Council and Committee of the Whole Meeting Structure Janny Postema, - - PowerPoint PPT Presentation

Council and Committee of the Whole Meeting Structure

Janny Postema, Municipal Clerk Special Council August 18, 2020

Intent

Proposed changes to Council/COTW meeting structure to:

• Address meeting length
• Facilitate more efficient decision making
• Allow more preparation time
• Create opportunities for substantial discussion

2

Recommendations

• 1. Revoke additional COTW on second Thursday
• 2. Replace COTW on third Tuesday with second

monthly Council meeting

• 3. Set aside the Wednesday following this

second Council meeting as ‘overflow day’

• 4. Hold COTW meetings as needed, no more

than quarterly, on Thursday following first Tuesday

3

Enabling Recommendations

• 5. Amend By-law 52 Committee of the Whole:
• States that COTW is to meet at least once a

month

• 6. Repeal ADMIN-01-008 Time of Council Policy:
• Covered by By-law 64

4

• 1. Length of Meetings
• To address length of meetings, Council

implemented additional COTW on second Thursday as of April 2019

• Most were cancelled due to insufficient

preparation time: only 4 additional COTW meetings held on second Thursday since April 2019

5

• 1. Length of Meetings

Conclusion & Recommendation:

• Addressing length of meetings with additional

monthly COTW meetings on second Thursday has not been successful

• Staff recommend revoking the additional

COTW meeting on the second Thursday

6

• 1. Length of Meetings

Conclusion & Recommendation:

• Set aside the Wednesday following the

meeting on the third Tuesday as ‘overflow day’

• If meeting runs late on Tuesday, Council can

reconvene on Wednesday at 1:00pm

• One agenda package, but meeting can be

spread out over two days if needed

7

• 2. Efficient Decision Making
• COTW can make recommendations to

Council, but no final decisions

• Only one Council meeting per month can

result in delays in decision making

• Best example is policies: often three meetings

required to adopt policies

8

• 2. Efficient Decision Making

Conclusion & Recommendation:

• By replacing the COTW meeting on the third

Tuesday with a second monthly Council meeting, Council can be more efficient in its decision-making powers

9

• 3. Meeting Environment
• Council still needs a meeting environment in

which it can engage in discussion without the urgency of a final vote

• COTW meetings should therefore not be

eliminated entirely

10

• 3. Meeting Environment

Conclusion & Recommendation:

• Maintain opportunities for Council to have

more substantial discussions

• COTW meetings as needed, no more than

quarterly, on Thursday following first Tuesday

• Topics: Strategic Plan Updates, Info Sessions,

etc.

11

• 4. By-law 52: COTW
• By-law 52, the Committee of the Whole By-

law, states that COTW is to meet at least once per month

• To enable a reduction in the number of COTW

meetings per year, an amendment is required

• “Meetings shall convene at times established

by resolution of Council” (By-law 64)

12

• 4. By-law 52: COTW

Recommendation:

• That Council give First Reading to

amendments to By-law 52, the Committee of the Whole By-law

13

• 5. Time of Council Policy

ADMIN-01-008: Time of Council Policy:

• Outdated
• Contradicts By-law 64 (speaking time)
• Covered by By-law 64, therefore redundant

14

• 5. Time of Council Policy

Recommendation:

• That Council provide seven days’ notice to

repeal Policy ADMIN-01-008: Time of Council.

15

Financial Implications

• No increase in cost anticipated as the number
• f meetings per month or per year is not

expected to increase (may in fact decrease)

16

Alternatives

• Not revoke the additional COTW meeting on the

second Thursday of the month at 6:00 pm.

• Not replace the COTW meeting on the third

Tuesday of the month with a second Council meeting.

• Not set aside an ‘overflow’ day and have occasional

long meetings.

• Not have COTW meetings on an as-needed basis.

