02 18 2015 SpCouncil Agenda, 10:00 a.m.Page
The Township of Oro-Medonte
Special Council Meeting Agenda
Council Chambers
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ozl����`�' `������"t' Wednesday, February 18, 2015
Prtind Hrriiage, Exriling ['irriirr
10:00 a.m. - Open Session
1. Call to Order - Private Prayer/Moment of Reflection:
2. Adoption of Agenda:
a) Motion to Adopt the Agenda.
3. Disclosure of Pecuniary Interest:
4. Reports of Municipal Officers:
2-18 a) Robin Dunn, CAO and Senior Management Team re: 2015 Budget
Deliberations.
5. Questions from the Public Clarifying an Agenda Item:
6. Confirmation By -Law:
19 a) By -Law No. 2015-035: Being a by-law to confirm the proceedings of the
Special Council meeting held on Wednesday, February 18, 2015.
7. Adjournment:
a) Motion to Adjourn.
Page 1 of 19
2015 Capital and Op
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February 18, 2015
Robin Dunn, CAO 3
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2015 Budget Recap (February 11, 2015)
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perating Budget Adjustments — Reven
Adjustment Tax Impact
Development Services — Building Division
Building Permit Revenue
• Break even/cost recovery requires 1 $136,405
• 3 -Year Average — $498,249
Increase 2015 Permit Revenue to $441,405
TOTAL Operating Budget Adjustments — Revenue
Operating Budget Adjustments — Expenditu
***Based on Department priority ranking
Transportation & Environmental Services
Winter Oaerations
Guiderails
Sign Maintenance
Line Painting
Ditchinq
TES Total
Office of the CAO
Consultant Fees (Communications Plan
Townshia News Paae
CAO Total
*Budget Stabilization Reserve funded — no tax impact
TOTAL Operating Budget Adjustments - Expenditures
Adiustment Tax Impact
Capital Budget Adjustments WReserve Funded
***All items are Reserve funded — No Tax Imaact
Administration Centre Parking Lot Lightin
Community Centre
Hawkestone Furnace
Memorial Park — Lighting
Memorial Park — Paving
Warminster Ball Diamond Outfield Fence
Vasey 2 Ball Diamond Realignment
Smart Board
Sand/Salt Dome
Municipal Drain
Tape Conversion
Subtotal
Auto Extraction Increase
TOTAL
Adiustment
• Budget Stabilization Reserve Projected Balance 31.12.2015:
7.27% of Tax Levy.
• Action: 2nd/3rd quarter 2015 — Council direction to dispose of
surplus Municipal lands to fund reserve fund
(restricted/unrestricted) contributions.
Target Budget Stabilization increase by $41,979 as of 31.12.2015
($41,979) to 10% of tax levy.
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Township of o����We
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Budget Summary (February 18, 2015)
• Oro-Medonte Tax Impact — 1.0% equals $139,137.5
8.31%
1.98%
($136,405)
($207,000)
($287,000)
per $100,000 of assessment.
8.31%
3.54%
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(2.32)%
5.99%
2.56%
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3.93%*
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2.06%*
0.84%
1.98%
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Reserve
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7.97%
3.40%
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4.a) Robin Dunn, CAO and Senior Manage G& Bud...
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Memorandum -`� •
Proud Heritage, Exrith--f Future
To: Mayor Hughes and Members of Council
cc: - Paul Gravelle, Director, Finance/Treasurer/Deputy CAO
From: Robin Dunn, CAO
Date: February 18th, 2015
Subject: 2015 Capital & Operating Budget Recap
2015 Budget Recap (February 11, 2015) (Attachment 1)
OM Tax Impact
Adjustment Tax Impact
Development Services — Building Division
2015 Operating Budget
8.31%
$136,405 (0.98)%
2015 Capital Budget
1.98%
Overall Tax Increase: 4.75%
Equates to an overall tax increase of $40.92 per $100,000 of assessment.
2015 Operating Budget Adjustments (February 18, 2015)
Operating Budget Adjustments — Revenue
Adjustment Tax Impact
Development Services — Building Division
Building Permit Revenue
• Break even/cost recovery requires Q $136,405
• 3 -Year Average — $498,249
Increase 2015 Permit Revenue to $441,405
$136,405 (0.98)%
Total Operating Budget Adjustments — Revenue
$136,405
(0.98)%
Page 9 of 19
4
4.a) Robin Dunn, CAO and Senior Management Team re: 2015 Bud...
