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HomeMy WebLinkAbout2013-11-21 FINANCE AND CORPORATE SERVICES COMMITTEE NOVEMBER 21, 2013 CITY OF KITCHENER The Finance and Corporate Services Committee met this date commencing at 9:05 a.m. Present: Councillor S. Davey-Chair Mayor C. Zehr and Councillors J. Gazzola, D. Glenn-Graham, B. loannidis, Z. Janecki, Y. Fernandes, K. Galloway-Sealock, B.Vrbanovic, F. Etherington and P. Singh. Staff: J. Willmer, Chief Administrative Officer D. Chapman, Deputy CAO, Finance &Corporate Services P. Houston, Deputy CAO, Infrastructure Services M. May, Deputy CAO, Community Services R. Regier, Executive Director, Economic Development C. Tarling, Director, Legislated Services& City Clerk J. Witmer, Director of Operations L.Johnston, Director of Communications R. Hagey, Director of Financial Planning H. Gross, Director, Project Administration & Economic Investment S. Turner, Director, By-law Enforcement C. Fletcher, Director, Facilities Management M. Seiling, Director of Building A. Pinard, Director of Planning W. Malcolm, Director of Utilities K. Kugler, Director of Enterprise J. Readman, Director, Transportation Services D. Murray, Interim Director, Information Services &Technology T. Beckett, Fire Chief S. DiDonato, Manager,Arts&Culture S.Allen, Manager, Engineer Design &Approvals B. Korah, Manager, Development Engineering N. Gollan, Manager, Stormwater Utility G. Hummel, Manager, Park Planning, Development&Operations B. Sloan, Manager, Long Range & Policy Plan D. Ritz, Supervisor, Design/Development S. Saleh, Supervisor, Collections/Payment Process C. Goodeve, Committee Administrator D. Livingstone, Committee Administrator D. Saunderson, Committee Administrator 1. FCS-13-156 - 2014 CAPITAL BUDGET The Committee considered Finance and Corporate Services Department report FCS-13-156, dated November 4, 2013, and attached line-by-line listing of all projects in the Capital Forecast by Department/Division. Councillor K. Galloway-Sealock entered the meeting at this time. GENERAL OVERVIEW Mr. D. Chapman provided opening remarks, stating that a capital budget provides for investment in assets which have a long-term benefit to the City. He noted that the objectives of the report are to summarize the 2014 Capital Budget Forecast; describe the new investment priorities for the 2014 Capital Forecast; and, summarize significant changes from the 2013 Capital Forecast. CAPITAL FUNDING SOURCES Mr. R. Hagey then reviewed the funding sources for the Capital Forecast, advising that the total for 2014 is higher than that of 2013. He gave an overview of the significant changes noting that there were significant deficits identified in Development Charges (DC) in 2012, due to falling revenues, which has transferred into 2013. He noted that, as per legislation, the existing DC By-law will expire June 1, 2014. He stated that staff will complete a comprehensive review of the DC By-law which will determine the projects that will receive priority in the 10-year Forecast. He further advised that staff have continued to review the FINANCE AND CORPORATE SERVICES COMMITTEE NOVEMBER 21.2013 -105- CITY OF KITCHENER 1. FCS-13-156 - 2014 CAPITAL BUDGET(CONT'D) Budget and adhere to the approved Capital Policy, ensuring that the impact on the taxpayers each year is to be no greater than the rate of inflation. He noted that the Capital Budget is balanced and members were encouraged to consider the impacts adjustments in the Capital Forecast may have on future budgets. At the request of Councillor J. Gazzola, Mr. Hagey agreed to provide a list detailing the City's capital closeouts. DEBT Mr. Hagey reviewed the City's overall debt in context of the 2014 Capital Budget and Forecast. He advised that trends of previous years remain with the total debt load peaking in 2013 and then decreasing as the Economic Development Investment Fund (EDIF) debt is retired. He stated that debt charges as a percentage of the tax levy are higher than the 5%-10% target and are anticipated to continue along that trend until 2021. With regard to debt per household, the target range of$400-$1000 is exceeded, but expected to come within range by 2015. Mr. Hagey stated that the current debt to reserve ratio exceeds the target range; however, as EDIF retires, the ratio is anticipated to come down to 1:1. RESERVE FUNDS Mr. Hagey reviewed the current status of each of the City's Reserve Funds. He stated