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HomeMy WebLinkAbout2013-12-12 FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 12. 2013 CITY OF KITCHENER The Finance and Corporate Services Committee met this date commencing at 9:06 a.m. Present: Councillor S. Davey-Chair Mayor C. Zehr and Councillors D. Glenn-Graham, B. loannidis, Z. Janecki, Y. Fernandes, K. Galloway-Sealock, F. Etherington, P. Singh, B. Vrbanovic and J. Gazzola. 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 of Economic Development T. Beckett, Fire Chief R. Hagey, Director, Financial Planning J. Witmer, Director of Operations C. Fletcher, Director of Facilities Management M. Seiling, Director of Building W. Malcom Director of Utilities M. Goldrup, Director of Human Resources S. Turner, Director or By-law Enforcement H. Gross, Director of Project Administration & Economic Investment D. Murray, Interim Director of Information Technology P. McCormick, Manager, Parking Enterprise G. Hummel, Manager, Park Planning, Development&Operations D. Fagerdahl, Manager, Financial Planning N. Gollan, Manager, Stormwater Utility D. Saunderson, Committee Administrator D. Livingstone, Committee Administrator C. Goodeve, Committee Administrator 1. FCS-13-179 - 2014 OPERATING BUDGET The Committee considered Finance and Corporate Services Department report FCS-13-179, dated November 26, 2013 concerning the City's 2014 Operating Budget, together with a consolidated budget summary by Department/Object, Budget Issue Papers for specific items and a list of Potential Budget Reductions to potentially reduce the proposed 2014 tax levy increase by 0.25%. In addition, Council was in receipt of correspondence from residents within Victoria Park, dated December 11, 2013, regarding noise created by City maintenance equipment housed in Victoria Park. GENERAL OVERVIEW Mr. D. Chapman presented a general overview of the Operating Budget, advising that it seeks to find a balance between affordability and sustainability. Budget affordability means that the budget approved by Council supports the strategic directions for financial management and responds to the current economic climate. He reviewed the proposed tax rate increase, including and excluding the Economic Development Investment Fund (EDIF), relative to Consumer Price Index (CPI) and Municipal Price Index (MPI) over the past ten years. He stated that tax increases, including EDIF have trended just under MPI, and excluding EDIF, has matched CPI over the past ten years. Mr. Chapman reviewed a comparison of municipal costs for an average household in 2013 between Kitchener and the Cities of Waterloo and Cambridge, showing Kitchener holds the lowest position in total taxes, Water and Sewer rates, as well as Hydro cost. In regard to tax burden, Kitchener has the lowest of any of the cities at $3,297. He added that if Stormwater fees were added back in, Kitchener's tax burden would still be lower than that of Cambridge. In regard to Utilities, Kitchener has a higher cost than the other cities, but that is largely due to higher costs of Stormwater and Natural Gas. He commented that the Water and Sewer costs for Kitchener are falling behind the costs of Waterloo and Cambridge. In recent years the rate of increase in the other cities has well surpassed the increases approved by Kitchener City Council. He noted that so while Kitchener was the first city to increase these rates to proactively deal with infrastructure replacement, the other cities have caught up and surpassed Kitchener. FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 12. 2013 -114- CITY OF KITCHENER 1. FCS-13-179 -2014 OPERATING BUDGET(CONT'D) Mr. Chapman further advised that the City has three main areas that have produced negative variances in recent years, namely: By-law fine revenues;water and hydro costs; and, shortfalls in the Operations Division. He indicated that as formerly identified to Council during previous budget and variance presentations there continues to be a funding gap of approximately $400,000. He noted that when preparing the 2014 Operating Budget, staff assumed an assessment growth of 1%; whereby the actual assessment growth is 1.31%, meaning that there is $315,000. additional assessment revenue that has not been accounted for as part of the proposed 2014 tax supported budget. He advised that staff is suggesting three options for the additional assessment growth revenue, including: correcting unfunded operating budget deficits, investing in strategic initiatives, or reducing the net tax levy. Mr. Chapman noted that the budget, as tabled, meets all of Council's guidelines, which include a total tax levy increase not exceeding 