THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND SPECIAL SESSION OF WEDNESDAY, FEBRUARY 28, :00 P.M.

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1 THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND SPECIAL SESSION OF WEDNESDAY, FEBRUARY 28, :00 P.M. Council is to meet in Special Session on Wednesday, February 28, 2018 at 7:00 P in the Centreton with Mayor John Logel presiding. Members Present: Members Absent with Notification: Staff Present: Others Present: Page 1. CALL TO ORDER Mayor Logel to call the meeting to order at 7:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF 3. APPROVAL OF AGENDA AS CIRCULATED Motion: "Be it resolved that the Agenda for the Budget Session of Wednesday, February 28, 2018, be approved as circulated. 4. Motion to adjourn to a Public Meeting Motion "Be it resolved that the Council of the Township of Alnwick/Haldimand adjourn to a Public Meeting for the presentation of the proposed 2018 Municipal Operating and Capital Budget by the Municipal Treasurer, Arryn McNichol :05 p.m. - Presentation of the 2018 Municipal Operating and Capital Budget, by Arryn McNichol, Treasurer. 5. Motion to Reconvene to Special Session Motion: "Be it resolved that the Council of the Township of Alnwick/Haldimand reconvene to Special Session at 7:55 p.m Municipal Operating and Capital Budget - 7:56 p.m. Motion "Be it resolved that the Council of the Township of Alnwick/Haldimand (approve/defer) the proposed 2018 Municipal Operating and Capital Budget, as presented, by the Treasurer, Arryn McNichol. 7. APPROVAL OF CONFIRMING BY-LAW - 7:58 p.m. 59 By-Law No Being a by-law to confirm the proceedings

2 Page THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND SPECIAL SESSION OF FEBRUARY 28, :00 P.M. of the Special Session for the presentation of the 2018 Municipal Operating and Capital Budget of Wednesday, February 28, "Be it resolved that By-Law No being a by-law to confirm the proceedings of the Special Session for the presentation of the 2018 Municipal Operating and Capital Budget of Wednesday, February 28, 2018, be read and deemed to be PASSED this 1st day of March, ADJOURNMENT Motion "Be it resolved that the Special Session of Wednesday, February 28, 2018, be adjourned at 8:00 p.m. Page 2 of 59

3 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 3 of 59 Township of Alnwick/Haldimand 2018 BUDGET OVERVIEW PUBLIC MEETING FEBRUARY 28 TH, 2018 Arryn McNichol, Treasurer

4 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 4 of 59 Agenda 2017 Budget Accomplishments 2018 Budget Overview 2018 Budget Departmental Highlights Municipal Tax Rate Impact Revenues & Expenditures Long Term Debt Reserves Asset Management Plan Current and Future Budget Challenges Closing Remarks

5 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 5 of 59 General Government Governance Corporate Management Program Support

6 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 6 of 59 General Government 2017 Budget Accomplishments & Highlights Practice Open, Accountable and Sustainable Government to Inform and Involve All People Completed and sent out newsletters Continued work on archival of municipal documents and records retentions/management Public meetings to discuss specific and general council plans Address Infrastructure, Investment and Renewal Council chambers floor refinished Parking lot at municipal office refinished Carpet and painting in the Immel Wing completed Parks Master Plan in process Economic Development Plan in process

7 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 7 of 59 Transportation Services Surface Treated km = 256 Paved km = 14 Gravel = 167 Bridges & Culverts = 45

8 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 8 of 59 Transportation 2017 Budget Accomplishments & Highlights Address Infrastructure, Investment and Renewal Purchase of new tandem Purchase of an excavator Transfer of $10,000 to a winter contingency reserve Approximately $600,000 on roads (construction, surface treatment, recapping) Building upgrades a work in progress Two new staff hired

9 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 9 of 59 Protection Services - OPP - Community Policing - Building Permits & Inspection - Fire Department - Emergency Measures

10 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 10 of 59 Protection Services 2017 Budget Accomplishments & Highlights Address Infrastructure, Investment and Renewal A new joint EMS/firehall was started in Roseneath with completion in 2018 A new tanker/pumper was ordered with arrival in 2018 A new pickup truck was purchased $100,000 was transferred to a capital reserve Purchase of new hose, bunker gear and pagers Provide services that protect people, property and the environment in promoting healthy lifestyles Fire prevention and public education materials/events Firefighter training and courses Emergency Measures mock training exercise Community policing Highlights OPP is the largest single expense in protection services (over $1,000,000). Policing will be increasing in 2018 Building permits have increased since revenues increased significantly over what was budgeted