2015 Operating Budget Adjustments (February 18, 2015)
Operating Budget Adjustments — Expenditures
***All items are Reserve funded — No Tax Impact
***Based on Department priority ranking
Adjustment
Tax Impact
Administration Centre Parking Lot Lighting
$25,000
Community Centre
Transportation & Environmental Services
Hawkestone Furnace
$6,000
Winter Operations
$93,000
0.67%
Guiderails
$16,000
0.11%
Sign Maintenance
$12,000
0.09%
Line Painting
$24,000
0.17%
Ditching
$33,500
0.24%
TES Total
($178,500)
(1.28%)
Auto Extraction Increase
$50,000
Total
Office of the CAO
Consultant Fees (Communications Plan)
$20,000
Township News Pae
$8,500
0.06%
CAO Total
($28,500)
(0.06%)
*Budget Stabilization Reserve funded — no tax impact
Total Operating Budget Adjustments - Expenditures
($207,000)
(1.34%)
2015 Capital Budget Adjustments (February 18, 2015)
Capital Budget Adjustments — Reserve Funded
***All items are Reserve funded — No Tax Impact
Adjustment
Administration Centre Parking Lot Lighting
$25,000
Community Centre
$30,000
Hawkestone Furnace
$6,000
Memorial Park — Lighting
$10,000
Memorial Park — Paving
$10,000
Warminster Ball Diamond Outfield Fence
$11,000
Vasey 2 Ball Diamond Realignment
$30,000
Smart Board
$10,000
Sand/Salt Dome
$195,000
Municipal Drain
$5,000
Tape Conversion
$5,000
Subtotal
($337,000)
Auto Extraction Increase
$50,000
Total
($287,000)
• Budget Stabilization Reserve Projected Balance 31.12.2015: 7.27% of Tax Levy.
• Action: 2"d/3d quarter 2015 — Council direction to dispose of surplus Municipal lands to fund
reserve fund (restricted/unrestricted) contributions.
• Target Budget Stabilization increase by $41,979 as of 31.12.2015 ($41,979) to 10% of tax
levy.
- 2 - Page 10 of 19
4.a) Robin Dunn, CAO and Senior Management Team re: 2015 Bud...
Budget Summary (February 18, 2015)
Oro-Medonte Tax Impact — 1.0% equals $139,137.5
Respectfully,
Ro in Dunn, C.E.T., PAdm, M.A.
Chief Administrative Officer
-3- Page 11 of 19
Draft
Budget
Budget
Adjustments
OM Tax
Impact
Overall
Tax
Impact
2015 Operating (11.02.2015)
8.31%
8.31%
3.54%
2015 Operating Adjustments (18.02.2015)
($136,405)
($207,000)
(2.32)%
2015 Operating Adjusted (18.02.2015)
5.99%
2.56%
Impacts Outside Township Control (17.12.2014)
3.93%*
2015 Operating Adjusted Base/Service Levels
(18.02.2015)
2.06%*
Capital (11.02.2015)
1.98%
1.98%
0.84%
2015 Capital Adjustments (18.02.2015)
($287,000)
Reserve
Oro-Medonte 2015 Operating & Capital Budgets
7.970/6
3.40%
Overall (18.02.2015)
3.77%
Equates to an overall tax increase of $32.45 per $100,000 of assessment.
Respectfully,
Ro in Dunn, C.E.T., PAdm, M.A.
Chief Administrative Officer
-3- Page 11 of 19
TOWNSHIP OF ORO-MEDONTE
2015 BUDGET ADJUSTMENTS
To February 11,2015
DEPARTMENT
FROM
TO
TAX LEVY
IMPACT
CUMULATIVE
TAX LEVY
IMPACT
% INCR.
