Finance and Administration Committee Meeting

THAT the Finance and Administration Committee Meeting Agenda for Tuesday, March 14, 2017 be approved as amended. Finance and Administration Committee Meeting - March 14, 2017

RECOMMENDATION: THAT the Finance and Administration Committee recommend that Council approve a $3500.00 expenditure for a CCTV security camera system to be installed in the library building which will be funded from their Capital Expense Request; AND THAT funds be drawn from the Library Reserve to cover this expenditure.

THAT the meeting recess at 10:14 a.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend reducing the budgeted amount for Planning & Zoning - Consultant Fees from $40,000.00 to $30,000.00.

Finance and Administration Committee Meeting - March 14, 2017 RECOMMENDATION: THAT the Finance and Administration Committee recommend removing the $700 budgeted for Fire - Advertising Costs.

RECOMMENDATION:THAT the Finance and Administration Committee recommend adjusting the line items Fire - North Firehall Hydro budget amount from $5,700 to $4,000, and adjusting the Fire - North Firehall Heat from $2,500 to $4,000.

RECOMMENDATION:THAT the Finance and Administration Committee recommend adjusting the line item for Fire - South Firehall Hydro from $5,000 to $4,000.

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjusting the line item Fire - Telephone from $2,100 to $1,700.

RECOMMENDATION:THAT the Finance and Administration Committee recommend adjusting the item for Forestry Pump from $6,500 to $5,500, and Bunker Suits from $30,000 to $22,500 both from the line item Fire - Equipment Purchase/Other Expense.

RECOMMENDATION: THAT the Finance and Administration Committee recommend removing the budgeted amount of $2,500 for Storage Building as itemized under Fire - Equipment Purchase/Other Expense.

RECOMMENDATION: THAT the Finance and Administration Committee recommend $22,500 be

THAT the meeting enter into a short recess at 12:05 p.m.

RECOMMENDATION:THAT the Finance and Administration Committee recommend the following line item adjustments; - GG - Web Page Expense from $500 to $0. - GG - Drinking Water Testing Expenses from $1,200 to $0. - GG - Donations from $18,000 to $15,000.

THAT the Finance and Administration Committee recess for lunch at 12:45 p.m.

RECOMMENDATION:THAT the Finance and Administration Committee recommend the following line item adjustments; - GG - Staff Training from $6,000 to $5,000 - GG - Convention & Seminar Training Costs from $ 10,000 to $7,000

RECOMMENDATION: THAT the Finance and Administration Committee recommend the following line item adjustments; - GG - Printing & Office Supplies from $15,000 to $13,000 - GG - Misc. Expense from $2,000 to $1,000 Finance and Administration Committee Meeting - March 14, 2017 AND THAT and additional $5,000 be

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjusting line item Waste Disposal - Salaries from $95,000 to $91,000, and line item Waste Disposal - Studies & Monitoring from $75,000 to $70,000.

RECOMMENDATION: THAT the Finance and Administration Committee recommend that an additional $3,000 be

RECOMMENDATION:THAT the Finance and Administration Committee recommend that Council approve combining the Nutrient Management Reserve, Organic Waste Composting Reserve, and Leachate Collection Reserve into one reserve titled Leachate Collection Reserve.

RECOMMENDATION: THAT the Finance and Administration Committee recommend $5,100 be

RECOMMENDATION: THAT the Finance and Administration Committee recommend the approval of the 2017 Transfer Station Budget as presented.

RECOMMENDATION:THAT the Finance and Administration Committee recommend the approval of the 2017 Curbside Pickup Budget as presented.

THAT the Committee meeting recess at 4:00 p.m. and resume the meeting on Wednesday, March 15, 2017 at 9:00 a.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend the following adjustments; - Economic Development - Advertising & Promotion Expense from $21,000 to $11,600 - Economic Development - Highway Banner Expense from $1,500 to $900 - Economic Development - Web Site Expense from $1,500 to $500 - Economic Development - Website Upgrade from $7,500 to $5,000 with this expense being covered from drawings the Economic Development reserve which will be reduced to reflect this adjustment to the expense - Economic Development - Twinning from $500 to $250 Finance and Administration Committee Meeting - March 14, 2017

RECOMMENDATION: THAT the Finance and Administration Committee recommend an adjustment to the line item Digital Advertising Sign from $10,000 to $0; AND THAT the budgeted amount for the line item Economic Development Reserve is increased from $5,000 to $7,500; AND FURTHER THAT the line item Property Acquisition/Development Reserve be reduced from $5,000 to $0 and funds no longer be directed to this reserve.

RECOMMENDATION: THAT the Finance and Administration Committee recommend the following adjustments be made to the Parks & Recreation – General Administration Budget; - P/R - Legal Costs from $400 to $200 - P/R - Telephone from $100 to $0 - P/R - Postage & Courier Costs from $100 to $50 - P/R - Printing, Advertising & Office Supplies from $500 to $250 - P/R - Misc. Expense from $100 to $50 - P/R - Materials & Supplies from $100 to $50

THAT the meeting recess for a short break at 10:25 a.m.