that overall the City has a comprehensive reserve policy framework and reserve levels are increasing but are below the minimum targets. He further advised that the debt to reserve ratios are also below target, but continue to see improvements in the upcoming years. In response to questions, Mr. Hagey agreed to provide an issue paper outlining the revenue and expenditure totals for all the reserves for January 30, 2014, Final Budget day. Councillor J. Gazzola clarified that he was not seeking a detailed account and that a summary would be sufficient. CAPITAL FORECAST INFORMATION With regard to the estimate quality for all non-general-provision projects with budgets in excess of$1 M, Councillor Gazzola requested an issue paper identifying where contingencies in Class B and C estimates have been incorporated to mitigate over-spending of project budgeting in the future. MAJOR CHANGES SINCE PRIOR YEARS & ISSUE PAPERS The Committee then reviewed the major changes from prior years as well as the Issue Papers put forward as part of the 2014 Capital Budget, with particular regard to the existing capital balances. Mr. Chapman responded to questions regarding disbursement of surpluses within the EDIF accounts, advising that the process for closing out the EDIF funding has been very detailed with any remaining surplus being distributed to Reserve Funds. GENERAL EXPENSE/BOARDS Councillor Gazzola requested clarification on the remaining funding allocated to the Kitchener Public Library (KPL). Ms. Sonya Lewis, KPL, explained that the expansion of the central library had been delayed resulting in a balance within the Capital Account for 2014. Ms. Lewis further advised that the library project estimate was of Class C quality, based on cost per square foot, which did not include the 40-60% contingency; however, the project has been postponed until the 2015 DC review. Mr. Chapman pointed out that there is a disclaimer on every page of the agenda package which states that the timing of all DC funded projects in 2014 and beyond is tentative and is subject to change based on the results of the next DC Background Study. The meeting then recessed at 12:05 p.m. and reconvened at 1:00 p.m.with all members present. FINANCE AND CORPORATE SERVICES COMMITTEE NOVEMBER 21.2013 -106- CITY OF KITCHENER 1. FCS-13-156 - 2014 CAPITAL BUDGET(CONT'D) OFFICE OF THE CHIEF ADMINISTRATOR Councillor K. Galloway-Sealock requested clarification on the status of the Corporate Plan project and planned uses related to the funding allocation in the 2014-2023 Capital Forecast Corporate Plan account. It was agreed that staff would provide a response on this matter prior to Final Budget Day. Councillor Gazzola questioned the Public Art Balances in the amount of $611,837. Ms. S. Di Donato responded that the balance is tied to the one-percent public art policy for capital projects as well as the programing for art within Community Centres. Mr. R. Regier elaborated that staff is currently examining installing art outside of the Downtown core and the one- percent provision is held in the account to fund projects for locations not currently funded by capital. Councillor Gazzola requested that staff provide an issue paper regarding the planned uses for the existing balance in Public Art. Several Councillors requested clarification on the balances of the Downtown incentives and how the funding will be incorporated into the new program. Mr. Regier agreed to provide further details on the incentive program prior to the November 25, 2013 Council meeting. FINANCE AND CORPORATE SERVICES With regard to the Human Resources General, Councillor Gazzola inquired if the $125,930. allocated to the PeopleSoft/HR Payroll system could be redirected, if not required for the capital project. Mr. Chapman indicated that an issue paper clarifying the status and planned uses of the existing capital balance for the PeopleSoft Phase 2 project would be provided prior to Final Budget Day. COMMUNITY SERVICES Councillor Gazzola asked that an issue paper be provided to elaborate on the details of the 10 year replacement plan proposed allocation of$189,156. for Fire communications. Councillor Y. Fernandes inquired whether Planning staff could revisit their position on evaluating the existing planning policies and zoning regulations in Lower Doon and Pioneer Park areas once the other non-growth related planning studies have been completed. Mr. A Pinard advised