17

Implementation

• Implement as of September to allow sitting

Council to test the revised schedule

• Second Reading of amendments to By-law 52
• Repeal of Time of Council Policy
• Post new schedule to municipal website and

social media

• Update Councillors’ calendar

18

19

Recommendation 1 of 6

That effective September 2020, Council revoke the additional Committee of the Whole meeting

• n the second Thursday of the month at 6:00 pm.

20

Recommendation 2 of 6

That effective September 2020, Council replace the Committee of the Whole meeting held on the third Tuesday of the month at 9:00 am with a second monthly meeting of Council.

21

Recommendation 3 of 6

That effective September 2020, Council set aside the Wednesday following the Council meeting on the third Tuesday of the month at 1:00 pm as an ‘overflow’ day in case of long meetings.

22

Recommendation 4 of 6

That effective September 2020, Council resolve to hold meetings of the Committee of the Whole

• n an as-needed basis, but no more than

quarterly, on the Thursday following the first Tuesday of the month at 9:00 am to address items that require substantial discussion.

23

Recommendation 5 of 6

That Council give First Reading to amendments to By-law 52, being the Committee of the Whole By-law of the Municipality of the County of Kings, as attached to the related August 18, 2020 Request for Decision.

24

Recommendation 6 of 6

That Council provide seven days’ notice, per s. 48 (1) Municipal Government Act, to repeal Policy ADMIN-01-008: Time of Council as attached to the related August 18, 2020 Request for Decision.

25

Community Grant Allocations:

Community Recreation Programming Assistance, Community Hall Assistance Program, Park, Playground, and Trail Maintenance and Development Grant Amie Johnstone, Financial Services Administrative Assistant Council August 18, 2020

Community Recreation Programming Assistance

Organization Description of Request Maximum Eligible Request Awarded Village of Kingston Recreation Summer Day Camp, March Break Camp & Outdoor Beach Volleyball $13,000 $11,700 Village of New Minas 2020 Summer Day Camp $8,250 $8,250 Kingsway Assembly Kids Recreation Program (Sept-May) $5,550 $5,051 Canning & District Recreation Commission Summer Activity Camp, Annapolis Valley Table Tennis Club, Youth Multisport, FUNDamentals/Open Gym, Tumblebugs, Home Alone-Safe Choices, Outdoor Activity Camp, Community Youth Outreach & March Break Camp 2021 $14,025 $12,500 Free Spirit Therapeutic Riding Association (FSTRA) Riding program $12,500 $12,500 Total $50,000 Budget $50,000 Remaining $0

2

Community Hall Assistance Program

Organization Description of Request Maximum Eligible Request Awarded

Woodville Community Centre Chimney repair & Shingling a section $5,000 $5,000 Windermere Community Hall Ramp and landings $1,872 $1,872 Village of Port Williams Water fountain and bottle refill station installation $2,100 $2,100 Black Rock Community Association Emergency replacement of water pump $1,616 $1,616 South Berwick Community Club upstairs updating renovations $1,213 $1,213 Meadowview Community Storage garage construction $5,000 $5,000 Coldbrook Community Association Heritage Hall Maintenance $2,150 $2,150 Total $18,950 Budget $50,000 Remaining $31,050 3

Park, Playground, and Trail Maintenance and Development

Organization Project description

Total eligible request amount PP Development Award PP Maintenance Award Trails Development & Maintenance Award

