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2015-04-30_Agenda_Audit and Budget
MUNICIPALITY OF THE DISTRICT OF CHESTER AUDIT AND BUDGET COMMITTEE THURSDAY, APRIL 30, 2015 AT 8:15 A.M. AGENDA 1. MEETING CALLED TO ORDER. 2. MINUTES FROM PREVIOUS MEETING: 2.1 April 13, 2015 2.2 April 16, 2015 3. MATTERS ARISING: 3.1 Request for Decision dated April 30, 2015 from Tammy Wilson, CAO regarding 2015-16 Operating and Capital Budget. a) Presentation — Operating and Capital Budget b) Presentation — Capital Budget 2015-16 4. NEW BUSINESS. 5. ADJOURNMENT. In Camera following regular session under Section 22 of the MGA if required 2.1 MUNICIPALITY OF THE DISTRICT OF CHESTER Minutes of Meeting of AUDIT AND BUDGET COMMITTEE Held in Council Chambers at 151 King Street, Chester, NS On Monday, April 13, 2015 The meeting was called to order by Warden Webber at 3:00 a.m. ROLL CALL Councillors Warden Allen Webber Councillor Robert Myra Deputy Warden Shatford Councillor Tina Connors Councillor Sharon Church -Cornelius Councillor Andre Veinotte Councillor Brad Armstrong Staff Tammy Wilson, CAO Pamela Myra, Municipal Clerk Steve Graham, Director of Finance Bruce Forest, Director of Solid Waste Matt Davidson, Director of Public Warks Chad Haughn, Director of Recreation & Parks Tara Maguire, Director of Community Development Cliff Gall, Director of Information Services Marianne Gates, Senior Economic Development Officer Jennifer Veinotte, Communications Officer There were no members of the press or public present in the public gallery. The CAO provided a Power Point Presentation "Operating and Capital Budget- Budget/Audit Committee - April 13, 2015" and made the following comments: • The committee previously saw the first round of the Capital Budget. • This is the first time the Draft Operating Budget is presented for Council's input and direction for the upcoming year. • The Strategic Priorities Workshop was held and Council reviewed priorities that would help guide the development of the hudget and what Council wants to accomplish over the followingyear. The Strategic Priorities were approved by Council on February 26, 2015. • All approved priorities were incorporated in the budget as presented. • The sections in the binder were reviewed. • The budget was prepared with existing services being maintained. • Once complete the plan will set direction for the Municipality - work programs and goals - and will be the most important document Council will deal with in terms of setting the course for the year. The CAO reviewed the slides for the Operating and Capital Budget - Budget/Audit Committee - April 13, 2015 commenting on the following: Overview: • Operating Budget - $25,219,560 without depreciation • Capital Budget- $5,147,940 (Borrowing$1,592,466) • Proposed Tax Rate - No Rate increase (Residential $0.685 per $100 of Assessment]; Commercial $1.53; and Solid Waste $0.093. • Impact of Tax Rate on a residential property assessed at $100,000 ($685.00 residential rate and $93.00 solid waste management). • Service levels are maintained. Service level enhancement with full suite of municipal services being offered at satellite location. • Initiatives that achieve Council's strategic plan goals and are important to our residents. Audit and Budget Committee (Continued) April 13, 2015 108 • Budget Highlights: o High level of fiscal responsibility. o Improved satisfaction with Municipal Services. c Infrastructure to bestserve our residents and businesses. a Support environmental, cultural and social resources. o Leadership in public engagement and communications. o Promote conditions conducive to fostering economic prosperity. • Comparison of Tax Rates -- Residential • Comparison of Tax Rates — Commercial • Financial Condition Index (3 year trend) • Debt Repayment • Reserves • District Boundary Summary • Mandatory/Non-Discretionary Expenditures • Where does the money go? • Operating Budget- Expenditures Summary o Each Director provided comments on the changes in their budgets as provided on the Operating Budget Expenditures Summary. It was noted that the Adjustment Column would be reviewed in more detail during the discussion of the Additions to Baseline • Additions to Baseline • Additions — Discretionary A break was held for members to eat supper provided. The meeting reconvened at 4:44 p.m. Additions to Baseline: The CAO indicated that based on items identified by Council (either during the strategic priority session or projects brought by management team to council) the items were added to the budget in the additions column. They may be discretionary (does not have to be done but has been identified as something to consider) cr mandatory (health and safety or Council has already passed a motion approving the project). Items/Comments Amount One-time or Recurring Decision Telecommunications—Council 3,604 R Keep To add 3g to (Pads or consider a phone for Councillors Remuneration/ Compensation Review 15,000 0 REMOVE At the time of the previous review Council indicated that they wished to review the salary scale prior to the end of the Council term. Discussion was held regarding whetherthe current salary scale was on parwith industry standards, whether there was a need for review due to retention/ attraction of employees. The review could be done externally or internally. Staff had been advised that a review would be carried out. Some employees are at the top of the scale with no way to increase other than CPI; it was noted that there does come a time when the position comes to the tap of the range, The objective is to ensure market parity; it doesn't necessarily result in an increase- it is to answer the question where are we in terms of competitiveness. Some organizations ask that question when they lose an employee while others do a check throughout. Presently the system is done by groupings. The concern would be the time required to get it done. It was generally felt salaries here were competitive and there were no ongoing problems of employees being poached. It was suggested to bring forth Audit and Budget Committee (Continued) April 13, 2015 109 next year in advance of the budget to determine flh ere are issues to consider. 6,000 0 Keep Pension - Employer Costs 2,552 R Keep This increase was to rover the cost of pension for the Records Management and Quality Control Position to become full time. It was indicated that this position could also include procurement duties which are not presently covered by ancther position. This position is also integral to achieving and maintaining ISO certification. There are 41060 0 (Setup Keep also services to be sold through this position. Discussion Costs) on merits of full time versus contract. Department Heads 3,450 0 Keep confirmed the position is integral to their departments for 10,000 R (every 3 Keep records management and quality control. years) Medical - Employer Costs 2,036 R Keep See previous discussion regarding pension. 2015-137 MOVED by Deputy Warden Shatford, SECONDED by Councillor Myra that the Records Management and Quality Control Coordinator position become a permanent position. CARRIED. E -Post Delivery 6,000 0 Keep This is the customization of software to enable tax bills to be sent via E -Post; it is a service level enhancement. There is a one-time set up fee. If Units don't sign up now to get module the cost will be $3,000 annually. Getting it now means the cost is approximately 50% less. As well postage costs will decrease. Diamond - Purchase Order Module 41060 0 (Setup Keep To enhance purchasing protocols Costs) Laserfiche Connector Module 3,450 0 Keep Vulnerability Scan/Network Audit 10,000 R (every 3 Keep years) Desktop Support Contract 1 15,000 R Keep This is a contract with an outside supplier or joint service to provide desktop support (issues with computer - downtime costs money/efficiency). This will provide continuity. Casual Labour - Engineering & Public Works 14,956 R Keep This will be a shared position between Engineering and Public Works and Solid Waste. There was some discussion on the potential for a full time person; however, it was asked to wait one year to determine the need. Sy -Law Enforcement Training 5,200 0 Keep Training for four staff now that we are doing the enforcement- nforcementDistrict DistrictWide Level l firefighter Training 10,000 R One -Year This is an incentive for training to get firefighters to that Re-evaluate level. There was some discussion on whether Departments should cover the cost and what these funds would be used for. It was agreed to provide for one year and re-evaluate. NFFA Standards Manuel S00 0 Keep Fire Services - Computer Service 2,000 0 Keep Will allow upgrades to our hardware to allow Fire Departments to log in remotely. Fire Services - Seniors Fire Prevention Initlati-vel 2,000 0 Keep Fire Services - EAP Program Proposal 6,000 R REMOVE Many firefighters have this coverage with their employers and some departments already have it in place. It was agreed to remove it. Fire Services - Website Upgrades 1,000 0 Keep Fire Services - Capital from Revenue 30,000 0 Keep Audit and Budget Committee (Continued) April 13, 2.015 110 $20,000 coming from reserves will offset this cost If the outside area contract is not renewed there will need to be an alternative plan. The next meeting will be held on April 16, 2015 following Council. Next meeting Thursday after Council. 