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Home My Public Portal About2017-05-18_Audit and Budget Agenda PackagePage 1 of 1 Audit & Budget Committee AGENDA Thursday,May 18, 2017 Chester Municipal Council Chambers at 8:45 a.m. 151 King Street, Chester, NS 1.MEETING CALLED TO ORDER. 2.APPROVAL OF AGENDA/ORDER OF BUSINESS. 3.MINUTES OF PREVIOUS MEETING: 3.1.Audit and Budget Committee –March 30, 2017 (TBC) 4.MATTERS ARISING: (see Budget binder) 5.CORRESPONDENCE: 6.NEW BUSINESS. 7.NEXT MEETING DATE. 8.ADJOURNMENT. 4.1. Pre-audit discussion – Grant Thornton. 4.2. 2017-18 Operating and Capital Budget Presentation – Tammy Wilson, CAO Operating and Capital Budget 2017-18 Audit /Budget Committee May 18, 2017 Draft 2 OVERVIEW •Operating Budget $ 26,586,643with depreciation $ 24,097,423 without depreciation •Capital Budget $8,734,100 Borrowing $ 4,443,750 •Proposed 2017/18 Tax Rate •Residential $0.705 per $100 of Assessment (2 cent increase) •Commercial $ 1.53 (same as last yr) •Solid Waste Rate $0.10147(increase of $.05 from last yr) Overview-Impact of Tax Rate •Impact on residential property assessed at $100,000 •70. 5cents $705.00 (Residential Rate) •10.147 cents $101.47 (Solid Waste Management) $812.00 2 cents equals $20 for every $100,000 of assessment •Service level enhancement –Winter Road Maintenance; CommunityDevelopment; PACE By-law; Website Improvements; Internal Controls-POModule; Tax Billings-E-Billings; Strategic Projects Coordinator •Initiatives that achieve Council’s strategic plan goals and are important toour residents BUDGET HIGHLIGHTS High Level of Fiscal Responsibility•Internal Controls -Purchase Order Module ($24K)•Increasing Reserves ($2.867 M transferred)•Development of a Debt Management Strategy•Succession Planning -($32 K)•Procurement Policy –RFP’s Improved Satisfaction with Municipal Services•Records Management –Continued Implementation•ISO 9001:2015-Target ($10K)•E-Post Delivery of Tax Bills –Implementation in fall 2017•Service Capacity Review•Safety Program-Implementation of Work Program ($4.5K)•Sherbrooke Lake Water Quality Monitoring ($7K)•Chester Village –Winter Road Maintenance ($13.5K)•VIC-operations in 2017-18 by Contract ($25k) Infrastructure to best serve our residents and businesses•Sewer Infiltration /Video & Cleaning Program ($76.5K)•Chester Village Sewer Upgrades ($48K)•Mill Cove Sewer Upgrades ($1.41 M)•Western Shore Sewer (1.57 M)•Otter Point Sewer Upgrades ($20K)•Trail Maintenance/ Bridges / Upgrades ($72.8K)•Gold River Park/Playground ($10K)•Mill Cove Fire Protection System ($180K)•Cell 4A –Landfill ($3.13 M)•Chester Village Water Study•Broadband Design ($50K)•PACE By-law ($200K)•VIC Strategy BUDGET HIGHLIGHTS Support Environmental, Cultural and Social Resources•Municipal Plan Review ($81K)•Affordable Housing –Municipal Role Definition•Fire Services•FIT Gear ($12K)•Training Grants•New Ross Community School –Explore concept•Pro Kids Funding Raising ($45K in revenue; $45k in expense)•Low Income –Property Tax Rebate ($40K)•Tax Exemption / Reduction Program for Non-Profit Organizations ($204k)•Canada 150 Celebrations ($45K)•Grants to organizations (All Grants $324K)•PACE By-law ($200K)•Water Quality Monitoring BUDGET HIGHLIGHTS Leadership in Public Engagement and Communications •Municipal Plan Review ($81K)•Website Redesign ($20K)•Funds continue for Municipal Newsletter ($13K)•Public Participation Program Promote conditions Conducive to Fostering Economic Prosperity •Continued Funding of REN ($45.7K)•Marketing –KM ($10K)•Local Business Excellence Awards ($3K)•Investment Readiness Profile Development -Videos($10k)•Tourism Grants/ VIC ($43K, + $18K)•Continuation of Business Retention and Expansion (BRE) •Wind Energy Generation Project ($100K) •Land acquisition for Business / Industrial Park ($450K) •Land Fill Project –Sustane•Economic Development Sponsorship Grants ($5k) BUDGET HIGHLIGHTS COMPARISION OF TAX RATES -RESIDENTIAL Municipality 2013/14 2014/15 2015/16 2016/17 2017/18 Annapolis Co.0.98**0.98**0.98**0.98** Colchester Co.0.84**0.84**0.85**0.87** Cumberland Co.1.04 1.04 1.04 1.04 Hants, East 1.06**0.87**0.8573**0.8704**0.8585** Hants, West 0.92**0.97**1.0064**1.016**1.016** Kings 0.85**0.85**0.85**0.853 0.853** Yarmouth 1.15**1.16**1.16**1.16** Queens 0.93 0.97 /1.85 0.97 /1.87 1.02/1.90 1.02 /1.90 Lunenburg MD 0.81**0.81**0.81**0.81** Chester MD 0.66**0.685**0.685**0.685**0.705** ** base rate, area rates additional COMPARISION OF TAX RATES-COMMERCIAL Municipality 2013/14 2014/15 2015/16 2016/17 2017/18 Annapolis Co.1.80**1.80**1.80**1.80 Colchester Co.2.25**2.25**2.25**2.27 Cumberland Co. 2.63 2.63 2.63 2.63 Hants,East 2.70**2.70**2.70**2.71 2.66** Hants,West 1.68**1.68**1.80**1.80**1.80** Kings 2.287**2.287**2.287**2.28**2.28** Yarmouth 2.15**2.15**2.15**2.15 Queens 2.07 2.07/2.95 2.07/2.95 2.12/3.00 2.12/3.00 Lunenburg MD 1.95.7**1.957**1.957**1.957 Chester MD 1.53**1.53**1.53**1.53**1.53** Financial Condition Index (3Yr Trend) Financial Condition Index (cont) DEBT REPAYMENT 10.73% 9.12%8.70% 7.94%8.18% 4.25% 2.49%2.58% 1.44%1.36%1.29% 10.73% 9.14%9.26% 13.12% 14.08% 10.21% 8.51%8.44% 4.80% 4.03%3.62% 15.00%15.00%15.00%15.00%15.00%15.00%15.00%15.00%15.00%15.00%15.00% 0.00% 2.00% 4.00% 6.00% 8.00% 10.00% 12.00% 14.00% 