Budget Committee of the Whole Meeting

Minutes

BCW#01-20

Tuesday, January 28, 2020 at 1:30 P.m. - 4:00 P.m.

Council Chambers

225 East Beaver Creek Road

Richmond Hill, Ontario

Committee Members Present:

• Mayor Barrow
• Regional and Local Councillor Perrelli
• Regional and Local Councillor DiPaola
• Councillor Beros
• Councillor Muench
• Councillor Liu
• Councillor West
• Councillor Cilevitz
• Councillor Chan

 

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1.

Adoption of Agenda

• Moved by: Regional and Local Councillor Perrelli

  That the agenda be adopted as distributed by the Clerk.

  Carried Unanimously

2.

Disclosure of Pecuniary Interest and General Nature Thereof

There were no disclosures of pecuniary interest by members of Council under the Municipal Conflict of Interest Act.

3.

Delegations

There were no delegations.

4.

Scheduled Business

4.1

SRCFS.19.052 – Liberal Advertising Contract and Notice Policy (Additional Information)

• Moved by: Councillor West

  a) That staff continue to publish the Bulletin Board in the Liberal for a one-year period;

  b) That the Bulletin Board not exceed one page per publication with a minimum publication frequency of once per week;

  c) That Council approve the following policies:

  i) The City’s Bulletin Board (community newspaper page) primarily include discretionary advertisements of City services or events.

  ii) The City publish the full non-mandatory statutory and other public notices on the City’s website only.

  iii) The City’s Bulletin Board include a list of all non-mandatory statutory and other public notices published to the website directing residents to see the complete notice on the City’s website.

  iv) The City publish mandatory statutory and other public notices, including public notices where no reasonable or cost effective alternative exists, in the Liberal on an as needed basis.

  d) That staff evaluate and report back to Council on the effectiveness of print advertising as part of the 2021 Operating Budget, and include information on the City’s digital media strategy and possible enhancing;

  e) That a By-law to repeal and replace Notice By-law 170-07, being Chapter 278 of the Municipal Code, as generally described in staff report SRCFS.19.052, be enacted;

  f) That the 2020 Operating Budget include any necessary adjustments.

  In favour: (4)	Mayor Barrow, Councillor Muench, Councillor Cilevitz, and Councillor Chan
  Opposed: (5)	Regional and Local Councillor Perrelli, Regional and Local Councillor DiPaola, Councillor Beros, Councillor Liu, and Councillor West

  Motion Failed to Carry (4 to 5)
• Moved by: Councillor Muench

  a) That Council approve the changes to the manner in which the City provides public notices and advertises services and events, as generally described in staff reports SRCFS.19.052 and SRCFS.19.044 (Attachment A to staff report SRCFS.19.52);

  b) That the Office of the Clerk’s 2020 Operating Budget for Advertising expenses be reduced to reflect the approved changes to the manner in which the City provides public notices and advertises services and events, as described in staff report SRCFS.19.052;

  c) That a By-law to repeal and replace Notice By-Law 170-07, being Chapter 278 of the Municipal Code, as generally described in staff report SRCFS.19.052, be enacted;

  d) That all Council approved policies requiring newspaper notices be deemed amended to only require website and other digital media notices.
• Moved by: Councillor Liu

  An amendment was:

  e) That staff report back on alternatives to advertise City events and services in ethnic media.

  Carried Unanimously
• A recorded vote was taken on Clauses a), b), c), and d) of the Main Motion, as amended:

  In favour: (5)	Regional and Local Councillor Perrelli, Regional and Local Councillor DiPaola, Councillor Beros, Councillor Muench, and Councillor Liu
  Opposed: (4)	Mayor Barrow, Councillor West, Councillor Cilevitz, and Councillor Chan

  Carried (5 to 4)
• A recorded vote was taken on Clause e) of the Main Motion, as amended:

  In favour: (9)

  Regional and Local Councillor Perrelli, Regional and Local Councillor DiPaola, Mayor Barrow, Councillor Beros, Councillor Muench, Councillor Liu, Councillor West, Councillor Cilevitz, and Councillor Chan

  Carried (9 to 0)
• Moved by: Councillor Muench

  The complete motion to read as follows:

  a) That Council approve the changes to the manner in which the City provides public notices and advertises services and events, as generally described in staff reports SRCFS.19.052 and SRCFS.19.044 (Attachment A to staff report SRCFS.19.52);

  b) That the Office of the Clerk’s 2020 Operating Budget for Advertising expenses be reduced to reflect the approved changes to the manner in which the City provides public notices and advertises services and events, as described in staff report SRCFS.19.052;

  c) That a By-law to repeal and replace Notice By-Law 170-07, being Chapter 278 of the Municipal Code, as generally described in staff report SRCFS.19.052, be enacted;

  d) That all Council approved policies requiring newspaper notices be deemed amended to only require website and other digital media notices;

  e) That staff report back on alternatives to advertise City events and services in ethnic media.