1.25%; and, secondly, that staff should develop alternative revenue proposals that could reduce the tax levy increase by an additional 0.25%. In response to questions, Mr. Chapman agreed to provide a BMA Management Consultants Inc. City comparison graph highlighting a four year household comparison trend from 2011 to 2014. At the request of Councillor J. Gazzola, Mr. Chapman agreed to provide a 10 year summary of tax rate changes. At the request of Councillor B. Ioannidis, staff agreed to provide two summaries outlining the tax rate changes that have taken place over the past 10 years, one including EDIF and one excluding the EDIF investment. Councillor S. Davey requested that staff provide a summary prior to Final Budget Day of how the proposed tax rate increases for the City, the Region of Waterloo and the School Boards would impact the average residential tax bill. At the request of Councillor B. Vrbanovic, Mr. R. Regier agreed to provide a high level summary of the impact of the EDIF investment on the City's assessment growth. TAX SUPPORTED OPERATING BUDGET Mr. R. Hagey gave an overview of the net expenditure by Department,which remains relatively unchanged from 2013. He explained that the proposed base operating budgets has been broken down into three separate categories: base budget items; EDIF; and, the Tax Stabilization Reserve Fund (TSRF). He noted that the base subtotal accounts for 1.4% of the tax levy increase, which mainly includes compensation and utility impacts. He indicated that the impact of EDIF on the tax levy is a reduction of 1.08%, and the transfer from the TSRF accounts for an increase of 0.93% on the tax levy. Mr. Hagey advised that the 2013 total City property tax levy of $102M plus additional assessment growth of 1.31% equates to a total 2014 tax levy base of$103M. He noted that a 1% levy increase or decrease amounts to just over$1 M in the budget, or an impact of$10.12 annually to the average household. In response to questions, Mr. Chapman advised that the 2.73% attributed to salaries, wages and fringe benefits is not new to the budget. He stated that the amount being reflected includes a gross salary amount that in previous years was accounted for in the Enterprise budget and has been reallocated for 2014. He noted that staff could provide further details outlining the tax levy changes related to compensation in 2014 for Final Budget Day. At the request of Councillor Gazzola, Mr. Hagey agreed to provide a comparison for Final Budget Day of the 2013 budget and the proposed 2014 using the financial variance report format. BOARDS Centre in the Square (CITS) Mr. Hagey advised that last year Council approved a flat funding approach for the Centre in the Square (CITS) that has been carried through the 2014 budget. He indicated that this method FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 12. 2013 -115- CITY OF KITCHENER 1. FCS-13-179 -2014 OPERATING BUDGET(CONT'D) of funding will save the City nearly $150,000 over its four year term; and, provided the CITS with a more stable funding source to allow them to manage their business over a longer-term and not just on a year-to-year basis. Kitchener Public Library (KPL) Mr. D. Carli, Chair, KPL Board, and Ms. Sonia Lewis, CEO, KPL, advised that the 2014 funding request includes a base budget plus an additional $497,700. for the expanded Central Library. Mr. Carli noted that to achieve the City's budget guidelines, the KPL has already cut $37,000. from the base budget, including $21,000. from salaries and benefits. He further advised that a total of$742,000. per year is required to operate the expanded and renovated Central Library. It was noted that of this total, $244,300. was approved in 2013 and the remaining $497,700. is being requested for 2014, as outlined in Issue Paper OP 01. In response to questions, Ms. Lewis advised that a significant capital investment has been made in the expansion of the Central Library, and indicated the operating budget increase being requested are funds that are needed to expand the service demands on technology, ensuring that the building and equipment are maintained and increase staffing to respond to citizen expectations for service. Ms. Lewis further advised that the Central Library project has been slightly delayed but is anticipated to reopen in late spring 2014. Upon request, Ms. Lewis agreed to investigate the financial impacts on staffing and other operation related expenses as a result of the delayed reopening, and provide a breakdown of those expenses for Final Budget Day. OPERATING ISSUE PAPERS In response to questions regarding issue paper OP 03 (Use of Overtime and Absenteeism / Paid Sick