16.00% MARCH 2017 MARCH 2018 MARCH 2019 MARCH 2020 MARCH 2021 MARCH 2022 MARCH 2023 MARCH 2024 MARCH 2025 MARCH 2026 MARCH 2027 Debt Service Ratio 2017 -2027 Current Projects Current + Proposed Projects MFC - Debt Ratio Threshold Rural Ave 4.6% RESERVES Reconciliation of Reserves 5-May-17 Forecasted Forecasted Balance as of Transfer Transfer Investment Interest Balance as of March 31, 2017 From To Earned March 31, 2018 Operating Reserve $4,356,400 $823,000 $675,740 $50,000 $4,259,140 Capital Reserve $47,500 $0 $0 $500 $48,000 Gas Tax Reserve $1,156,171 $172,800 $589,372 $20,000 $1,592,743 Wind Revenue Reserve $598,657.00 $600,000.00 $981,366.00 $12,000.00 $992,023.00 Recreation Reserve $42,500 $12,500 $0 $500 $30,500 Parkland Reserve $168,500 $92,500 $10,000 $500 $86,500 Landfill Closure Reserves $4,963,000 $0 $490,000 $108,000 $5,561,000 IT Equipment Reserve $29,100 $0 $34,150 $600 $63,850 Sewer Reserve $384,974 $433,000 $257,500 $2,400 $211,874 Landfill Tip Fee Reserve $0 $285,359 $0 $285,359 $11,746,802 $2,133,800 $3,323,487 $194,500 $13,130,989 Reserve Projections 2017-2026 DISTRICT BUDGET SUMMARY 2016/17 Budget 2016/17 Forecast 2017/18 Baseline Proposed Additions 2017/18 Proposed 2017/18 % Change over last yr. Budget Gross Expenditure $28,403,330 $25,427,280 (op) $26,536,680 $25,221,198 $1,365,445 $26,586,643 5.4 % Non-Tax Revenue $8,804,353 $7,305,418 $6,015,361 $6,015,361 Net Expenditures $19,594,859 $19,231,262 $19,205,837 $20,571,282 7% Less Depreciation $(2,213,961)$(2,213,853)($2,489,220)0 $(2,489,220) Sub Total $17,380,898 $17,017,409 $16,716,617 0 $18,082,062 Tax Revenue $17,383,335 $17,293,617 $18,136,888 0 $18,136,888 4.8% Surplus (Deficit) 2,437 $276,208 $1,420,271 $54,826 Mandatory / Non-Discretionary Expenditures Service 2016/17 2017/18 % Change Education $4,602,030 $4,645,558 1% Assessment Services $340,514 $340,514 0% Corrections $236,411 $236,441 0% Regional Housing $20,000 $20,000 0% Policing –RCMP $1,751,980 $1,821,679 3.97% Public Library $69,056 $70,437 2% Provincial Roads $182,494 $236,850 2.97% Waste Collection $1,326,058 $1,381,661 4.1 % Solid Waste Management $4,662,443 $4,880,146 4.6% Total $13,191,016 13,631,486 3.3% 56.6% of MODC’s Gross Expenditures (-deprecation) WHERE DOES THE MONEY GO? Operating Budget -Expenditures Summary 1-May-17 2016-2017 2016-2017 2017-2018 BUDGET FORECAST 2017-18 2017-18 BUDGET % EXPENDITURES (Page 1 of 4)TOTAL MARCH 31, 2017 BASELINE ADDITIONS TOTAL Change General Government Services: Warden, Council & Committee: Council/Committee Remuneration 164,844 154,904 154,904 0 154,904 -6% Administrative Expenses 90,047 85,747 81,215 0 81,215 -10% Grants to Organizations 253,921 250,500 72,000 269,000 341,000 34% Elections and Plebiscites 75,000 75,000 19,000 0 19,000 -75% 583,812 566,151 327,119 $269,000 596,119 2% CAO/Clerk Administration: Salaries 374,906 374,964 382,833 43,000 425,833 14% Administration Expenses 128,551 131,651 129,078 7987 137,065 7% Town Crier 1,000 0 500 0 500 -50% Surveys/Appraisals 2,000 2,000 2,000 0 2,000 0% Communications 33,520 15,750 23,300 0 23,300 -30% Capital from Revenue Projects 556,000 38,000 0 0 0 -100% 1,095,977 562,365 537,711 $50,987 588,698 -46% Finance/Tax Administration: Salaries 338,364 338,364 341,708 4,447 346,155 2% Administration Expenses 260,235 242,723 228,375 25,109 253,484 -3% Property Tax Administration 279,900 279,850 284,850 0 284,850 2% Assessment Recovery Costs 340,514 340,514 340,514 0 340,514 0% Capital from Revenue Projects 0 0 0 0 0 Depreciation 23,153 23,153 23,153 0 23,153 0% 1,242,166 1,224,604 1,218,599 $29,556 1,248,155 0% Operating Summary (cont) 1-May-17 2016-2017 2016-2017 2017-2018 BUDGET FORECAST 2017-18 2017-18 BUDGET % EXPENDITURES (Page 1 of 4)TOTAL MARCH 31, 2017 BASELINE ADDITIONS TOTAL Change Information Services: Salaries 217,195 217,195 227,869 0 227,869 5% Administration Expenses 210,245 206,281 217,596 23,200 240,796 15% Capital from Revenue Projects 171,600 171,600 0 0 0 -100% Debt Charges 19,122 19,122 18,729 0 18,729 -2% Depreciation 39,003 39,003 40,380 0 40,380 4% 657,165 653,201 504,574 $23,200 527,774 -20% Municipal Property: Salaries 83,751 71,000 90,130 0 90,130 8% Administrative Expenses 44,100 35,997 47,370 0 47,370 7% Property Services 110,976 249,250 221,100 0 221,100 99% Wharves, Boat Launches, etc 8,500 5,800 8,500 0 8,500 0% Community Development/Gardens 15,000 7,700 18,000 0 18,000 20% Capital from Revenue Projects 327,825 350,200 0 0 0 -100% Depreciation 21,058 21,058 49,055 0 49,055 133% 611,210 741,005 434,155 $0 434,155 -29% Public Works: Salaries 154,663 132,700 151,680 0 151,680 -2% Administrative Expenses 85,197 55,961 69,000 0 69,000 -19% Sprinkler/Fire Mill Cove 182,465 178,070 36,200 0 36,200 -80% Capital from Revenue Projects 2,500 1,250 0 0 0 -100% Depreciation 21,524 21,524 15,047 0 15,047 -30% 446,349 389,505 271,927 $0 271,927 -39% SUBTOTAL 4,636,679 4,136,831 3,294,085 $372,743 3,666,828 -21% Operating Summary (cont) 2016-2017 2016-2017 2017-2018 BUDGET FORECAST 2017-18 2017-18 BUDGET % EXPENDITURES (Page 2 of 4)TOTAL MARCH 31, 2017 BASELINE ADDITIONS TOTAL Change Protective Services: Police Services 1,751,980 1,751,980 1,821,679 0 1,821,679 4% Correction Services 236,441 236,441 234,641 0 234,641 -1% Legal - Prosecution Services 5,000 5,000 5,000 0 5,000 0% By-Law Enforcement 35,751 32,951 35,156 0 35,156 -2% Animal Control 76,700 74,025 76,800 0 76,800 0% Emergency Measures 41,114 69,114 39,614 0 39,614 -4%2,146,986 2,169,511 2,212,890 $0 2,212,890 3% Fire Services: Fire Services - Salaries & Wages 58,310 58,310 25,261 0 25,261 -57% Fire Services - Administrative Expenses 63,291 63,291 54,281 13,000 67,281 6% Fire Services - Insurance 67,000 67,000 69,000 0 69,000 3% Fire/Village Commissions 1,497,036 1,497,036 1,501,418 0 1,501,418 0% Fire Contract - Districts 1, 3 & 7 237,748 237,748 242,463 0 242,463 2% Fire Rescue Boat 12,123 12,123 12,145 0 12,145 0% Capital from Revenue Projects 10,000 0 0 0 0 -100%1,945,508 1,935,508 1,904,568 $13,000 1,917,568 -1% Building/Fire Inspection: Building Salaries & Wages 166,763 145,139 169,416 18,500 187,916 13% Building Administrative Expenses 64,205 58,418 59,581 2000 61,581 -4% Fire Salaries & Wages 54,141 54,141 57,134 0 57,134 6% Fire Administrative Expenses 24,804 24,804 24,524 0 24,524 -1% 309,913 282,502 310,655 $20,500 331,155 7% Operating Summary (cont) 2016-2017 2016-2017 2017-2018 BUDGET FORECAST 2017-18 2017-18 BUDGET % EXPENDITURES (Page 2 of 4)TOTAL MARCH 31, 2017 BASELINE ADDITIONS TOTAL Change Transportation Services: Roads & Streets: Administration 26,269 18,395 21,380 0 21,380 -19% Provincial Road Maintenance Fee 182,494 182,494 185,150 53,500 238,650 31% Municipal Roads & Street Signs 87,500 88,200 93,500 0 93,500 7% Private Road Maintenance 90,660 90,660 103,953 0 103,953 15% Sidewalks/Crosswalks 90,000 77,850 98,000 0 98,000 9% Streetlights 107,255 123,761 109,611 0 109,611 2% Capital from Revenue Projects 337,100 361,000 0 0 0 -100% Short Term Borrowing 3,965 3,965 0 0 0 -100% Debt Charges 78,517 78,517 76,461 0 76,461 -3% Depreciation 241,610 241,610 228,850 0 228,850 -5% 1,245,370 1,266,452 916,905 $53,500 970,405 -22% Sewer Services: Universal Sewer Salaries 223,549 188,000 199,200 0 199,200 -11% Universal Sewer Operating Expenses 318,282 336,540 349,080 0 349,080 10% Capital from Revenue Projects 1,357,500 165,000 55,900 0 55,900 -96% Debt Charges 39,670 39,670 81,219 0 81,219 105% Depreciation 191,640 191,640 245,225 0 245,225 28% 2,130,641 920,850 930,624 $0 930,624 -56% SUBTOTAL 12,415,097 10,711,654 9,569,727 $459,743 10,029,470 -19% Operating Summary (cont) 2016-2017 2016-2017 2017-2018 BUDGET FORECAST 2017-18 2017-18 BUDGET %EXPENDITURES (Page 3 of 4)TOTAL MARCH 31, 2017 BASELINE ADDITIONS TOTAL Change Solid Waste Collection/Disposal Waste Collection Salaries 57,134 56,519 52,278 185 52,463 -8% Waste Collection Operating Expenses 1,298,424 1,304,816 1,321,840 17 1,321,857 2% Depreciation 500 500 7,340 0 7,340 1368%1,356,058 1,361,835 1,381,459 $202 1,381,661 2% Landfill Salaries 527,734 532,134 459,107 15,754 474,861 -10% Landfill Operating Expenses 745,468 736,368 792,817 1437 794,254 7% Landfill Closure 2 Expenses 550,000 550,000 490,000 0 490,000 -11% Landfill Capital from Revenue Projects 40,000 40,000 406,800 0 406,800 917% Landfill Debt Charges 1,440,237 1,440,237 1,156,917 0 1,156,917 -20% Depreciation 1,294,432 1,294,432 1,494,000 0 1,494,000 15%4,597,871 4,593,171 4,799,642 $17,191 4,816,833 5% Recycling Salaries 25,957 25,957 25,181 185 25,366 -2% Recycling Operating Expenses 38,615 34,580 37,930 17 37,947 -2%64,572 60,537 63,111 $202 63,313 -2% Total Solid Waste Collection/Disposal 6,018,501 6,015,543 6,244,211 $17,595 6,261,806 4% Operating Summary (cont) 2016-2017 2016-2017 2017-2018 BUDGET FORECAST 2017-18 2017-18 BUDGET % EXPENDITURES (Page 3 of 4)TOTAL MARCH 31, 2017 BASELINE ADDITIONS TOTAL Change Health & Wellness 7,000 7,000 7,000 0 7,000 0% Occupational Health and Safety 25,000 11,200 15,500 66,211 81,711 227% Regional Housing Authority 20,000 20,000 20,000 0 20,000 0% 52,000 38,200 42,500 $66,211 108,711 109% Environmental Development Services: Economic Development Salaries & Wages 81,726 72,005 79,874 6000 85,874 5% Economic Development Operating Expenses105,249 100,632 87,321 5000 92,321 -12% Economic Development Capital from Revenue300,000 300,000 0 0 0 -100% 486,975 472,637 167,194 $11,000 178,194 -63% Planning Salaries & Wages 358,601 358,601 344,770 52,000 396,770 11% Planning Operating Expenses 221,547 181,520 174,256 56,668 230,924 4% Planning Capital from Revenue Projects 165,000 40,000 0 0 0 -100% Depreciation 17,812 17,812 17,600 0 17,600 -1% 762,960 597,933 536,626 $108,668 645,294 -15% LQRDA/REN 45,794 45,794 45,794 $0 45,794 0% Tourism Development 48,000 45,578 48,000 $0 48,000 0% Total Environmental Development Services 1,343,729 1,161,942 797,614 $119,668 917,282 -32% SUBTOTAL 19,829,327 17,927,338 16,654,053 $663,217 17,317,270 -13% Operating Summary (cont.) 2016-2017 2016-2017 2017-2018 BUDGET FORECAST 2017-18 2017-18 BUDGET % EXPENDITURES (Page 4 of 4)TOTAL MARCH 31, 2017 BASELINE ADDITIONS TOTAL Change Industrial Park Operating Expenses 21,082 21,082 19,466 2,022 21,488 2% Industrial Park Capital from Revenue 10,000 5,000 0 0 0 -100% Depreciation 17,448 17,448 17,450 0 17,450 0% 48,530 43,530 36,916 $2,022 38,938 -20% Wind Power Operating Expenses 89,741 89,741 76,283 2607 78,890 -12% Wind Power Depreciation 254,410 254,410 256,395 0 256,395 1% Wind Power Debt