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LOGO Recap of Process to Date
JANUARY 7, 2013
Reviewed budget parameters included in 2012 – 2016 Financial Plan Bylaw 2184
Property Tax Adjustments
2013 = 4.0% increase
2014 = 4.0% increase
2015 = 4.0% increase
2016 = 4.0% increase
Water User Fee Adjustments 2013 – 4.0% increase
2014 – 4.0% increase
Sewer User Fee Adjustments 2013 – 6% increase
2014 – 6% increase
Garbage & Recycling Collection 2013 – 30.5% decrease
$50.52 = total adjustment on average single family home
Presented data comparing Property Taxes and User Fees with other BC municipalities.
Reviewed Capital Project Budgets approved with the adoption of Bylaw 2184 Roads, Water, Sewer, Facilities…
Company
LOGO Recap of Process to Date (cont’d)
JANUARY 21, 2013
Commenced strategic planning process to identify long range goals Provided an overview of the rationale for strategic planning
Reviewed Council’s guiding principles and their current vision and mission statements
Conducted a SWOT analysis
Identified Council’s broad goals and objectives
Company
LOGO Recap of Process to Date (cont’d)
FEBRUARY 4, 2013
Presented Action Plans identified by staff to achieve Council objectives
Identified Actions requiring additional discussion prior to finalizing Strategic Plan
Operations Reprioritize road projects to allow earlier completion of Cokato Road upgrades
Modifications to sewer capital plan resulting from recent Sewer Outfall grant announcement
Consider pedestrian bridge as an alternate to directional drilling for water main river crossing
Review water conservation commitments in relation to timing of water meter implementation
Discuss Sidewalk Strategy in relation to highway pedestrian routes
Service level enhancements - Snow Removal (operating)
Leisure Services
City Hall accessibility options
Review timing of compressor expenditures
Service level enhancements – Beautification initiatives, Parks & Grounds Maintenance
Fire and Emergency Services
Continue to investigate construction of new facility?
Existing facility Exhaust evacuation system
Identified structures issues
Admin/Legislative Options for recording & web streaming council meetings
Develop strategy to accommodate policing costs
Company
LOGO Reprioritize Road Projects
ROAD NETWORK CASHFLOW ANALYSIS
PROJECT DESCRIPTION 2012 2013 2014 2015 2016 2017
Downtown Parking Study 782
Downtown Parking Study Implementation 120,000
9th Avenue (13th Street to 4th Street) - Construction 800,000
5th Ave (full rebuild 5,150 sq.m., includes sidewalk, sidestreet (9 St - 11 St $65k), 10% contingency, 15% engineering) 600,000
Road by Learning Centre (Martin Road) 75,000
Mt Fernie Park Road (strip asphalt, revert to gravel standard) 50,000
Ghostrider Subdivision - Stormwater Mitigation 10,000
Ghostrider Subdivision - Manitou Road (rebuild down to subgrade, includes geotech, 10% contingency, 15% engineering) 800,000
4th Street Repairs (6,600 sq.m.) 350,000
Cokato Road (4" asphalt, shaping, compacting, grading only, no engineering) 250,000
Mountview Subdivision (overlay 28,950 sq.m., not including Elkview Drive) 820,000
Park Avenue (rebuild & install sidewalk - bridge to proctor) 500,000
Park Avenue (bridge to 1st Street) and Elkview (overlay only) 250,000 200,000
Parkland Terrace Subdivision (grinding & overlay) 250,000
North End Rehab (neighbourhood adjacent to Isabella Dicken and FSS) 300,000
Address Ghostrider drainage issues 25,000
Overlay Dicken Road from Brenner Road to Chamber of Commerce 90,000
Re-apply base gravels to Ghosrider interior roads 75,000
Sidewalk Replacement Program - - - - 80,000 80,800
Pavement Management Program Annual Allocation - - - - 200,000 1,000,000
TOTAL ANNUAL EXPENDITURE 1,485,782 1,510,000 820,000 750,000 1,280,000 1,080,800
PROJECT FUNDING ALLOCATION 2012 2013 2014 2015 2016 2017
Streets Reserve Fund/Taxation 1,485,782 1,475,000 820,000 750,000 1,280,000 1,080,800
Transportation DCC Fund - 35,000 - - - -
Developer Pay (No DCC Credits) - - - - - -
TOTAL FUNDED 1,485,782 1,510,000 820,000 750,000 1,280,000 1,080,800
STREETS RESERVE FUND ANALYSIS 2012 2013 2014 2015 2016 2017
Opening Balance - Estimated 991,928 873,418 285,025 362,135 683,541 485,661
Plus: Contribution to Reserve from Operations 1,367,272 886,607 897,110 1,071,406 1,082,120 1,092,941
Less: Capital Funded from Streets Reserve 1,485,782 1,475,000 820,000 750,000 1,280,000 1,080,800
Closing Balance - Estimated 873,418 285,025 362,135 683,541 485,661 497,802
Company
LOGO Modify Sewer Capital due to Grant
SEWER SYSTEM CASHFLOW ANALYSIS
PROJECT DESCRIPTION 2012 2013 2014 2015 2016 2017
Liquid Waste Management Plan 40,000 50,000
Burma Road Lift Station Upgrades - Design 22,000
Burma Road Lift Station Upgrades - Construction 191,000
Sewage Treatment Plant - Upgrades (LWMP recommendations) 1,790,000
Parkland Terrace Main Upgrades (Design) 23,000
9th Avenue Reconstruction 215,652
Aeration System Airflow Reduction 50,000
Sewer Master Plan 100,000
Annual Rehabilitation & Replacement Allocation - 25,000 25,000 100,000 250,000 350,000
TOTAL ANNUAL EXPENDITURE 277,652 316,000 1,815,000 200,000 273,000 350,000
PROJECT FUNDING ALLOCATION 2012 2013 2014 2015 2016 2017
Sewer Reserve Fund/User Fees 242,606 158,887 1,815,000 200,000 250,230 350,000
Sewer DCC Fund 35,046 157,113 - - 22,770 -
Senior Government Grants - - - - -
TOTAL FUNDED 277,652 316,000 1,815,000 200,000 273,000 350,000
SEWER RESERVE FUND ANALYSIS 2012 2013 2014 2015 2016 2017
