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HomeMy WebLinkAboutFIN-09-002 - 2009 Final Budget DayI L REPORT 74 Report To: Councillor Berry Vrbanovic, Chair, and Members of the Finance and Corporate Services Committee Date of Meeting: January 12, 2009 Submitted By: Dan Chapman, General Manager of Financial Services Prepared By: Roger LeBrun, Director of Financial Planning &Reporting (2339) Ward(s) Involved: All Date of Report: December 18, 2008 Report No.: FIN -09 -002 Subject: 2009 FINAL BUDGET DAY RECOMMENDATION: For discussion BACKGROUND: On Monday, January 12, 2009 Council will review the 2009 operating and capital budgets. Council members are asked to bring this package and copies of previous budget presentations to the meeting for reference. REPORT: Budget detail and supplementary information is contained in the following attachments: Slide presentation Issue Paper #1 —Site Plan and Development Review (FTE) Issue Paper #2 — Construction Engineering Project Delivery (FTE) Issue Paper #3 — Operations to Service Growth (FTE) Issue Paper #4 — Environmental Remediation Issue Paper #5 — Relined Gas Mains vs Replacement Gas Mains Issue Paper #6 —Road Resurfacing Program Issue Paper #7 —Gas Capital Investment Reserve Fund Issue Paper #8 —Hydro Capital Investment Reserve Fund Issue Paper #9 — C/C Adjustment to the Capital Program Issue Paper #10 — Winter Maintenance Funding (Budget Correction) Issue Paper #11 — Equipment Reserve Fund Issue Paper #12 — Telephone Reserve Fund Issue Paper #13 — Computer Reserve Fund Issue Paper #14 — Reserve Funds (Details) At Council's request, City departments have prepared separate reports which provide details of cuts previously recommended. These reports follow FIN -09 -002. In addition, Kitchener Public Library and the Centre in the Square will submit separate staff reports with recommendations to achieve the 1% reduction in the City's appropriation, as directed by Finance and Corporate Services Committee on December 8, 2008. These reports will be supplied under separate cover as part of the official agenda package. FINANCIAL IMPLICATIONS: As detailed in the attachments to this report. COMMUNICATIONS: Notice of budget meetings and an invitation for public input was placed on the City website and published in and the Record. The Public Input Session was held December 8, 2008. Dan Chapman, CA MPA General Manager of Financial Services Roger LeBrun, CMA Director of Financial Planning & Reporting N r LM T- ■ rp�, 6I0- N r, 0 i C6 O m O cn wima cn 0 cr 0 L t� LJ_ 0 N m .Q (a 1 � J 0 cn m C i 0 N cn �L Q L W 0 N m C L O L V J 1 X 0 U) C O U N O cn C L.L N N N 0 cn O O C/) N U O 1 � J 0 MI op;-q-4 i r•� LJ ki r ,r m 0 ■ U ' n . 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A primary objective of the Development Engineering Section is to review and approve site plans in a timely and expedient manner. A majority of this review activity relates to the effective management and quality control of the stormwater run -off. This activity requires the comprehensive review of preliminary stormwater management reports to ensure that targets established in sub - watershed studies are achieved in order to protect the environment and protect property from flood conditions. Included in the site plan and development review process are meetings with prospective developers and property owners to discuss the City's requirements, review of potential zone changes, reviews for condominium conversions. Following approval, staff work with engineering consultants to ensure that the work has been performed according to City specifications and that monitoring is being completed as required. RATIONALE /ANALYSIS In discussions with the building and land development industry, via the Waterloo Region Home Builders Association, satisfaction levels have not been addressed in the last 24 months. These delays during the reviewing process affect the effective delivery of the housing or building product to meet market demand. Though there is an expected slow down in the industrial, commercial sector, growth in the multi - residential and residential sector will remain steady, during 2009. Based on an analysis, which considered the number of applications, their relative complexity, and the required staff effort and the abovementioned industry expectations, it is proposed that an additional staff resource be hired to address the project workload. Alignment with City's Strategic Plan The abovementioned activities align with the City's theme of "efficient and effective government ", the strategic direction of providing "cost effective services" and supporting the initiative that "Engineering will attempt to match current, and anticipated workload and divisional initiatives, with an appropriate level of staff resources in a positive team environment that enhances learning opportunities and project prioritization." FINANCIAL IMPLICATIONS Estimated annual costs for both of this position (salaries, benefits) are $ 80,000.00 and would be funded through site plan and development approval fees. During budget deliberations, staff recommended increasing site plan review and approval fees by upwards of 40% to cover the operating expenses associated with the site plan and development review process, which includes both planning and engineering tasks. As such, this position will not affect the Engineering Services Division operating budget, significantly. RECOMMENDATION That Council approve hiring one (1) additional Engineering Technologist to complete site plan and development reviews. 