Time), Mr. M. Goldrup agreed to provide an additional issue paper outlining a summary of absenteeism / lost time in relation to Workplace Safety Insurance Board (WSIB) claims and non-occupational lost time for City Employees and an additional report with a similar summary for Kitchener Fire Services staff. At the request of Councillor J. Gazzola, Mr. Goldrup agreed to provide an update to issue paper OP 03, to include, the financial impact of the sick time per eligible employee in Fire Services; a conversion of hours to days in relation to paid sick hours; a comparison chart outlining the 2013 overtime expenses; and, statistics outlining overtime expenses incurred by the City of Guelph. STRATEGIC INITIATIVES The Committee recessed at 11:51 a.m. and reconvened at 1:00 p.m., chaired by Councillor S. Davey with all members present except Councillors P. Singh and B. Ioannidis. Mr. Hagey reviewed the Strategic Initiatives stating that the intentions of the initiatives are: to enhance existing services; provide a new service; implementation of a master plan; or, support audit findings. He advised that the initiatives have not been included in the proposed 2014 Operating Budget, noting that staff has identified four potential strategic initiatives detailed in Strategic Initiative Issue Papers SI 01 to SI 06. He stated that the initiatives could be funded through additional assessment growth. Mr. S. Turner responded to questions regarding SI 01 (Improve Citywide Bylaw Enforcement), stating the Issue Paper describes four benefits to increasing the service level by two additional enforcement officers. He advised that net impact on revenue of hiring one fulltime equivalent (FTE) rather than two would be approximately $20,000. annually, and noted that the expectations for service improvements and shorter response times would be lowered. With regard to area specific enforcement needs, Mr. Turner noted that a report will be brought forward for consideration at the January 13, 2013 Community and Infrastructure Services Committee which will overview the specific needs in the Lower Doon area. FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 12. 2013 -116- CITY OF KITCHENER 1. FCS-13-179 -2014 OPERATING BUDGET(CONT'D) Councillor B. loannidis entered the meeting at this time. Councillor P. Singh entered the meeting at this time. Mr. D. Murray responded to questions regarding SI 02 (Improve Customer Service and Efficiency through Mobile Technology), advising that there are operational efficiencies to be gained through the hiring of two new FTE's. He explained that as described in the November 25, 2013 presentation on Mobile Technology Strategy, there are over 40 corporate-wide mobile initiatives with an estimated $213,000 - $232,000. annual operational efficiencies to be attained. At the request of Councillor B. Vrbanovic, Mr. Murray agreed to provide an Issue Paper for Final Budget Day containing a list of mobile technology projects indicating the implications if only one of the two proposed FTEs were approved. Mr. H. Gross was in attendance to answer questions regarding SI 03 (Improve Infrastructure Data Management to Better Support Spending Decisions). He advised that one FTE is required, as detailed in the Asset Management Program Roadmap. He further advised that asset management plans are integral to receiving any Gas Tax funding from the Provincial government. Mr. Gross agreed to provide an Issue Paper for Final Budget Day with information regarding the Province's asset management plan requirements to receive grant funding, and how it relates to the proposed FTE. Mr. G. Hummel responded to questions regarding SI 04 (Proactive Tree Maintenance), advising that structural pruning of the 60,000 trees in the City's tree inventory would help strengthen the trees to prevent long-term problems. He advised that trees have been identified as one of the City's 12 assets, and requires the investment of maintenance to capitalize on the building of a sustainable urban forest. He explained that the proactive maintenance would mitigate risk to the tree inventory. Upon request, Mr. Witmer agreed that staff would provide an Issue Paper analyzing the operating expenses if the requested FTE for street tree maintenance was hired seasonally. Councillor D. Glenn-Graham indicated that citizens may be interested in contributing and participating in increasing the tree canopy by donating trees. Mr. Witmer agreed to provide an Issue Paper with information outlining the possibility of citizens donating trees for planting when their boulevard tree is removed, as well as costs savings, liability, and the City's ability to issue tax receipts to