2015-138 MOVED by Councillor Myra, SECONDED by Deputy Warden Shatford the meeting adjourn, CARRIED. (5:53 p.m.) Allen Webber Pamela Myra Warden Municipal Clerk 2.2 MUNICIPALITY OF THE DISTRICT OF CHESTER Minutes of Meeting of AUDIT AND BUDGET COMMITTEE Held in Council Chambers at 151 King Street, Chester, NS On Thursday, April 16, 2015 Warden Webber called the meeting to order at 10:45 a.m. ROLL CALL Councillors Warden Webber Deputy Warden Shatford Councillor Veinotte Councillor Myra Councillor Church -Cornelius Councillor Connors Councillor Armstrong Staff Tammy Wilson, CAO Pamela Myra, Municipal Clerk Steve Graham, Director of Finance Bruce Forest, Director of Solid Waste Cliff Gail, Director of IT Jennifer Veinotte, Communications Officer Chad Haughn, Director of Recreation & Parks Tara Maguire, Director of Community Development Marianne Gates, Senior Economic Development Officer Matthew Davidson, Director of Engineering & Public Works The CAO reviewed the Capital Budget changes discussed at the January meeting- truck, bridge evaluation, Chester Basin sidewalk and the impacts on reserves and surplus. There were some updated, sheets to replace in the budget binders. Operating Budget Deputy Warden Shatford requested further discussion of the budgeted amount for the Level 1 Firefighter Training. The following comments were made: • Some Commissions have already addressed some of the concerns regarding support for training; • Commissions have a tax base to draw from; • The Municipality has already hired a Coordinator to assist Commissions and Departments; • There is no clear direction on how the funds will be spent; • The.tax rate determined by Commissions include training - some do more than others; • Some Commissions have higher area rates for fire services than others due to assessments; • Another consideration for fire departments/commissions to consider is the South Canoe project and potential hardship regarding fire service protection; • No Commissions have requested this consideration at this time - it was a staff recommendation based on the understanding regarding the volunteer component and training; • Let the Commissions take the lead on any request.. Itwas agreed to remove the S10,000 for Level 1 Firefighting. ADDITIONS The CAO then reviewed the Additions Tab in the Budget Binder Items/Comments Amount One-time Decision or Recurring DISCRETIONARY (continued) Building Inspection - Student S,165 0 Keep Administrative support for Huilding (shared with Economic Development) EconomicDevelopment- Student 5,165 0 Keeg Audit and Budget Committee (continued) April 16, 2015 132 Administrative support for Economic Development (shared with Amount One-time Decision Building) or Economic Development- MODC Branding 25,000 0 Keep Discussion on whether to use funds from Economic Development Grant- Health Centre 100,000 0 Reserves rather than operating. Discussion to be held on Wind Revenue. Economic Development Fund. Grant - New Ross 10,000 0 Economic Development- MODC Brand Materials 4,000 R Keep (Amount will vary annually) Grant Smart Christmas Trees 5,000 O Branding is unique and materials is always needed. Is this amount sufficient? It was agreed to discuss the purposes of the reserves at another time. It was a reed to hold a discussion on RuEpose of reserves. Economic Development - Event Hosting 4,000 R Keep Economic Development- Business Awards 3,000 R Keep This was identified duringstrategic planning exercises. Economic Development -- Community Profile 12,000 0 Keep This will enable the Municipality to build on the work of the REN being done now. It will capture and develop a community profile including information such as labour force, road network, etc. Economic Development - Videos for MODC Promotion 12,000 0 Keep Funds to complete videos for those not done when Why Here was doing it Planning - Student 11,436 0 Keep To complete the sewer survey. Planning will manage the project - The student will also participate in pop up sessions planned. Planning- GPS Software/Real-time Correction Fee 6,500 R Keep Software to set up the unit and includes correction going forward along with monthly data Feed. This will be a recurring expense going forward. Solid Waste - Tip Fee Write Off 30,000 0 Keep This is from two delinquent accounts. Staff has met and made some changes to protocol. Solid Waste - Green Bins 5,500 0 Keep Some units are getting old and need to be replaced. Solid Waste- Garbage Boxes 2,000 0 Keep m They are getting old and need to be replaced or aintained. Landfill - Casual Labour 24,000 R Keep and This is a shared position with Public Works. The amount will reduce to depend on haw often the person is required to work. This $17,000 amount was reduced to $17,000 It was agreed to peep this a casual position for this year and reassess next year before making a commit to a permanent position. The CA reviewed what items have been removed from the budget as per discussions: • Level 1 Fire training - $10,000 • Fire EAP - $6,000 • Compensation Review - $15,000 • Casual Labourer down to approximately $17,000 (from $24,000) That equates to $31,000 to be removed from the Operations Budget. Items/Comments Amount One-time Decision or Recurring MANDATORY Grant- Health Centre 100,000 0 Keep Wind Revenue. Grant - New Ross 10,000 0 Keep Funded through reserves. May or may not he a one-time request. Grant Smart Christmas Trees 5,000 O Keep Audit and Budget Committee [continued] April 16, 2015 133 Funded through reserves. 5,000 Grant- Village Commission (Lido Pool) 3,500 0 Keep Funded through reserves. needed. The Developers of the Aspotogan Golf Course are also ISO Certification - Interim Compliance 10,000 R Keep Audits are required every couple of years. This is the 'interim check to be done. It is approximately 1.0,000 to come in and do the previous contribution but trey want to ensure there is check-in to ensure things are still on track. This is not a full sufficient funding available, blown audit but is required to keep certification. Finance - insurance 1,900 R Keep Part of premiums. Options will be reviewed IT - Mango Apps 23,235 R Keep This includes licensing fees for 2014/15 and 2015/16 as well as start-up costs (intranet), project management and communication. The fee will be reduced because of partnerships - as we bring on more municipalities itwill reduce the costs (nextyear about B's 00). Snow Removal - Sidewalks 2,000 R Keep Planning - Advertising 2,000 R Keep Advertising for the additional committee Citizens Planning Advisory Committee. Plan Review 41,701 0 Keep Council has already committed to the project This is the second year of the contractand includes increased engagement, newsletters, and meetings with CPAC. There was concern about including summer residents and will do another set of engagement in the summer and then more next winter when they further along in policy development Planning -Age Friendly Initiative 20,000 0 Keep Landfill - Overtime 10,000 R Keep This will only be used if required. Landfill - Insurance 3,000 R Keep For new machinery. Kaizer Meadow- Industrial Park 6,200 0 Keep For road and survey costs. Landfill - Water Tests 6,000 R Keep Additional testing for the second water tower. Wind Tower- Operating Dialer Costs 1,000 0 Keep Operation costs are down. Water Testing- Fpx 5,000 Keep Request for funds for the Water Quality Monitoring Committee if needed. The Developers of the Aspotogan Golf Course are also being asked to contribute. Aspotogan Heritage Trust has matched the previous contribution but trey want to ensure there is sufficient funding available, Chester Basin Playground - Porta -potty Options will be reviewed Landfill - Porta -potty Options will be reviewed. Councillor Armstrong commented that there is the passibility that the Village Commission will require funds for the repair of the Lido Pool. Councillor Veinotte indicated that he would like some gravel provided at Deep Cove (the province has agreed to cut the bushes). The addition of gravel will he beneficial to people parking at that location. The Director of Recreation & Parks indicated that he has some funds in his budget for such requests. RESERVES The CAO reviewed the Reserves information provided. Audit and Budget Committee (continued) 134 April 16, 2015 Councillor Veinotte asked to separate the wind revenue into the three categories agreed on and it was agreed that there needs to be a discussion on how these funds are spent. Unconditicnal Reserves - this will change by $10,000 further to this morning's decision to provide a grant to MICA in the