1 of 1 CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #02 - CONSTRUCTION ENGINEERING PROJECT DELIVERY FUND: CAPITAL DEPARTMENT: DTS - ENGINEERING SERVICES DIVISION PREPARER: GRANT MURPHY, DIRECTOR ENGINEERING SERVICES BACKGROUND: There are many infrastructure programs and projects related to roads, bridges, sewers, stormwater management, watermains, pumping stations many of which include environmental remediation. Most of these projects are planned well in advance, while others need to be inserted into the capital forecast due to potential property damage or endangerment to the public. Once these projects are scoped and approved; designed and tendered, it is the responsibility of the Engineering Construction Section to ensure that they are successfully built according to specification and budget. A significant re- organization was completed in the Engineering Division during 2007, in order to provide more effective management and coordination associated with infrastructure capital programs. One of the new sections created was Engineering Construction which provides quality assurance services (i.e. inspection) and project management for accelerated infrastructure renewal projects, and annual program for sidewalks, road re- surfacing, and trenchless sewer rehabilitation. In early 2008, a roles and responsibilities review was completed by Human Resources to identify gaps and opportunities to optimize resourcing in the Engineering Division. As a result some activities were realigned based on expected workload. There also have been various improvements accomplished in the construction services delivery process such as; implementing a construction contractor evaluation procedure; implementing an engineering consultant evaluation procedure; developing standardized customer relations communication packages and utilizing project management software to monitor construction project status. As such, the 2008 construction work plan has been very successful at achieving the projected goals. In September, a further review and assessment of the section's work plan from 2009 to 2012 was completed, focus on three main areas of concern: 1) the start -up and construction of projects related to the accelerated infrastructure renewal program; 2) addressing emerging and unforeseen projects which are either customer driven or weather dependent. 3) the completion of project commissioning and other warranty work related to a variety of planned infrastructure projects. In early 2008, Council approved two (2) additional construction project managers in order to handle the expected workload for the accelerated infrastructure renewal program. However, there is a concern that there are not sufficient resources to properly manage and inspect unforeseen issues and project commissioning work (items 2 and 3). With a scarcity of resources, then this will jeopardize how effectively the accelerated infrastructure renewal program is executed. RATIONALE / ANALYSIS: There are increasing requirements for the Engineering Construction Section to oversee other projects that will be needed in the coming year. A majority of the unplanned work is related to dealing with a variety of drainage projects such as Stirling Avenue and Dumfries Street, 294 Veronica Drive (at Fairway Road), 72 Craig Drive and 48 King Street, the Edgehill Drive stormwater outlet failure, mainly related to the excessive storm events in July and August, 2008. Coupled with this, there are several larger scale stormwater management projects which will require additional project management oversight, such as the Krizanderson SWM pond retrofit, Forfar SWM pond retrofit, Resurrection SWM Pond retrofit, Shoemaker Greenway, Reach 2 & 31 the Highway 8 sanitary sewer crossing rehabilitation, bridge rehabilitation work, and the Springdale pumping station replacement. These projects have been included in the 2009 capital works plan, including the King Street reconstruction project, and as such there is a requirement to add additional staff to the current complement. Most construction projects require multiple years to be built and once built require follow up by staff related to commissioning activities, warranty work, or customer claims. Examples of these projects are Joseph and Gaukel (2003 to 2008), Victoria Street (2002 to 2008), Guelph Street (2007 to 2010 projected), and Breithaupt Street (2008 to 2011 projected). Quality Assurance — Inspection For several years, the Engineering Services Division had an approved contract position (thru vacancy management), which amounted to 0.9 FTE to complete construction inspection activities. It is expected that the construction project workload, will not be decreasing in the long term, and as such a request is being made to make this position permanent full -time (1.0 FTE). Project Management There will be a requirement for an additional construction project manager (1.0 FTE) to deal with a variety of the larger scale projects, as mentioned above. It is expected that the construction project workload, will not be decreasing in the long term. Alignment with City's Strategic Plan The abovementioned activities align with the City's theme of "efficient and effective government", the strategic direction of providing "asset management" and supporting the initiative that "engineering will provide leadership for an integrated replacement and maintenance plan for the corporation." FINANCIAL IMPLICATIONS: Estimated annual costs (salaries, benefits) are $150,000.00 and would be funded through the Capital budget. These positions will not have any material affect on the Engineering Services Division operating budget. RECOMMENDATION: That Council approve hiring one (1) additional Construction Technician and (1) additional Construction Project Manager in 2009 to complete projects related to council approved capital projects; and that the 0.9 FTE contract position be discontinued. October 24, 2008 CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #03— Operations to Service Growth FUND: Operating DEPARTMENT: Community Services DIVISION: Operations BACKGROUND: As a result of the growth of the City of Kitchener, Operations has had to utilize its staff and equipment that were historically assigned to work for others to maintain the current service levels. The functions that we have identified that require additional resources are in the winter, turf and road patrol maintenance areas. Since 2004, Operations has attempted to minimize the reliance on work for others by additional funding. Without this additional funding, Operations would rely on revenues from work for others to offset this funding shortfall or would simply have an over