that financially there may be the opportunity to expedite a review of the Doon and Pioneer Park areas; however, staff does not have the capacity to take on this work within its existing resources. He further advised that it is something staff could potentially investigate adding to the Capital Budget in the next three years, if workloads permit. In addition, he noted that there are strict limitations on attempting to use the land use planning process to deal with behavioural and safety issues. INFRASTRUCTURE SERVICES In response to questions, Mr. G. Hummel agreed to provide an issue paper on moving the $488,000. allotted for synthetic turf in 2014 to 2015 in order to advance funding for Trails / Neighbourhood parks / Playground Features / General Park Development / General Park Rehabilitation, Paving the McLennan Park Parking Lot and the Emerald Ash Borer. Additionally it was requested that the issue paper include information as to how resources would be allocated to ensure that the work was completed in the noted areas. In response to further questions, Mr. J. Witmer agreed to provide an issue paper outlining the list of parks and trail projects that are included in general provisions for 2014. In response to questions, Mr. D. Ritz advised that the Cenotaph project was identified in the 2013 and 2014 Capital Budgets to be completed in conjunction with the Region of Waterloo's Light Rail Transit (LRT) project in 2017. Councillor B. Vrbanovic requested that staff prepare an issue paper to determine whether the Cenotaph could be advanced on the 2014 Capital Budget, to correspond with the 100th anniversary of World War I. FINANCE AND CORPORATE SERVICES COMMITTEE NOVEMBER 21.2013 -107 - CITY OF KITCHENER 1. FCS-13-156 - 2014 CAPITAL BUDGET(CONT'D) In response to questions from Councillor Gazzola, staff agreed to provide an update outlining the progress for the first year of synthetic turf fields that have been installed at Woodside Park. Questions were raised regarding the completion of the trails leading from the KPL to the Civic Park. Mr. Ritz advised that the finalization of that trail was pending the completion of the construction activity at the KPL. He acknowledged that discussions need to take place with Parking staff to coordinate the timing of the proposed work. He agreed to invite Councillor Glenn-Graham to participate in those discussions, which are anticipated to take place in early 2014. In addition, Councillor D. Glenn-Graham requested that an issue paper be provided on the plans for surface treatment above KPL parking garage and potential funding options. In response to questions regarding the Margaret Avenue Bridge, Mr. S. Allen agreed to circulate information outlining the funding sources being used for the reconstruction project. Questions were raised regarding the existing capital balance of $7.5M for the Consolidated Maintenance Facility / Kitchener Operations Facility (KOF). Ms. P. Houston advised that the major outstanding items contributing to that amount relate to the proceeds from the sale of Elmsdale as well as the sale of the Battler yards; which should be finalized over the next 9-12 months. It was agreed that staff would provide an issue paper estimating the expected funding shortfall or surplus related to the KOF. Additional questions were raised regarding the City's portion of the Region's LRT project. Ms. Houston advised that staff anticipate providing an update on the cost sharing arrangement for that project in early 2014. Councillor Y. Fernandes requested clarification as to why $393,000. was proposed to be allocated for Engineering Studies when there was an existing balance of $463,018. in that account. Mr. B. Korah agreed to provide information detailing each of the three studies proposed for 2014, including a breakdown of costs as well as the potential impact if they were deferred. Clarification was requested regarding the Filsinger Park Stream Naturalization Project that was being undertaken as part of the rehabilitation of the Lower Henry Sturm Greenway. Mr. N. Gollan advised that this was being completed as part of Phase 2 of the work designed to address Victoria Park Lake's water quality problems and upstream watershed conditions. Accordingly, it was included under the line item for the Victoria Park Lake project. Councillor Z. Janecki commented that while this may be related to the Victoria Park Lake project, he requested that it be