amount of $10,000 for the acquisition of Squid Island. Anything not completed in the previous budget will move to reserves in this new Fiscal year. The Funds from borrowing will depend on what is approved in the Capital Budget. REVENUE (Information Sheet dated April 16, 2015) The CAD reviewed the different types of revenue indicating: • There are no new fees and no increases to existing fees. • There is a decrease in the landfill tipping fee for District of Chester Residents/ Users (from $80.30 tc :$68.54 per ton). The decrease is due to the volume coming in at this point. • There are no tax rate increases. • The EDU sewer rate remains the same. • There is a slight decrease in the solid waste collection rate • There is a slight decrease in some street light rates due to surpluses from previous years (depending on where the lights are located - the amount of the decrease is different) TAX REVENUE PIE CHART The CAD reviewed the Tax Revenue Pie Chart which shows what Tax Revenue and Non -Tax Revenue is generated: Tax Revenue Amount General Property Tax $11,147,516 Fire Rates $1,815,384 Streetlights $131,810 Private Roads $82,014 Endeavor Avenue $37,245 Sewer Rate $830,513 Mill Cove Wells $35,400 Business Tax $122,237 ACES School $9,477 Deed Transfer Tax $800,000 Wind Farm Tax $250,000 Grants in Lieu $157,336 Solid Waste Dis osal $1,375,$79 TOTAL $16,794,811 The higher the non -tax revenue the better as it means less to generate through the tax rate. Non -Tax Revenue Amount Conditional Transfers rants $2.279,249 Unconditional Transfers $12,499 Transfers from [awn Funds $1,764,279 COMFIT $719,650 Solid Waste Disposal Fees $2,682,807 Sale of Services $101,133 Fire Insurance Premiums $67,000 Revenue from Own Sources (administration services on contracts, building inspection, tip fees, host fees, etc. $890,358 TOTAL $8,516,975 REVENUE - BASELINE INCREASE DETAILS Item Amount General Tax Revenue $421,114 Wind Farm Tax $2S0,000 Audit and Budget Committee (continued) April 16, 2015 AREA RATES 135 • Waste Collection Disposal Rate has changed slightly. • We have not yet received the Village Commission hate (this is an in/out item). • The sewer rate remains the same at $529.63. • Fire Protection Rates - this is an estimate until budgets from commissions are received. • Private Roads - these are unl(ncwn at this time (this is an in/out item). The meeting recessed for lunch from 12:00 to 12:30 p,m. The meeting reconvened at 12:3G p.m. with all members present. CAPITAL BUDGET REVIEW The Capital Budget was reviewed as follows: Project Amount Funded From Goes to Reserve Non -Tax Revenue $110,000 Services to Others $124,216 Otter revenue front own sources _ $66,359 Transfer from Own Funds $229,140 AREA RATES 135 • Waste Collection Disposal Rate has changed slightly. • We have not yet received the Village Commission hate (this is an in/out item). • The sewer rate remains the same at $529.63. • Fire Protection Rates - this is an estimate until budgets from commissions are received. • Private Roads - these are unl(ncwn at this time (this is an in/out item). The meeting recessed for lunch from 12:00 to 12:30 p,m. The meeting reconvened at 12:3G p.m. with all members present. CAPITAL BUDGET REVIEW The Capital Budget was reviewed as follows: Project Amount Funded From Recreation and Parks Gold River Bridge Repairs $110,000 Operating $4,000 Parkland Reserves $106,000 Keep Trail Surface Upgrades Normally this would be $60,000 Operating: however, a grant was received. 90,000 Grants $65,000 Operating $25,000 Keep Swing Gate Project 15,000 Grants $S,000 Gas Tax Reserves 510,000 i New Ross Trail Connector (AT 6.1) Increased to $20,000 -rather than design this year, use funds to start the project 20,000 ti n nn Gas Tax Reserves Increas e Upper Blandford Walking Route - previously removed. Parkland Purchase Gold River 54,000 Operations $54,000 Kee Solid Waste Front End Loader Chester Partner 217,000 Bor owing Kee Fire Suppression System Chester Partner) 7,800 Bor owing Kee Second tower Site Chester Partner 200,000 Borrowing Kee Backup Pum (Chester Partner) 16,000 LBorrowing Kee Surface Pond Cleanout Chester Partner] 19,000 i Borrowing Kee Curbside Inspection Vehicle ChesterOnl 35,000 Borrowing Kee Metal Box and Lift Gate for Vehiorrowing Kee Reinstate Chlorination Sewer Ponds 15,000 Borrowin Kee Asbestos Drop Off Container $,000 Sorrowing Kee ECO Park ECO Park Promotional E ui ment 14,000 Operating Reserve Kee Wind Turbine Transformer 50,000 Wind Reserves Kee Communi Development Fire Services - District Reorganization Review For the development of a backup plan ifcontract not completed. 20,040 Operat ng Reserves Keep Fire Services - Equipment Purchased and shared among fire departments; recommended by Chiefs and FAC. 10,000 Operating Reserves Keep Planning Services - Air Photography Useful to complete flood risk mapping for coastal areas and some areas inland. To support planning initiatives if work to be done regarding sea level rise controls (land use and setbacks) - need data to support doing that. 100,000 Gas Tax Reserves Keep Plannin,z Services - GPS Unit 14,000 Fund from Operations Kee Economic Development - Signage Tourism signage, community requests, farm markets, etc. 20,000 Wind Reserves Keep Audit and Budget Committee (continued) 135 April 16, 2015 Pumping Station 2 Improvements - Construction 660,100 Grants 5440,067 Borrowing $220,033 Keep Plant Improvements Wastewater- Construction 1,105,900 Grants $737,267 Keep Funding applied for; if not approved will do a 45,000 Borrowing $368,633 Keep portion of the project. Waiting for approval from Fund from Operations $15,000 DQE. Moving the forcemain to the trail system 6,500 i Fund from Operations Keep will alleviate the numerous forecemain breaks 622,049 Grant $150,000 Keep along Highway 3. if approved or partially Borrowing $472,000 approved - it will be broken into phases. I nA ..1 n.. rr , Zoe Valle Library- Roof 12,000 Operating Reserve $6,000 Keep Funds from Operations 56,000 Municipal Building Repairs 45,000 Operating Reserve $30,000 Keep Various repairs and maintenance. Fund from Operations $15,000 Committee Roam Table and Chairs 6,500 i Fund from Operations Keep Municipal Building - Gold River 622,049 Grant $150,000 Keep The roof tender closed Cover budget). There is Borrowing $472,000 concern that the original budgeted amount will he exceeded. These are not being done in order to stay within budget 5taffhavenot been able to follow-up for this year's funding. If the grant is not received the project will have to be reviewed, Le, borrowing or reserves to offset grant if not approved. Councillor Connors reinforced her position of not being in favour, or voting, for the project. Fire Protection System Improvements - Mill Cove 40,000 Operating Reserve Keep Water Required with the decommissioning is an evaluation of what is required to maintain the level of fire protection. Chester Basin Wharf Repairs- Construction i 55,000 Fund from Operations Kee Audit and Budget Committee (continued) April 16, 2015 137 The wharf has been inspected and these are repairs must be done. Chester Basin Retaining Wall - Construction 40,000 Fund from Operations Keep to be completed only if New Ross Credit Union is willing to contribute to the project Roads and Sidewalks Road Rehabilitation - Mill Cove - Design 30,000 Gas Tax Reserves Keep Council would like to see the work done rather than spend funds on designing. The Director of Public Works will provide information on the costs for paving. Sidewalk - Chester - Construction 160,000 Gas Tax Reserves Kee Streetlights - Chester Basin - Construction 20,000 Area Rate Keep to Finish ro'eet TOTAL 4,641,400 The CAO indicated thatthe change to the Capital Budget was to increase the New Ross Connector Trail Project from $10,000 to $20,000 for construction to begin. There were no other changes. Warden Webber asked members if they had any further matters to discuss with regard to the operating and Capital Budgets. Councillor Veinotte asked about the value for money discussion. Warden Webber indicated that will not likely be resolved prior to the budget. The CAO indicated that she would have a report for Committee of the Whole that talks about engineering service costs and options for Council. If there are still concerns Council may want to consider options on how to answer the value for money or reduced costs going forward. it was agreed that Councillors would like to see the budgets with the updated figures included. It was agreed that the Audit and Budget Committee would meet at 8:15 a.m. on April 30rb, prior to the Council meeting. Birthday greetings were expressed to Councillor Myra. 2015-159 MOVED by Councillor Church -Cornelius, SECONDED by Councillor Armstrong the meeting adjourn. CARRIED. (1.46 p.m.) Allen Webber Warden Pamela Myra Municipal Clerk MUNICIPALITY OF THE DISTRICT OF CHESTER 3.1 REQUEST FOR DECISION REPORT TO Warden Allen Webber, Chair Members of the Audit and Budget Committee