Canaan Heights Neighbourhood Association Annual park maintenance $990 $0 $990 $0 Meadowview Community Association Covered picnic table structures development $7,500 $6,750 $0 $0 Kings County Trails Society Rail Trail maintenance and capital upgrades (Berwick to Kingston) $40,906 $0 $0 $36,815 The Scott's Bay Community Hall Association Annual maintenance $2,206 $0 $2,206 $0 Village of Canning Park and trail maintenance $7,176 $0 $4,500 $2,676 Village of Kingston Park maintenance and capital enhancement $19,277 $12,560 $4,500 $0 White Rock Community Association Trail maintenance $1,000 $0 $0 $900 Halls Harbour Community Development Association Trail maintenance $8,500 $0 $0 $7,038 Annapolis Valley Trails Coalition Trail maintenance & capital enhancement $20,000 $0 $0 $16,558 Cornwallis River Pathways Society Trail maintenance $1,788 $0 $0 $1,609 Coldbrook Community Association Park maintenance: Lovett Park, Brandon's Place, Bessview Playground & Pioneer Cemetery and Hayes Subdivision $6,750 $6,750 $0 $0 Waterville Recreation Club Park maintenance and capital enhancement $3,880 $2,188 $1,692 $0 Somerset and District Playground and Recreation Commission Grounds maintenance $3,043 $0 $2,738 $0 Burlington Community Park Society Community park maintenance $2,000 $0 $2,000 $0 Centreville & District Park & Recreation Association Community park and trail maintenance & capital enhancement $18,433 $3,344 $4,499 $8,500 Fox Hill Community Association (FHCA) Park maintenance & capital purchases $3,739 $0 $2,636 $0 Village of Aylesford Park & trail maintenance $3,550 $0 $2,550 $1,000 Total $150,738 $31,592 $28,311 $75,097 BUDGET $135,000 $135,000 Remaining $15,738 $0

4

FINANCIAL IMPLICATIONS

Community Recreation Programming Assistance Program: $50,000 of the $50,000 budget from GL 01-2-271-210 Community Hall Assistance Program: $18,949.66 of the $50,000 budget from GL 01-2-219-530 *Leaving $31,050.34 remaining in the GL for emergency funding Park, Playground, and Trail Maintenance and Development: $135,000 of the total $135,000 from GL’s 01-2-271-822, 01-2-271-800 & 01-2-271-911

5

RECOMMENDATION

That Council receive the Community Grants Allocation Briefing report for information.

6

Update to Action Plan for Ending Racism and Discrimination

RFP Award

Brittany Mastroianni/ Rob Frost Special Council August 18, 2020

Proposals

• 7 proposals received
• All brought unique experience and background
• All met RFP Criteria
• Scored independently by three staff

2

Successful Proponent

• Lightship Strategies
• Partnered with Live Infinitus, and Indigevisor
• Total cost: $25,000

3

Next Steps

• Intro meeting with Diversity Kings (last

week)

• Kick off meeting with staff to finalize

timelines (this week)

4

Recommendation

For Council to receive this briefing regarding the RFP award for the Update to Action Plan for Ending Racism and Discrimination for information.

5

2020-21 Capital Investment Plan & Allocation of Gas Tax to Villages

Kevin Wheaton, BBA – Financial Analyst Special Council August 18, 2020

Capital Investment Plan (CIP)

• Must include the Capital Budgets of

the Municipality and the 7 Villages

• Must also include the 5-Year Capital

Plans of the Municipality and the 7 Villages

2

2020-21 Capital Investment Plan

• Sources of funding for each project

must be identified

• Gas Tax projects must be determined

to be Eligible Projects

3

2020-21 Capital Investment Plan

• Includes 119 projects planned by the

Municipality and the 7 Villages (see Appendix B).

4

2020-21 Capital Investment Plan

• CIP prepared from Municipality’s and

Villages’ approved Capital Budgets & 5-Year Plans

• Gas Tax projects have been

determined to be Eligible Projects

5

CIP Budget Year 1

Appendix B, Part 1 lists

• all projects planned for 5-Year period
• amounts to be spent this year
• sources of funding for each project
• cumulative spending since 2014-15

6

CIP Budget Years 2 through 5

Appendix B, Parts 2 through 5 lists

• all projects planned for 5-Year period
• amounts to be spent in each of the

next four years

• sources of funding for each project

7

Federal Gas Tax Agreement

• Current Gas Tax Agreement expires

March 31, 2024

• Municipality - $2.1 million in 2020-21

8

Federal Gas Tax Agreement

• Municipality must:
• file Pre-construction Report each year
• file Annual Expenditure Report (AER)

listing details of all Gas Tax spending

• file 5-Year Capital Investment Plan (CIP)
• follow a Communications Protocol
• display approved Gas Tax signage