expenditure. RATIONALE / ANALYSIS: While the staff complement has remained the same, the City has grown. In order to bring our funded staff to the appropriate complement to perform duties within the winter, turf and road patrol maintenance areas, additional funding will be required to reduce the shortfall. The service growth funding added to the savings as identified within Winter Report, CSD-08-066 will allow for additional staff and equipment to meet the existing service level standards. FINANCIAL IMPLICATIONS: Pre-approved budget items in report CSD-08-066 (increased winter maintenance offset by savings by contracting out Cul-de-sac blowing during full plows): PT to FT staffing for Winter Maintenance - $113,750 (1.7 FTE) • Increase Equipment Reserve Charges (Winter) = $57,000 • 20% Reduction of Overtime = ($107,250) • Savings in staff wages = ($15,000) • Savings in equipment reserve charges = ($151000) Net impact of pre-approval: $33,500 Other components of Growth Allocation: • Roads Patrol (winter) - $21,500 • Increase in half FT Urban Forester = $401000 (.5 FTE) • Increase in Turf Temporary Labourer = $90,000.00 (3 Temporary Labourers (1.75 FTE) • Increase Equipment Reserve Charges (Turf) = $45,000 Additional increases proposed: $196,500 Total increase to the Operations (CSD) operating budget of - $ 230,000 RECOMMENDATION: That Council approves funding to service growth of $230,000 for the Operations operating budget in order for Operations (CSD) to be able to maintain the current level of service across the City of Kitchener. October 24, 2008 CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #04 - Environmental Remediation Index 715090 FUND: Capital funding for project 701201008 DEPARTMENT: Development and Technical Services DIVISION: Building BACKGROUND: At the November 24, 2008 Finance and Corporate Services Committee meeting, Council directed staff to prepare an issue paper summarizing the potential intended uses of the Environmental Remediation account. The City of Kitchener, like many municipalities with an industrial heritage as its roots is likely to experience environmental issues associated with that legacy. As a result, a strategy to respond to these issues has been developed. The framework for the "environmental remediation strategy" focuses on city owned lands and city activities or operations, current and past that have generated environmental issues. The strategy also supports the efforts and objectives of the Healthy Community Plan Working Group which has recommended the development of "a long -term strategy for healthy community policy and programs across environmental, economic and social services areas within the City's mandate or sphere of influence." One of the objectives of the City of Kitchener's Healthy Communities Plan is the development of an environmental remediation strategy. The Environmental Remediation Strategy's purpose is: "To ensure that the City of Kitchener is a leader in environmental remediation by being proactive, informed, responsive, consistent, fiscally responsible, regulatory compliant and in a legally defensible position when involved in environmental matters." The annual allocation of Capital funding has been used for remediation projects such as, Guelph Street Park, Clifton Road and Bramm Street Upper Yards. It was also used to fund the current Phase 1 and 2 environmental assessments for Battler Yards, Elmsdale, and Chandler Street properties. RATIONALE / ANALYSIS: In developing this strategy we identified how the City can initially become involved in environmental matters. The City's involvement can begin when contamination or environmental issues are suspected or discovered on municipally owned lands like Battler Yards. Battler Yards, located at 1585 Battler Road is property that the City of Kitchener has been using for many years for the storage of soil, recycled asphalt and concrete, street sweepings and other aggregates for municipal purposes. As part of the funding program for the new Consolidated Maintenance Facility, these lands are proposed to be sold and the activity moved to the new site. Based on this proposal, a Phase 1 and 2 Environmental Assessment was completed on the property and the report has advised that due to the activities conducted on the property over the years some environmental remediation will be required on the property to bring it into compliance with the requirements of Ontario Regulation 153/04. October 24, 2008 FINANCIAL IMPLICATIONS: The anticipated costs associated with the management of the street sweeping pile, excavation and removal of identified soil impacts, Risk Assessment along with engineering and contingency will be up to $1,000,000. This work would likely begin in 2011 after the site as been vacated and activities moved to the CMF in late 2010. RECOMMENDATION: That Council maintains the annual funding allocation in the Capital budget for the Environmental Reserve fund for the environmental issues associated with the Battler Yards Site and other potential liabilities associated with municipal lands. CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #05 — Relined Gas Mains vs. Replacement Gas Mains FUND: Capital DEPARTMENT: Financial Services - Utilities PREPARER: Wally Malcolm, Director of Utilities BACKGROUND: At the October 20 2008, Finance and Corporate Services Committee meeting, Council requested that an issue paper be brought forward clarifying the difference between the Utilities — Operations Replacement Gas Mains account and the Replace Relined Gas Mains account. RATIONALE / ANALYSIS: Relining Jgas mains was a strategy used back in the early '70's. Instead of excavating and all the work and disruption that went with it, they just pulled a smaller main through the original main. This practice was efficient in both cost and time. Unfortunately what wasn't considered was when the new main (inside the old main) had a leak, there was no way to detect where the actual location of the leak. Natural gas follows the path of least resistance. When a leak occurs, the natural gas would travel between the two pipes until there was a place for it to