SUBMITTED BY Tammy Wilson, MURP, MCIP, Chief Administrative Officer DATE April 30, 2015 SUBJECT 2015-16 Operating and Capital Budget ORIGIN April 16, 2015Audit and Budget Committee CURRENT SITUATION: The Audit and Budget Committee has received and reviewed a Draft 2015-16 Operating and Capital Budget and Business Plan for the Municipality of the District of Chester .This Plan was prepared in collaboration with the Audit and Budget Committee after the completion of a Strategic Priorities Setting Workshop with Councillors on January 15, 2015, and subsequent approval of a Strategic Priorities Document by Council. The document is presented to the Audit and Budget Committee for consideration and recommendation to Municipal Council RECOMMENDATION: That the Audit and Budget Committee recommend to Municipal Council: 1. That Municipal Council approve the 2015/16 Operating Budget and Plan, with a total operating expense of $26,487,608 2. That Municipal Council approve the 2015/16 Capital Budget and Plan, in the amount of $4,740,440 3. That Municipal Council sets the 2015/16 Residential and Resource Tax Rate at 68.5 cents per $100 of assessment; 4. That Municipal Council sets the 2015/16 Commercial Rate at $1.53 per $100 of assessment S. That Municipal Council sets the 2015/16 Waste Collection and Disposal Rate at 9.3 cents per $100 of assessment 6. That Municipal Council sets the 2015/16 EDU Rate for Sewer Services at $529.63 per unit 7. That Municipal Council sets the following 2015/16 area rates /charges as presented: • Street Light Rates • Fire Protection Mill Cove Hydrants Rate • Fire Acreage Rate • Private Road Improvement- Endeavor Avenue • Private Road Maintenance - o Wil -Dor Park; o Bayview Drive; o Dorey Park; and, o Sawler Shore Road • Private Wells - Mill Cove • Aces School - Water System (Other rates noted in the Area Rates Sheet under the headings Fire Protection; Village Commission and Private Road Maintenance are not able to set as the associated budgets have not yet been submitted to MODC. These will be set at a later date) BACKGROUND: The following meetings have been held in preparation of the 2015/16 Operating and Capital Plan 1. Strategic Priorities Setting Session with Municipal Councillors- January 15, 2015 2. Audit and Budget Committee - Capital Budget Review - January 28, 2015 3. Audit and Budget Committee- Operating Budget Review - April 14, 2015 4. Audit and Budget Committee - Operating / Capital Budget Review- April 16, 2015 5. Audit and Budget Committee - Operating / Capital Budget Review - April 30, 2015 DISCUSSION: The Strategic Priorities Document developed by Council in January 2015 and approved in February 2015 establishes the foundation for the development of the 2015/16 Operating and Capital Budget. The following summarizes the changes that have been made to the Draft Capital and Operating Budget during the various reviews by the Audit and Budget Committee lanuary 28, 2015 - Capital Budget Removed ITEM REMOVED AMOUNT REMOVED Trail Bridge Evaluation $31,500 Upper Blandford Walking Route $10,000 Engineering Truck Replacement $35,000 Chester Basin Sidewalk $450,000 Revised ITEM REVISED REVISION Trail Surface Upgrades $60,000 increased to $90,000 (additional grant Anvil Park Drainage Included in operating budget Basin Park Drainage Included in operating budget April 14, 2015- Operating Budget Removed ITEM REMOVED AMOUNT REMOVED Remuneration Compensation Review $15,000 Fire Services- EAP Proposal $6,000 April 16, 2014 Removed ITEM REMOVED I AMOUNT REMOVED Fire Services - Level 1 Training Fund 1 $10,000 Revised ITEM REVISED REVISION Landfill Casual Labour Decrease from $24,000 to $17,000 Changes since April 16, 2014 Capital Budget Revised ITEM REVISION Gold River School Increased from $669,000 to $702,000 Kaizer Meadows Wind Turbine Increased from $50,000 to $64,000 Operating Budget Revised ITEM REVISION Revenue- Solid Waste Increased b $12,000 host fee IMPLICATIONS: 1 Policy: n/a. 2 Financial/Budgetary: Establishes the 2015/16 Operating and Capital Budget and the associated property tax rates (residential / commercial) and area rates / charges 3 Environmental: n/a. 4 Strategic Plan: The Operating and Capital Plans are consistent with and implement MODC's Strategic Plan 5 Work Program Implications As identified in the 2015/16 Operating Plan. ATTACHMENTS: 1. 2015/16 Operating and Capital Plan 2. 2015/16 Operating and Capital Plan- Presentations (2) OPTIONS: 1. Recommend Operating and Capital Plan and Budget to Municipal Council as presented 2. Recommend Operating and Capital Plan and Budget to Municipal Council, with revisions 3. Defer a decision pending further revisions / review. Prepared BY Tammy Wilson, CAO Date April 27, 2015 Reviewed BY Date Authorized BY Date Operating and Capital Budget Budget / Audit Committee April 30, 2015 3.1 a) �. Operating Budget $ 26,475,608 with depreciation $ 24,691,660 without depreciation • Capital Budget $ 4,721,440 Borrowing $1,672,466 • Proposed 2015/16 Tax Rate- No Rate Increase • Residential $0.685 per $100 of Assessment (same • Commercial $ 1.53 (same as last yr) • Solid Waste Rate $0.093 • Impact on residential property assessed at $100,000 • 68. 5cents $685.00 (Residential Rate) • 9.3 cents 93.00 (Solid Waste Management) $773.00 • Services Levels are maintained; Service level enhancement with full suite of municipal services being offered at Satellite location • Initiatives that achieve Council's strategic plan goals and are important to our residents _ti High Level of Fiscal Responsibility • Development and Implementation of Electronic Invoice Processing • Improved Internal Controls- Purchase Order Module ($4k) • Increasing Reserves ($2.1 M transferred) Improved Satisfaction with Municipal Services • One Counter Customer Service Level • Records Management —Continued Implementation • ISO 9001:2008- Interim Compliance Audit ($10K) • Increased Program Outreach and Community Use of Munib Facilities- Gold River • E -Post Delivery of Tax Bills ($6K) Infrastructure to best serve our residents and businesses • Sewer By-law Review • Sewer Survey — New Ross / Chester Basin ($11,400) • Gold River IT Strategy • Sewer Infiltration /Video & Cleaning Program ($112K) • Western Shore Sewer Upgrades ($1.76M) • Chester Village Sewer Upgrades ($385K) • Duke Street Sidewalk ($160k) • Gold River School Renovations($702K) • Road Crossing Improvements- Duke and Valley ($8K) • Organics and Landfill Process — Options to be Explored • Chester Basin Wharf Repairs ($55K) • Trail Maintenance/ Bridges / Upgrades ($235K) • Design for Road Rehabilitation — Mill Cove ($30K) • Chester Basin Street Lights ($20K) • Zoe Valle Library — Roof ($12K) Support Environmental, Cultural and Social Resources • Municipal Plan Review ($41.7K) • Age Friendly Initiative ($20K; Net $5K) • Fire Services • Incident Scene Management Training • Seniors Safety Initiative ($2K) • Continued support through Fire Services Coordinator • Pro Kids Funding Raising ($45K in revenue; $45k in expense) • Low Income — Property Tax Rebate ($35K) • Tax Exemption / Reduction Program for Non -Profit Organizations ($206k) �1 Leadership in Public Engagement and Communications • Municipal Plan Review Continued Website Improvements Funds continue for Municipal Newsletter ($13K) Communication Strategy Development Promote conditions Conducive to Fostering Economic Prosperity • Second year of funding Economic Development Office • REN Start up Year ($45.7K) • Marketing Strategy (Branding) ($29K) • Local Business Excellence Awards ($31K) • Investment Readiness Profile (Community Profile) Development ($12k) • Marketing of MODC ($12k for video development) • Tourism Grants/ VIC ($43K) • Continuation of Business Retention and Expansion (BRE) • Procurement Practices Workshop with Local Businesses • Energy Strategy- Renewable to Retail • Funds for land acquisition for Business / Industrial Park ($100K) Financial Condition Index (3 yr Trend) Budget Dimension 2011112 2012113 2013114 Threshold Score Average Score Average Score Average Residential Tax Effort 2.8% 1.9% 2.9% 2.1% 3.1% 2.2% Below 4% Deficits in the Last 5 - 0.0 0.6 0.0 0.5 0.0 0.5 Below 1 Years - _ Budgeted Expenditures Between Accuracy 1 �. 3.1/ 1.0% 3.8/ �3.6% 3.9/ -5% and +5% Liquidity 1.7 2.2 1.7 2.4 2.2 2.5 Above 1 2012 ? 