participating citizens. ALTERNATIVE REVENUES Mr. Hagey addressed the Committee advising that options are being presented to reduce the tax rate increase by 0.25%. He explained that staff have developed seven options for generating revenues and although Council has dispensed with the user fee option, six additional options remain for consideration, which if approved would bring the projected levy increase to 1%. The Committee then considered Issue Papers AR 01 to AR 07. Mr. N. Gollan responded to questions regarding AR 06 (New Cost Recovery for Engineering) which requires fees for services to implement cost recovery for applications and requests facilitated by Engineering staff. Questions were raised as to how the proposed engineering fees compared with those in place in other regional municipalities and concerns were expressed that fee implementation would be the impetus for driveway widening without permission. Accordingly, staff agreed to provide an Issue Paper detailing a regional comparison of new proposed engineering fees; information on the impact / risks of residents widening their driveways without proper City approval; and, an overview of City by-laws in place to protect the City should this occur. With regard to AR 05 [Increase User Fees by an Additional 1%, While Providing Additional Funding for the Leisure Access Card (LAC)], Mr. M. May stated that to ensure a sustainable program, $10,000. would be added to the Operating Budget in 2014 with a total phase in FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 12. 2013 -117 - CITY OF KITCHENER 1. FCS-13-179 -2014 OPERATING BUDGET(CONT'D) amount of$30,000. over the next few years. Councillor Gazzola requested an examination of minor hockey and soccer associations' fees charged to their participants to determine if they are increasing their fees. With regard to alternative revenue sources and the overall impact to the Operating Budget, Councillor P. Singh requested that an Issue Paper be provided outlining what Economic Development priorities could be addressed if the remaining Alternative Revenue funding of $150,000.were directed to Economic Development. ENTERPRISE OPERATING BUDGETS Mr. Hagey presented an overview of the City's Enterprises stating that Golf, Parking, Stormwater are projected to be in a deficit position at the end of 2014. He stated that the 5- year budget models for these enterprises reflect a commitment and plan to return them to a break-even position, noting that it is important that Council affirm this commitment to ensure that these enterprises are viable over the long-term. Mr. P. McCormick was in attendance to respond to questions regarding the Parking Enterprise. Upon request, Mr. McCormick agreed to provide email correspondence explaining the hourly parking revenue stream. Councillor D. Glenn-Graham left the meeting at this time. In response to questions regarding the Gas Works Utility Delivery, Mr. W. Malcom agreed to provide a comparison of Kitchener's delivery costs verses what is paid by Union Gas customers in the City of Waterloo. He noted that the requested information would be brought forward in April 2014 in conjunction with Council's consideration of the natural gas rates. Questions were raised regarding the Gas Delivery Stabilization Reserve Fund and its utilization over the past five years. Ms. P Houston agreed to provide a history showing the balance for the Reserve Fund, noting that it would fluctuate from year to year. Mr. Chapman estimated that there would be an equivalent number of years where the Fund would have been over and under its projected balance. He cited as an example the budget that was approved in 2013, which assumed that there would be a profit of$1.1M-1 however, in actuality it is projected that there will be a loss of$800,000. He pointed out that without the Reserve Fund to stabilize that change, it would have had a direct impact on the rate in the subsequent year. Accordingly, when setting the Reserve Policy for the more volatile Utilities, such as Water, Sewer and Gas, it was recognized that a balance of 10%-15% should be maintained to buffer against these kinds of circumstances. He noted that the $1.8M swing in 2013 accounts for almost half of the minimum balance established for the Gas Delivery Stabilization Reserve. Councillor Z. Janecki left the meeting at this time. In response to questions regarding the Water Utility, Mr. Chapman agreed to provide information for Final Budget Day regarding the 2014 water rates being proposed by the Cities of Waterloo and Cambridge. Questions were raised regarding the Stormwater Utility and it was requested that an Issue Paper be provided for Final Budget Day outlining a projection for the Utility assuming 1% or 2% rate increase, as opposed to the proposed 3% increase. NEXT STEPS Mr. Hagey advised that a public budget consultation session was scheduled for Monday, January 13, 2014, adding that Final Budget Day was scheduled for Thursday, January 30, 2014. Mayor C. Zehr left the meeting at this time. FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 12. 