11 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 11 of 59 Recreation & Cultural Services Libraries Community Centres Arena Wicklow Beach Boat Launch Municipal Parks

12 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 12 of 59 Recreation & Culture Accomplishments and Highlights Address Infrastructure, Investment and Renewal Dehumidifier, ice resurfacer, fencing, utility vehicle, and numerous building upgrades purchased for arena. Fenella Community Centre parging completed on exterior of building Grafton Community Centre furnaces purchased Renovations for washrooms of the Alnwick Civic Centre and Centreton Community Centre are transferred to the 2018 Budget There were a number of capital improvements at the library branches There were a number of library fundraising events held Practice open, accountable and sustainable government to inform and involve all people Parks Master Plan with associated public meetings Open Parks and Recreation Committee meetings Open Community Centre committee meetings Library offered programs for the public

13 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 13 of 59 Planning and Development

14 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 14 of 59 Planning & Development Accomplishments and Highlights Provide Services that Protect People, Property and the Environment in Promoting Healthy Lifestyles Processed 36 Consents Processed 24 zoning amendment applications Processed 3 minor variances Completed an update to the Comprehensive Zoning By-Law

15 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 15 of 59 Health Services (Active & Heritage Cemeteries)

16 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 16 of 59 Health Services Highlights The Township looks after 6 heritage and 4 active cemeteries. Projects Completed Maintenance of cemeteries Projects Outstanding GIS mapping There has been only one plot sale to date. All care and perpetual maintenance funds have been transferred to the Public Guardian Trustee.

17 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 17 of 59 Environmental Services Grafton Communal Water System Water Treatment, distribution, and transmission Rates are based on the principal of conservation and cost recovery

18 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 18 of Summary Overall, 2017 has ben a good year! Expenses have been managed well and we have received higher than budgeted revenues. Most projects contained within the 2017 budget have been completed or have been moved to the 2018 budget

19 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 19 of Budget Overview Total Budgeted Levy is a 4.9% levy over levy increase over 2017 after applying growth. Estimated $648,300 being contributed to reserves Over $1,100,000 being contributed from reserves Over $1,900,000 in capital additions. This does not include the new EMS/Firehall ($2,300,000) which will be funded with a debenture late 2018 Taxes are collected on behalf of the school boards and Northumberland County.

20 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 20 of Budget Overview Total $ tax levy increase is $327,000 and a 1% increase is approximately $53,000 Budget maintains programs and services Budget helps to address the challenge of capital replacement Donations and Commitments of appoximately$50,000

21 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 21 of Total Taxes Collected (%) Education 18% County 39% Municipal 43% County Municipal Education

22 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 22 of Total Taxes Collected (%)

23 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 23 of 59 General Government Economic Development HR/Payroll Finance Health and Safety

24 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 24 of 59 General Government 2018 Budget Highlights Council is currently at a ($545) increase over the 2017 budget $3,000 professional development for each Council member Special events include volunteer appreciation, charity events, Christmas Party Capital includes a contingency of $2,500 Administration is currently at a 7% ($40,000) increase over the 2017 budget Capital items include new technology and cabinets Professional development and training was increased over the 2017 budget by $2,000 A Parks Master Plan is to be completed over 2018 Economic Plan is to be completed in 2018 Donations has increased over 2017 Includes a new HR employee

25 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 25 of 59 General Government 2018 Budget Highlights Practice Open, Accountable and Sustainable Government to Inform and Involve All People Retentions management initiative Newsletters Address Infrastructure, Investment and Renewal Purchase of additional laptops & cabinets Promote Economic Development Strategic Plan Economic Development Study Advertising

26 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 26 of 59 Transportation Services Surface Treated km = 256 Paved km = 14 Gravel km = 167 Bridges & Culverts = 45

27 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 27 of 59 Transportation 2018 Budget Highlights Public Works department is at a 3% ($68,000) increase over the 2017 budget There are a number of items listed on our Asset Management Plan that were due to be replaced ( ) that are not reflected in the budget include: CAT Loader GII John Deere Backhoe 310SJ John Deere Tractor 2130 Steamer Thompson Three 740 Champion Graders (one to be refurbished in 2018) Public Works Storage Shed for fencing and tires Ford 1 Ton F350