per draft budget presented 2014/12/17
adjustment to assessment base from estimate to y/e actual
-1,424
1,425,036
1,423,612
10.27%
10.25%
adjustment to assessment base re. 10-6-152 Napoleon
-31,326
1,392,286
10.01
Shared costs
Defer parking lot extension & lighting
25,000
0
-25,000
1,367,286
9.83%
Shared costs
Delete transfer from reserve to finance above
-25,000
0
25,000
1,392,28610.01
Recreation Facilities
Defer new community center - HV corridor
30,000
0
-30,000
1,362,286
9.79%
Recreation Facilities
Delete transfer from reserve & reserve fund to finance above
-30,000
0
30,000
1,392,28610.01
Community Halls
Delete furnace @ hawkestone - completed in 2014
12,000
0
-12,000
1,380,286
9.92%
Community Halls
Delete community fundraising to finance above
-6,000
0
6,000
1,386,286
9.96%
Community Halls
Delete transfer from reserve to finance above
-6,000
0
6,000
1,392,286
10.01%
Parks & Sports fields
Defer lighting upgrades - Memorial Park
10,000
0
-10,000
1,382,286
9.93%
Parks & Sports fields
delete transfer from reserve to finance above
-10,000
0
10,000
1,392,286
10.01 %
Parks & Sports fields
defer paving - Memorial park
10,000
0
-10,000
1,382,286
9.93%
Parks & Sports fields
delete transfer from reserve to finance above
-10,000
0
10,000
1,392,286
10.01%
Parks & Sports fields
defer outfield fence - Warminster
11,000
0
-11,000
1,381,286
9.93%
Parks & Sports fields
delete transfer from reserve to finance above
-11,000
0
11,000
1,392,286
10.01%
Parks & Sports fields
defer Vasey 2 ball diamond realignment
30,000
0
-30,000
1,362,286
9.79%
Parks & Sports fields
Delete transfer from reserve to finance above
-30,000
0
30,000
1,392,286
10.01%
Corporate Services
Defer Smart board10,000
0
-10,000
1,382,286
9.93%
Corporate Services
Delete transfer from reserve to finance above
-10,000
0
10,000
1,392,286
10.01%
Roadways
Defer Sand/salt cover- north yard
195,000
0
-195,000
1,197,286
8.61%
Roadways
Delete transfer from reserve & reserve fund to finance above
-195,000
0
195,000
1,392,286
10.01
Roadways
Delete Municipal Drain - Line 10 & hwy 11
5,000
0
-5,000
1,387,286
9.97%
Roadways
amend financing split tax levy/ reserve to maintain 1 % increase
5,000
1,392,286
10.01%
CA Office
Increase allocation for Health Premiums
55,484
58,598
3,114
1,395,400
10.03%
CARS Office - HR
Increase allocation for Health Premiums
20,902
22,073
1,171
1,396,571
10.04%
Finafte
Increase allocation or Healt Premiums
45,605
48,145
2,540
1,399,111
10.06%
Corgrate ServicesIncrease
allocation or ealth Premiums
39,825
42,051
2,226
1,401,337
10.07%
Cor rate Services - IT
Increase allocation for Health Premiums
16,342
17,248
906
1,402,243
10.08%
Em ency Services
Increase allocation for Health Premiums
42,055
44,095
2,040
1,404,283
10.09%
Buil Ing
Increase allocation for Health Premiums
53,419
56,432
3,013
1,407,296
10.11%
Municipal Law Enforc.
Increase allocation for Health Premiums
18,560
19,594
1,034
1,408,330
10.12%
Planning
Increase allocation for Health Premiums
43,231
45,635
2,404
1,410,734
10.14%
Trans. & Env. -Admin
Increase allocation for Health Premiums
52,343
55,275
2,932
1,413,6661
10.16%
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TOWNSHIP OF ORO-MEDONTE
2015 BUDGET ADJUSTMENTS
To February 11,2015
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CUMULATIVE
DEPARTMENT
Roadways
Recreation
Water
Water
CA Office
CA -Office- HR
Finance
Corporate services
Corporate services - IT
Emergency Services
Building
Municipal Law Enforc.
Planning
Roadways
Trans. & Env. - Admin
Recreation
Emergency Services
Emergency Services
Emergency Services
Corporate revenues
Corporate revenues
Corporate Services
Corporate services
Increase allocation for Health Premiums
Increase allocation for Health Premiums
Increase allocation for Health Premiums
estimate of user charges to offset above
Increase WSIB premium allocation
Increase WSIB premium allocation
Increase WSIB premium allocation
Increase WSIB premium allocation
Increase WSIB premium allocation
Increase WSIB premium allocation
Increase WSIB premium allocation
Increase WSIB premium allocation
Increase WSIB premium allocation
Increase WSIB premium allocation
Increase WSIB premium allocation
Increase WSIB premium allocation
Increase WSIB premium allocation - PT
auto extrication equipment carried forward from 2014
transfer from reserve to finance above
Increase allocation for supplementary tax revenue
decrease allocation for tax cancellations
delete tape conversion project
Delete transfer from reserve to finance -above---
FROM
191,753
78,720
48,426
-1,159,182
8,229
3,550
7,129
6,412
3,080
6,622
6,607
2,970
7,475
33,316
7,744
12,603
25,178
0
0
-120,000
50,000
5,000
5,000
TO
202,415
83,095
51,131
-1,161,887
10,580
4,564
9,166
8,244
3,960
8,514
8,495
3,819
9,610
42,835
9,956
16,204
32,372
50,000
-50,000
-150,000
45,000
0
0
TAX LEVY
IMPACT
10,662
4,375
2,705
-2,705
2,351
1,014
2,0371,434,105
1,832
880
1,892
1,888
849
2,135
9,519
2,212
3,601
7,194
50,000
-50,000
-30,000
-5,000
-5,000
5,000
TAX LEVY
IMPACT
1,424,328
1,428,703
1 431,408
1,428,703
1,431,054
1,432,068
1,435,937
1 ,817
,4363%
1,438,709
1,440,597
1,441,446
1,443,581
1,453,100
1,455,312
1,458,913
1,466,107
1,516,107
1,466,107
1,436,107
1,431,107
1,426,107
1,431,107
% INCR.