2013 -118 - CITY OF KITCHENER 1. FCS-13-179 -2014 OPERATING BUDGET(CONT'D) Council undertook a review of the following 19 action items arising from this meeting. It was identified that with respect to the Hockey and Soccer Associations fees and the declining hourly parking revenue that information could be forwarded to Council via email. At the request of Councillor K. Galloway-Sealock, Councillor Singh's requested Issue Paper on Economic Development priorities for the remaining Alternative Revenue funding was voted on separately and was Carried. On motion by Councillor P. Singh- it was resolved: "That staff be directed to report and/or take appropriate action on the following matters arising from the December 12, 2013 special Finance and Corporate Services Committee meeting relative to the 2014 Operating Budget, as outlined in the chart below: Division To(oic Action ENTERPRISE/ Provide information via email COMMUNITY User Fees correspondence on Hockey and Soccer PROGRAMS& Associations fees charged to their SERVICES participants. TRANSPORTATION Explain declining hourly parking revenue SERVICES Parking stream participants via email correspondence. Provide high level information on Economic Development assessment increases due to EDIF Investment Fund (EDIF) investment. ECONOMIC Provide information outlining what Economic DEVELOPMENT Development priorities could be addressed Alternative Revenue Sources if the remaining Alternative Revenue funding ($150,000)were directed to Economic Development. Household Provide the BMA City comparison graph Comparisons over the last 4 years. (Page 0-19). Provide information about how the proposed Household tax rate increases for Kitchener/Region/ Comparisons School Board would impact the average resident(Page 0-20 Household comparison slide). FINANCIAL Provide schedule of tax and rate changes PLANNING Historical Information over the last 10 years (both including EDIF and excluding EDIF). Provide details of tax levy change related to Tax Levy compensation in 2014 Tax Levy change Detail slide. (Page 0-30 Using the financial variance report format, Budget comparators provide a comparison between the 2013 budget and the proposed 2014 budget. Provide information about what New Main KITCHENER Delayed Opening Branch Library costs could potentially be PUBLIC LIBRARY Impact deferred to 2015 based on its delayed opening in 2014. FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 12. 2013 -119 - CITY OF KITCHENER Provide issue paper outlining lost time Lost time (WSIB and non-occupational lost time) noting fire separately. HUMAN Update the overtime issue paper to include: RESOURCES 1)The financial impact of the Fire paid sick Overtime time per eligible employee; 2)Convert fire hours to days, 3)2013 overtime information for Kitchener; 4)Guelph overtime survey results Provide a list of mobile technology projects INFORMATION Mobile Technology and indicate the implications if only one of TECHNOLOGY Strategic Initiative the two proposed Full Time Equivalents (FTEs)were approved. Street Tree Update the Street Tree issue paper to Maintenance Strategic outline the cost impact if the requested Initiative FTEs was hired seasonally. OPERATIONS Provide information outlining the possibility Tree Maintenance of people donating trees for planting when their boulevard tree is removed (costs savings, liability, ability to issue tax receipts) Update the Asset Management issue paper ASSET Asset Management to include information regarding the MANAGEMENT Strategic Initiative Province's asset management plan requirements to receive grant funding, and how it relates to the ro pose d FTE. 1) Provide regional comparison of new proposed engineering fees. Cost Recovery 2) Provide impact/risks if residents widen Alternative Revenues their driveway without proper City ENGINEERING approval. 3) Indicate what other bylaws are in place to protect the City should this occur. Stormwater Utility Provide storm water projection assuming 1%or 2% rate increases instead of 3%. WATER UTILITY Water Rates Provide 2014 water rate increases for Waterloo and Cambridge. 2. ADJOURNMENT On motion, this meeting adjourned at 5:39 p.m. C. Goodeve D. Livingstone D. Saunderson Committee Administrator Committee Administrator Committee Administrator