5% Operating Reserves 24.3% 59.1% 42.1% '53-7% 43.7% 2013 & 20140 ---)32-3% 10% (see note 2) Financial Condition Index (cont) Debt and Capital Dimension 2011112 2012113 2013114 Threshold Score Average Score Average Score Average Debt Service 8.5% 4.4% 9.9% 4.1% 10.4% 4.7% Below 15% Outstanding Debt 0.5% 0.4% 0.5% 0.4% 0.4% 0.4% Below 3.5% Undepreciated Assets 47.4% 65.9% 46.1% 66.2% 46.0% 64.8% Above 60% 5 year Capital Purchases 131.2% 324.2% 131.2% 296.4% 144.5% 262.4% Above 100% 5 Year Contributions to � 23.9% 24.8% 29.3% Above 10% 0.6% 0.4% 3.0% Capital Reserve Financial Condition Index (cont) Revenue Dimension 2011112 2012113 2013/14 Threshold Score Average Score Average Score Average Reliance on Government 2.3% 4.9% 2.0% 4.3% _ 2.5% 4.2% Below 15% Transfers Uncollected Taxes 7.9% 10.4% 7.9% 10.6% 8.0% 11.1% Below 10% 2012 > 8.37%u 3 Year change in Tax Base ,15.1% 9.9% 14.4% 12.1% 12.8% 11.9% 2013 > 6.20% 2014 > 4.44% (see note 1 Commercial Property 13.4% 12.9% 11.7% Above 10% Assessment 6.4% 6.3% 6.1% Reliance on Single m, Below 10% 0.5% 4.6% 0.4% 4.2%fl 0.4% 3.8% Businesslinstitution DEBT REPAYMENT 20 18 16 14 12 10 20 6 4 0 Debt Service Ratio 2015-2025 1 2 Current 3 1 S 6 7 8 9 . Current + Prcposed — - Threshold 10 Ave rage 25 RESERVES Reconciliation of Reserves April 27, 2015 Balance as of Transfer Transfer Balance as of March 31, 2015 From To March 31, 2016 Operating Reserve $2,305,855 $116,000 $376,267 $2,566,122 Capital Reserve $46,600 $0 $0 $46,600 Gas Tax Reserve $918,478 $455,000 $560,000 $1,023,478 Wind Revenue Reserve $372,272 $238,500 $479,530 $613,302 Recreation Reserve $42,000 $0 $0 $42,000 Parkland Reserve $164,363 $116,000 $0 $48,363 Landfill Closure Reserves $3,745,304 $0 $550,000 $4,295,304 Equipment Reserve $71,439 $25,140 $12,500 $58,799 Sewer Reserve $516,348 $350,000 $140,993 $307,341 $8,182,659 $1,300,640 $2,119,290 $9,001,309 DISTRICT BUDGET SUMMARY Gross Expenditure $23,382,166 Non -Tax Revenue $5,518,365 Net Expenditures $17,863,801 Less Depreciation $(1,783,948) Tax Revenue $16,079,853 Surplus (Deficit) 0 $22,959,850 $5,415,881 $17,534,969 $(1,783,948) $16,042,177 $282,156 $25,826,842 $5,938,244 $19,888,598 $(1,783,948) $16,785,334 - $1,319,316 $660,766 $2,192,084 $(1,531,318) 0 $9,477 $1,540,795 $26,487,608 $8,130,328 $18,357,280 $(1,783,948) $16,794,811 $221,479 13.3% 47% 2.76% 3.06% Mandatory/ Non- Discretionar, Expenditures Education $4,341,336 Assessment Services $342,922 Corrections Regional Housing Policing — RCMP Public Library Provincial Roads Waste Collection $238,360 $20,000 $1,635,250 $68,035 $176,966 $1,207,452 Solid Waste Management $4,293,255 Total $12,323,576 $4,447,088 2.4% $341,436 0 $236,441 -0.8% $20,000 0 $1,682,391 2.9% $69,056 1.5% $179,614 1.5% $1,267,013 4.9% $4,315,557 0.5% 12,558,596 2.15% 47 % of MODC's Gross Expenditures WHERE DOES THE MONEY GO? 56,000,000.00 $5,000.00am $A,C)ao,0ao.a© $3r000,C1OCO) 00 52,000.000.00 $1,00a;0ClC7,©Q •p1 `C�. y. rte. `�. �'a Fi. i'. ;�' cj • �. .y, , fi:' y' �' ice` '{� ice' l� 'C� *CSY yts �' ZK ob lee �l � o� 23`fi nti at i4 Operating Budget -Expenditures Summary EXPENDITURES General Government Services: Warden, Council & Committee: Council/Committee Remuneration Administrative Expenses Grants to Organizations Elections and Plebiscites CAO/Clerk Administration: Salaries Administration Expenses Town Crier Surveys/Appraisals Communications Capital from Revenue Projects Finance/Tax Administration: Salaries Administration Expenses Property Tax Administration Assessment Recovery Costs Capital from Revenue Projects Depreciation 2014-2015 (Unaudited) 2015-2016 2015-2016 2015-2016 BUDGET 2014-2015 BUDGET BUDGET BUDGET % CHANGE TOTAL FORECAST BASELINE ADJUSTMENT TOTAL BUDGET/BUDGET $158,859 $158,859 $161,560 $0 $ 161,560 1.70 64,550 75,950 71,189 3,600 74,789 15.86 145,500 157,247 72,000 128,500 200,500 37.80 15,000 15,000 15,000 $319,749 0 $132,100 15,000 $451,849 0.00 17.70 $383,909 $407,0561 $300,676 $300,676 $362,742 $0 $ 362,742 20.64 105,066 108,814 120,910 4,890 125,800 19.73 1,000 0 1,000 0 1,000 0.00 1,500 0 1,500 0 1,500 0.00 13,000 33,000 13,000 10,000 23,000 76.92 0 0 0 0 0 $421,242 $442,4901 $499,152 $14,890 $514,042 22.03 $307,319 $294,600 $314,922 $0 $ 314,922 2.47 216,255 204,871 203,836 11,900 215,736 -0.24 261,528 260,003 280,829 0 280,829 7.38 342,922 342,922 341,463 0 341,463 -0.43 0 5,054 0 0 0 23,153 23,5131 23,513 $1,164,563 0 $11,900 23,513 $1,176,463 1.55 2.20 $1,151,177 $1,130,9631 Operating Summary EXPEND/TURES Information Services: Salaries Administration Expenses Capital from Revenue Projects Debt Charges Depreciation Municipal Property: Salaries Administrative Expenses Property Services Wharves, Boat Launches, etc Community Development/Gardens Capital from Revenue Projects Depreciation Public Works: Salaries Administrative Expenses Sprinkler/Fire Mill Cove Capital from Revenue Projects Depreciation SUBTOTAL 2014-2015 BUDGET TOTAL (cont) (Unaudited)2015-2016 2015-2016 2015-2016 2014-2015 BUDGET BUDGET BUDGET FORECAST BASELINE ADJUSTMENT TOTAL $196,668 $196,668 $205,965 $0 $ 205,965 218,525 180,592 197,419 51,685 249,104 10,000 9,054 50,140 0 50,140 19,809 19,646 19,483 0 19,483 66,172 66,172 66,172 0 66,172 $511,174 $472,132 $539,179 $51,685 $590,864 $83,900 $97,000 $79,067 $4,883 $ 83,950 41,200 32,075 39,426 994 40,420 141,700 118,870 128,780 0 128,780 12,000 3,250 16,300 0 16,300 14,500 5,275 17,500 0 17,500 378,500 307,130 308,500 0 308,500 10,239 10,239 10,239 0 10,239 $682,039 $573,8391 $599,812 $5,877 $605,689 $150,450 $145,000 $145,087 $2,873 $ 147,960 82,050 65,045 91,318 682 92,000 22,165 23,070 72,009 601 72,610 115,000 14,000 0 0 0 14,406 14,406 14,406 0 14,406 $384,071 $261,521 $322,820 $49156 $326,976 $ 3,533,613 $ 3,288,001 $ 3,445,275 $ 220,608 $ 3,665,883 CHANGE DGET/BUDGET 4.73 13.99 401.40 -1.65 0.00 15.59 0.06 -1.89 -9.12 35.83 20.69 -18.49 0.00 -11.19 -1.66 12.13 227.59 -100.00 0.00 -14.87 3.74 Operating Summary (cont) EXPENDITURES Protective Services: Police Services Correction Services Legal - Prosecution Services By -Law Enforcement Animal Control Emergency Measures Fire Services: Fire Services - Salaries & Wages Fire Services - Administrative Expenses Fire Services - Insurance FireNillage Commissions Fire Contract - Districts 1, 3 & 7 Fire Rescue Boat Capital from Revenue Projects Building/Fire Inspection: Building Salaries & Wages Building Administrative Expenses Fire Salaries & Wages Fire Administrative Expenses 2014-2015 (Unaudited) 2015-2016 2015-2016 2015-2016 BUDGET 2014-2015 BUDGET BUDGET BUDGET TOTAL FORECAST BASELINE ADJUSTMENT TOTAL $1,635,250 $1,637,250 $1,682,931 $0 $ 1,682,931 238,360 238,360 236,441 0 236,441 10,725 6,000 5,000 0 5,000 54,095 36,059 41,290 5,200 46,490 67,300 65,447 70,480 0 70,480 38,026 39,0911 0,707 0 40,707 $2,043,756 $2,022,2071 $2,076,849 $5,200 $2,082,049 $49,210 $45,827 $51,831 $0 $ 51,831 47,874 48,124 55,735 5,500 61,235 67,000 65,244 67,000 0 67,000 1,463,813 1,463,813 1,516,072 0 1,516,072 247,241 247,241 260,104 0 260,104 9,733 9,733 11,768 0 11,768 30,000 30,0001 0 30,000 30,000 $1,914,871 $1,909,9821 $1,962,510 $35,500 $1,998,010 $149,579 $153,324 $160,962 $5,165 $ 166,127 53,889 45,106 65,098 0 65,098 49,395 45,999 52,026 0 52,026 20,182 19,236 24,799 0 24,799 $273,045 $263,6651 $302,885 $5,165 $308,050 /o CHANGE 2.92 -0.81 -53.38 -14.06 4.73 7.05 1.87 5.33 27.91 0.00 3.57 5.20 20.91 0.00 4.34 11.06 20.80 5.33 22.88 12.82 Operating Summary (cont) EXPENDITURES Transportation Services: Roads & Streets: Administration Provincial Road Maintenance Fee Municipal Roads Private Road Maintenance Sidewalks/Crosswalks Streetlights Streetsig ns Capital from Revenue Projects Short Term Borrowing Debt Charges Depreciation Sewer Services: Universal Sewer Salaries Universal Sewer Operating Expenses Capital from Revenue Projects Debt Charges Depreciation 2014-2015 (Unaudited) 2015-2016 2015-2016 2015-2016 BUDGET 2014-2015 BUDGET BUDGET BUDGET % CHANGE TOTAL FORECAST BASELINE ADJUSTMENT TOTAL BUDGET/BUDGET $23,035 $15,700 $26,395 $1,615 $ 28,010 21.60 176,966 176,966 179,614 0 179,614 1.50 25,000 25,000 30,000 0 30,000 20.00 78,094 78,202 78,210 0 78,210 0.15 117,330 53,200 85,000 2,000 87,000 -25.85 146,258 140,746 145,450 0 145,450 -0.55 8,050 5,320 11,863 347 12,210 51.68 4,000 4,110 210,000 0 210,000 5150.00 3,920 3,200 3,920 0 3,920 0.00 47,506 46,786 46,044 0 46,044 -3.08 211,175 211,175 211,175 $1,027,671 $214,786 0 $3,962 $2,394 211,175 $1,031,633 $ 217,180 0.00 22.62 0.66 $841,334 $760,405 $215,750 $184,210 292,840 290,600 323,973 567 324,540 10.83 147,578 147,578 1,814,834 0 1,814,834 1129.75 58,192 57,686 51,549 0 51,549 -11.42 182,303 182,303 182,303 $2,587,445 0 $2,962 182,303 $2,590,407 0.00 188.89 $896,663 $862,377 Operating Summary (Cont $37,500 2014-2015 (Unaudited) 2015-2016 2015-2016 2015-2016 $530,029 BUDGET 2014-2015 BUDGET BUDGET BUDGET %CHANGE EXPENDITURES TOTAL FORECAST BASELINE ADJUSTMENT TOTAL BUDGET/BUDGET Solid Waste Collection/Disposal Waste Collection Salaries $50,325 $53,298 $49,838 $0 $ 49,838 Waste Collection Operating Expenses 1,156,705 1,205,002 1,216,675 37,500 1,254,175 Depreciation 422 422 500 0 500 Landfill Salaries Landfill Operating Expenses Landfill Closure 2 Expenses Landfill Capital from Revenue Projects Landfill Debt Charges Depreciation Recycling Salaries Recycling Operating Expenses Recycling Capital from Operating Recycling Debt Charges Total Solid Waste Collection/Disposal $1,207,452 $1,258,722 $1,267,013 $37,500 $1,304,513 $545,000 $530,029 $581,716 $27,000 $ 608,716 842,833 817,558 790,152 9,000 799,152 550,000 550,000 550,000 0 550,000 0 0 0 0 0 1,109,959 1,133,448 1,182,829 0 1,182,829 1,158,904 1,158,904 1,158,904 