escape through the old (outer) pipe. The location of the leak could be kilometres away. For this reason, a decision was made to put in a program to replace all previously installed relined pipes. The replacement program started as a 10 year program approximately in 2000. Several years ago, an extra year was added based on the determination that more than 10 years was required to complete the program. When this program is completed, there will no longer be anymore relined pipes within our distribution system. Replacing mains is where we have an old main that has served its purpose. Much of the replacement main work stems from the overall infrastructure replacement we do for water and sewer. If the road is dug up and we know from our corrosion program that the shape of the main and services are deteriorating, we'll go in and replace during the course of the reconstruction project. FINANCIAL IMPLICATIONS: N/A RECOMMENDATION: IW=I ISSUE: FUND: DEPARTMENT: PREPARER: CITY OF KITCHENER 2009 BUDGET ISSUE PAPER #06 - 2009 ROAD RE- SURFACING PROGRAM CAPITAL DTS - ENGINEERING SERVICES DIVISION GRANT MURPHY, DIRECTOR ENGINEERING SERVICES BACKGROUND: Upon request from Council at the December 8, 2008 meeting of Finance & Corporate Services Committee, this memo summarizes the proposed road re- surfacing program for 2009 which includes both road rehabilitation and the completion of full street reconstruction projects, associated with the accelerated infrastructure renewal program. The purpose of the road re- surfacing program is to maintain an acceptable level of service within the City of Kitchener. The list of streets that are being completed in 2009, are ones that are in a condition that warrants their re- surfacing based on engineering criteria or that need to be completed as part of the accelerated infrastructure renewal program. RATIONALE / ANALYSIS: Table #1 describes the streets that will have their road surfaces rehabilitated through the placement of new or re- cycled asphalt. Based on a set of engineering criteria, these streets are prioritized based on their condition. The roads are assigned a pavement quality index value, between 1 and 10, with higher values indicating roads in better condition. Table #1 — 2009 Road Resurfacing Projects Street Name Extents Pavement Quality Index Ahrens St Guelph St. to Hartwood Ave. 3.7 Bell Lane Water St. N. to College St. 4.8 Blockline Rd. Homer Watson Blvd. to Strasburg Rd. 7.2 Edwin St. Guelph St. to Union St. 3.4 Elm Ridge Dr. McGarry Dr. to Queens Blvd. 3.4 Glen Avon Cres. Forestwood Dr. to Forestwood Dr. 4.0 Greenbrook Dr. Warren Rd. to Birchcliff Ave. Note 1 9.2 Hartwood Ave. Margaret Ave. to City of Waterloo Boundary 4.1 Hartwood PI. Hartwood Ave. to Hartwood Ave. 3.9 Hickory Heights Cres. Elm Ridge Dr. to Elm Ridge Dr 3.7 Leonard St. Edwin St. to Oxford St. 3.9 Lorilee Cres. West Heights Dr. to Lorilee Cres. 4.6 Noel Cres. Trafalgar Ave. to cul -de -sac 4.4 Queen St. Weber St. to Lancaster St. Note 2 9.8 Silver Aspen Cres. Elm Ridge Dr. to Elm Ridge Dr. 4.9 Trafalgar Ave. Kenneth Ave. to Franklin St. N. 4.1 Note 1 — To be completed as part of other infrastructure rehabilitation work. Note 2 — Base asphalt placed in 2008 and final coat to be placed in 2009. Table #2 lists streets that have been reconstructed and are associated with the accelerated infrastructure renewal program. The final lift of asphalt is being placed over the base coat in order to complete the project. Typically, the final asphalt coat is not placed for a period of two years, so as to identify construction deficiencies and then correct them accordingly. Table #2 - Accelerated Infrastructure Renewal Projects Street Name Extents Joseph St. Queen St. to Victoria St. Gaukel St. Joseph St. to King St. Richmond Ave. Joseph St. to cul -de -sac Heins Ave. Joseph St. to Jubilee Dr. Francis St, Charles St. to Joseph St. Strange St. Glasgow St to Victoria St. Mansion Ellen St. to Lancaster St. Luella St. Chestnut St. to Lancaster St. Ahrens St. Victoria St. to Queen St. Ellen St.W. Victoria St. to Queen St. Hermie PI. St. Leger St. to Victoria St. Moore Ave Shanley St. to Emma Ave. Emma Ave. Dekay St. to Moore Ave. Briar Ave. Dekay St. to Moore Ave. Victoria St. Waterloo St. to Charles St. King St. At Victoria St. intersection FINANCIAL IMPLICATIONS: It should be noted that the streets listed on the attached tables may be subject to some change pending actual tendered asphalt prices that are submitted relative to the total 2009 approved budget of $2.672M for Re- surfacing of Various Streets. Streets to be completed as part of the accelerated infrastructure renewal program, have funds already allocated in a previous capital budget year and approved by Council. RECOMMENDATION: It is recommended that this report be received for information. CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #07 — Gas Capital Investment Reserve Fund FUND: Operating and Capital DEPARTMENT: Utilities PREPARER: Wally Malcolm, Director of Utilities John Sonser, Senior Financial Analyst BACKGROUND: The 2009 budget originally provided for a $6.0 million dividend from the Gas Utility to the Operating budget, which represents a 3% increase over the prior year. Upon reviewing the potential for a sustainable increase in the dividend (as a 2009 levy reduction initiative) staff proposed a further increase of $400,000 per year, bringing the annual dividend up to approximately $6.4 million. By comparison Kitchener Power Corporation is forecast to provide an annual dividend of approximately $1.7 million and total dividend and interest payments of $6.0 million per year. At the December 8, 2008 Finance and Corporate Services Committee meeting, Council directed staff to investigate the potential to provide a further sustainable increase in the dividend from the Gas Utility to the tax-supported operating budget. RATIONALE / ANALYSIS: An increase in the Gas Utility dividend will reduce (by a corresponding amount) the amount available for transfer to the Gas Capital Investment Reserve Fund which funds City-wide capital projects. The capacity for both these transfers is