9

Gas Tax Allocations to Villages

• March 2009, Council approved model

for allocating Gas Tax funds to Villages

• September 2012, Council approved a

revision to the model

10

Gas Tax Allocation to Villages

11

2020/21 VILLAGE TOTAL INFRASTUCTURE VALUE % Annual Gas Tax Allocation Canning 7,868,743 $ 5.077% 108,408 $ Kingston 13,004,513 $ 8.391% 179,171 $ New Minas 26,278,629 $ 16.956% 362,057 $ Port Williams 12,469,146 $ 8.045% 171,783 $ Municipality of the County of Kings 95,364,308 $ 61.531% 1,313,855 $ Total 154,985,339 $ 100.00% 2,135,274 $

Gas Tax Allocations to Villages

• 4 Villages with sewer or water

infrastructure receive automatic allocation

• 3 Villages with no sewer or water

infrastructure must apply for a portion

• f the Municipality’s allocation

12

Gas Tax Allocations to Villages

• Council must evaluate the requests in

light of other Municipal priorities

13

Gas Tax Projects - 4 Villages with Infrastructure

• Villages with automatic allocation are

not required to spend it in current year

• May carry it forward to “save up” for a

large project in a future year

14

Village of Canning

• No Gas Tax projects for current year
• Planning for large sidewalk & water

line projects on Chapel Road in the 2021-22 year

15

Village of Kingston

• No Gas Tax projects for current year
• Saving up for large sidewalk project

(Balser Drive) in 2021-22

16

Village of New Minas

• Design & construction of two sections
• f sidewalk on Commercial Street
• Installation of 350 RF meter reading

boxes on household water meters

• Design & construction of 50m of

sidewalk to complete Lockhart Drive

17

Village of New Minas

• Purchase 200 water meters to be

installed at new and existing locations

• Purchase & install 2 water fountains in

the Louis Millett Community Complex

• Construct trail connector for access to

the Harvest Moon Trail from Lockhart- Ryan Park

18

Village of New Minas

• Refurbish surfaces of tennis courts at

Lockhart-Ryan park

• Construct dog park along the Kentville-

New Minas border at Eaves Hollow

• Expand size of fitness centre in LMCC

and purchase additional equipment

19

Village of New Minas

• Purchase & install wireless

thermostats and sensors in gym and conference room areas of the LMCC

• Modify entry connecting Commercial

Street to the LMCC and add lighting

20

Village of Port Williams

• Phase 2 Upgrade of Wastewater

Treatment Facility

• Decommission Well #1, drill and

commission replacement Well #1a

• Purchase & install stationary generator

for Community Centre

21

Gas Tax Projects - 3 Villages without Infrastructure

• All Villages without infrastructure have

requested Gas Tax funding

• Approved funding would come from

Municipality’s share of Gas Tax

22

Village of Aylesford

• Construct 600m of new sidewalk on

New Road

• Construct 450m of new sidewalk on

Victoria Rd

• Construct 350m of new sidewalk on

Pine Avenue

23

Village of Aylesford

• Total budget for projects is $757,922

(with Gas Tax funding of $505,279)

24

Village of Cornwallis Square

• Construct rest area on the Harvest

Moon Trail

• Total budget for project is $7,405

(includes Gas Tax funding of $4,937)

25

Village of Greenwood

• Design of 165m of new sidewalk for

Central Avenue and 270m of new sidewalk for Rocknotch Rd

• Construct new sidewalk on Rocknotch Rd
• Total budget for projects is $206,397

(includes Gas Tax funding of $137,598)

26

Impact of Requests - 3 Villages without Infrastructure

• Total new Gas Tax funding requested

by 3 Villages is $373,332

• Village of Aylesford has carried forward

an additional $261,947

27

Impact of Requests - 3 Villages without Infrastructure

• Village of Cornwallis Square has

carried forward an additional $4,937 to 2020-21 and $48,000 for 2021-22

• Village of Greenwood has carried

forward an additional $7,598

28

Impact of Requests - 3 Villages without Infrastructure

• Council could decide to approve, or

decline, Gas Tax funding for any project or all projects

29

Gas Tax Account Balances

Appendix A, Page 1 lists

• Opening Gas Tax balances
• 2020-21 allocation
• Gas Tax spending per project
• Closing Gas Tax balances