Charges 327,905 327,905 324,572 0 324,572 -1% 672,056 672,056 657,250 $2,607 659,857 -2% Heritage Properties 500 500 500 $0 500 0% Operating Budget Summary (cont.) 2016-2017 2016-2017 2017-2018 BUDGET FORECAST 2017-18 2017-18 BUDGET % EXPENDITURES (Page 4 of 4)TOTAL MARCH 31, 2017 BASELINE ADDITIONS TOTAL Change Recreation and Parks Services: Recreation Salaries 421,075 423,255 395,599 0 395,599 -6% Recreation Grants to Organizations 56,000 54,000 56,000 0 56,000 0% Recreation Operating Expenses 331,686 312,998 323,372 8000 331,372 0% Recreation Capital from Revenue Projects 137,000 112,000 22,000 0 22,000 -84% Recreation Debt Charges 39,167 39,167 37,329 0 37,329 -5% Depreciation 91,371 91,371 94,725 0 94,725 4% 1,076,299 1,032,791 929,025 $8,000 937,025 -13% Church Memorial Park 50,000 50,000 50,000 $0 50,000 0% Regional Library 69,056 69,056 70,437 $0 70,437 2% Appropriation to District School Board 4,602,030 4,602,030 4,645,558 $0 4,645,558 1% Transfer to Own Reserves, Funds, Agencies2,055,532 2,146,259 2,177,459 $689,599 2,867,058 39% Extraordinary Expenditures 0 (6,880)0 TOTAL EXPENDITURES 28,403,330 26,536,680 25,221,198 $1,365,445 26,586,643 -6% Less Capital from Reveune 25,427,280 5% Surplus/(Deficit) - Operations (with depreciation)(2,211,530)(1,937,645)(1,068,949)$0 (2,434,394) Depreciation Allocation to Surplus 2,213,853 2,213,853 2,489,220 $0 2,489,220 Surplus/(Deficit)2,323 276,208 1,420,271 54,826 Landfill Budget February 23, 2017 Updated April 24, 2017 Revenues $3,234,269 Municipality of the District of Chester Expenditures $2,918,956 Budget Statement Over (Shortfall)$315,313 Landfill Valley Share 74%$233,866 $11.58 For the Twelve Months Ending March 31, 2018 Chester Share 26%$81,448 $11.58 2017-18 Partnership Budget Allocation Partnership Tonnage Tip Fee Revenue: 01-30-305-133100 Tip Fees-Lunenburg Waste Mgt.$659,156 100%$659,156 9,375 $70.31 01-30-305-133150 Tip Fees - Town of Lunenburg $22,851 100%$22,851 325 $70.31 01-30-305-133155 Tip Fees - Town of Lunenburg ICI $21,093 100%$21,093 300 $70.31 01-30-305-133200 Tip Fees-Valley Waste Mgt.$1,403,496 100%$1,403,496 20,200 $69.48 01-30-305-133300 Tip Fees-Minas Basin Waste Mgt.$33,000 100%$33,000 500 $66.00 01-30-305-133400 Tip Fees - HRM Organics $25,882 100%$25,882 337 $76.80 01-30-305-133500 Tip Fees - HRM Commercial $580,000 100%$580,000 10,000 $58.00 01-30-305-144000 Admin Fees-Landfill 150,000 0%$0 0 $0.00 01-30-305-151600 Landfill Tipping Fees $568,820 60%$333,157 4,795 $69.48 Total Revenue $3,464,298 $3,078,634 45,832 Mun. of Chester Curbside $155,635 2,240 $69.48 $3,234,269 48,072 ADDITIONS TO THE BASELINE Baseline Budget Expenses $25,221,198 Less Depreciation $2,489,220 Surplus $1,420,271 + Additional Revenue $0 Less Additions to Baseline $1,365,445 Surplus $54,826 Additions-Discretionary DISCRETIONARY ITEMS AMOUNT REVENUE NET COST COMMENT ONETIME/REOCCURIN G Special Projects 69,000.00$69,000.00$-$ $20- Chester Playhouse; $45K Canada 150 grants/ events , $4K Lidos Onetime Pace By-law 200,000.00$200,000.00$-$Funded from Operating Reserve;Re-Occurring; varied amount Strategic Projects Coordinator 50,987.00$50,987.00$7 month costs ; $85K full yr. costs Re-Occurring Bldg. Inspection - Student 6,000.00$6,000.00$Clerical Support (Student)One-Time Bldg. Inspection - Computer Maintenance 2,000.00$2,000.00$One-Time Fire Protection- FIT Gear 12,000.00$-$12,000.00$Reoccurring Advertising 1,000.00$-$1,000.00$Increased False Alarm Ads.Reoccurring Economic Development Student 6,000.00$-$6,000.00$ 50% of cost; Shared with Bldg. Inspection One-Time KM Promotions 5,000.00$-$5,000.00$ Additional amount to promote KM during and after Sustane construction Re-Occurring Planning Student 12,000.00$-$12,000.00$Special Projects / Plan Review One-time Photocopier / Photocopier 10,000.00$-$10,000.00$Lower Level Annex- Lease Re-Occurring Planning Review- Other 41,000.00$-$41,000.00$ $15K Third Sector consultation; Open Houses; printing One-Time Information Services 3,200.00$-$3,200.00$Asset Management Training One-time Information Services- Website 20,000.00$-$20,000.00$Website Refresh One-Time OH&S 4,500.00$-$4,500.00$Work Program Implementation One-Time Lightfoot Towner $1,000.00 1,000.00$In addition to $3K in baseline Re-OccurringChester Village - Rds. - Salt Program 40,000.00$-$40,000.00$Subject to conditions One-Time Total Discretionary 483,687.00$$269,000 214,687.00$ Additions-Mandatory MANDATORY ITEMS AMOUNT REVENUE NET COST COMMENT ONETIME/REOCCURIN G PO Module 24,000.00$24,000.00$-$ Funded from Operating Reserve; Carry Over Onetime Plan Review- Wages 43,168.00$-$43,168.00$MPS and Village SPS Review- Wages One-time Additional Casual Labour 5,556.00$-$$5,556.00 Transition Year to New Director- strain on additional resources To be assessed Community Dev't - Bld Inspection Succession Plan 12,500.00$-$12,500.00$ Overlap in resources to allow for transition due to retirement Onetime Solid Waste Manager- Succession Plan 20,224.00$14,784.00$5,440.00$ $2021 (Eco Park); $607 Wind Turbine; $17,191 landfill; $202 recycling; $202 waste collection One-Time (3 months) OH&S- Wages / Benefits 61,711.00$-$-$ 75% Position; Offsetting decrease in Fire Protection (Pre-Approved by Council ). No increase in overall budget Re-Occurring Wind Turbine- Annual Inspection 2,000.00$-$2,000.00$NSPI Requirement Re-Occurring Chester Village - Rds.