dependent upon sufficient profitability within the Gas Utility. Impact of Gross Margin Fluctuations on the Gas Capital Investment Reserve Fund Since 2000, the gross margin percentage for gas delivery has ranged from 37% to 52% on an annual basis. The current Gas Utility budget forecasts an average gross margin of 42% over the next five years, with the forecast for the 2009 fiscal year set at 46.8%. Given the potential for significant fluctuation in gross margin, it would be prudent to maintain a balance in the Gas Capital Investment Reserve Fund to avoid compromising funding for projects in the City's capital forecast. The following table projects the ending balance in the Gas Capital Investment Reserve Fund at various average gross margin levels ($ 000's): 5 year Gas Delivery Average Gross Margin % 2009 2010 2011 2012 2013 Current 42.0% 4,340 4,113 6,430 7,238 9,002 41.0% 31887 3,469 51344 51727 71059 40.0% 3,416 21799 4,216 4,156 51040 39.0% 21945 2,129 31088 21585 31020 38.0% 2,474 1,460 1,960 1,014 1,001 37.0% 21003 790 831 (557) (1, 018) If gross margins decline to the lowest level in the recent past (37%), the balance in the Gas Capital Investment Reserve Fund will run into deficit within the next five years. Potential Gas Utility Funding Requirements As illustrated above, if gross margin remains above the historic low level, some of the capacity in the Reserve Fund could ostensibly be used for tax levy reduction. However, there are likely to be additional regulatory changes which will require funding from the Gas Utility, thus reducing the amount available for transfer into the Reserve Fund. A few examples of potential future costs include: • Measurement Canada will be making a decision in 2009 with respect to new seal date requirements for gas meters. This may lead to shortening the useful life of the gas meters within the distribution system. The replacement costs could be in the range of $3 million on a one -time basis; • Regulator sets located in the downtown core and Belmont Street area will need to be relocated to an outdoor location to address safety issues — staff are currently exploring the extent and cost of this change; • Commercial meter set regulators (approximately 8,000) are approaching and exceeding 30 years of service. The Utility will be undertaking an audit on the sets and prepare a program to replace these sets in the near future; and • Imperial residential gas meter sets will soon need to be replaced to meet regulatory requirements. Other unexpected costs could include rebuilding of meter stations or expansion of pipeline infrastructure. The City's gas main infrastructure is approaching 50 years and, over time, a program will need to be set up to replace the infrastructure similar to the current water main replacement program. The Need for Sufficient City -Wide Reserve Balances and Contingencies As indicated in the budget presentation, the City's Reserve Fund balances are declining and are well below benchmark averages. The Gas Capital Investment Reserve Fund represents one of the few remaining reserves set aside to fund additional capital requirements such as matching investments for Federal infrastructure initiatives or emergency funding for projects such as the Joseph /Gaukel remediation. For this reason, it is prudent to maintain a reasonable balance in the fund and, if any funds were considered surplus to the needs of the Reserve Fund, consider reallocating them to other Reserve Funds which are under - funded such as the Tax Stabilization Reserve Fund. Capacity for a Dividend Increase It is recommended that a sufficient balance be maintained in the Gas Capital Investment Reserve Fund to: Sustain funding for the City's capital budget in the event gross margin declines in the Gas Utility which would result in decreased transfers to the reserve; Sustain funding for the City's capital budget in the event regulatory or capital costs increase the Gas Utility's own capital budget requirement significantly; and Provide a reasonable contingency to ensure that emergency capital funding is available for previously unidentified City projects. In the view of staff, the range of projected balances in the Gas Capital Investment Reserve Fund provide some contingency for the three objectives referenced above but provide little room for additional permanent transfers to the tax-supported operating budget, especially in light of the City's overall Reserve Fund balances. FINANCIAL IMPLICATIONS: As discussed above. RECOMMENDATION: That the transfer from the Gas Utility to the tax-supported operating budget be increased from the 2008 level by 3% plus an additional $400,000 as recommended by staff on December 8, 2008 for a total dividend of $6,425,114 in 2009. CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #08 — Hydro Capital Investment Reserve Fund FUND: Operating and Capital DEPARTMENT: General Revenue PREPARER: Dan Chapman, General Manager of Financial Services BACKGROUND: At the December 8, 2008 Finance and Corporate Services Committee meeting, Council directed staff to investigate and report back by final budget day on the anticipated dividend to be received from Kitchener Power Corporation in early 2009. Currently, the City is forecast to receive $1.7 million as an operating dividend and $4.3 million as interest income on long -term debt. These proceeds are allocated to the operating budget ($750,000) with the balance retained in the Hydro Capital Investment Reserve Fund to fund the City's capital program. RATIONALE / ANALYSIS: City staff have been advised by Kitchener Power Corporation staff that it is reasonable to maintain a forecast dividend of $1,710,000 in 2009. If this dividend is realized, it will be a challenge to increase the transfer to the operating budget on a sustainable basis given the relatively low balance in the Reserve Fund. Maintaining a balance in the Reserve Fund is important to ensure that the City has contingency in the event of: • A reduced dividend from Hydro resulting from adverse financial results within Kitchener Power Corporation; • Reduced interest income should the interest rate on