identified as a separate item in the Capital Forecast. Councillor Fernandes requested that a list be provided of the ongoing creek rehabilitation projects planned for 2015. Questions were raised regarding the proposed Charles and Water Parking Garage. Mr. Chapman advised that item has been in the Capital Forecast for several years. He indicated that parking growth demands will be addressed as part of the DC Background Study and suggested postponing any action to remove this project from the Forecast until after the completion of that Study. Councillor Fernandes requested that an issue paper be provided as to the impact of removing the Charles and Water Parking Garage. Councillor F. Etherington expressed concern regarding the amount of funding that has been budgeted toward the Mayor and Council's Home Technology account. He requested that an issue paper be provided on the potential to reduce the costs associated with that item. The following motion was Carried Unanimously by all members present. On motion by Councillor Y. Fernandes- it was resolved: "That staff be directed to report and /or take appropriate action on the following matters arising from the November 21, 2013 special Finance and Corporate Services Committee meeting relative to the 2014 Capital Budget, as outlined in the chart below: FINANCE AND CORPORATE SERVICES COMMITTEE NOVEMBER 21.2013 -108 - CITY OF KITCHENER 1. FCS-13-156 - 2014 CAPITAL BUDGET(CONT'D) Division— Topic Action Provide additional details on downtown Downtown incentives and clarify how downtown ECONOMIC Incentives incentive funding will roll into program (prior DEVELOPMENT to November 25, 2013 Council meeting) Public Art Provide via issue paper planned uses for the Existing Balance existing balance in public art Capital List components of the $68,000. of capital FINANCIAL closeouts closeouts PLANNING Provide revenue and expenditure totals for all Reserves of the reserves by Final Budget Day CAO- Corporate Plan Explain use of funds in Project # 170101001 ADMINISTRATION Project —Corporate Plan HUMAN Provide via issue paper status and planned RESOURCES People Soft uses of Existing Balance for People Soft system Confirm Elmsdale proceed estimate that was FACILITIES KOF project included in the KOF budget. Provide MANAGEMENT estimate of expected funding shortfall or surplus Communications Provide details of the 10 year replacement FIRE SERVICES Plan plan for Fire communications (dispatch, emergency etc. Provide issue paper on moving 2014 $488,000. for synthetic turf to 2015 in order to advance 2015 funding for Trails / Synthetic Turf Neighbourhood parks/ Playground Features/ reallocation of General park Development / General Park 2014 funding Rehabilitation, Paving of McLennan Park Parking Lot and EAB (funded out of CC); Include how resources would be allocated to complete work in the above areas OPERATIONS Provide via issue paper information on Synthetic Turf progress of synthetic turfs fields at Woodside Park. Provide via issue paper, considerations Cenotaph related to potentially advancing cenotaph project to 2014. Parks and Trails Provide list of parks and trails projects in general provisions for 2014. Prepare issue paper on how "quality of ASSET Quality of estimates are used", and how to better MANAGEMENT estimates estimate Class B and C projects to mitigate over-spending of projects budgeted in the future. FINANCE AND CORPORATE SERVICES COMMITTEE NOVEMBER 21.2013 -109 - CITY OF KITCHENER 1. FCS-13-156 - 2014 CAPITAL BUDGET(CONT'D) Margaret Indicate detailed funding sources for Avenue Bridge Margaret Avenue Bridge. Stormwater Provide listing of ongoing creek rehabilitation ENGINEERING Utility projects planned for 2015. Engineering Prepare Issue paper breaking out 3 Studies engineering studies, include cost of each study and impact if the studies were deferred. Charles and Provide issue paper on impact of removing Water parking Charles and Water parking garage from TRANSPORTATION garage capital forecast. SERVICES Issue paper on plans for surface treatment garage parking above KPL parking garage and potential gar (funding)options. MAYOR AND Home Office Issue paper on reducing the cost of home COUNCIL OFFICE Technology office technology (capital) for Mayor and Council office." 2. ADJOURNMENT On motion, this meeting adjourned at 5:14 p.m. C. Goodeve D. Livingstone D. Saunderson Committee Administrator Committee Administrator Committee Administrator