandler Park Fields Phase II Completion; v) Capital Item U: Watermain Replacement Lane South of Main St (14th 15th); w) Capital Item V: Main Street Water Looping Project Completion items; x) Capital Item W: Sewer Trenchless Rehabilitation Program: Alfred Avenue at Columbia Street; and y) Capital Item X: Storm Sewer Outfall Extension: Astlais Place. The Operating Surpluses are as follows: a) General; b) RCMP; c) Utility; and d) Airport. The Capital Reserves are as follows: a) Debenture Surplus; b) Gas Tax; c) Cemetery Capital Replacement; d) Facilities Maintenance; and e) Second Sheet of Ice. The Statutory Bylaw Reserves are as follows: a) Capital Works/Land Sales; b) Recreation Facilities; c) Infrastructure Replacement; d) Parkland Dedication; e) Machinery and Equipment Replacement; f) Airport Machinery and Equipment Replacement; g) Local Improvement Fund (LAS Function); h) Parking Spaces; i) Forestry; j) GHG Emission Reduction; k) Airport Infrastructure; and l) Ambleside Subdivision. The Town has a policy in place that specifies a minimum balance for the General, Airport, and Utility Surpluses. GENERAL GOVERNMENT 2018 CAPITAL ITEM A: Municipal Facility Capital Maintenance /Upgrade Five Year Program The Facilities category includes capital items proposed under the Facility Capital Maintenance program. These 2018 Budget items include the following: a) carpet replacement in Council Chambers; b) replacement of fixtures in the Chamber of Commerce building; and c) furnace replacements at the gymnastics building. Brown/ THAT the Finance Committee recommend to Council that Capital Item A Municipal Facility Capital Maintenance/Upgrades Five- Year Plan 2018-2022, be approved as presented. Page 2 of 12
2018 CAPITAL ITEM A: Municipal Facility Capital Maintenance /Upgrade Five Year Program continued direct Staff to provide a report in 2018 on renewable energy options for Town Hall heating. OPPOSED: COUNCILLOR WRAY. 2018 CAPITAL ITEM B: Town Facility Solar (Grant) Project The Solar Photo Voltaic Installation of the Town Office Pilot Project in the amount of $50,000 has been carried over from 2017 into 2018, pending grant funding. approve the Capital Item B: Town Facility Solar Light Pilot Project budget and that it be moved from 2018 into 2019, with funding as presented. 2018 CAPITAL ITEM C: IT Software, Communication and Hardware Upgrades/Replacements The proposed Software Upgrades include the following: a) Microsoft Exchange system in the amount of $10,000; b) Town Hall Phone System upgrade in the amount of $20,000. Browne/ approves the Capital Item C: IT Software, Communication and Hardware Upgrades/Replacements in the amount of $30,000, with funding as presented. PROTECTIVE SERVICES 2018 CAPITAL ITEM D: Fire Department Storage Building The proposed Fire Department Storage Building is to house all emergency management equipment and the Fire Department Townowned assets currently stored at the LB Warner Centre and other site locations, in the amount of $465,000. Page 3 of 12
2018 CAPITAL ITEM D: Fire Department Storage Building continued Council asked about the timeline history of the Fire Department Storage Building. Council expressed concerns over the placement of the new building within Central Park, since the Central Park Plan has not been finalized. Council asked for more information on the different location options (behind the Fire Hall or behind the Stork's Nest Inn). Staff responded that they did not have that information in front of them and that they could provide it at the Finance Committee meeting being held on January 16, 2018. approves Capital Item D: Fire Department Storage Building budget carry forward from 2017 into 2018; Council approves an additional $15,000 for the Fire Department Storage Building in 2018, with funding as presented. Atrill/ THAT the above motion be postponed to the January 16, 2018, Finance Committee meeting. Atrill/ THAT the Finance Committee meeting be recessed for a short break (9:42 a.m.). Councillor Brienesse, Chair, resumed the meeting (9:51 a.m.). 2018 CAPITAL ITEM E: Fire Training Centre Completion approves Capital Item E: Fire Training Centre Completion budget carry forward from 2017 into 2018, with funding as presented. Page 4 of 12