10.24%
10.27%
10.27%
10.27%
10.29%
10.29%
10.31%
10.32%
10.3
10.33%
10.350%
10.36%
10.38%
10.44%
10.46%
10.49%
10.54%
10.90%
10.54%
10.32%
10.29%
10.25%
10.29%
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Memorandum
To:
cc:
From:
Date:
Subject:
-owns�Zip �f
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Froud Heritage, Exciting Future
Robin Dunn, CAO
Paul Gravelle, Director Finance/Treasurer
Jerry Ball, Director TES
February 11, 2015
2015 TES Operating Budget Recommendations (RANKING)
Further to 2015 Budget deliberations, the following table outlines Transportation & Environmental Services operating budget
recommendation rankings and background rationale for particular operating budget considerations. The rankings are from 1 to 8, with
being the service most likely suitable for reduction and 8 being least suitable for budgetary reduction.
In addition to those items discussed in the table below, a staff report will be prepared for Council detailing the recommended purchase
of a new 30-35 HP tractor at an estimated cost of $60,000 which would include attachments to provide winter sidewalk maintenance.
The draft operating budget includes an allocation of $42,048 for sidewalk maintenance which would provide winter maintenance to the
entire 4 km of sidewalk in November and December 2015 and any required summer maintenance. To realize the 2015 operating
lgbdget of $42,000 for sidewalk maintenance it is important to note that $25,000 was removed from the contractor portion of the budget
for future consideration, it is estimated that the sidewalk maintenance budget for 2016 would be in the order of $77,000.
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Rank
Item
Background
Initial
Possible
Recommendation
Reduction
1
Winter
Changes to the minimum maintenance
Budget Allocation:
$93,000
Operations
standards in January 2013 included
$393,000
specified response times to prevent ice
forming on roads with ice defined not only
Staff request $93,000
as freezing rain but ice "however formed".
to raise the budget to
As a result, processes have change and
$393,000 to fulfill the
new Township standards implemented.
requirements of
minimum maintenance
standards.
2
Guiderails
Preliminary patrol of Township roads has
Budget Allocation:
$16,000
(Barriers)
estimated 1200 m of required guiderail
$32,000
installations or repairs that are not
associated with existing bridge structures.
Staff request an
additional $16,000 to
The cost for installation of 3 cable barrier
raise budget to
systems ranges from $35-$45 per metres
$32,000 for the
plus the cost of anchors ($2000 per
installation of select
installation).
barriers stems.
3
Sign
The 2014 inspection process determined
Budget Allocation:
$12,000
Maintenance
that 35% of the signs in the Township failed
$105,047
(Retroreflectivity)
retroreflectivity, 18% received a warning
rating while 48% passed. Furthermore, the
Staff request an
inspection team noted that 179 signs
additional $12,000 to
simply did not meet the OTM requirement
raise the budget to
for High Intensity Sheeting.
$105,047 for the
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replacement of the 183
c
Replacement of the failed signs are
failed priority signs by
°
immediately required for priority signs and
an outside contractor.
between 21 & 30 days post inspection for
regulatory/warning signs in order to
maintain compliance with the minimum
levels of retroreflectivity per governing
regulations.
-2-
Resultant
Reduction
to Tax Base
0.67%
0.11%
0.09%
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Rank
Item
Background
Initial
Possible
Resultant
Recommendation
Reduction
Reduction
4
Line Painting
The OTM manual states that where a
Budget Allocation :
$24,000
to Tax Base
0.17%
continuous directional dividing line is
$39,000
determined to be impracticable or
unnecessary, short segments of directional
Staff request an
dividing line are required at specific
additional $24,000 to
roadway features including:
raise budget to
$39,000 which will
• Vertical curves
complete
• Horizontal curves
approximately 100km
• Intersections
of centerline painting
• Crosswalks
and all bridge and
• Crossovers
railway crossings. This
• Railway crossings
would leave 400km
• Bridges
centerline to be
Obstructions within the
completed.
roadway
The OTM also specifies instances where
edge lines are required and include but are
not limited to 120 m in advance of, under,
and over all one -lane bridges and 150 m in
advance of and around all curves having an
advisory speed less than the posted speed
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All railway crossings must have a white
o
stop block at the crossing as well as X at all
crossings.
