Body: Council Type: Agenda Meeting: Special Date: March 8, 2013 Collection: Council Agendas Municipality: Frontenac County
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County Council Meeting – Special Meeting March 8, 2013 – 9:00 a.m. The Frontenac Room, 2069 Battersea Road, Glenburnie, ON
AGENDA Page 1.
CALL TO ORDER
ADOPTION OF THE AGENDA Adoption of the March 8, 2013 Special Meeting of Council Agenda as Circulated
DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF
DEPUTATIONS AND/OR PRESENTATIONS
CLOSED MEETING As Authorized under Section 239 (2) of The Municipal Act, to consider: (d) labour relations or employee negotiations
[Addenda]
2-13
REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 2013-053 2013 Revised Draft Budget Presentation
MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN
GIVING NOTICE OF MOTION
OTHER BUSINESS
PUBLIC QUESTION PERIOD
BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW
14-15 16-17
a) By-Law No. 2013-0007 - To Adopt the 2013 County Budget b) By-Law No. 2013-0008 - Confirmation of Proceedings
ADJOURNMENT
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AgendaItem#6a)
Report 2013-053
ADMINISTRATIVE REPORT To:
WARDEN AND MEMBERS OF COUNCIL
From:
Elizabeth Savill CAO
Prepared by:
Marian VanBruinessen Treasurer
Date prepared:
March 6, 2013
Date of meeting:
March 8, 2013
Re:
Financial Services – 2013 Revised DRAFT Budget Presentation
Recommendation RESOLVED THAT the Council of the County of Frontenac accept this Financial Services – 2013 Budget Presentation report for discussion; AND FINALLY THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2013 Budget as amended. Background Under the Municipal Act, 2001, S.O. 2001, CHAPTER 25, as amended, Section 289(1) states an upper-tier municipality shall in each year prepare and adopt a budget including estimates of all sums required during the year for the purposes of the upper-tier municipality.
Comment Direction Received: During budget deliberations on February 20, 2013 Council directed revisions as follows:
Governance Conference Fees, Training, Travel and Membership Fees Public Relations Council Compensation (0% increase) Additional costs of one Council Member to each the Sustainability and Trails Committees Financial Services – Revised 2013 DRAFT Budget Presentation March 8, 2013
2013-053 2013 Revised Draft Budget
Total impact
Levy impact
-18,500 -20,000 -1,335
-18,500 -20,000 -1,335
900
900 Page 1 of 5
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AgendaItem#6a)
Other Corporate Training, conference, travel and memberships Communications
-8,700
-8,700
-20,934 -11184
-20,934 -11,184
Fairmount Adjust Fairmount budget
-21933
Land Ambulance Ministry Funding re WI Community paramediciine project Maintenance Costs for Vehicles (retention for an additional year)
750
750
30,000
6,145
Total Levy Impact
-94,791
Direction Still Required: Staff requires direction as to how to achieve two of the reductions directed:
- Reduce Governance Travel, Training, Conference Fees by $18,500 Governance includes Council, Advisory Committees of Council, Warden, Library Board, Health Unit and the Accessibility Committee. A breakdown follows of the budget and costs related to each of these detail areas. The Warden budget has no allocation. COUNCIL
Travel-mileage Membership fees Non-taxable
2013
2012
Budget
% Budget
Actuals to Dec 30, 2012 not year-end final $
Budget
Budget
Variance
Change
$
$
$
%
7,500
8,484
-984
-11.60%
7,932
6,300
6,300
0
0.00%
5,982
As all Council members have not yet submitted year end expense claims, it is likely that the 2012 actual mileage, already exceeding the 2013 budget, will increase. There is discussion of elimination of the 50 km restriction for Council member mileage which will require an increase in Council mileage of approximately $2,500. Council’s membership fees include AMO and FCM and these have already been paid for 2013. As a result this budget should in fact increase by $2,700. ADVISORY COMMITTEES
Travel-
2013
2012
Budget
% Budget
Budget
Budget
Variance
Change
$ 3,200
$
Financial Services – Revised 2013 DRAFT Budget Presentation March 8, 2013
2013-053 2013 Revised Draft Budget
0
$ 3,200
%
Actuals to Dec 30, 2012 not year-end final $ 121 Page 2 of 5
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AgendaItem#6a)
mileage Conference Fees
12,000
0
12,000
0
As the volunteer committee members are only granted mileage it is anticipated that the requirement for 2013 will exceed the 2012 actuals. It is not clear why the 2012 actuals are so low, but it is evident that many volunteers did not submit a claim for mileage. However the $3,200 was estimated as the requirement for 2013 as submitted by the committees, but a reduction to $1,200 might be reasonable. Committee budgets were already approved by Council. As a result, expenses have already been incurred for the FCM Sustainability Conference, amounting to approximately $6,000. As a result, the possible budget reduction here is $8,000 LIBRARY AND HEALTH BOARD