RECOMMENDATION:THAT the Finance and Administration Committee recommend adjusting line item Mad Valley - Swim Program Materials & Expense from $2,500 to $2,000.

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjustments to the following line items; - remove line item PJY - Advertising Costs - PJY - Elevator Expense from $1,500 to $1,350 - PJY - Building Hydro from $115,000 to $110,000 - PJY - Water & Wastewater from $13,000 to $16,500 - PJY - Canteen Expense from $500 to $250 - PJY - Ballfield Maintenance from $600 to $500

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjusting the line item Lobby - Rubber Flooring from $4,000 to $0; Finance and Administration Committee Meeting - March 14, 2017 AND THAT staff be directed to remove the remaining carpet from the lobby area for ease of cleaning and the concrete underneath be painted.

RECOMMENDATION: THAT the Finance and Administration Committee recommend withdrawing an additional $3,260 from the Paul J Yakabuski Community Centre Reserve to offset the budgeted cost of the line item Energy Evaluation Plan.

RECOMMENDATION:THAT the Finance and Administration Committee recommend adjusting line item Paint Lobby and Washrooms from $2,500 to $0, and line item ATM Machine from $2,500 to $0.

THAT the meeting recess at 11:56 a.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjustments to the following line items; - Comb Comm Centre - Drinking Water Testing from $400 to $350 - Comb Comm Centre - Telephone from $2000 to $1600 - Comb Comm Centre - Commercial Dishwasher from $3,600 to $1,700 - Comb Comm Centre - Lighting and Minor Updates to Outdoor Rink from $1,500 to $1,000 AND THAT from a $3,500 donation received, $1,700 be used to cover the cost of the Commercial Dishwasher and $1,800 be used to fund the Table Replacement line item.

RECOMMENDATION: THAT the Finance and Administration Committee recommend amendments to the following line items; - Railway Stn - Advertising Costs from $2,300 to $1,800 - Railway Stn - New Garbage and Recycling Bins Metal from $2,000 to $1,000 - Railway Stn - New Electrical Plugs for Park from $10,000 to $0 - Railway Stn - Interpretive Heritage Walk from $2,500 to $1,200 - Railway Stn - Taste of the Valley from $1,000 to $2,000 - Railway Stn - Artisan Festival from $1,000 to $2,000

RECOMMENDATION: THAT the Finance and Administration Committee recommend the line item Artisan Festival be moved to the Railway Station Gallery budget.

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjusting the line item Tree of Lights/Christmas Tree from $800 to $0; AND FURTHER THAT this line item be removed entirely from the budget.

Finance and Administration Committee Meeting - March 14, 2017 RECOMMENDATION: THAT the Finance and Administration Committee recommend adjusting the following line items; - Lakeshore Tennis - Misc. Expense from $4,265 to $2,500 - Lakeshore Tennis - Capital Expenditure (Lights) from $15,000 to $0 - Lakeshore Tennis - Capital Reserve from $5,500 to $3,000 - Drawings from Lakeshore Tennis Reserve from $8,000 to $0

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjusting the following line items from the 2017 Draft Municipal Budget; - Parks - Salaries from $37,000 to $34,000 - Parks - Misc. Expense from $300 to $200 - Parks - Equipment Purchase and Maintenance from $600 to $500 - Parks - Lakeshore Park Expense from $3,500 to $2,000 - Parks - Train & Water Tower Expense from $3,000 to $2,600 - Parks - Wilno Rink from $2,500 to $3,000 - Parks - Mission House Museum Roof Repairs from $3,000 to $2,000 - Parks - Park Outhouse and Outbuilding Repair from $5,000 to $3,000

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjustments to the following line items; - Parks - Combermere Rectory from $500 to $750 - Parks - Lakeshore Park Washrooms from $100,000 to $67,500 AND THAT $17,500 be transferred from the Parks/Playground Reserve to cover the amount not funded by a grant for the Lakeshore Park Washrooms.

RECOMMENDATION: THAT the Finance and Administration Committee recommend the Natural Play Spaces Grant in the amount of $6,383 be removed from the Parks & Recreation - General Administration Budget revenue line item Share of Specific Grants and be placed in the Parks & Recreation - Parks Budget line item Share of Specific Grants; AND FURTHER THAT an expense line item Parks - Grant Expense be added to the Parks & Recreation - Parks Budget with the amount of $6,383; AND FURTHER THAT an adjustment be made to the line item Parks - Capital Expenditure for the Volleyball Court at Lakeshore Park from $17,000 to $0 as part of the 2017 Draft Municipal Budget.

THAT the the meeting recess at 3:46 p.m. to return on Thursday, March 16, 2017 at 9:00 a.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjusting line item Railway Station - Event Revenue from $3,500 to $2,000; AND THAT line item Railway Station Gallery - Event Revenue be added with a budget of $2,000.

RECOMMENDATION:THAT the Committee direct staff to ensure that there is adequate reporting provided for each event that occurs at the Railway Station/Gallery including the number of attendees, the fee charged, any sponsorship received. Finance and Administration Committee Meeting - March 14, 2017

THAT the meeting recess at 10:08 a.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjustments to the following line items, - Emergency Preparedness - Benefits & EHT from $200 to $0 - Emergency Preparedness - WSIB from $200 to $0.