Opening Balance - Estimated 1,396,128 1,466,296 1,737,690 319,250 450,878 487,291
Contribution to Reserve from Operations 312,774 430,281 396,560 331,628 286,643 394,143
Less: Reserves Used to Fund Capital Expenditures 242,606 158,887 1,815,000 200,000 250,230 350,000
Closing Balance - Estimated 1,466,296 1,737,690 319,250 450,878 487,291 531,434
Company
LOGO City Hall Accessibility
City Hall spatial analysis undertaken in 2007 Analysis considered modifying existing space to accommodate future personnel requirements
Architect provided three options for reconfiguration of current office space
Analysis included modifications to address accessibility issues First option incorporated an elevator within the existing building envelope
Access from rear of building
Provides access to all three floors
Requires significant modification to existing office configuration on all three levels
Second and third options included the construction of an addition at the back of the building Addition housed a vestibule, small lobby area, elevator shaft and stairwell
Still results in significant modifications to existing office configuration but not to the extent of Option 1
Cost estimates for various options currently unidentified determination of costs would require a budget allocation
Other options and considerations Ramp to front doors not a practical option
Possibility for ramp on 6th Street side of building with access through engineering area
Potential for stair lift to top floor
Modifications to doors and door openings
Modifications to washrooms
Investigation and design would require a budget allocation
Council direction requested with respect to moving forward.
Company
LOGO Arena Compressor
Strategic Plan as presented $14,010 – Compressor Overhaul (2013)
$50,000 – Compressor Replacement (2016)
Sufficient reserve funds available to move replacement to 2013
Company
LOGO Service Level Enhancements
Is Council supportive of proposed enhancements?
$10,000 increase to Beautification Contract
$ 5,000 bench/table replacement
$ 5,000 garbage can replacement program
$ 5,000 tree replacement
$ 5,000 pruning program
$ 5,000 weed management – contracted services
$ 1,000 weed management – public awareness
$ 3,000 fertilization program
$ 5,000 turf vitality program
$44,000
Enhancements represent annual expenditures
Funded from General Revenues
$44,000 is approximately equal to a 1% tax increase
Company
LOGO Fire Hall
Recent efforts undertaken in relation to new Fire Hall
Johnston Davidson Architecture (JDA) completed schematic design (2012 Q1) Based on construction on 2nd Avenue site (between 9th and 10th Streets)
Needs analysis and space program
Building siting options
Preliminary floor plans, sketch elevations
Sustainable concepts
JDA presentation to Council – February 27, 2012 Assessed existing facility and location
Schematic design of new Hall at 2nd Avenue site
Next steps if direction is received to pursue this option Detail Design Development – approx cost $100,000
Estimated construction cost $4.2 million
Existing Fire Hall
Various deficiencies identified in JDA assessment
Existing structural assessment indicates existing roof decking, steel joists, steel beams, steel columns and
concrete block walls are insufficient in capacity to carry snow loads
$150,000 budget allocation in 2012 for structural upgrades
JDA has indicated that structural upgrades would trigger post disaster construction standards
Current practice is to shovel roof when there is an accumulation of 19”
Worksafe has identified the need for installation of an exhaust evacuation system
Company
LOGO Recording/Web Streaming Council Meetings
Estimated Costs Using a System Similar to West Kelowna Using a System Similar to Nanaimo Granicus Software
Initial Software $0 $1,200 8,000 to $10,000 Equipment $5,000 audio/video $6,000 server
$5,000 audio/video $5,000 audio/video
Total Upfront Costs $5,000 $12,200 $13,000 to $15,000 Annual Service Fee $0 $0 $6,000 to $7,000 PROS Provides least expensive service to
public user but with no enhancements
Inexpensive
Provides a middle of the road option Indexed videos Integrated with City website
Provides the best service to public user Indexed videos Cross linked to agenda item User can skip right to the item they want
to watch and see staff report at the same time in the same window
Cloud based delivery platform Training and 24 hour customer and
technical support Integrated with City website Allows for future upgrades and
additional services
CONS Must manually look through video to locate area in meeting to view
No indexing Must open multiple windows No support when there are technical
issues or training Storage space on servers will be an
issue
No support when there are technical issues or training
Must open additional window to view agenda items
Storage space on servers will be an issue
Higher cost with annual service fee
Company
LOGO Recording/Web Streaming Council Meetings
Audio & Video Equipment Required:
• Analog camera, cabling and ceiling mount
• Wired microphones and wall plates
• Mixer
• Rack with castors
• Plus labour costs required for installation
West Kelowna: http://www.districtofwestkelowna.ca/index.aspx?page=278
• The District of West Kelowna provides a very basic delivery of video streaming, just a link to the video file that is
stored on their server. The number of videos that would be archived is limited due to storage space.