Travelmileage
2012 Actuals to Dec 30, 2012 not year-end final $
2013
2012
Budget
% Budget
Budget
Budget
Variance
Change
$
$
$
%
6,672
-1,672
-25.06
3,870
Actuals to Dec 30, 2012 not year-end final $
5,000
There might be savings of $1,000 in this area. Governance includes the Accessibility Committee ACCESSIBILITY COMMITTEE
Travelmileage Training
2013
2012
Budget
% Budget
Budget
Budget
Variance
Change
$
$
$
%
2,000 2,500
2,000 2,500
0 0
0 0
281 494
There have been challenges related to the composition of this legislated committee resulting in low travel costs and limited training in 2012. In 2013 however there are new updates to the Integrated Accessibility Standards which adds new Built Environment Standards on the design of public spaces. As well, public consultation on Building Code accessibility requirements is now underway with comments back to the Province by March 1 st. Training is required to meet legislated requirements for both County and Township staff. The Train-theTrainer course costs have just been released and will amount to $1,500. Expenses will be incurred to disseminate that information to all County and Township staff. This budget could be reduced by $1,500. Governance budget reduction – As identified through this discussion the budget reduction available as identified by staff is only $7,800 not the $18,500 directed by Council. Financial Services – Revised 2013 DRAFT Budget Presentation March 8, 2013
2013-053 2013 Revised Draft Budget
Page 3 of 5
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AgendaItem#6a)
Council Advisory Committees Library and Health Unit Accessibility Committee Total possible reductions identified
2,700 -8,000 -1,000 -1,500 -7,800
The only area in which further reductions can be found is in travel mileage which would require revising the expense reimbursement bylaw to reduce or remove mileage reimbursement. 2. Reduce Corporate Conference, Training, Mileage, Membership Fees by $20,934 In directing a reduction of this budget line, Council indicated that the Labour Relations Specialist should have an opportunity to defend this budget item. (i)
Council questioned the required training. Human Resources staff has developed a strategy to deliver legislated and compulsory training to all staff. It ensures all current staff will receive required training biannually as mandated and that all new staff receives the training upon hire. The training must focus on ensuring an awareness of and understanding in areas such as the Occupational Health and Safety Act, Human Rights Code and the Labour Relations Act. In addition to meeting legislative requirements, it also helps to reduce and minimize risk to the Corporation. In 2012, some anticipated training was postponed which means that the training must be delivered in 2013. Therefore, the reduction to the training dollars directed by Council at its regular meeting in February is being flagged to ensure members fully appreciate the legislative framework. The cost of delivering training can be extensive and training modules supplied by training companies commonly cost, per facilitator, up to $5,000 for one session. There have been preliminary discussions to develop collaborative skills-based training that can benefit the County and interested Townships to attempt to reduce these costs but may not be operational until 2014. The legislated trainings required in 2013 under the legislation and code listed above are Violence in the Workplace and Workplace Investigations, the County’s Code of Conduct, and New Supervisor Training modules as it directly relates to the Labour Relations legislation. (As with other training modules developed at the County, these too can be shared through collaborative efforts with the Townships.) $15,000 has been budgeted for the development and facilitation of these modules. A serious reconsideration of our staff time allocations required to develop and deliver this training in-house leaves staff prepared to attempt to use our own resources to reduce the cost put forward by $5,000. Trade-offs in other areas will be necessary.
(ii)
Council also introduced direction around conference attendance. The value derived by County staff at all levels through attendance at appropriate conferences and workshops ensures employees maintain a level of currency in their fields, allows them to understand the nuances of legislation and any changes, to stay current with best practices, and to learn from and share knowledge and experiences with their peers. Programs are reviewed to assess the value to be gained for the investment. After a detailed review and recognizing the need to maintain the skill base, a reduction of $5,000 in conference, travel and accommodation could reasonably be managed.