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjustments to the following line items, - Emergency Preparedness - Public Ed/Awareness Exp. from $500 to $250 - Emergency Preparedness - Advertising Costs from $300 to $0 AND THAT the line item Emergency Preparedness - Advertising Costs be removed from the budget.

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjusting line item Street Lights - Capital Reserve from $5,000 to $0.

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjustments to the following line items, - Roadway - Materials & Supplies - Union Expense from $10,000 to $5,000 - Roadway - Materials & Supplies - Legal Costs from $3,500 to $3,000 - Roadway - Materials & Supplies - Municipal Beautification from $5,000 to $3,500 - Roadway - Materials & Supplies - Survey Costs from $2,000 to $1,000 - Roadway - Materials & Supplies - White Edge Line Painting from $1,000 to $0 - remove the line item Roadway - Materials & Supplies - White Edge Line Painting

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjusting line item Roadway - Materials & Supplies - Brushing & Tree Cutting from $35,000 to $40,000.

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjustments to the following line items, - Roadway - Vehicle Expense #20 Fuel from $300 to $0 and #20 Maintenance from $500 to $0, - Roadway - Vehicle Expense #49 Fuel from $1,000 to $0 - Roadway - Vehicle Expense #52 Fuel from $1,000 to $200 - Roadway - Vehicle Expense #77 Maintenance from $1,000 to $300.

THAT the meeting recess at 12:05 p.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjustments to the following line items, - Paugh Lake Road Paving from $270,000 to $0, to be

RECOMMENDATION: THAT the Finance and Administration Committee recommend adjustments to the following line items; - Roadway - Capital Expenditure - Rear Tandem Ice Blade from $20,000 to $0 - Roadway - Capital Expenditure - Unit 59 Replacement w/Crew Cab from $40,000 to $0.

RECOMMENDATION: THAT the Finance and Administration Committee recommend that an additional $30,000 to the Roads Equipment Reserve, $20,000 to offset Unit 59 Replacement and $10,000 for the possible purchase of an ice blade.

THAT the meeting break for a short recess at 2:30 p.m.

Finance and Administration Committee Meeting - March 14, 2017 RECOMMENDATION:THAT the Finance and Administration Committee recommend designating the Old Barry's Bay Road Rehabilitation project for the 2017Federal Gas Tax Funds.

RECOMMENDATION: That the Finance and Administration Committee recommends that designate the $81,542.00 received under the Ontario Community Infrastructure Fund (OCIF) be used towards the costs of construction for the Old Barry's Bay Road.

RECOMMENDATION: THAT the Finance and Administration Committee recommend that Council approve the adoption of the 2017 Municipal Budget with a Levy requirement of $3,661,976.00.

RECOMMENDATION: THAT the Finance and Administration Committee recommend that Council approve the adoption of the 2017 Water and Wastewater System Budgets as presented.

RECOMMENDATION: THAT the Finance and Administration Committee recommend the following action items identified throughout the budget workshop be followed through with by the appropriate departmental staff; a. The Manager of Planning, Development and Licencing review and report on the By-Law Enforcement and Animal Control Services payroll reporting Finance and Administration Committee Meeting - March 14, 2017 structure at an upcoming Finance & Administration Committee meeting prior to May 1, 2017. b. With the assistance of the Operations Committee, the Operations Manager update the 5 Year Roads Needs Study in preparation for the 2018 budget. c. The Operations Manager develop a Maintenance Expenses Breakdown Report for vehicles and equipment outlining major maintenance costs, retroactive to 2007 if possible, to be presented to the Operations Committee for discussion. d. Require the Operations Manager ensure snow plowing expenses are accurately reported on payroll timesheets for various municipal facilities. e. Require the Operations Manager ensure proper payroll timesheet allocations for curbside and transfer station duties. f. The Recreation and Community Development Coordinator research and report on the revenue stream for the Recreation Guides. g. The Recreation and Community Development Coordinator promote fundraising opportunities for Movie Night in the Bay event to various local volunteer groups. h. Require the new CAO/Clerk to research and report on options to deal with t

RECOMMENDATION: THAT the Finance and Administration Committee recommend that Council approve a 2% Cost of Living increase for all non- unionized staff; AND THAT Council approve a 2% Cost of Living increase to Council remuneration. Finance and Administration Committee Meeting - March 14, 2017

RECOMMENDATION: THAT the Finance and Administration Committee recommend that Council approve staff proceed with the tendering of roads construction and paving projects identified in the 2017 Draft Municipal Budget.

THAT the meeting enter into an In-Camera session on Thursday, March 16, 2017 at 3:40 p.m. to discuss "personal matters about an identifiable individual, including municipal or local board employees", Ontario Municipal Act 2011, c.25, s.239 (2)(b). 1. Subsidy Payment

THAT the meeting return to open session at 4:10 p.m. Finance and Administration Committee Meeting - March 14, 2017

THAT the Meeting adjourn at 4:10 p.m.