  Carried

4.2

SRCFS.20.007 – 2020 Business Improvement Area (BIA) Proposed Budget

Raika Sheppard, Vice-chair, Board of Management of the Village of Richmond Hill Business Improvement Area (BIA), made a presentation regarding the proposed 2020 Budget for the BIA. R. Sheppard advised of the limited budget information available from the previous Board of Management and reviewed the proposed budget allocations for 2020.

• Moved by: Councillor West

  a) That the 2020 operating budget of $129,940 for the Village of Richmond Hill Business Improvement Area as provided within staff report SRCFS.20.007 be approved;

  b) That the amount of $129,940 be levied upon the rateable properties in the improvement areas.

  Carried Unanimously

4.3

SRCFS.20.005 – Capital Project Financial Status Report

David Dexter, Director of Financial Services and Treasurer, provided an overview of the information and recommendations contained in staff report SRCFS.20.005 regarding the 2019 Capital Project Financial Status Report.

• Moved by: Regional and Local Councillor Perrelli

  That all capital projects listed in Appendix “A” to staff report SRCFS.20.005;

  i) Be closed;

  ii) Projects with unexpended funds be returned to source(s) as identified;

  iii) Projects with overspent funds be funded as identified.

  b) That Budget and Funding Adjustments, as noted in Appendix “B” to staff report SRCFS.20.005, be approved;

  c) That the Status of Capital Projects List in Appendix “E” to staff report SRCFS.20.005, be received.

  Carried Unanimously

4.4

SRCFS.20.003 – Member of Council Compensation

• Moved by: Regional and Local Councillor Perrelli

  a) That staff report SRCFS.20.003 regarding the Member of Council Compensation, be received with thanks.

  Carried Unanimously

4.5

SRCFS.20.001 – Stormwater Management Rate Structure

David Dexter, Director of Financial Services and Treasurer, made a presentation regarding the Stormwater Management Rate Structure. He reviewed the history of Richmond Hill’s stormwater fee, significant changes since 2013, and highlighted the objectives for the stormwater management fee. He reviewed the proposed rate structures based on the site area and property type, stormwater management services costs, financial strategy, and the proposed rates for the years 2020 to 2022. D. Dexter concluded the presentation by reviewing the recommendations in staff report SRCFS.20.001.

• Moved by: Councillor Beros

  a) That Council approve the implementation of the new Stormwater Management Rate structure by site area as described in staff report SRCFS.20.001 starting in 2022;

  b) That staff continue to manage and prioritize the projects in the City’s stormwater management capital program to ensure long-term sustainability of the Water Quality Protection Reserve Fund.

  Carried Unanimously

4.6

SRCFS.20.002 – 2020 Draft Operating Budget

Greg Beros, Board Chair, and Mary-Anne Dempster, Interim Chief Executive Officer, Richmond Hill Public Library Board, made a presentation regarding the 2020 draft Operating Budget for the Richmond Hill Public Library Board.

G. Beros provided preliminary remarks regarding the Richmond Hill Public Library system and highlighted the 2019 accomplishments and 2020 objectives for the Richmond Hill Library Board. He introduced Mary-Anne Dempster, Interim Chief Executive Officer, and acknowledged her efforts and expertise, along with staff for decreasing the proposed 2020 Operating Budget while maintaining existing services and enhancing services in other areas.

M.A. Dempster presented the 2020 draft Operating Budget for the Richmond Hill Public Library Board, noting a decrease of 8.1% from the approved 2019 budget. She provided an overview of the budget highlights and requested that $450,000 from the 2019 surplus be allocated to the Library Reserve. She reviewed the key use indicators as of December 31, 2018, and highlighted the 2019 survey results for weekly visits at the Public Library.

D. Dexter, Director, Financial Services and Treasurer, made a presentation regarding the 2020 draft Operating Budget. He highlighted the operating budget process and direction, and the economic climate and growth indicators that impacted the budget. He reviewed the proposed total expenditure budget, base budget pressures, operating savings and efficiencies included in the base pressures, estimated tax impact for the 2020 average single detached residential property, and provided a financial outlook for the years 2021 to 2023.

D. Dexter reviewed the draft 2020 Water and Wastewater and Stormwater budgets, and concluded the presentation by providing a summary of the 2020 draft Operating Budgets.