- Winter Maintenance 13,500.00$-$13,500.00$Pre-approved by Council Re-Occurring Fox Lake Water Quality Monitoring 2,500.00$-$2,500.00$Pre-approved by Council Re-Occurring Transfer to Reserves 689,599.00$689,599.00$ $35K J Class Rds.; 290K future projects; $78,500 sewer; $285,359 Tip Fee $35K Re-OccurringSherbrooke Lake Water Quality Monitoring 7,000.00$-$7,000.00$Pre-approved by MOU Re-Occurring Total Mandatory 881,758.00$$38,784 781,263.00$ Total Additions $1,365,445 $307,784 995,950.00$ Additions One Time 993,191.00$107,784.00$885,407.00$ Additions Reoccurring 372,254.00$200,000.00$172,254.00$ 1,365,445.00$307,784.00$ CHANGES SINCE MARCH 30, 2018 •Low Income Tax Exemption $40 K (from $35K) •Halloween at the Tower –added $1K •Strategic Projects Position -$50,987 •Canada 150 –increased from $30 K to $45 K (to increase grants to $35K) •EDU Rate-$600 •Capital –Sewers: Decreased borrowing by $200K and took additional $200K fromreserve. •Planning-Water Quality Testing (Fox Lake)–increased by $2500 •Tourism Development-decreased by $18 k (was previously and addition for VICoperation) •Transfers to Reserve: increased to add 1) Tip Fee Reserve of $285,359 and SewerReserve of $78,500 Revenue •No new fees •Landfill Tipping Fee to remain at existing rate o $69.48/tonne for MODC (Reserve to offset future years) •All other fees remain the same •Residential Tax Rate increase by 2 cents to $0.705/$100 •Commercial Rate held at $1.53 /$100 •Solid Waste Collection Rate increased by 0.514 cents to $0.1147 •Street Light Rates –TBD Tax Revenue $18,136,888 Non-Tax Revenue $6,015,361 Sewer Rate -Contributions to Sewer Reserve for 2017/18= $257,500 Year Rate 2016/17 $550 2017/18 $600 Revenue-Increase Item Amount General Tax Revenue $490,885 Wind Farm Tax $6,526 Deed Transfer Tax $0 Universal Sewer $80,177 Solid Waste Collection and Disposal $116,883 Non Tax Revenue Solid Waste Disposal Fees $276,982 Other revenue from own sources $2,486 AREA RATES Rate 2016-17 2017-18 Waste Collection & Disposal (new /old carts)$0.0957 $0.10147 Sewer Rate (EDU)$550.00 $600.00 OTHERS Fire Protection Rate TBD Village Commission Rate TBD Private Road Improvement Rates/Charges : See Budget Document Private Road Maintenance Rates/Charges : See Budget Document STREET LIGHT RATES 2016-17 2017-18 District Location Area Rate Area Rate (tentative) 2 District 2 $0.030 TBD 2 Mill Cove TBD 3 East Chester 0.016 TBD 3 Islandview 0.024 TBD 3 Commons Downs 0.024 TBD 3 Target Hill 0.024 TBD 4 District 4 0.024 TBD 5 Station Road 0.032 TBD 5 District 5 0.003 TBD 5 Beech Hill 0.096 TBD 5 Bridgeview Drive 0.032 TBD 6 New Ross 0.070 TBD 7 Haddon Hill 0.012 TBD OTHER AREA RATES Private Wells –Mill Cove 2016-17 2017-18 Individual W-1 $700 $700 Individual W-2 $500 $700 Multi-Unit Group A $4,200 $4,200 Multi-Unit Group B $9,800 $9,800 School $9,000 $9,000 Aces School –Sprinkler $ 9,477 $9,477 Required Motions •That Municipal Council approve the 2016/17 Capital Budget in the amount of$8,734,100 •That Municipal Council approve the 2017/18 Operating Budget and Business Plan inthe amount of $ 26,586,643 •That Municipal Council approve the Reserve Transfers as noted in the 2017/18Business Plan for both the Capital and Operating Budget •That Municipal Council set the Residential rate at $0.705 per $100 of Assessment •That Municipal Council set the Commercial Rate at $1.53 per $100 of Assessment •That Municipal Council set the Solid Waste Rate at $0.10147 per $100 Assessment •That Municipal Council set the Sewer EDU Rate, Private Well Rates, Private RoadMaintenance Rate, Private Road Improvement Rate and Street Light Rates as notedin the 2017/18 Business Plan Capital Plan 2017-18 Draft 2 Capital Budget Summary Total Capital Budget $8,734,100 Funded By: Borrowing:$4,243,750 (SW and Sewer) Operating Reserve:$498,000 Gas Tax Reserve:$172,800 Wind Revenue Reserve:$550,000 Parkland Reserve:$92,500 Sewer Reserve: $433,000 Grants:$2,262,850 Operating Budget:$6,000 Area Rate:$462,700 Recreation and Parks 2017-18 Capital Projects Trails: Surface Upgrades $15,000 External Funding:Gas Tax Start: May 2017 Net Costs: 0 Multi-Year Project: Yes Procurement Method: Heavy Equipment Contract Description Trail surface improvements from Chester VIC to East Chester Recreation Hall. Rationale Continuation of surface improvements to meet Rum Runner Trail standards. Trails: Bridge Evaluation $25,000 External Funding: 0 Start: June 2017 Net Costs: 25,000 (Reserves) Multi-Year Project: Yes Procurement Method: LVP Description Conduct an engineered assessment of Little East River, Goat Lake and Barkhouse Bridges. Rationale Ensure trail bridges are structurally safe for all trail users and to comply with the terms of the LOA with the Department of Natural Resources. Trails: Swing Gates $7,800 External Funding:Gas Tax Start: June 2017 Net Costs: 0 Multi-Year Project: Yes (complete project in 2018/19) Procurement Method: LVP Description Transition from the current bollard system to a more user friendly swing gate system at all trail access points. 