28 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 28 of 59 Transportation 2018 Budget Highlights There are a number of items listed on our Asset Management Plan that are due to be rehabilitated or improved ( ) that are not reflected in the budget include: Bull Road Bridge Drope Road Bridge Ferguson Road Bridge Macklin Bridge Massey Road Bridge Whitney Road Bridge (this bridge is scheduled to be replaced in the 2018 budget) Bulls Mill Road Culvert

29 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 29 of 59 Transportation 2018 Budget Highlights Address Infrastructure, Investment and Renewal Building upgrades (amount moved forward from 2017 budget) Contribution of $5,000 to dredging reserve Approximately $350,000 to $500,000 for road work Purchase of a new tandem ($235,000) Contribution to winter reserve ($10,000) and Building reserve ($50,000) Replacement of Whitney Road Bridge Provide Services that protect people, property and the environment Testing signs for reflectivity Brushing Line painting of roads Additional guard rails Winter control plowing, sanding, & salting Sidewalk maintenance Snow removal Roadside mowing

30 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 30 of 59 Protection Services OPP Community Policing Fire Department Emergency Measures

31 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 31 of 59 Protection Services 2018 Budget Highlights Fire department is currently at a $192,000 increase over the 2017 budget excluding the cost of the new firehall. The new firehall will be funded using a debenture over 30 years. CBO/By-Law is currently at a $35,000 decrease over the 2017 budget. Police Service Board is currently at a $3,300 decrease over the 2017 budget Community policing is currently at a $3,817 decrease over the 2017 budget Emergency Measurers is currently at a $40,000 decrease over the 2017 budget

32 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 32 of 59 Protection Services 2018 Budget Highlights Address Infrastructure, Investment and Renewal Contribution of $183,000 to capital reserve to be used toward the purchase of a new tanker truck. Utilization of $456,000 to fund a new pumper tanker in 2018 Purchase of a new, bunker gear, water rescue equipment, hose Purchase of a new pick up truck utilizing reserves for the building department Completion of a new Firehall Provide services that protect people, property and the environment in promoting healthy lifestyles Fire prevention and public education materials/events Community policing committee Emergency measures mock exercise and emergency planning Dedicated emergency lines Building permit issuance OPP contract Highlights OPP is largest single expense in protection services (over $1,000,000). Policing will be increasing in 2018 ($9240)

33 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 33 of 59 Recreation and Culture Libraries Community Centres Arena Wicklow Beach Boat Launch Parks

34 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 34 of 59 Recreation & Culture 2018 Budget Highlights 2018 Parks budget has increased by ($51,000) over the 2017 budget 2018 Arena budget has increased by ($61,000) over the 2017 budget 2018 Alnwick Civic Centre budget has increased by ($15,000) over the 2017 budget 2018 Centreton Community Centre budget has increased by ($4,500) over the 2017 budget 2018 Fenella Community Budget has increased by ($9,500) over the 2017 budget 2018 Grafton Community Centre Budget has decreased by ($15,000) over the 2017 budget 2018 Vernonville Community Centre budget has increased by ($3,400) over the 2017 budget

35 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 35 of 59 Recreation & Culture 2018 Budget Highlights Address Infrastructure, Investment and Renewal Fenella Community Centre Chimney rebuild and new sound system Centreton Community Centre New sound system ACC New sound system, windows, repair of sidewalks and interlocking brick Arena Refrigeration and building upgrades Library New books, branch renovations CCC New sound system Provide services that protect people, property, and the environment in promoting healthy lifestyles Hall rentals Community events Baseball, hockey and other sports Parks and trails

36 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 36 of 59 Planning and Development

37 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 37 of 59 Planning & Development 2018 Budget Highlights Highlights 2018 budget has decreased by ($14,500) over the 2017 budget Provide Services that Protect People, Property and the Environment in Promoting Healthy Lifestyles Erosion Monitoring Survey Parcel Fabric Project

38 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 38 of 59 Health Services - Active & Heritage 2018 Budget Highlights

39 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 39 of 59 Health Services - Active & Heritage 2018 Budget Highlights Revenues consist of donations, investment income, and plot sales. Expenses primarily consist of stone repair and maintenance. Address Infrastructure, Investment and Renewal Stone repair Maintenance and care of cemeteries

40 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 40 of 59 Environmental Grafton Communal Water System Water Treatment, distribution, and transmission Rates are based on the principal of conservation and cost recovery

41 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 41 of 59 Tax Rate Impact Municipal Residential Residential Tax Rate x $250,000=$1, x $250,000=$1, Increase for a $250,000 home will be an additional $6.38 per year