30

Gas Tax Account Reconciliation

Appendix A, Page 2

• Reconciles Gas Tax account balance

for Municipality and Villages to G/L

31

Implementation

• Capital Investment Plan will be filed

with the Province

• Villages will submit Gas Tax claim

documentation for reimbursement, throughout the year

32

Recommendations

33

• That Municipal Council approve the

2020-21 Gas Tax allocations and Gas Tax use for Village projects, as included in Appendix A attached to the August 18, 2020 Request for Decision report

Recommendations

34

• That Municipal Council approve the

2020-21 Five-Year Capital Investment Plan, as included in Appendix B attached to the August 18, 2020 Request for Decision report

Council Update Report

COVID-19 Response

Greg Barr, Director of Finance & IT Scott MacKay, Manager of Revenue Mike Livingstone, Manager of Financial Reporting Special Council August 18, 2020

Municipal Finance

• Balanced Budget
• Expenditure Line Item Allocation
• Cash Flow
• Tax Revenue
• Assessment Trends
• Collection & Bad Debt

2

Section 1

Balanced Budget

• The budget must be balanced
• Logical tie between service & taxation
• Relief measures breaks down logic

3

Section 1.1

Expenditure Line Item Allocation

• In-depth review of budget line items
• Largely essential service & support
• Allocations from Reserves & HR

4

Section 1.2

5

Section 1.2

Cash Flow

• Obligation to provide essential Service
• Limits to control on cash flow
• Future cash flow consideration

6

Section 1.3

Tax Revenue

Tax Rate x Property Value = Tax Revenue

• Control tax rate not property value
• Annual Lift impacts

7

Section 1.4

PVSC Assessment Trends

• Residential – Not showing decline
• Assessment timing
• Commercial – Potential declines

8

Section 1.5

Collection & Bad Debt

• Short-term PVSC trends - favourable
• Ratepayer ability to pay - uncertain
• Collection through Tax Sale
• Impact on future services

9

Section 1.6

Human Resources Impact

• Municipality of the County of Kings
• Other Municipalities

10

Section 2

HR - Within Municipality

• 75% FT staff support essential service
• Defined scope and uninterrupted delivery
• f service
• Reduction of 6 FTEs for fiscal year

11

Section 2.1

HR - Other Municipalities

12

• Local Towns - similar responses
• Similar sized Municipalities - varied but

mostly temporary responses

• HRM

Section 2.2

Update on Current Position

• Outcome of Interim Tax Bill
• Initial Cash Flow Projections
• Relief Measures Undertaken to Date

13

Section 3

Outcome of Interim Tax Bill

• Due date extension to July 31, 2020
• Collection stronger than expected
• High value properties are delinquent

14

Section 3.1

Initial Cash Flow Projections

• Cash balance stronger than projected
• Earlier than expected collection
• Delays of certain payments

15

Section 3.2

Relief Measures Undertaken

• $1,845,079 allocation to reserve
• $596,376 utilized for relief
• $150,000 held for later
• Balance remaining $1,098,703

16

Section 3.3

17

Section 3.3

Accounting and Reporting

• Essence of the COVID-19 Reserve
• Supplemental Budget
• Utilization & Tracking
• Cash Flow Considerations
• Financial Reporting

18

Section 4

Essence of the Reserve

• Reduction in other expenditures
• Flexibility
• One approved supplementary budget

19

Section 4.1

Supplemental Budget

• Approved May 21, 2020
• Identification of line item transfers
• Balanced with transfer to reserve

20

Section 4.2

Utilization & Tracking

• Separate from operating budget
• The reserve is not cash
• Arriving at the end balance