10 gates will be installed in 2017/18). Rationale Improve access to the trail for emergency and maintenance vehicles. Land Acquisition $170,000 External Funding: No Start: May 2017 Net Costs: $170,000 (Reserves) Multi-Year Project: TBD Procurement Method: Alternate Procurement Description Acquisition of Parkland-In-Camera Discussion Rationale Opportunity to acquire land has arisen East River Trail $25,000 External Funding: TDFEF ($16k)Start: May 2017 Net Costs: $9,000 ($6K Operating; $3K Reserves) Multi-Year Project: No Procurement Method: LVP Description Enhance the primitive walking trail on our East River property and add signage, trail markers and install a small bridge to connect to the rail trail. Rationale Improve opportunity for residents to access this public property. Full project contingent on grant funding from TD Friends of the Environment Fund. Spectacle Lake Property Cleanup $15,000 External Funding:Start: May 2017 Net Costs: $15,000 (Reserves) Multi-Year Project: No Procurement Method: LVP Description Cleanup of municipal property at Spectacle Lake including the removal derelict cottage and generator shed. Rationale Cottage is in poor condition and is a liability. The property needs to be cleaned up with all debris and garbage removed. Gold River Park land/playground remediation $10,000 External Funding:Start: May 2017 Net Costs: $10,000 (Reserves) Multi-Year Project: TBD Procurement Method: LVP Description Remediate site after demolition; address playground equipment deficiencies. Rationale With the demolition of the school, site needs to be tidied up, and deficiencies in playground equipment addressed (safety) Admin 2017-18 Capital Projects Wind Project $100,000 External Funding: No Start: TBD Net Costs: $100,000 (Reserves) Multi-Year Project: Y Procurement Method: TBD Description Funds to enable MODC to plan for Wind Project. Work Plan and Business plan to be established. Rationale Enables MODC to have funds to explore potential. Approval will be sought from Council for work plan prior to spending funds. Solid Waste 2017-18 Capital Projects Snowplow Skid Steer $9,800 External Funding:Valley 86%Start: Net Costs: $9,800 (Area Rate) Multi-Year Project: No Procurement Method LVP Description Snow blower attachment for skid steer Rationale This equipment will improve operational readiness and reduce hand shoveling significantly Office Roof $12,000 External Funding:Valley (86%)Start: Net Costs: $12,000 (Area Rate) Multi-Year Project: No Procurement Method :LVP Description Replace roof shingles on roof (replace if required) Rationale The office roof has been exposed to significant wind damage and requires repair. Main Leachate Pump $20,000 External Funding: Valley 86%Start: Net Costs: $20,000 (Area Rate) Multi-Year Project: No Procurement Method: LVP Description The back up pump is unrepairable and must be replaced Rationale The leachate pump is the main pump in the system and is difficult to source so a back up is required to mitigate downtime costs. Refurbish sewer truck $60,000 (Subject to Business Case-) External Funding: Valley 86%Start: June 2017 Net Costs: $60,000.00 (Area Rate) Multi-Year Project: No Procurement Method :HVP Description Convert sewer truck to a roll of truck Rationale Roll off truck will reduce excessive use of loader at public drop off and be used to move waste from Sustane for a fee Second tower site $200,000 External Funding:Valley 86%Start: May 2017 Net Costs: $200,000.00 (Borrowing) Multi-Year Project: No Procurement Method :HVP Description Build second tower site and 150 meters for original site. NSDOE approval pending Rationale This will let one site rest for extended periods wile the other is in use Widening road to eco- park $50,000 External Funding:Valley 86%Start: March 2017 Net Costs: $50,000.00 approx. (Area Rate) Multi-Year Project: No Procurement Method :LVP Description Hilber road was not designed for two way tractor trailer use . Rationale The road will have to be widened to accommodate new use. (1000 x 15 ) wide (2 to 7 ) deep Cell 4 A- construction $3,130,000 External Funding:Valley 86%Start: March 2017 Net Costs: $3,130,000 (Borrowing) Multi-Year Project: (Y or N) No Procurement Method (HVP or LVP) HVP Description New cell to accommodate waste and prepare for accommodating the Sustane solution Rationale The new sell will hold 90,000 MT this will cover us until Sustane is operating . 1Ton truck $65,000 External Funding: Valley 86%Start: 2017 Net Costs: $65,000.00 (Area Rate) Multi-Year Project: (Y or N) No Procurement Method (HVP or LVP) HVP Description Replace 2007 1 ton truck. Rationale The 1 ton is used to sand roads and plow main road once opened by loader. It is fundamental to the operation. The age and constant use has required an increase in repairs. Loader Replacement $190,000 External Funding:No Start: May 2017 Net Costs: $190,000 (Area Rate) Multi-Year Project: No Procurement Method :HVP Description Replace existing loader with a used loader. (Pre- approved by Council) Rationale Existing Loader has in excess of 7,670 hours on it (6 years) and was slated for replacement in 2015-16. Chlorine contact chamber $25,000 External Funding:No Start: May 2017 Net Costs: $25,000.00 (borrowing) Multi-Year Project: No Procurement Method :HVP Description Reinstate contact chamber servicing second sewer lagoon Rationale This will be used only