• Links would open up on Media Player in a separate window. It is very basic but effective.
City of Nanaimo: http://www.nanaimo.ca/meetings/VideoPlayer/Index/C130128V
• The City of Nanaimo developed their own software to which time stamps and video archives their meetings and are
happy to share the software with other local governments at no cost under an open source licence
• The costs to implement a similar system would be approximately $7,200 plus video and audio equipment
• hardware: approximately $6,000 for a commodity server with 1TB of storage and TV card
• software: approximately $1,200 for commercial-off-the-shelf (COTS) and open source software
• staff time required to install and configure the software.
Granicus: http://www.granicus.com/lib-docs/documents/Meeting-Services.pdf
• Software cost is estimated between $8,000 to $10,000
• Provides fully-managed live and on-demand streaming of public meetings and events. Meeting videos are fully
searchable, indexed to agenda items and cross-linked to supporting materials.
• Cloud platform - includes unlimited media storage and customer service support.
Company
LOGO Recording/Web Streaming Council Meetings
Examples of Municipalities using Granicus:
• City of Pitt Meadows: http://pittmeadows.ca.granicus.com/MediaPlayer.php?view_id=2&clip_id=362
• Town of Osoyoos: http://osoyoos.ca.granicus.com/MediaPlayer.php?view_id=2&clip_id=94
• District of Hope: http://hope.ca.granicus.com/MediaPlayer.php?view_id=2&clip_id=135
• District of Sooke: http://sooke.ca.granicus.com/MediaPlayer.php?view_id=5&clip_id=95
Company
LOGO Strategy to Accommodate Policing Costs
Police Act states that when a municipality reaches 5,000 population, it must assume
responsibility for policing costs 70% of member costs
70% of overtime costs
70% of Police Information and Retrieval System (PIRS) costs
100% of accommodation
100% of municipal employee costs
Population trend 4,448 current (2011 census)
4,217 (2006 census)
4,611 (2001 census)
Policing cost estimate for 2007/08 (provided by Ministry in September of 2006)
Police
Strength
Municipal
Employees Police Overtime PIRS Accom
Municipal
Employee Total
6 1.5 $512,400 $25,256 $958 $33,750 $63,000 $635,364
7 1.75 $597,800 $29,466 $1,117 $39,375 $73,500 $741,258
8 2.0 $683,200 $33,675 $1,277 $45,000 $84,000 $847,152
Company
LOGO Strategy to Accommodate Policing Costs
If Fernie exceeds 5,000 in 2016 costs are estimated to be $1.2 million
It’s likely that we would also be responsible for construction of a new detachment
The current Five-Year Financial Plan does not anticipate Policing Costs
Based on currently budgeted tax collection in 2016 increased exp of $1.2 million
would require a tax increase of approximately 22% (doesn’t include new detachment)
Options to accommodate policing costs Incrementally increase annual tax collection in anticipation of reaching 5,000 in 2016? 2021?
Wait until we reach 5,000 then implement one time tax increase
Options for alternate payment structure?
Company
LOGO Potential and Identified Adjustments
Identified Operating Budget Reductions
Non Market Assessment Change Adjustment (preliminary) $30,000
EVPTSA escalation (0.3%) $ 8,000
Wage & Benefit savings (preliminary) $60,000
$98,000
Potential Operating Budget Increases
Leisure Services – Service Level Enhancements $ 44,000
Snow Removal – Service Level Enhancements $ ?
IAFF Collective Bargaining $ ?
Provision for policing costs $ ?
……. $ ? .
$ ?
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