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Budget Audit Advisory Board 2014.Pdf INDEX TO BUDGET AUDIT ADVISORY BOARD MEETING #1/14 Friday, March 28, 2014 MINUTES Minutes of Meeting #3/13, held on October 4, 2013 1 PRESENTATION Sgambelluri, Rocco, Chief Financial Officer, TRCA, re: 2014 Budget, Operating and Capital 1 2014 BUDGET, OPERATING AND CAPITAL 2 2013 YEAR END FINANCIAL PROGRESS REPORT 39 MEETING OF THE BUDGET/AUDIT ADVISORY BOARD #1/14 April 11, 2014 The Budget/Audit Advisory Board Meeting #1/14, was held in the Weston Theatres, Black Creek Pioneer Village, on Friday, April 11, 2014. The Chair Gerri Lynn O'Connor, called the meeting to order at 8:39 a.m. PRESENT Bob Callahan Member Gerri Lynn O'Connor Chair Dave Ryan Member ABSENT Maria Augimeri Member David Barrow Member RES.#C1/14 - MINUTES Moved by: Bob Callahan Seconded by: Dave Ryan THAT the Minutes of Meeting #3/13, held on October 4, 2013, be approved. CARRIED _________________________________________ PRESENTATION (a) A presentation by Rocco Sgambelluri, Chief Financial Officer, TRCA, in regard to item BAAB7.1 - 2014 Budget, Operating and Capital. RES.#C2/14 - PRESENTATION Moved by: Dave Ryan Seconded by: Bob Callahan THAT above-noted presentation (a) be received. CARRIED _________________________________________ 1 SECTION I - ITEMS FOR AUTHORITY ACTION RES.#C3/14 - 2014 BUDGET, OPERATING AND CAPITAL Recommends approval of the 2014 operating and capital budget. Moved by: Dave Ryan Seconded by: Bob Callahan THE BOARD RECOMMENDS TO THE AUTHORITY THAT WHEREAS the Conservation Authorities Act (CA Act) provides that a conservation authority, in establishing its annual levy, shall have the power to determine the proportion of the total benefit afforded to all the participating municipalities that is afforded to each of them; THEREFORE LET IT BE RESOLVED THAT, subject to such regulations under the Conservation Authorities Act as may be approved by the lieutenant-Governor-in-Council: (i) all participating municipalities be designated as benefitting for programs included in the 2014 Operating Budget; (ii) Toronto and Region Conservation Authority's (TRCA) share of the cost of the programs included in the 2014 Operating Budget shall be raised from all participating municipalities as part of the General Levy; (iii) the 2014 General Levy be apportioned to the participating municipalities in the proportion that the modified current value assessment of the whole is under the jurisdiction of TRCA, unless otherwise provided in the levy or a project; (iv) the appropriate TRCA officials be directed to advise the participating municipalities, pursuant to the Conservation Authorities Act and the regulations made thereunder, and to levy the said municipalities the amount of the general levy set forth in the 2014 Operating Budget, including property tax adjustments and non-Current Value Assessment (CVA) levy, and to levy the said municipalities the amount of the capital levy set forth in the 2014 Capital Budget and in the approved projects of TRCA; THAT the 2014 Operating and Capital Budget, and all projects therein, be adopted; THAT TRCA staff be authorized to amend the 2014 Operating and Capital Budget to reflect actual 2014 provincial grant allocations in order to determine the amount of matching levy governed by regulation; THAT the cost of property taxes imposed by municipalities on conservation lands owned by TRCA be charged as additional levy to the respective participating municipalities, excluding the cost of property taxes which are passed on to a third party under a lease or similar agreement; THAT, except where statutory or regulatory requirements provide otherwise, staff be authorized to enter into agreements with private sector organizations, non-governmental organizations or government agencies for the undertaking of projects which are of benefit to TRCA and funded by the sponsoring organization or agency; 2 THAT, as required by Ontario Regulations 139/96 and 231/97, this recommendation and the accompanying budget documents, including the schedule of matching and non-matching levies, be approved by recorded vote; AND FURTHER THAT authorized TRCA officials be directed to take such action as may be necessary to implement the foregoing, including obtaining approvals and the signing and execution of documents. CARRIED RATIONALE Enclosed is the recommended 2014 Budget, Operating and Capital. The budget will be presented to the Authority at its meeting scheduled to be held on April 25, 2014. Municipal Approval Status Preliminary estimates are prepared in the summer and fall of each year for submission to TRCA's municipal funding partners. Staff meets with municipal staff as required by the budget processes and budget schedules followed by each major participating municipality. Presentations are made to municipal finance