42 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 42 of 59 Municipal Revenues Total Revenues approximately $9 Million Revenues consist of Taxation, Fines and Penalties, Provincial Grants, Federal Grants, User Fees, Licences and Permits, and other revenue

43 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 43 of 59 Revenue Categories

44 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 44 of 59 Municipal Expenses Total expenditures of approximately 9 million. This is made up of operating and capital expenditures. This does not includes $2.3 million for the new firehall, which will be offset through a debenture in Expenditures consist of salaries and benefits, interest on long term debt, materials, contracted services, rents, financial expenses, and capital Our largest operating expenditure is salaries and benefits due to the labour intensive nature of the services provided by the Township Our OPP policing contract is our second highest operating expenditure

45 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 45 of 59 Operating Expenses by Functional Classification

46 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 46 of 59 Capital Expenses by Functional Classification

47 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 47 of 59 Operating & Capital Expenditures by Year

48 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 48 of 59 OPP Contract

49 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 49 of 59 External Transfer Payments

50 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 50 of 59 Long Term Debt The Townships debt is at a manageable level and is well within our Annual Repayment Limit (ARL) as calculated by the Province In 2012 the Township debentured out $600,000 for 10 years in order to pay for past infrastructure improvements Annual interest rate is 2.8%

51 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 51 of 59 Debt Repayment Schedule 700, , , , , , Principal Interest Principal Balance 100,

52 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 52 of 59 Reserves Composed of obligatory reserves (development charges), reserves, and reserve funds It is recommended that our contingency reserve equal 10% of our overall taxation revenue. Currently our contingency reserve is underfunded by approximately $700,000. Approximately $1,100,038 will be transferred from reserves in the 2018 budget The Township will transfer approximately $648,000 to reserves in 2018

53 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 53 of 59 3,000, ,500, ,000, ,500, ,000, Reserves Total Reserves ,

54 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 54 of 59 Asset Management Plan Highlights An Asset Management Plan (AMP) was completed in The AMP identified an infrastructure deficit The Township of Alnwick/Haldimand s infrastructure deficit is determined to be approximately $ 4,400 per person Based on the Asset Management Plan a 10 Year Capital Plan, broken down by asset class for the years 2013 to 2022, was completed. The Township uses this plan during the budget process The AMP will be comprehensively updated to conform to recently passed regulations in 2018

55 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 55 of 59 Custodial Responsibility of Infrastructure

56 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 56 of and Future Budget Challenges Very competitive process to get grant money is being offered from the Federal and Provincial Governments. Infrastructure replacement and maintenance Township needs to increase reserves, specifically our working fund contingency reserve New government downloads and/or programs that the municipality will have to assume Long term cost inflation factors Firehall debt repayment for the new EMS/Firehall building for the next 30 years

57 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 57 of 59 Next Steps Calculate Consolidated Tax Rates using the Municipal, County, and School Board rates Draft the Tax Rate By-Law Provide budget vs actual statements to all committees and departments on a monthly basis in an effort to manage expenses and stay on budget

58 7:05 p.m. - Presentation of the 2018 Municipal Operating and Capital Bud... Page 58 of 59 Closing Remarks Thank you to Council, committees, and the various departments for their help in preparing the 2018 budget. This presentation will be available on our Municipal Website at Questions?

59 THE CORPORATION OF THE TOWNSHIP OF ALNWICK/HALDIMAND BY-LAW NO A BY-LAW TO CONFIRM THE PROCEEDINGS OF A MEETING OF COUNCIL HELD ON THURSDAY, MARCH 1 ST, 2018 WHEREAS Section 248 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides for the adoption of a comprehensive general by-law that consolidates and includes the provisions of any by-law previously passed by the council; NOW THEREFORE BE IT ENACTED as a By-law of the Council of the Corporation of the Township of Alnwick/Haldimand ENACTS as follows: 1. The action of Council at its Meeting held on Thursday, March 1 st, 2018, in respect of each motion, resolution, and other action taken by the Council at its meeting, is, except where the prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed. 2. The Mayor and proper Officers of the Corporation are hereby authorized and directed to do all things necessary, where required, and the Mayor and Clerk Administrator are hereby directed to execute all documents necessary in that behalf and the Clerk/Administrator shall hereby be authorized and directed to affix the seal of the Corporation to all such documents. That By-Law No be read and deemed to be PASSED this 1 st day of March, MAYOR, JOHN LOGEL MUNICIPAL CLERK, ROBIN VAN DE MOOSDYK By-Law No Being a by-law to confirm the proceedings of the Sp... Page 59 of 59