21

Section 4.3

Cash Flow Considerations

• Avoiding cash flow stress
• Protecting Municipal cash flow
• Settling the end balance

22

Section 4.4

Financial Reporting

• Internal - Reserve specific reporting
• External - Consolidated statements
• Financial Condition Indicators (FCIs)

23

Section 4.5

Go Forward Considerations

• Provincial Loan Program
• Ratepayer Loan Program
• AVCC Consultation
• Loan Administration

24

Section 5

Provincial Loan Program

• Announced April 28, 2020
• $380 Million through MFC
• Help municipalities with financial losses

25

Section 5.1

Ratepayer Loan Program

• Enabled by the Provincial program
• Low uptake in other municipalities
• Risk factors:

26

Section 5.2

Municipal Government Act Lien rights Repayment priority High risk borrowers

AVCC Consultation

• Determine program need
• Focus groups & survey
• Results not yet available

27

Section 5.3

Loan Administration

• Separate from tax accounts
• Specific requirements
• Managed under current staff capacity

28

Section 5.4

Conclusions

• Provincial Loan Program - Not at this time
• Ratepayer Loan Program - Not at this time
• Further COVID-19 Responses - Hold
• Final Tax Bill - Due date extension

29

Section 6

Recommendations

That Municipal Council approve a due date of October 31, 2020 for the 2020/21 final property tax bills being issued in September 2020. That Municipal Council approve that the interest charges for fiscal 2020/21 tax accounts not be levied for the month of September and the month of October, provided that full payment is made on or before October 31, 2020.

30

Recommendations

That Municipal Council direct the CAO to report to Council on or before November 15, 2020 with a payment update related to the final fiscal 2020/21 tax bill.

31

2020 Area Rate Levies for Fire Area Rates

Scott MacKay, Revenue Manager Municipal Council August 18, 2020

Recommendations

That Municipal Council approve the levying, collection and remittance of the Fire Area Rate for the Hants Border area at a rate of $0.026 per $100 assessment, as per Appendix A: Area Rates 2020/21 of the August 18, 2020 Request for Decision.

2

Recommendations (continued)

That Municipal Council approve the 4% administration fee charged against the area rates for the fire commissions of Canning, Aylesford and Greenwich, as per Appendix B: Area Rates for Fire Commissions 2020/21 of the August 18, 2020 Request for Decision.

3

Discussion

• July 7, 2020 Council meeting
• Covid 19-related delays
• August 11th virtual meeting and gauge of

support

4

Implementation

As in past years, we will add these charges to the upcoming tax bills, and funds will be remitted to the respective

• rganizations.

5

Recommendations

That Municipal Council approve the levying, collection and remittance of the Fire Area Rate for the Hants Border area at a rate of $0.026 per $100 assessment, as per Appendix A: Area Rates 2020/21 of the August 18, 2020 Request for Decision.

6

Recommendations (continued)

That Municipal Council approve the 4% administration fee charged against the area rates for the fire commissions of Canning, Aylesford and Greenwich, as per Appendix B: Area Rates for Fire Commissions 2020/21 of the August 18, 2020 Request for Decision.

7

Questions?

8

Contract Award

Greenwood Production Well Drilling

Tim Bouter, Manager of Engineering Services Municipal Council August 18, 2020

Overview

For Council to award a contract for the drilling and installation

• f

two new production wells for the Greenwood Water Utility.

2

Background

• Work to date
• Contract 20-22

3

4

Discussion

5

Discussion

6

Financial Implications

7

Financial Implications

8

• The existing account has $135,328.07

remaining, which is $16,094.83 less than the contract price of $151,422.90.

• Budget re-allocation

Recommendation

• 1. That Municipal Council approve

reallocating $24,500 from GL #22-3- 351-432 to GL #22-3-351-200.

9

Recommendation

• 2. That Municipal Council award Contract

20-22: Greenwood Production Well Drilling to DJ’s Well Drilling Ltd. for the total expense of $151,422.90 (including non-rebated HST).

10