0 1,158,904 $4,206,696 $4,189,939 $4,263,601 $36,000 $4,299,601 $23,744 $23,307 $23,307 $0 $ 23,307 27,815 27,507 28,649 0 28,649 35,000 13,600 0 0 0 0 0 0 0 0 $86,559 $64,414 $51,956 $0 $51,956 $5,500,707 $5,513,0751 $5,582,570 $73,500 $5,656,070 -0.97 8.43 18.48 8.04 11.69 -5.18 0.00 6.57 0.00 2.21 -1.84 3.00 -100.00 39.98 2.82 Opera EXPENDITURES Health & Wellness Occupational Health and Safety Regional Housing Authority Environmental Development Services: Community Development Salaries Community Development Operating Expenses Economic Development Salaries & Wages Economic Development Operating Expenses Economic Development Capital from Revenue Planning Salaries & Wages Planning Operating Expenses Planning Capital from Revenue Projects Depreciation LQRDA/REN Tourism Development Total Environmental Development Services ting Summary (cont $0 2014-2015 (Unaudited) 2015-2016 2015-2016 2015-2016 5,400 BUDGET 2014-2015 BUDGET BUDGET BUDGET 20,000 TOTAL FORECAST BASELINE ADJUSTMENT TOTAL $5,000 $5,000 $7,000 $0 $ 7,000 10,146 5,400 10,000 0 10,000 20,000 20,000 20,000 0 20,000 $35,146 $30,400 $37,000 $0 $37,000 $0 $0 $0 $0 $ 0 0 0 0 0 0 %CHANGE BUDGET/BUDGET 40.00 -1.44 0.00 5.28 $0 $0 $0 $0 $0 $ 45,794 -14.24 $73,267 $69,775 $74,625 $5,165 $ 79,790 8.90 90,585 59,088 81,225 60,000 141,225 55.90 65,000 65,000 120,000 0 120,000 84.62 $228,852 $193,863 $275,850 $65,165 $341,015 49.01 $381,171 $360,359 $393,334 $11,436 $ 404,770 6.19 187,131 169,916 193,089 75,201 268,290 43.37 0 0 114,000 0 114,000 17,812 17,812 17,812 0 17,812 0.00 $586,114 $548,087 $718,235 $86,637 $804,872 37.32 $53,398 $53,398 $45,794 $0 $ 45,794 -14.24 $43,000 $43,000 $43,000 $0 $ 43,000 0.00 $1,234,681 35.48 $911,364 $838,348 $1,082,879 $151,802 Operating Summary (cont) EXPEND/TURES (Page 4 of 4) Industrial Park Operating Expenses Industrial Park Capital from Revenue Depreciation Wind Power Operating Expenses Wind Power Capital From Revenue Wind Power Debt Charges Heritage Properties Recreation and Parks Services: Recreation Salaries Recreation Grants to Organizations Recreation Operating Expenses Recreation Capital from Revenue Projects Recreation Debt Charges Depreciation Church Memorial Park Regional Library Appropriation to District School Board Transfer to Own Reserves, Funds, Agencies TOTAL EXPENDITURES SURPLUS/(DEFICIT) - Operations Depreciation Allocation to Surplus SURPLUS/(DEFICIT) 2014-2015 (Unaudited) 2015-2016 2015-2016 2015-2016 BUDGET 2014-2015 BUDGET BUDGET BUDGET TOTAL FORECAST BASELINE ADJUSTMENT TOTAL $20,727 $14,506 $17,453 $6,200 $ 23,653 10,000 10,000 10,000 0 10,000 17,448 17,448 17,448 0 17,448 $48,175 $41,954 $44,901 $6,200 $51,101 $119,092 $116,284 $88,963 $1,000 $ 89,963 0 0 69,000 0 69,000 81,074 105,2381 331,117 0 331 ,1 57 $200.166 $221.522 $489.120 $1.000 $490.120 $370,844 $387,163 $387,835 $0 $ 387,835 38,000 37,000 38,000 0 38,000 333,469 325,778 334,597 0 334,597 247,000 80,000 289,000 0 289,000 42,785 42,132 40,988 0 40,988 81,917 81,917 81,917 0 81,917 1 756 1 5 6 $ 23,382,166 $ 22,959,850 $ 25,826,842 $ 660,766 $ 26,487,608 ($1,783,948) ($1,501,792) ($3,115,264) $1,540,795 ($1,562,469) $1,783,948 $1,783,948 $1,783,948 $0 $1,783,948 $O $282.156 -$1.331.316 $1.540.795 $221.479 CHANGE 14.12 0.00 0.00 6.07 -24.46 308.46 144.86 0.00 4.58 0.00 0.34 17.00 -4.20 0.00 5.24 0.00 1.50 2.44 -0.36 13.28 12.42 0.00 ADDITIONS TO THE BASELINE Baseline Budget Expenses Less Depreciation Deficit Additional Revenue Less Additions to Baseline ')urplus $25,826,842 $1,783,948 -$113191316 $2,20 1 561 $882,245 $660,766 $221,479 Additions- Discretionary Items Discretionary Telecommunications- Council Amount $ 3,600.00 $ - • $ 3,600.00 Pension- Employer Costs $ 2,852.00 $ - $ 2,852.00 Medical - Employer Costs $ 2,038.00 $ - $ 2,038.00 E- Post Delivery $ 6,000.00 $ - $ 6,000.00 Diamond - Purchase Order Module $ 4,000.00 $ - $ 4,000.00 Laserfiche Connector Module $ 3,450.00 $ - $ 3,450.00 Vulnerablility Scan / Network Audit $ 10,000.00 $ - $ 10,000.00 Desktop Support Contract $ 15,000.00 $ - $ 15,000.00 Casual Labour- Eng/Public Works $ 14,956.00 $ - $ 14,956.00 By-law Enforcement Training $ 5,200.00 $ - $ 5,200.00 NFFA Standards Manual $ 500.00 $ - $ 500.00 Fire Services Computer Service $ 2,000.00 $ - $ 2,000.00 Fire Services- Seniors Fire Prevention Initiative $ 2,000.00 $ - $ 2,000.00 Fire Services- Website Upgrades $ 1,000.00 $ - $ 1,000.00 Fire Servcies - Capital From Revenue $ 30,000.00 $ 20,000.00 $ 10,000.00 Building Inspection Student $ 5,165.00 $ - $ 5,165.00 Economic Development- Student $ 5,165.00 $ - 1 $ 5,165.00 Additions- Discretionary Items Amount 7Econom*icevelopment- MODC Branding $ 25,000.00 $ 15,000.00 $ 10,000.00 Economic Development- MODC Brand Materials $ 4,000.00 $ - $ 4,000.00 Economic Development- Event Hosting $ 4,000.00 $ - $ 4,000.00 Economic Developmeny- Business Awards $ 3,000.00 $ - $ 3,000.00 Economic Development- Community Profile $ 12,000.00 $ - $ 12,000.00 Econoic Development- Video's for MODC Promo $ 12,000.00 $ - $ 12,000.00 Planning- Student $ 11,436.00 $ - $ 11,436.00 Planning- GPS Software/Realtime correction Fe $ 6,500.00 $ - $ 6,500.00 Planning- Fox Lake Monitoring $ 5,000.00 $ 5,000.00 Solid Waste- Tip Fee Write Off $ 30,000.00 $ - $ 30,000.00 Solid Waste- Green Bins $ 5,500.00 $ - $ 5,500.00 Soid Waste- Garbage Boxes $ 2,000.00 $ - $ 2,000.00 Landfill- Casal Labour $ 17,000.00 $ - $ 17,000.00 Discretionary Subtotal $ 250,362.00 Additions -Mandatory Total $ 660, 765.00 Grant- Health Centre $ 100,000.00 $ 100,000.00 $ - Grant -New Ross $ 10,000.00 $ 10,000.00 $ - Grant- Smart X -Mas $ 5,000.00 $ 5,000.00 $ - Grant- MICA $ 10,000.00 $ 10,000.00 Grant- Village Commission (Lido Pool) $ 3,500.00 $ 3,500.00 $ - ISO Certification Iterim Compliance $ 10,000.00 $ - $ 10,000.00 Finance- Insurnce $ 1,900.00 $ - IT- Mango Apps $ 23,235.00 $ - $ 23,235.00 Snow removal- Sidewalks $ 2,000.00 $ - $ 2,000.00 Planning - Advertising $ 2,000.00 $ - $ 2,000.00 Plan Review $ 41,701.00 $ - $ 41,701.00 Planning -Age Friendlylnitative $ 20,000.00 $ 15,000.00 $ 5,000.00 Landfill - OT $ 10,000.00 $ - $ 10,000.00 Landfill- Insurance $ 3,000.00 $ - $ 3,000.00 KM- Industrial Park $ 6,200.00 $ - $ 6,200.00 Landfill- watertest $ 6,000.00 $ - $ 6,000.00 Windtower- operating dialer costs $ 1,000.00 $ - $ 1,000.00 Mandatory Subtotal $ 255,536.00 Total Additional Items $ 505,898.00 Transfers $ 154, 867.00 Total $ 660, 765.00 • No new fees • No Increases to existing fees • Decrease in Land Fill Tipping Fee o $68.54/tonne (was $80.30) • No Tax Rates Increase • No Sewer Rate Increase • Slight decrease in Solid Waste Collection Rate- New Carts; and Slight Increase in Solid Collection Rate- Old Bins 4d • Decrease in Street Light Rates Grants in Lieu , $157,336 Wind Fal -)eed Aces School, $9,477 Business Tax $122,23 Mill Cove Wells, $35, Sewer -Rate, $830+513_ _ tndeavorAve, $31,245_ Private Roads, $82,014 Stree- Lights, Fire hates, $1,815,39 Tax Revenue $16,794,511 eneral PropertyTdx, $11,147,516 Sale of Services, $101,133 Solid VVas-.e[Uspnsa| Fees$2,687,807 Non- Tax Revenue ��� � ��O ���� ^~~~��^~~~��^-~~ Fire Insurance Premiums, $67'00O _ "----`---- nux/vwn S890,358 Transfers from Own -umdn,$l,334,Z79 )ncmmditiona| nsfers, $12,380 Conditional Transfers, $3,317'TI1 Revenue- Baseline Increase MMM General Tax Revenue Wind Farm Tax Non Tax Revenue Services to Others Other revenue from own sources Transfer from Own Funds MAmount $421,114 (details) $250,000 (goes to reserve) $129,216 $66,359 $229,140 New Revenue (Additions Aces — Fire Protection $9,477 Conditional Transfers (Grants) Transfers from Own Funds $1,278,584 $913,500 Waste Collection & Disposal (new /old carts) Village Commission (Res & Comm) - estimate Sewer Rate (EDU) OTHERS: (Area Rate Tab in Budget Binder) Fire Protection Rate Private Road Improvement Rates/Charges Private Road Maintenance Rates/Charges Private Wells: ACES Fire Protection Street Light Rates $0.10/ $0.09 $0.1517 $529.63 $0.093 / $0.093 $0.1517 $529.63 SUMMARY so i ✓Service levels maintained ✓Strategic Priorities Met ✓Goals Achieved o High Level of Fiscal Responsibility o Continually Improving Satisfaction with Municipal Services o Ensuring Infrastructure to best serve our residents and businesses o Strengthen and support environmental, cultural and social resources o Reinforce the Municipalities positive image through leadership in public engagement and communications o Promote conditions conductive to fostering economic prosperity ✓Service level enhancement o Regional Economic Development o One Counter Customer Approach o Procurement Services o Community Use of Facilities and Programming o Quality Management Services o Infrastructure Development — Duke Street CAPITAL BUDGET 2015-16 MUNICIPALTIY OFTHE DISTRICT OF CHESTER �"] t: n� hil SUMMARY Recreation $289,000 Solid $531,800 Waste Eco Park $101000 Kaizer $6g,000 Meadows Turbine Comm $264,000 D ev't $30,000 106,000 $10,000 $6g,000 (wind) $150,000 $1001000 ($12oK- wind) $70,000 $84,000 $14,000 IT $62,640 $25,140 $37,500 Public $3,514,000 $76,000 $325,000 $350,000 $1,403,584 $116,250 $102,500 Works TOTAL $4,740,440 $305,000 $445,000 $106,000 $25,140 $350,000 $1,473,584 $116,250 $237,000 ($189K - wind) $0 $531,800 $1,140,666 $1,672,466 2015-16 Capital Projects External Funding : o Start : May 2015 Procurement Method: Tender (HVP); Engineering Contract Description Replacement of the fixed and expansion bearings. Repair the vegetation and repoint the mortar in the granite peers Rationale 2013 inspection by SNC Lavalin recommended work to be completed to ensure integrity and extend the life of the bridge. The work planned were the top priorities noted External Funding x65,000 Start :June 2015 Net Costs $25,000 Multi Year Project : Future Years TBD Procurement Method: Heavy Equipment Contract Description Upgrades to have loft trail (surface upgrades, ditch cleanout, grading, topcoat material, six inches of crusher dust rolled and compacted) to enable safe trail use Rationale Part of the Rum Runners Trail; targets cycling tourism External Funding :$5,000 (OHV) Start: July 2015 Net Costs x10,000 Procurement Method: Tender (LVP) Description Change from a Bollard System to a Swing Gate to control trail access. Approximately 25 gates to be installed Rationale Area behind bollards is getting dug up through use very quickly, leaving the base of the bollards exposed and thus prohibiting access by emergency and maintenance vehicles .Swing Gates isthe Best Practice by Trail Groups to ensure access External Funding s o Start: May 2015 Multi -Year Project: Construction 2o16-17 approx. $70,000 Procurement Method: Engineering Services Contract/ Heavy Equipment Contract Description (Design /Construction) Construction of a trail from New Ross School to the Ross Fa rm; Rationale Identified in Active Transportation (AT) Playbook; Create a safe route from School to Ross Farm. It is anticipated the Education Centre at New Ross Farm will increase the need for this route. This is also part of a larger project — "The Cross" to the farm External Funding: so Multi -Year Funding: N/a Procurement Method: Contract Negotiations/ Land Appraisal Description In -Camera- Land Negotiations Rationale Opens Space Opportunity 2015-16 Capital Projects External Funding so in Grants Start: April 2015 Valley Waste = approx. 87 % of costs Procurement Method : Standing Offer Description New Front End Loader. Existing Loader to remain for site work until long range plans are finalized Rationale Existing Loader (2009 93o HCAT) has 7,67o hours on it. New Loader is anticipated to be z0%more fuel efficient External Funding $o Valley Waste= approx. 87 % of costs Annual Service contract$200 Procurement Method: Tender (LVP) Description To equip 316 Excavator with an automatic fire suppression system (activated manually or by heat exposure) Rationale OH& S risk mitigation measure; Excavator is exposed to landfill fires External Funding $o Valley Waste = 87 % of costs Operating Budget Impact: $5,000 annual (electrical and sampling ) Procurement Method: Tender (HVP), Engineering Contract Description Recommended by SNC Lavalin as a modification to the treatment train; to give a fallow period for one site. Rationale To rectify concerns with nitrate treatment External Funding $o Valley Waste = 87 % of Costs Procurement Method: Tender (LVP) Description Acquire pumps (Advantax and Leachate) to have as back up pumps on-site when needed Rationale System is served by two main pumps. If these fail, they are difficult to source and if our system shuts down we cannot operate External Funding: so Valley Waste = 87 % of Costs Procurement Method: Tender (LVP) and In-house Description Clean-out of silt Rationale Under heavy rainfall, ponds do not settle suspended solids as well as they once had. This is the result of an increasing amount of silt in the ponds External Funding $0 Start: April 2015 Procurement Method: Tender (HVP) Description Replacement of 2004 Dakota (300,000 km) used for curbside inspections Rationale Escalating Maintenance Costs; External Funding $0 Start: April 2015 Procurement Method: Tender (LVP) Description Add hydraulic lift gate for effective use of vehicle Rationale OH& S issue; reduces staff required to complete pick ups of waste/ carts by staff External Funding $0 Start: April 2015 Procurement Method :Tender (LVP) Operating Budget Impact: Increase of $3,000 per year Description Reinstate chlorination treatment for sewer ponds. It will enable the diversion of water due to heavy rain events from the leachate treatment system Rationale Reduces load on treatment system when heavy rain occurs and mitigates risk of berm failure External Funding so Procurement Method: Tender (LVP) Operating Budget Impact: $1,500 costs, savings based on recent events can be up to $35,000 Description Discontinue handling/treatment of asbestos burial on site; Commercial Waste to go direct to other approved facility; Drop off Container to be used by residents . Rationale Risk and costs in handling material can be significant. This enables service to continue to residential customers. Value in product is no longer present, 2014-15 $7,000 in tipping fees and $45,000 in expenses. External Funding: so Start: Fall 2015 Procurement Method: Tender (LVP) Description Upon completion of Branding and Marketing Strategy; Development of promotional material Rationale Required to effectively market Kaizer Meadows External Funding so Start: Summer2015 Procurement Method: Alternative Procurement Description NSPI is requiring that the Transformer be replaced. This has been an issue for several Enercon Turbines Rationale A requirement of NSPI 2015-16 Capital Projects External Funding $o Start: TBD Procurement Method: Tender (LVP) Description Review that would be precipitated from inability to negotiate a Fire Services Contract with Village Commission Rationale Required to ensure continuity in the deliver of Fire Services External Funding so Start: April Procurement Method: Quotes (LVP) Description Purchase of district training / response equipment to be maintained centrally and used by all fire departments. Specific equipment is recommended by the Fire Chiefs Rationale There is a need for training and response equipment External Funding so Start April 2015 Procurement Method: RFP (HVP) Description Acquire Lidar data for coastal areas (and possibility Gold, Middle and East Rivers floodplains). This will include data collection, processing and analysis. Rationale Construction of flood risk maps to support planning initiatives to protect communities and areas that are vulnerable to coastal flooding form storm surges and long term sea level rise. Accurate data to identify areas at risk and support decision making External Funding $0 Start: April 2015 Procurement Method: Tender (LVP) Description Purchase of an additional GPS unit for the collection of data points for civic addressing as well as building foot prints Rationale GPS is used by Civic Address Coordinator and Building Official to collect data in the field (building foot prints, etc). Existing GPS has demands on it for use by multiple departments, making it unavailable for use at times. External Funding $o Start: TBD Procurement: Tender (LVP) Description Allowance for signage requests to support tourism, economic development and community identity (i.e.. Farmers market) Rationale Supports economic development and tourism which are pp p , priorities of Council (i.e.. Farmer's market, first impressions, Village of Chester sign on Hwy 3) External Funding so Start: TBD Multi Year Project: Future Cost TBD Procurement Method: RFP (HVP) Description Funds for property acquisition and design; Pending results of Business / Industrial Park Development Study Rationale A feasibility study is underway to determine if there is a need to develop a business/industrial park and the best locations. Funds in the 2015-16 will enable MODC to act if the recommendation is to proceed with land acquisition /development. 2015-16 Capital Projects External Funding N/A Multi Year Reserve Transfer Description Transfer funds ($12,500) into reserve for future server replacement costs (every 4 years) Rationale Industry Best Practice; Lessens Borrowing requirements and impact on future rates External Funding so Start: n/a Procurement Method: RFQ (LVP) Description IT Infrastructure such as network switches, fire walls, UPS, racks etc. Rationale Ongoing/ Required IT maintenance External Funding $o Start: Sept2015 Procurement Method: RFQ (LVP) Description Upgrade existing access points at the Administration Building Rationale Current access points do not meet current standards or load requirements at peak demand. External Funding so Start: June 2015 Procurement Method: Tender (LVP) Description Refreshing of the Shoretel HQ Server on a 4 year cycle. Rationale: The Shoretel HQ Server is responsible for all management of our phone system including housing voicemail, switch programming and user management. This server should be refreshed every 4 years. External funding $o Start: Sept2015 Procurement method: Tender (LVP) Description Upgrade audio system in council chambers Rationale Current audio and microphone system is inadequate for large meetings. This only includes upgrading amplifier, microphones and speakers. 