Taking the above into account, staff recommends Council consider a budget reduction of $10,000 as opposed to the $20,934 originally directed by Council. Financial Services – Revised 2013 DRAFT Budget Presentation March 8, 2013
2013-053 2013 Revised Draft Budget
Page 4 of 5
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AgendaItem#6a)
Additional Adjustments: Social Services and Social Housing one time funding adjustment E-ACR server purchased at the end of December Notification that Municipal Intern funding will not be provided in 2013 Total
-61,654 -5,002 12,750 -53,906
The City of Kingston provided notice on February 22nd that one time funding is coming from the Ministry of Community and Social Services which will result in a one-time reduction of the County’s Social Service and Social Housing budget of $61,654. Council must be aware that if the full amount of this one time funding is recognized in 2013, there will be an increase in the 2014 budget of approximately 0.75%. The E-ACR server was approved for purchase by Council in 2012. At the time of budget the cost of the server was carried as delivery times were not clear. The server was delivered at the end of December 2012 so is not included in the 2013 budget. The County received notification that it would not receive funding for the Municipal Intern program in 2013. The revenue anticipated in the budget was $12,750. The expense related to that funding is $28,000, which is still in the budget. Staff recommends Council direct these lines be removed the budget.
Financial Implications Subject to any additional budget amendments, the current requisition, recognizing Council direction at the February 20th Council meeting and the Additional Adjustments detailed above, is $8,358,594 which is a 0.94% levy increase. 2013-2012 Budget
Requisition from Municipalities
2013 Budget $
2012 Budget $
8,358,594
8,281,081
Variance $ 77,513
0.94%
If Council were to accept the recommendations made by staff in this report, the overall change to the 2013 budget would be a net decrease of $6,366 resulting in a total requisition variance of $71,147 or a levied budget variance over last year of 0.86%. (Please Note: The requisition figure indicated above is the gross requisition required before the Hydro/Railway Rights-of-Way, Payments in Lieu of Taxation and Supplementary Taxes are deducted. Page 118 of the 2013 budget details the calculation required to arrive at the net levy and it is the net levy figure which is used on page 123 of the budget in the calculation of the tax rates.) Sustainability Implications Sustainability is dependent on good governance and stewardship of County resources. Organizations, Departments and Individuals Consulted and/or Affected County of Frontenac Staff Financial Services – Revised 2013 DRAFT Budget Presentation March 8, 2013
2013-053 2013 Revised Draft Budget
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2013-053 2013 Revised Draft Budget
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AgendaItem#11a)
BY-LAW NO. 2013-0007 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to adopt the estimates for the sums required during the year 2013 for the purposes of the County of Frontenac and to establish rates to be levied for same against the Townships of Frontenac Islands, South Frontenac, Central Frontenac and North Frontenac WHEREAS pursuant to Section 289 of the Municipal Act, S.O. 2001, Chapter 25, and amendments thereto (‘the Municipal Act’), the County of Frontenac shall in each year prepare and adopt a budget including estimates of all sums required during the year for the purposes of the County of Frontenac; AND WHEREAS it is necessary for the County of Frontenac to raise for the year 2013 certain sums; AND WHEREAS all property assessment rolls on which the 2013 taxes are to be levied have been returned and revised pursuant to the provisions of the Assessment Act, R.S.O. 1990, Chapter A.31 and amendments thereto, subject to appeals at present before the Assessment Review Board, the Ontario Municipal Board and the District Court; AND WHEREAS the “Residential/Farm Assessment”, “Multi-Residential Assessment”, “Commercial Assessment”, “Industrial Assessment”, “Pipe Line Assessment”, “Farmlands Assessment” and “Managed Forests Assessment” and the applicable subclasses pursuant to Section 7 of the Assessment Act have been determined on the basis of the aforementioned property assessment rolls; AND WHEREAS pursuant to Section 311(2) of the Municipal Act, for purposes of raising the general upper-tier levy, the sums required by taxation in the year 2013 are to be levied by separate rates by the Townships for the estimated current annual expenditures for County of Frontenac purposes after deduction of other revenue as directed by County of Frontenac bylaw; AND WHEREAS the tax ratios and tax rate reductions for prescribed property subclasses on the aforementioned property for the 2013 taxation year have been set out in County of Frontenac By-law Number 2011-0036 passed by Council on the 16th day of November, 2011; AND WHEREAS the tax rates on the aforementioned “Residential/Farm Assessment”, “MultiResidential Assessment”, “Commercial Assessment”, “Industrial Assessment”, “Pipe Line Assessment” (where applicable), “Farmlands Assessment” and “Managed Forests Assessment” and the applicable subclasses have been calculated pursuant to the provisions of the Municipal Act, in the manner set out herein; NOW THEREFORE, the Council of the Corporation of the County of Frontenac enacts as follows: 1.