long -term debt be reduced; and • The need to fund emergency or high - priority initiatives on a one -time basis (e.g., LEAF), or fund a deficit in the operating budget for which there is insufficient capacity in the Tax Stabilization Reserve Fund. In 2009, the City received an additional $400,000 of dividend proceeds from Kitchener Power Corporation. This unbudgeted revenue was applied to the operating budget to reduce an operating deficit primarily related to winter control. It is more likely than not that the City will realize an operating deficit again in 2009 based on current interest rates, a cooling housing market and changes in demands for City services. Given the current position of the Tax Stabilization Reserve Fund, staff recommends that the current level of expenditure out of the Hydro Capital Investment Reserve Fund be maintained and therefore that there be no increase to the operating transfer. A current projection for the Hydro Capital Investment Reserve Fund is attached. FINANCIAL IMPLICATIONS: As discussed above. RECOMMENDATION: That the current forecast expenditures out of the Hydro Capital Investment Reserve Fund be maintained in 2009. Hydro Capital Investment Reserve Fund Projection 10,818 6,091 6,510 6,057 6,001 6,014 6,044 6,079; Expenditures 2007 2008 2008 2009 2010 2011 2012 2013 Actual Budget Projected 750 1,150 750 Reve n ue s 750 750 750 Transfer to Capital 7,285 4,800 Kitchener Power Corp. Dividend 6,367 1,710 2,122 1,710 1,710 1,710 1,710 1,710 Interest on Long Term Debt 4,260 4,259 4,259 4,259 4,259 4,259 4,259 4,259 Interest income 192 122 129 88 32 45 75 107 10,818 6,091 6,510 6,057 6,001 6,014 6,044 6,079; Expenditures Transfer to Operating 750 750 1,150 750 750 750 750 750 Transfer to Capital 7,285 4,800 4,800 7,985 5,400 4,500 4,500 4,500 Provisional - Environmental Fund 2,000 0 0 0 0 0 0 0 10,035 5,550 5,950 8,735 6,150 5,250 5,250 5,250 Net Revenue (Expense) 783 541 560 (2,678) (149) 764 794 826 Balance beginning of year 21237 3,020 3,020 3,580 902 754 1,517 2,311 Balance end of year 3,020 3,561 3,580 902 754 1,517 2,311 3,137 CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #09 — C/C Adjustment to the Capital Program FUND: Operating and Capital DEPARTMENT: All PREPARER: Roger LeBrun, Director of Financial Planning & Reporting BACKGROUND: At the November 24, 2008 Finance and Corporate Services Committee meeting, Council directed staff to prepare an issue paper summarizing the impacts to the operating and capital budgets of delaying or deferring $1 M in the 2009 capital program. RATIONALE / ANALYSIS: If there were to be a reduction to the capital program of $1 M in 2009, there are 3 general scenarios that can be considered, namely: 1. reduce the capital program by $1 M in 2009 only 2. defer $1 M in projects from 2009 to 2010 3. reduce the capital program by $1 M each year across the ten -year capital forecast The impacts to the tax levies projected for the next three years are summarized below: Option 2009 Levy Im pact 2010 Levy Impact 2011 Levy Impact Note Reduction - 2009 only -1.13% 1.13% 0.00% 1 Defer from 2009 to 2010 -1.13% 2.26% -1.13% 2 Reduction each year -1.13% 0.00% 0.00% 3 Notes: 1. A one -time reduction in the capital program would result in a reduction to the levy of 1.13% for 2009. However, since subsequent years capital programs would be unaffected, there would be a requirement to increase the levy by 1.13% in 2010 in order to keep the planned base in tact for future years funding. 2. A deferral of a $1 M capital project from 2009 to 2010 would result in a reduction of 1.13% in 2009, however there would be a compounded effect in 2010 as a result of the issue noted above (note 1) along with an increased funding requirement of $1 M to fund the deferred project. 3. A permanent reduction of $1 M in each year across the forecast would result in a tax levy reduction in 2009 of 1.13 %. Please see the appendix A which itemizes all capital projects in the 2009 -2018 capital forecast that are funded by C /C. The primary risk in deferring or reducing capital expenditure relates to the fact that the City is not currently providing sufficient funding for a sustainable level of infrastructure replacement, and a reduction in spending would only exacerbate the situation. FINANCIAL IMPLICATIONS: As noted in the report. 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O O N N 0) -1- � Lo O H 00 N 00 O Lo r O O N N Ch N Lo O r M 00 O 00 N N T- O It O O N C) N Lo O co T- Ltd O N N C) N O 0000 O Lo N M O r � O Lo N N M N O LO T- r- CD O N Ni M r f` 00 r N O O r- C4 I;i M O O rmm T- O O f` N ti M G, O 00 O O O It N 00 M M O cu m c N TOM CD O N ~ 0 O z O w N O O ANNA v v � LM � ry LL Q r '— - Z O � }' w � (D Y LL U .o Q L) j a O L. IN- Q X m Ir- Q O Lo � Monson U- O N O EL •0 O V O (D a z Lo °o 00 Lo V cn z M O cu m CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #10 - Winter Maintenance Funding (Budget Correction) FUND: Operating DEPARTMENT: Community Services DIVISION: Operations BACKGROUND: In August 2008, Council approved a series of recommendations contained within the Winter Maintenance Report CSD -08 -066. The winter maintenance report was written to identify process improvements, staffing requirements, contracting options and then funding realities to ensure that the winter maintenance program can be efficient and effective. In that report, the following recommendation was presented: "That the principle of budgeting for winter maintenance based on a 5 year rolling historical average cost be maintained, and the necessary adjustments to budget be referred to the 2009 Operating Budget Process." Historically the Operations Division has had insufficient funds allocated toward winter maintenance purposes. Given the uncertainty of the winter weather this shortfall can become significant when winter conditions are then above the norm. The last 5 years have identified that based on the actual activity experienced we have had on average a $420,000 annual shortfall. RATIONALE / ANALYSIS: The analysis has concluded that on average there has been an annual funding shortfall of $420,000 associated