• Moved by: Councillor Beros

  a) That the 2020 City Operating Budget;

  i) Summarized in Appendix “A” to staff report SRCFS.20.002 with a recommended budget increase of $1,162,900 and a total tax levy of $117,211,700 (excluding supplementary taxes), be adopted with the following adjustments;

  1) the costs associated with the 4 new firefighters approved as part of the 2019 Operating Budget be removed from the 2020 Operating Budget.

  ii) That the 2020 Seniors Tax Assistance Grant be increased to $404;

  iii) That draft By-law 2-20, attached as Appendix “D” to staff report SRCFS.20.002, be enacted to adopt the 2020 City Operating Budget.

  b) That the Capital Asset Sustainability Fee budget increase of $1,160,500 and total fee levy of $5,392,100 for the 2020 taxation year, be adopted;

  c) That draft By-law 3-20, attached as Appendix “E” to staff report SRCFS.20.002, be enacted to adopt the 2020 Water, Wastewater and Stormwater Budgets;

  d) That the Financial Outlook (attached as Appendix “C” to staff report SRCFS.20.002) be received;

  e) That, as required by Ontario Regulation 284/09, Municipal Act 2001, the compliance report attached as Appendix “G” to staff report SRCFS.20.002, be approved for expenses that have been excluded from the 2020 Draft Budget.
• Moved by: Councillor Beros

  The vote was called excluding Sub-clause a) i) 1):

  a) That the 2020 City Operating Budget;

  i) Summarized in Appendix “A” to staff report SRCFS.20.002 with a recommended budget increase of $1,162,900 and a total tax levy of $117,211,700 (excluding supplementary taxes), be adopted;

  ii) That the 2020 Seniors Tax Assistance Grant be increased to $404;

  iii) That draft By-law 2-20, attached as Appendix “D” to staff report SRCFS.20.002, be enacted to adopt the 2020 City Operating Budget.

  b) That the Capital Asset Sustainability Fee budget increase of $1,160,500 and total fee levy of $5,392,100 for the 2020 taxation year, be adopted;

  c) That draft By-law 3-20, attached as Appendix “E” to staff report SRCFS.20.002, be enacted to adopt the 2020 Water, Wastewater and Stormwater Budgets;

  d) That the Financial Outlook (attached as Appendix “C” to staff report SRCFS.20.002) be received;

  e) That, as required by Ontario Regulation 284/09, Municipal Act 2001, the compliance report attached as Appendix “G” to staff report SRCFS.20.002, be approved for expenses that have been excluded from the 2020 Draft Budget.

  Carried Unanimously
• A recorded vote was taken on Sub-clause a) i) 1):

  In favour: (5)	Regional and Local Councillor Perrelli, Regional and Local Councillor DiPaola, Councillor Beros, Councillor Muench, and Councillor Liu
  Opposed: (4)	Mayor Barrow, Councillor West, Councillor Cilevitz, and Councillor Chan

  Carried (5 to 4)
• Moved by: Councillor Beros

  The complete motion to read as follows:

  a) That the 2020 City Operating Budget;

  i) Summarized in Appendix “A” to staff report SRCFS.20.002 with a recommended budget increase of $1,162,900 and a total tax levy of $117,211,700 (excluding supplementary taxes), be adopted with the following adjustments;

  1) the costs associated with the 4 new firefighters approved as part of the 2019 Operating Budget be removed from the 2020 Operating Budget.

  ii) That the 2020 Seniors Tax Assistance Grant be increased to $404;

  iii) That draft By-law 2-20, attached as Appendix “D” to staff report SRCFS.20.002, be enacted to adopt the 2020 City Operating Budget.

  b) That the Capital Asset Sustainability Fee budget increase of $1,160,500 and total fee levy of $5,392,100 for the 2020 taxation year, be adopted;

  c) That draft By-law 3-20, attached as Appendix “E” to staff report SRCFS.20.002, be enacted to adopt the 2020 Water, Wastewater and Stormwater Budgets;

  d) That the Financial Outlook (attached as Appendix “C” to staff report SRCFS.20.002) be received;

  e) That, as required by Ontario Regulation 284/09, Municipal Act 2001, the compliance report attached as Appendix “G” to staff report SRCFS.20.002, be approved for expenses that have been excluded from the 2020 Draft Budget.

  Carried

5.

Adjournment

• Moved by: Regional and Local Councillor Perrelli

  That the meeting be adjourned 

  The meeting was adjourned at 4:04 p.m.

  Carried Unanimously