staff and the committees and councils of the funding partners as required. In the case of Peel Region, TRCA works closely with staff at Credit Valley and Halton conservation authorities to align budget information and requirements. A similar process occurs with York Region where TRCA works closely with the Lake Simcoe Region Conservation Authority. In Durham Region, TRCA staff work closely with five conservation authorities to align budgets and financial submissions to meet the Region of Durham requirements. TRCA's submissions to the City of Toronto for capital and operating levy are reviewed with senior Finance and Toronto Water staff. The 2014 Preliminary Estimates were approved by the Authority in October, 2013, as the basis for submissions to TRCA's municipal funding partners. The funding identified in the apportionment of the levy reflects the amounts that the municipal funding partners have approved in their 2014 budgets for capital and operating. Contributions from the City of Toronto and the regional municipalities of Durham, Peel and York have received council approval. The Township of Adjala-Tosorontio and the Town of Mono have been advised of TRCA's levy request. MNR Transfer Payments The 2014 provincial transfer payments which must be matched with levy has not been announced. The 2014 operating budget includes a provision for MNR transfer payments at an amount equal to the funding received in 2013 or $774,000. Notice of Meeting By regulation, TRCA has provided 30 days written notice to its member municipalities of the date of the meeting at which the Authority will consider the municipal levy. At the April 25, 2014 Authority meeting, a recorded vote on the budget recommendations including the non-matching municipal levy is required. The weighted voting procedure prescribed by regulation will be used, if necessary. 3 2014 Budget Presentation In order to meet the provisions of the Conservation Authorities Act and the regulations made there under, it continues to be necessary to distinguish between general levy (operating) and benefitting levy (capital projects.) However, due to the unique budgetary requirements of each of the four major participating municipalities the distinction between operating and capital has been blurred over the years. For this reason the presentation adopted in the 2014 budget focuses on the nine service areas of the TRCA business plan, regardless of the underlying nature of the expenditure. Further, with the migration of the accounts onto the newly acquired Agresso Business World financial software, staff took the opportunity to begin the alignment of budget and financial statement presentations. Future iterations of the budget document will exclude tangible capital asset (TCA) expenditures, but will include amortization of TCA, in line with the audited financial statement disclosure. Operating Budget - Overview of Key Issues Salary/Wage Costs The Authority was advised in October, 2013, when the preliminary estimates were approved, that staff was recommending an increase of 2%, effective for the first pay in April, 2014. TRCA salary and wage adjustments over the last five years, as outlined below, have averaged 1.8% per year, on a simple average basis. 2010 - 2% 2011 - 0% 2012 - 3% 2013 - 2% 2014 – 2% Staffing Levels The TRCA full time equivalents (FTEs) included in the operating budget are projected to be 409.4 for 2014, as compared to 410.3 budgeted in 2013. Please refer to the summary on page 8 of the budget document. Expenditures/Operating Revenues The 2014 operating expenditure budget is $39.2 million, an increase of $.84 million or 2.2% over 2013 budget. The increase in expenditures will be financed by additional revenues (non-levy) of 0.7 million (4.1% increase) and additional general levy of $0.35 (2.8% increase.) Wage costs have increased $.76 million and benefit costs are $0.16 million over 2013 budget. The largest segment of the operating budget is wages and benefits, representing 78.9% of gross operating expenditures. 4 Municipal Funding Arrangements Each of TRCA's participating municipalities has its own unique budget requirements and annual budgetary pressures. TRCA has met each of the individual participating municipality’s requirements within the context of the Conservation Authorities Act. In recent years, TRCA has changed the funding "formula” to achieve greater flexibility in meeting individual municipal partner guidelines. To this end, the 2014 operating levy includes a component, totalling $334,000 (2013 - $206,500) referred to as “Non-CVA Levy". Under the provisions of the Act, TRCA makes a general levy against all of its participating municipalities to fund its general operating requirements. With regard to the portion of the levy that is for "administration costs" as defined
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