with winter maintenance. To review where the shortfall needs to be allocated, the $420,000 can be divided into the following four categories: 1. wages and benefits - $115,000 2. equipment reserve charges - $1151000 3. materials - $701000 4. contract services - $1201000 Total Cost: $420,000 FINANCIAL IMPLICATIONS: • Option 1: Bring the annual operating budget into alignment by eliminating the shortfall of $420,000 with the entire increase allocated in the 2009 budget. • Option 2: Allocate $120,000 for contract services, $70,000 for material and $115,000 which represents 50% of the wages and benefits and equipment reserve charges for a total cost of $305,000 to the 2009 budget and defer $115,000 which is the remaining 50% of the wages and benefits and equipment reserve charges to the 2010 budget. • Option 3: Include only the contract service and materials $190,000 in 2009 and defer the wages and benefits and equipment reserve charges $230,000 to the 2010 budget. RECOMMENDATION: That Council approves funding of the identified shortfall to ensure that the services that are required to be delivered can be provided within the annual operating budget to meet our minimum maintenance standards and address Council and constituent expectations related to service standards. CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #11 - Equipment Reserve Fund FUND: Reserve Funds DEPARTMENT: Financial Services PREPARER: Saleh Saleh, Senior Financial Analyst BACKGROUND: At the November 24, 2008, Finance and Corporate Services Committee meeting, Council requested that an issue paper be brought forward outlining the projections of the Equipment Reserve Fund. RATIONALE / ANALYSIS: A key purpose of the equipment reserve fund is to fund the costs of purchasing and replacing existing equipment. Replacements are funded through a chargeback to departments as the equipment depreciates. Funding for new equipment purchases which are over and above the replacements are funded from contributions from Capital out of Current (CC pool), Gas, Water, Sewer and Development Charges. The combination of the growth of the City and demand for higher service levels in the areas of Winter Control, Turf Maintenance and Road Maintenance, the current equipment is being used more intensively. This impacts the reserve fund in two ways; requires the replacement of equipment sooner due to the decreased life span and requires the need for additional equipment due to growth. The reserve fund projects costs of replacements based on what the current market value for equipment is from dealers. Below is an updated projection for the fund. Equipment Reserve Projection 337055 Revenues Investment Income Contribution from Operating Contribution from Capital Fund Contribution from Gas Contribution from Water Contribution from Sewer Contribution from Dev Charges Total Revenues Expenses Permit System Equipment Replacement Current year Equipment Approved Prior Year Snow Melter /Tractor Contingency (replacements) New Equipment Total Expenses Net Revenues (Expenses) Opening Fund Balance Ending Fund Balance Actual Budget Proj Actual Budget Budget Budget Budget Budget 2007 2008 2008 2009 2010 2011 2012 2013 377,172 17 0, 919 3 29, 00 0 269,567 162,997 138,720 131,191 137,602 2,470,074 2,374,034 2,374,034 2,274,034 2,319,515 2,365,905 2,413,223 2,461,488 148,959 15 2, 000 152,000 154,000 157,000 161,000 161,000 319,000 106,900 110,000 1 10, 00 0 112,000 113,000 115,000 117,000 1 19, 00 0 53,683 54,101 54,101 55,183 56,000 57,000 5 8, 000 59,000 53,683 54,101 54,101 55,183 56,000 57,000 5 8, 000 59,000 284,800 291,000 2 91, 00 0 296,000 302,000 308,000 315,000 166,000 3,495,271 3,206,155 3,364,236 3,215,966 3,166,512 3,202,625 3,253,414 3,321,090 100,000 10 0, 000 100,000 905,561 2,490,078 1,231,926 3,068,000 3,612,723 2,236,948 2,859,880 1,646,792 984,399 2,942,579 1,700,738 2,802,432 337,806 289,045 132,651 66,884 213,900 214,836 146,747 178,444 118,440 644,648 661,202 3 38, 85 9 1,210,000 684,000 698,000 70 9, 000 7 22, 00 0 3,261 ,459 6,326,510 3,438,407 7,294,332 4,511, 559 3,081 ,695 3,747,325 2,487,232 23 3, 812 (3,120,355) (74,172) (4,078,366) (1,345,047) 12 0, 930 (493,910) 833,858 9,089,676 9,323,488 9,323,488 9,249,317 5,170,951 3,825,904 3,946,834 3,452,924 9,323,488 6,203,133 9,249,317 5,170,951 3,825,904 3,946,834 3,452,924 4,286,782 Currently, the accumulated depreciation on active equipment is estimated to be approximately $20 million. The target for the minimum fund balance is at least 50% of accumulated depreciation, or $10 million. Within the accumulated depreciation balance, approximately $13M worth of equipment is fully depreciated, but has had replacement years deferred as the equipment is still in good working condition. With projected fund balances averaging at around $4.1 M over the next 5 years, the fund is below the minimum target and therefore there is not any excess capacity available. FINANCIAL IMPLICATIONS: N/A RECOMMENDATION: MW I =I CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #12- Telephone Reserve Fund FUND: Reserve Funds DEPARTMENT: Financial Services PREPARER: Saleh Saleh, Senior Financial Analyst BACKGROUND: At the November 24, 2008 Finance and Corporate Services Committee meeting, Council directed staff to prepare an issue paper outlining the balance and projections of the Telephone Reserve Fund. RATIONALE / ANALYSIS: A key purpose of the telephone reserve fund is to finance the cost of implementing a new telephone system. Below is the projection for the fund. TELEPHONE RESERVE FUND 338004 2007 2008 2008 2009 2010 2011 2012 2013 Final Budget Proj Actual Budget Budget Budget Budget Budget Contributions from Library 12,485 12,734 12,734 12,989 13,249 13,514 13,784 14,060 Region of Waterloo Department Charges 751,919 729,066 727,589 755,443 770,552 785,963 801,682 817,716 Interest Income 45,540 53,628 53,628 64,729 75,968 88,734 104,319 120,768 Mi sc TOTAL REVENUE 809,944 795,428 793,951 833,161 859,769 888,211 919,785 952,544 Telephone Charges, Reserve (335,990) (364,884) (365,587) (372,182) (379,625) (387,218) (394,962) (402,861) Long D istan ce Charges (8,714) (10,980) (7,961) (11,199) (11,423) (11,652) (11,885) (12,123) Other Costs (69,744) (71,806) (52,100) (73,243) (74,707) (76,202) (77,726) (79,280) Capital Costs (62,212) (24,970) (32,382) (25,469) (25,978) (26,498) (27,028) (27,568) Call Centre (30,000) (30,000) Client Service Contract Position (68,588) (68,588) Telephone Node for CMF (35,000) TOTAL EXPENDITURES (476,660) (502,640) (488,030) (550,681) (595,323) (501,569) (511,601) (521,833) NET REVENUE (EXPENDITURE) 333,285 292,788 305,921 282,480 264,446 386,642 408,185 430,711 Fund Opening Balance 883,271 1,216,556 1,216,556 1,522,478 1,804,958 2,069,404 2,456,046 2,864,230 Fund Closing Balance 1,216,556 1,509,344 1,522,478 1,804,958 2,069,404 2,456,046 2,864,230 3,294,941 Funding accumulated in this reserve fund will be put towards the future purchase of a new telephone system to provide better customer service and therefore there is no anticipated excess capacity. However, at this point in time, no specific estimate is available with respect to how much funding will be required. *As a potential budget reduction strategy, staff are proposing per report FIN -08 -166, that the 3% inflationary contribution from departmental budgets to the reserve be eliminated for 2009. This will result in a base reduction to the reserve of $22,000 per year. This reduction has not been reflected in the projections above. FINANCIAL IMPLICATIONS: N/A RECOMMENDATION: N/A CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #13 - Computer Reserve Fund FUND: Reserve Funds DEPARTMENT: Financial Services PREPARER: Saleh Saleh, Senior Financial Analyst BACKGROUND: At the November 24, 2008 Finance and Corporate Services Committee meeting, Council directed staff to prepare an issue paper outlining the balance and projections of the Computer Reserve Fund. RATIONALE / ANALYSIS: The Computer Reserve Fund has been used to purchase and replace computer hardware Currently, the replacement cycle for computers is five years. Below is a projection of the fund: In 2009, funding will be needed to address the backlog of technology upgrades that have been deferred from previous years, therefore allowing for the preparation of City networks to support Voice Over Internet Protocol (VoIP) telecommunications in the future. In addition, the reserve will fund the next cycle of hardware server upgrades as a result of the corporations migration to the next software version of Microsoft Windows /Office /Email /etc in the coming years. Further, a permanent reduction of $25,000 was approved by Council for 2008. At this point in time, no specific estimate is available with respect to how much funding will be required from 2011 onwards. Funding requirements beyond 2010 will be identified as part of the Corporate Technology Strategic Plan being conducted in 2009. *As a potential budget reduction strategy, staff are proposing per report FIN -08 -166, that the 3% inflationary contribution from departmental budgets to the reserve be eliminated for 2009. This will result in a base reduction to the reserve of $21,000 per year. This reduction has not been reflected in the projections above. FINANCIAL IMPLICATIONS: N/A RECOMMENDATION: N/A 2007 Final 2008 Budget 2008 Proj Actual 2009 Budget 2010 Budget 2011 Budget 2012 Budget 2013 Budget Contributions from Revenue Fund 751,226 736,110 736,110 763,124 829,386 896,974 965,914 1,036,232 Interest Income 28,624 29,731 28,560 24,385 17,092 19,682 30,952 44,923 TOTAL REVENUE 779,850 765,841 764,670 787,509 846,479 916,656 996,866 1,081,155 Transfer to New Financial System (103,000) (103,000) (103,000) Client Services Contract Position (68,588) (68,588) CMF Computer Room Equipment (100,000) (250,000) Corporate Technology Strategic Plan (129,000) Equipment Puchases and Replacements (612,266) (642,600) (624,512) (637,002) (649,742) (662,737) (675,992) (689,512) TOTAL EXPENDITURES (612,266) (745,600) (727,512) (1,037,590) (968,330) (662,737) (675,992) (689,512) NET REVENUE (EXPENDITURE) 167,584 20,241 37,158 (250,081) (121,852) 253,919 320,874 391,643 Fund Opening Balance 542,115 709,699 709,699 746,857 496,775 374,924 628,843 949,717 Fund Closing Balance 709,699 729,940 746,857 496,775 374,924 628,843 949,717 1,341,360 In 2009, funding will be needed to address the backlog of technology upgrades that have been deferred from previous years, therefore allowing for the preparation of City networks to support Voice Over Internet Protocol (VoIP) telecommunications in the future. In addition, the reserve will fund the next cycle of hardware server upgrades as a result of the corporations migration to the next software version of Microsoft Windows /Office /Email /etc in the coming years. Further, a permanent reduction of $25,000 was approved by Council for 2008. At this point in time, no specific estimate is available with respect to how much funding will be required from 2011 onwards. Funding requirements beyond 2010 will be identified as part of the Corporate Technology Strategic Plan being conducted in 2009. *As a potential budget reduction strategy, staff are proposing per report FIN -08 -166, that the 3% inflationary contribution from departmental budgets to the reserve be eliminated for 2009. This will result in a base reduction to the reserve of $21,000 per year. This reduction has not been reflected in the projections above. FINANCIAL IMPLICATIONS: N/A RECOMMENDATION: N/A CITY OF KITCHENER 2009 BUDGET ISSUE PAPER ISSUE: #14— Reserve Funds FUND: Reserve Funds DEPARTMENT: Financial Services PREPARER: Saleh Saleh, Senior Financial Analyst BACKGROUND: At the December 8, 2008 Finance and Corporate Services Committee meeting, Council directed staff to prepare an issue paper summarizing the details of all City Reserve Funds. RATIONALE / ANALYSIS: A summary of the information requested on the revenues and expenses for each reserve fund is included as an attachment to this issue paper. FINANCIAL IMPLICATIONS: N/A RECOMMENDATION: N/A 0) CL 0 N a') 0 0 o (3) (3) z � � � N (V M H W J W F- O LO � LO O 00 O �M 00 LO M � N_ W y N 0000 ti rM W 00 d7 N C4 ti (D a. 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