THAT the 2013 budget of the County of Frontenac, which is set out as Schedule A attached hereto and forming part of this by-law and which incorporates estimates for revenue and
By-law No. 2013-0007 – To Adopt the 2013 Budget March 8, 2013
a) By-Law No. 2013-0007 - To Adopt the 2013 County Budget
Page 1 of 2
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AgendaItem#11a)
reserve transfers in the amount of $______ and estimates for expenditures in the amount of $__________ be approved and adopted by the Council of the County of Frontenac. 2.
THAT having duly adopted the gross estimates set out in Schedule A to this by-law and having deducted there from the estimated revenue from sources other than property taxes for the year 2013, the County of Frontenac hereby adopts the sum of $__________ as per the line titled “From Taxation” on Page 4 of Schedule A to this by-law as its estimate of the Property Tax Levy required during the year 2013 for the purposes of the County of Frontenac.
THAT for the year 2013 in the area coming under the jurisdiction of the County of Frontenac, the Townships of Frontenac Islands, South Frontenac, Central Frontenac and North Frontenac shall levy upon the Residential/Farm Assessment, Multi-Residential Assessment, Commercial Assessment, Industrial Assessment, Pipe Line Assessment (if applicable), Farmlands Assessment and Managed Forests Assessment and applicable subclasses, the tax rates for County of Frontenac purposes as determined in accordance with the calculations as detailed on Page 35 of Schedule A to this by-law.
THAT the County of Frontenac hereby directs that the Council of each Township levy the general rates as specified herein and more particularly detailed on Page 35 of Schedule A to this by-law.
THAT the County of Frontenac hereby directs that the property tax levy for general purposes as levied against each Township be paid to the Treasurer of the County of Frontenac in the installments set out in the agreement dated the 22nd day of April, 1998 attached hereto as Schedule B and forming part of this by-law.
THAT the County of Frontenac hereby directs that the County’s portion of Right-of-Way Acreage payments and the County’s portion of Payments in Lieu of Taxation be paid to the Treasurer of the County of Frontenac in the installments set out in the agreement dated the 22nd day of April, 1998 attached hereto as Schedule B to this by-law.
- THAT this by-law shall come into force and take effect as of the date of final passing. Read a First and Second Time this 8th day of March, 2013. Read a Third Time and Finally Passed, Signed and Sealed this 8th day of March, 2013. THE COUNTY OF FRONTENAC
Janet Gutowski, Warden
K. Elizabeth Savill, Clerk
By-law No. 2013-0007 – To Adopt the 2013 Budget March 8, 2013
a) By-Law No. 2013-0007 - To Adopt the 2013 County Budget
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AgendaItem#11b)
BY-LAW NO. 2013-0008 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to confirm all actions and proceedings of County Council on March 8, 2013 WHEREAS Section 8 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act or any other Act; and; WHEREAS Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a lower-tier municipality and an upper-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in the Table to Subsection 2 subject to certain provisions, and; WHEREAS Section 5 of the Municipal Act, S.O. 2001, c. 25 and amendments thereto provides that a municipal power, including a municipality’s capacity, rights, powers and privileges under Section 8 shall be exercised by its council and by by-law unless the municipality is specifically authorized to do otherwise; and; WHEREAS the Council of the County of Frontenac deems it expedient to confirm its actions and proceedings; NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE COUNTY OF FRONTENAC hereby enacts as follows:
- THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on March 8, 2013 be confirmed as actions for which the municipality has the capacity, rights, powers and privileges of a natural person.
- THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on March 8, 2013 be confirmed as being matters within the spheres of jurisdiction described in Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto.
- THAT all actions and proceedings of the Council of the Corporation of the County of Frontenac taken at its regular meeting held on March 8, 2013 except those taken by by-law and those required by by-law to be done by resolution are hereby sanctioned, ratified and confirmed as though set out within and forming part of this by-law.
- THAT this by-law shall come into force and take effect as of the final passing thereof. Read a First and Second Time this 8th day of March, 2013. Read a Third Time and Finally Passed, Signed and Sealed this 8th day of March, 2013.
By-law No. 2013-0008 – To confirm all actions and proceedings of County Council on March 8, 2013 Page 1 of 2
b) By-Law No. 2013-0008 Confirmation of Proceedings
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AgendaItem#11b)
The Corporation of the County of Frontenac
Janet Gutowski, Warden
K. Elizabeth Savill, Clerk
By-law No. 2013-0008 – To confirm all actions and proceedings of County Council on March 8, 2013 Page 2 of 2
b) By-Law No. 2013-0008 Confirmation of Proceedings
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