2015-16 Capital Projects External Funding $0 Start Date: Sept 2015 Procurement Method: Tender (LVP) Description (Construction) Replace Asphalt Roof Shingles Rationale Current roof is 10-15 years old and is starting to leak External Funding $o Start Date: Ongoing Ph2of31 Procurement Method: In house, Tender (LVP/HVP), Engineering Contract Operating Budget t Impact: Increase of s5o,000 Description (Construction) Hazardous Material Abatement; New pitched roof; renovation of first floor for occupancy (7 class rooms, washroom and office) Rationale As per direction of Council to address space / functional issues External Funding : so Start Date: June 2015 Procurement Method: Tender (LVP) Description (Construction) Well and Treatment System; Disconnect communications and back up power; misc. interior /exterior repairs; committee room update Rationale Potential lease of annex building may warrant disconnection of shared services; misc. repairs / renovations External Funding $13,750 (PCAP — Pending) Multi -Year: Ph. 4 of 5. Ph. 5 estimated at $30,000 Procurement: Tender (LVP) Description (Inspection) Part of Infiltration and Inflow reduction program. Collection System cleaned and then videoed through CCTV. Enables identification of deficiencies and the development of "master plan" for repairs. Areas to be done, Chester (between Queen and Duke); Western Shore (Hwy 3between SwinimerRdand Station Rd and side roads); Mill Cove- Outfall Rationale Improves wastewater treatment; reduces costs of transmittance and treatment of wastewater; reduces overflows ; enables master plan to be developed External Funding $ 42,500 (PCAP Application Pending) Procurement Method: Sewer Repair Contract, Tender (LVP) Description (Construction) Manhole Inspection, Repair, Raised to Surface :Western Shore (31), Chester (42) and Mill Cove (5) . Contracting out Heavy Equipment and Traffic Control, In-house labour. Rationale Addresses Inflow and Infiltration; Improves waste water treatment efficiency; reduces overflows; reduces cost of transmittance and wastewater; best practice External Funding $o Start: Unknown Multi -Year: Ongoing Procurement Method: Alternative Procurement Description (Maintenance) Allowance to replace a limited amount of pumps associated with collection and treatment Rationale Enables purchase of pumps in the event of breakdown (where cost of repair is too high) External Funding Net Costs with Funding $ 442,267 (SCF- Pending) $21-71833 Start: June 201,5. Ph. 1 of Multi Phases Procurement Method: Tender (HVP), Engineering Contract Description (Construction) Replacement of disinfection system with UV, new office with improved storage, lab equipment, plant automation Rationale Improve efficiency of treatment process, operator controls and site safety; Enable plant to handle increased frequency and severity of storms Operational savings with UV System versus chlorination External Funding $ 740,953 (SCF- Pending) Net Costs $364,947 Start : June 2015 Procurement Method: Tender (HVP), Engineering Contract Description (Construction) Lift Station 3- refurbishment of controls and SCADA; new piping and value chambers and forcemain replacements due to failures (relocation from Hwy 3to Swinimer Rd and DNR trail) Rationale Improve transmittance process; addresses numerous forcemain breaks, improved operator controls and site safety External Funding so Start: Sept 2015 Operating Budget Impact: Estimated $2,000 inAnnual Savings Procurement Method: Tender (LVP), Engineering Contract Description (Construction) Utilizing as much of the original components as possible - relocate lift station out of the travelled way, replace components in poor condition and update controls with SCADA Rationale Lift station is currently in the travelled way and is negatively impacted by road maintenance and runoff; location complicates maintenance due to required safety measures (traffic control) External Funding $0 Start: June 2015 Ph. 10f z Phases. Phase z estimated at $3oo,000 Procurement Method: Engineering Services Contract Description (Design) New WWTP , incorporating Advantex Treatment system, using existing outfall, with capacity to treat existing customers, plus properties fronting system Rationale Existing system is 50 years old, in poor condition and at risk of failure; Comprehensive review in 2013 recommended replacement External Funding $0 Start Date: June 2015 Ph. 10f 2 . Phase 2 estimated at $300,000 Procurement: Engineering Services Contract Operating Budget Impact: Estimated annual savings $5,000 Description Evaluate condition of Parkwood, Lake, Foxwood and Trail /sidewall, including storm drainage system. Tender Package for repairs associated with Foxwood Dr; Attempt to complete some repairs Rationale Of MODC owned roads, these are in the worst condition and most in need of repair External Funding $o Start Date: June Year s of 2; Phase 2 costsTBD Procurement Method: Engineering Services Contract Description (Evaluation) Evaluation of fire protection service infrastructure Rationale Requirement of NSUARB as part of Decommissioning of Water Utility, provided capital costs are not significant. Assessment is required to determine options and costs External Funding so Start: TBD (based on usage) Procurement Method: Tender (LVP) Description (Construction) 2014 Inspection identified need for repairs. Repairs to deck boards, crib timbers, signage, driveway/parking lot, retaining wall, bollards. Structural analysis to be completed to determine allowable load on wharf (i.e.. Parking) Rationale Part of an Asset Management / Risk Mitigation Program for public use . External Funding $0 Start: June 2015 Operating Budget t Impact- Increased costs ( approx. 25%), less revenue from connections (estimated at $7,200) Procurement Method: Engineering services contract Description (Design) Design for a new WWTP that services existing customer base as well as 12 additional connections, at a new location (behind Croft Rose Park) Rationale Existing system is at capacity; location is at risk of flooding; identified as a flood risk in MCCAP External Funding $o Start June 2015 Operating Budget Impact -TBD- Energy savings on existing lights; 5 new lights Procurement Method :Tender (LVP) Description (Construction) Convert existing sidewalk lights(18) to LED and install new LED lights (5) along sidewalk Rationale Improve energy efficiency of sidewalk lighting Complete work that was originally planned External Funding $201000 Start August 2015 Net Costs $201000 Procurement Method: Tender (LVP) Description (Construction) Replace current retaining wall which is in poor condition and near collapse; Replace with seawall blocks or granite boulders, complete with drainage Rationale Wall was originally constructed in the sg8o's as part of a beautification program. MODC does not own the wall, but was involved in the installation External Funding $0 Start: June 2015 Procurement Method: Tender (LVP) Description (Construction) Installation of aluminum railings around two (2) clarifiers and one (1)aerobic digester, as well as make repairs to the perimeter fence Rationale Improve site safety External Funding $0 Start: Sept 2015 Operating Budget Impact: $1300 per year in maintenance costs Procurement Method: Tender (HVP) Description (Construction) NSTIR approved sidewalk installed from corner of Pleasant Street to Civic No. 55, Duke Street (z10o m) Rationale Design and construction originally planned in three phases However, the third phase was then broken up into two (2) phases, A and B. External Funding $0 Start June 2015 Multi -Year Project: Phase 1 of 2; Ph. 2 estimated at $150,000 Procurement Method: Engineering Services Contract Description (Design) Assess current lift station 3 and complete design for pumps, ,rails, wiring, floats, ultrasound/pressure transducer, cover, access, flow monitoring, overflow protection, back up power, SCADA etc., deal with I& I and flooding issues. (location — intersection of Pig Loop Road and Duke) Rationale To ensure lift station can deal with increased frequency and severity of storms, improve efficiency of transmittance process, operator controls and safety External Funding $0 Start : June 2015 Multi — Phases: Phase 1 of 2; Ph. 2 estimated at $250,000 Procurement Method: Tender (HVP) Description (construction) Installing infrastructure and equipment to improve process control and data collection (SCADA, provide back up emergency power, improve secondary treatment (non -fouling aerators and waste activated ( g ) sludge handling Rationale To enable handling of increased frequency and severity of storms; improve efficiency of treatment process, operator controls and site safety