when the lagoon is at risk from prolonged storm water Community Development 2017-18 Capital Projects Business Park Development & Land Acquisition $450,000 External Funding:No Start: May 2017 Net Costs: $450,000 (Reserves) Multi-Year Project: Y Procurement Method :Alternate Procurement Description Purchase of land for potential future development of a business/industrial park Rationale This will allow council to secure the lands and begin planning for a phased in development of a future business industrial park. Permit Tracking Software $60,000 External Funding:Y Start: May 2017 Net Costs: $60,000 (Reserves) Multi-Year Project: N Procurement Method HVP Description Potential replacement of permit tracking software with a solution that would have both allow mapping, route scheduling and inspection scheduling. Rationale This software would allow for increased efficiencies and better integration with existing platforms, including laserfiche. Floodplain Modelling $100,000 External Funding:Gas Tax Start: May 2017 Net Costs: 0 Multi-Year Project: No Procurement Method: HVP Description This is a carry over of the LIDAR mapping and floodplain mapping project in 2016/17. The Lidar was collected but the data will not be ready to use for the second phase of the project until the end of FY 16/17. Rationale This will provide data for both coastal areas (sea level rise, storm surge) and inland flooding Rural Internet Backbone – Broadband Design $50,000 External Funding: Gas Tax Start: May 2017 Net Costs: $0 Multi-Year Project: Yes Procurement Method :HVP Description A multi-year project to design a backbone for rural internet across MODC. This phase is Design Rationale This will be the first step providing high-speed internet to residents where internet service is unreliable and inadequate. The backbone will be required to be an open system, that would allow independent or competing companies to access the network. Information Services 2017-18 Capital Projects GPS UNIT $20,000 External Funding: No Start: June 2017 Net Costs: $20,000 (Reserves) Multi-Year Project: No Procurement Method LVP Description GPS equipment allows us to collect the GPS locations of all our asset areas. Asset Collection is critical to the foundation of any Asset Mgt System. Rationale Our current unit is 10 years old. Engineering & Public Works 2017-18 Capital Projects Collection System – Cleaning & Videoing - $20,400 External Funding: $10,200 (PCAP) Start: Sept 2017 Net Costs: $10,200 (Area Rate) Multi-Year Project: Y –Year 5 of 5 Procurement Method: LVP –Service Tender Description Part of Infiltration and Inflow reduction program. The collection systems are cleaned and videoed through CCTV. Enables identification of deficiencies and the development of “master plan” for repairs. Sections are to be done in both Chester and Western Shore. Rationale Improves wastewater collection & treatment; reduces costs associated with back-ups and overflows; enables master plan to be developed Manhole Repairs & Infiltration Reduction Program - $40,800 External Funding: $ 20,400 (PCAP) Start: May 2017 Net Costs: $ 20,400 (Area Rate) Multi-Year Project: Y –Year 5 of 5 Procurement Method: HVP -Sewer Repair Contract Description Inspection, repair and raised to surface: Western Shore (20), Chester (20) 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 Pump Replacement $15,300 External Funding:$0 Start: As required Net Costs: $15,300 (Area Rate) Multi-Year Project: Y –Ongoing Procurement Method: Alternative Procurement Description 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) Chester Wastewater System Assessment $15,000 External Funding:$0 Start: May 2017 Net Costs: $15,000 (Sewer Reserve) Multi-Year Project: N Procurement Method: HVP –Engineering Contract Description Operational assessment. Reviewing effluent, treatment technology, capacity, regulatory compliance, receiving water quality, capital improvements, inflow and infiltration assessment. Rationale NSE Approval to Operate Requirement –Dec 4, 2017 Adherence to AC Guidelines Manual –Jan 1, 2020 Chester Basin Wastewater System Assessment $7,500 External Funding:$0 Start: May 2017 Net Costs: $7,500 (Sewer Reserve) Multi-Year Project: N Procurement Method: HVP –Engineering Contract Description Operational assessment. Reviewing effluent, treatment technology, capacity, regulatory compliance, receiving water quality, capital improvements, inflow and infiltration assessment. Rationale NSE Approval to Operate Requirement –Dec 4, 2017 Adherence to AC Guidelines Manual –Jan 1, 2020 Chester PS 4 Refurbishing $15,300 External Funding:Start: May 2017 Net Costs: $15,300 (Sewer Reserve) Multi-Year Project: N Procurement Method: LVP –Request for Quotation Description Replumbing the lift station, replacing worn out discharge piping, valving, rails and installing pumps. Rationale Improve operation and reduce the frequency of breakdowns and callouts. Mill Cove Wastewater Treatment Plant Replacement $1,400,000 External Funding: $1.05M (CWWF) Start: May 2017 Net Costs: $350,000 ($150K –Reserve; $200K-Borrow) Multi-Year Project: N Procurement Method: HVP –Construction Tender Description New WWTP , incorporating modern filtration 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 