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Rank
Item
Background
Initial
Recommendation
5
Ditching
Over the past 3 years, staff have identified
Budget Allocation:
that the number of return calls received by
$275,839
staff and Council have increased due to
customer frustration with the restoration of
Staff request $65,839
Township ditches with seed. Residents
to raise the budget to
have requested that ditches in front of their
$275,839 to increase
properties be restored with sod. The use of
the level of service in
sod in residential areas would increase
our ditching program.
customer satisfaction. The 2015 ditching
program is also being re -directed to include
the replacement of selected driveway
culverts, where the replacement is the
opinion of the area supervisor and based
on conditions that warrant replacement
within the next 5 years.
6
Brushing/
In August 2014, the Emerald Ash Borer
Budget Allocation:
Emerald Ash
insect was authenticated in Oro-Medonte
$50,000
Borer
by Simcoe County through analysis of traps
placed at the Lake Simcoe Regional
Staff request $50,000
Airport. In December 2013, the County of
to support the removal
Simcoe completed a Preliminary Roadside
of infected tree and
Ash Survey of the County, which is
existing brushing
considered very conservative, but
program.
estimated 2472 ash trees (27 every km) in
the road right of ways in The Township of
CD
Oro-Medonte with an average size of 20cm
DBH (diameter -at -breast -height). For
°
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budgetary purposes the report assumed
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that 1/2 to 1/3 of the inventory would pose
a hazard for infestation and mortality.
.M
Possible Resultant
Reduction Reduction
to Tax Base
$33,500 0.24%
$50,000 1 0.36%
1
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Rank
Item
Background
Initial
Possible
Resultant
Recommendation
Reduction
Reduction
7
Vehicle
The mechanics position has been vacant
Budget Allocation:
$50,000
to Tax Base
0.36%
Maintenance
since January 2014 due to a short term
$50,000
leave. As a result, all repairs are farmed
out to six local mechanic shops. The
Staff request $50,000
service fleet includes 6 pickups, 13 plow
to support vehicle
trucks, 2 cold patch trucks, 2 graders, 2
maintenance in the
backhoes, 2 loaders, 2 sweepers, 2 brush
absence of a full time
chippers, one water truck, one bi-directional
mechanic.
tractor, one bulldozer and one float.
8
Foreman
While two Foreman can adequately
Budget Allocation:
$62,800
0.45%
schedule the majority of the required
$62,800
routine maintenance activities, the volume
of work requests is causing a backlog. An
Staff request $62,800
additional Foreman is recommended to
to support a 3rd
effectively fill the gap.
Foreman position.
Total Potential Reduction to Tax Base
$341,300
2.45%
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6.a) By -Law No. 2015-035: Being a by-law to confirm the proc...
The Corporation of the Township of Oro-Medonte
By -Law No. 2015-035
Being a By -Law to Confirm the Proceedings of the Special Council Meeting
held on Wednesday, February 18, 2015
Whereas Section 5 of the Municipal Act, 2001, S. 0. 2001, C. 25, as amended
provides that the powers of the Municipal Council shall be exercised by By -Law,
unless the municipality is specifically authorized to do otherwise;
And Whereas The Council of The Corporation of the Township of Oro-Medonte
deems it expedient that the proceedings at this Special Council Meeting be
confirmed and adopted by By -Law;
Now Therefore the Council of The Corporation of the Township of Oro-Medonte
hereby enacts as follows:
1. That the actions of the Council at its Special Council Meeting held on
Wednesday, February 18, 2015, and in respect to each Motion, Resolution and
other actions passed and taken by the Council at its said Meeting is, except
where prior approval of the Ontario Municipal Board is required, hereby adopted,
ratified and confirmed.
2. That the Mayor and the proper Officials of the Township are hereby authorized
and directed to do all things necessary to give effect to the said action or to
obtain approvals where required and to execute all documents as may be
necessary on behalf of the Council of the Corporation of the Township of Oro-
Medonte.
3. That the Mayor/Chair and Clerk/Designate are hereby authorized and directed to
execute and affix the corporate seal to all necessary documents.
4. And That this by-law shall come into force and take effect on the final passing
thereof.
By -Law Read a First, Second and Third time, and Passed this 18th day of
February, 2015.
The Corporation of the Township of Oro-Medonte
Mayor, H.S. Hughes
Clerk, J. Douglas Irwin
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