2018 CAPITAL ITEM F: Fire Department Fleet Purchases Five Year Plan Council expressed concern over the early replacement of the Fire Chief vehicle, in order to provide a vehicle to the part time Fire Trainer. K. Stecko, Fire Chief, explained that over time, the legislation will require increased pre-fire Inspections, which the Fire Training Officer will be expected to assist with, as well as responding to emergency calls. approve the Capital Item F: Fire Department Fleet Purchases Five Year Plan including the 2018 purchase of a new Fire Chief's vehicle in the amount of $50,000, with funding as presented. OPPOSED: COUNCILLORS BRIENESSE AND BROWNE. DEVELOPMENT SERVICES/ENGINEERING 2018 CAPITAL ITEM G: Proposed Road Capital Upgrades Five Year Plan Council discussed the possibility of using alternative treatments for street paving instead of the heated asphalt in order to stretch the paving budget and cover more road surfaces. add a $30,000 Emulsion Chip Seal Treatment Pilot Project to the Town's portion of Rosenthal Road to the 2018 Road Capital (Property Tax Funded) Program. THAT the above motion be amended by adding the wording "pending approval of operational funds." add $30,000 for an Emulsion Chip Seal Pilot Project treatment on the Town's portion of Rosenthal Road to the 2018 Road Capital (Property Tax Funded) Program, pending approval of operational funds. OPPOSED: COUNCILLOR WRAY. Page 5 of 12
2018 CAPITAL ITEM H: Sidewalk Capital Upgrades Five Year Plan Brown/ approves the 2017 Sidewalk Capital Upgrade Completion Program budget carry forward from 2017 into 2018; Council approves Capital Item H: 2018 Sidewalk Capital Upgrade (Property Tax Funded) Program Five-Year Plan 2018-2022, with funding as presented. THAT the above motion be amended by "increase the budget by $25,000, from $75,000 to $100,000 for 2018 pending approval of operational funds". The main motion, as amended, was voted on with the final wording being as follows: approves the 2017 Sidewalk Capital Upgrade Completion Program budget carry forward from 2017 into 2018; Council increase Capital Item H: 2018 Sidewalk Capital Upgrade (Property Tax Funded) Program by $25,000, from $75,000 to $100,000, pending approval of operational funds. 2018 CAPITAL ITEM I: Proposed Five Year Accessibility Upgrade Plan The Accessibility Improvement Program has identified six priorities for improving the lives of seniors in the municipality. The six priorities are as follows: 1) continue implementing the Age Friendly Plan; 2) improve sidewalks; 3) accessible public washrooms; 4) make parks more accessible; 5) improve access to public buildings and recreation facilities; and 6) install accessible amenities throughout parks and trails. Page 6 of 12
2018 CAPITAL ITEM I: Proposed Five Year Accessibility Upgrade Plan continued approves the balance of the 2017 Accessibility Upgrades Plan budget carry forward from 2017 into 2018; and the 2018 budget amount of $50,000; Council approves an additional $10,000 in 2018 to complete the Ambleside Park, to install an accessible bench and provide accessible curb cuts, with funding from Gas Tax Funds; Council approves the Capital Item I: Five Year Accessibility Upgrade Plan 2018-2022, including Sidewalk Connectivity, with funding as presented. D. Plouffe, Director of Corporate Services, left the meeting (10:43 a.m.). 2018 CAPITAL ITEM: Rosenthal Road approves the Rosenthal Road Project budget carry forward from 2017 into 2018, with funding as presented; Council add an additional $15,000 in the 2018 budget to complete the Rosenthal Road Project, with funding from General Operating Surplus. 2018 CAPITAL ITEM J: Frontage Road Gravel Sidewalk (Fulton to Sixteenth Avenue) The cost to construct concrete-ready gravel walkways on both sides of North Central Plumbing and Heating s 30-metre section of new concrete walkway on Frontage Road and a gravel walkway between the red brick walkways constructed in front of Smithers Lumber Yard and the Smithers Mall is estimated at $100,000. This would provide a continuous pedestrian pathway from King Street to Sixteenth Avenue. Page 7 of 12
2018 CAPITAL ITEM J: Frontage Road Gravel Sidewalk (Fulton to Sixteenth Avenue) continued THAT the Finance Committee recommends to Council that Council approves the Capital Item J: Frontage Road Gravel Sidewalk (Fulton to Sixteenth Avenue) 2018 budget in the amount of $100,000, with funding as presented. OPPOSED: COUNCILLOR WRAY. WORKS AND OPERATIONS 2018 CAPITAL ITEM K: Works and Operations 20 Year Fleet/Equipment Replacement Program; Memo regarding a Waterless Sweeper and Machinery and Equipment Statutory Replacement Reserve Analysis The Works and Operations 2018 Fleet/Equipment Replacement Program includes the following: a) one-ton flatdeck; b) lawn mower; c) two pickup trucks; d) Director of Works and Operations vehicle; e) playground equipment at Heritage Park; and f) emulsion pump, in the amount of $261,000. D. Plouffe, Director of Corporate Services, returned to the meeting (11:45 a.m.). THAT the Finance Committee recommend to Council that Capital Item K Works and Operations 20 Year Fleet/Equipment Replacement Program Five-Year Plan 2018-2022, be approved as presented. AIRPORT 2018 CAPITAL ITEM L: Airport Modernization Project approves the Capital Item L: Airport Terminal Modernization Project budget carry forward from 2017 into 2018, with funding as presented. Page 8 of 12