Mill Cove Wastewater System Assessment $10,000 External Funding:$0 Start: May 2017 Net Costs: $10,000 (Area Rate) Multi-Year Project: N Procurement Method: HVP –Engineering Contract Description Operational assessment. Reviewing effluent, treatment technology, capacity, regulatory compliance, receiving water quality, capital improvements, inflow and infiltration assessment. Rationale NSE Approval to Operate Requirement –May 1, 2017 Adherence to AC Guidelines Manual –Jan 1, 2020 Otter Point Wastewater Treatment Plant –Bldg. Replacement & Repairs $12,500 External Funding: $0 Start: May 2017 Net Costs: $12,500 (Reserve) Multi-Year Project: N Procurement Method: Purchase materials only Labour in-house Description Constructing new buildings over the filtration tank. Increase size (height) and access. Rationale The buildings are over 40 years old and are falling apart. Need to improve access for maintenance. Otter Point Wastewater System Assessment $7,500 External Funding:$0 Start: May 2017 Net Costs: $7,500 (Reserve) Multi-Year Project: N Procurement Method: HVP –Engineering Contract Description Operational assessment. Reviewing effluent, treatment technology, capacity, regulatory compliance, receiving water quality, capital improvements, inflow and infiltration assessment. Rationale NSE Approval to Operate Requirement –July 4, 2017 Adherence to AC Guidelines Manual –Jan 1, 2020 Village of Chester Central Water System Design $500, 000 External Funding:Start: May 2017 Net Costs: $500,000 (Borrowing) Multi-Year Project: Y Procurement Method: HVP –Engineering Contract Description Designing the recommended solution from the VOC Needs Assessment & Options Analysis Study Rationale Municipal Council/Village of Chester initiative to design a cost effective solution to the assessed water needs in the Village of Chester. Chester Wastewater Plant – Property Improvement $10,200 External Funding:Start: May 2017 Net Costs: $10,200 (Reserve) Multi-Year Project: N Procurement Method: LVP Description Installation of aluminum railings around open below ground concrete structures make repairs to steel gangways/bridges, paint buildings and concrete structures Rationale Improve site safety, responds to safety inspection deficiencies and improves condition of property and structures Western Shore Wastewater System Assessment $15,000 External Funding:$0 Start: May 2017 Net Costs: $15,000 (Reserve) Multi-Year Project: N Procurement Method: HVP –Engineering Contract Description Operational assessment. Reviewing effluent, treatment technology, capacity, regulatory compliance, receiving water quality, capital improvements, inflow and infiltration assessment. Rationale NSE Approval to Operate Requirement –TBA Adherence to AC Guidelines Manual –Jan 1, 2020 Western Shore Wastewater Plant Upgrades $1,555,000 External Funding: $1.16M (CWWF) Start: May 2017 Net Costs: $188,750 (Borrow); $200,000 (Reserves) Multi-Year Project: Y Procurement Method: HVP –Construction Tender Description Focus is on installing surge (high-flows) protection and replacing the disinfection system. Also, if funding allows, the scopes includes the construction of a new operations building, process controls, refurbishment of clarifier, back-up power, and sludge wasting improvements. Rationale The plant is over 40 years old, requires upgrades to meet NSE Approval to Operate and modifications to improve operations. Municipal & Annex Building Improvement & Repairs $120,000 External Funding:$0 Start: Ongoing Net Costs: $120,000 (Reserves) Multi-Year Project: Y Procurement Method: LVP Description Misc. interior /exterior repairs; committee room update; Annex Bldg. Renovation –Upper Level (meeting room; reception) Rationale Option to address need for additional office/storage space; Ability to address needed maintenance / repair Mill Cove Fire Protection Pump $125,000 (figure to change to $165,000) External Funding:Start: May 2017 Net Costs: $165,000 (Reserves) Multi-Year Project: Y Procurement Method: HVP –Engineering Contract Description Either undertake the design of (1) of the three options for the rehabilitation of the Fire Protection system or if determined feasible by Staff, undertake the design of system decommissioning. Rationale Recommendation from the Mill Cove Fire Suppression System Evaluation. Fire Protection is currently compromised. Mill Cove Fire Protection System – Distribution Repairs $35,000 External Funding:Start: May 2017 Net Costs: $35,000 (Reserves) Multi-Year Project: Y Procurement Method: LVP Description Replacing portions of the distribution branches and associated Fire Hydrants Rationale Recommendation from the Mill Cove Fire Suppression System Evaluation. Fire Protection is currently compromised. Mill Cove Fire Protection Sys. Design (Decommissi on Review) $20,000 External Funding:Start: May 2017 Net Costs: $20,000 (Reserves) Multi-Year Project: Y Procurement Method: HVP –Engineering Contract Description Either undertake the design of (1) of the three options for the rehabilitation of the Fire Protection system or if determined feasible by Staff, undertake the design of system decommissioning. Rationale Recommendation from the Mill Cove Fire Suppression System Evaluation. Fire Protection is currently compromised.