2018 CAPITAL ITEM M: Airport Equipment/Fleet Replacement Five Year Program THAT the Finance Committee recommend to Council that Capital Item M Airport Machinery and Equipment Replacement Program Five-Year Plan 2018-2022, be approved as presented. 2018 CAPITAL ITEM N: Airport Paving Program approves the Capital Item N: 2017 Airport Paving Program budget carry forward from 2017 into 2018; Council approves the total 2018 Airport Paving Program in the amount of $150,000, with funding as presented. 2018 CAPITAL ITEM O: Airport Small Plane Tie Down Project In 2017, Airport Maintenance were forced to remove an old cable tie down system from the aircraft parking area. It is anticipated that in the summer of 2018, two new cables and anchor systems for small aircraft to tie into will be installed in the amount of $42,000. approves the Capital Item O Small Plane Tie Down Project in the amount of $42,000 with funding as presented. PUBLIC HEALTH/CEMETERY 2018 CAPITAL ITEM P: Cemetery Upgrades: Columbarium approves the Capital Item P: Cemetery Upgrades Columbarium in the amount of $22,000, with funding as presented. Page 9 of 12
RECREATION AND CULTURE 2018 CAPITAL ITEM Q: Skateboard Park Expansion approves the Capital Item Q: Skateboard Park Expansion budget carry forward from 2017 into 2018, with funding as presented. THAT the Finance Committee table the remainder of the agenda until the January 16, 2018, Finance Committee meeting. 3.2 PROPOSED 2019, 2020, 2021, AND 2022 CAPITAL PLANS Report FIN 17-56 dated December 18, 2017, from L. Ford, Director of Finance, regarding the proposed 2019, 2020, 2021, and 2022 Capital Plans, was presented (1610-01). 3.3 PROPOSED 2018 SPECIAL OPERATING PROJECTS Report FIN 17-57 dated December 18, 2017, from L. Ford, Director of Finance, regarding the proposed 2018 Special Operating Projects and the following attachments were presented: a) spreadsheet listing Proposed 2018 Special Operating Projects; b) Special Operating Project: A: Council Special Projects; c) Special Operating Project: N: Water System Modeling Project; d) Special Operating Project: P: Collaborative Project (NDI Collaborative funding); e) Special Operating Project: Q: Miscellaneous Economic Development Projects (NDI Capacity funding); f) Special Operating Project: R: Recycling Special Projects; g) Special Operating Project: S: Banner Replacements (Highway 16); h) Special Operating Project: U: Riverside Electrical Reconfiguration Review; and i) Special Operating Project: W: Airport South Slope Geotechnical Study (1610-01). 3.4 TOWN FACILITIES Report FIN 17-58 dated December 18, 2017, from L. Ford, Director of Finance, regarding the Town Facilities and the following attachments were presented: a) list of Town Buildings/Facilities; and b) draft proposed property 2018 tax rate increases to be presented in the draft Operating budget working papers. Page 10 of 12
3.5 FUNDING IMPACTS Report FIN 17-59 dated December 18, 2017, from L. Ford, Director of Finance, regarding the funding impacts of Capital on Surpluses and Reserves and the following attachments were presented: a) spreadsheet showing past and projected ending balances of all Operating Surpluses and Reserves; b) spreadsheets showing the detailed transactions (past and projected) within each separate Operating Surplus and Reserve; and c) Operating Surplus and Capital Reserve Policy FIN-010. 4. CORRESPONDENCE/REPORTS - 'B' ITEMS - FOR INFORMATION 4.1 ESTIMATED ACTUAL 2017 CAPITAL Report FIN 17-60 dated December 18, 2017, from L. Ford, Director of Finance, regarding the estimated actual 2017 Capital, was presented (1610-01). 4.2 PAST 20 YEARS CAPITAL PROJECTS Report FIN 17-61 dated December 18, 2017, from L. Ford, Director of Finance, regarding Capital Projects over the past 20 years and the following attachments: a) Capital Projects from 1999 up to and including proposed 2018 capital; and b) Funding of capital projects from 1999 up to and including proposed 2018 (1610-01). 5. SUPPLEMENTAL ITEMS APPROVED FOR DISCUSSION None. 6. OTHER BUSINESS / NEW BUSINESS None. 7. ADJOURNMENT THAT the Finance Committee meeting be adjourned (11:56 p.m.). Phil Brienesse Councillor/Chair Anne Yanciw Chief Administrative Officer Page 11 of 12
Certified a True and Correct Copy of the minutes of the Finance Committee meeting held Monday, January 15, 2018, at 8:30 a.m. in the Council Chambers, 1027 Aldous Street, Smithers, B.C. Dianna Plouffe Corporate Officer Page 12 of 12