Order of the Day Quispamsis Town Council Special Meeting Council Chambers, Quispamsis Town Hall
November 23, 2019, 8:30 am Pages
1. Proposed 2020 Town of Quispamsis Budget 1 - 41
2020 Proposed Budget Package for Council Review (Attached)
a. Staff Presentations: 42 - 153
(Presentation Attached)
1. Susan Deuville, Chief Administrative Officer - Opening Remarks & Proposed 2020 General Operating Budget
2. Dana Purton Dickson, Community Services Director - Proposed 2020 Community Services General & Capital Budgets
3. Gary Losier, Engineering & Works Director - Proposed 2020 Engineering, Works & Utility General & Capital Budgets
4. Susan Deuville, Chief Administrative Officer - Proposed 2019 Budgets from External Sources (Regional Services)
5. Krista Brandon, Town Treasurer, Final Budget Summary & Comments
2. Finance Committee Meeting Minutes
a. November 1, 2019 - Finance Committee Meeting Notes 154 - 159
b. November 14, 2019 - Finance Committee Meeting Notes 160 - 165 3. Province of New Brunswick Documents
a. PNB - 2020 Tax Bases & Community Funding & Equalization Grant 166 - 167
b. SNB Assessment & Tax Base Comparisons - Quispamsis 168 - 168
4. Adjournment
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Page 41 of 168 BUDGET 2020
Page 42 of 168 VISION Quispamsis is a forward-thinking community where families enjoy a safe, friendly and active lifestyle surrounded by a beautiful, natural environment.
Page 43 of 168 2019 YEAR IN REVIEW
Animal Control Education Spring Freshet Flood 2019 Initiative
Page 44 of 168 2019 YEAR IN REVIEW
Grant Thorton Town’s First Annual Report Performance Audit
Page 45 of 168 2019 YEAR IN REVIEW
Contract Negotiation CUPE Non Bargaining Collective Agreement Compensation Review
Page 46 of 168 2019 YEAR IN REVIEW
Sustaining Greater SJ Dog Friendly Workplace Pilot
Page 47 of 168 2019 YEAR IN REVIEW
Phone cost savings – Q-1-1 Citizen Reporter Landline Elimination
Page 48 of 168 2019 YEAR IN REVIEW
Online Forms “Request to Building Inspections Gone Appear before Council” Paperless
Page 49 of 168 2019 YEAR IN REVIEW
Line Painting Sharrows Fee Structure Modernization
Page 50 of 168 2019 YEAR IN REVIEW
Public Consultation Economic Driver Award Meenan’s Cove Beach House World Under 17s’ and Skate and Park Canada Host
Page 51 of 168 2019 YEAR IN REVIEW
Water System Expansion Stage 1 Asset Management Hampton Rd/Turn Lane at Plan Completion QES
Page 52 of 168 2019 YEAR IN REVIEW
QR Trail Paving – First Going Green Town Section of Accessibility Special Events
Page 53 of 168 2019 YEAR IN REVIEW
Water Supply and Wastewater Pump Station Distribution System Study Review
Page 54 of 168 THEME OF SUSTAINABILITY
Definition of Sustainability: the ability to be maintained at a certain rate or level.
Page 55 of 168 2020 BUDGET CHALLENGES
• External sources budget • Growing faster than tax assessment and general operating budget • Growth Projections • Projection is 3% - Received 2020 Tax base Nov 20th -3.02% • Costs of Operating • Everything costs more!! E.g, power, wages, insurance, benefits, outside contracts
Page 56 of 168 GAS TAX FUNDING – 2019 - 2023
Gas Tax Funding 2019 - 2023 1,400 Gas Tax Payments 1,380 1,360 2019 $1,257,264 1,340 2019 Top Up $1,332,542 1,320 1,300 2020 $1,257,264
1,280 Thousands 1,260 2021 $1,314,412 Gas Tax Equalized 1,240 Gas Tax Funding 2022 $1,314,412 1,220 1,200 2023 $1,371,561 2019 2019 One Time 2020 2021 2022 2023
Page 57 of 168 GAS TAX SPENDING TREND
General & Utility Gas Tax Spending
3,000
2,500
2,000 Thousands
1,500
1,000
500
- 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023
General Utility Page 58 of 168 SUMMARY OF 2020 PROPOSED BUDGET
Source of Changes 2020
Refer to Page 1 of Budget Package
Page 59 of 168 INTERNAL SOURCES
General Internal Protective Environmental Transportation Government Services Health and Services Development
Community Debt Servicing Capital and Services Reserves
Page 60 of 168 INTERNAL VS. EXTERNAL SPENDING INCREASE'S
Internal vs External Spending Increases Percentage of Change
100%
80% External Including Garbage 77%
60% External without garbage 59%
40% Total Budget 27% 20% Internal 8% 0% 2013 2014 2015 2016 2017 2018 2019 2020 %Change -20%
-40%
-60%
-80% Unconditional Grant -86% -100%
Page 61 of 168 ASSET MANAGEMENT
• $7.6 million required for immediate repair/replacement of the 2 per cent of assets deemed “very poor”. Asset management is informed decision-making, leading to: • Efficient delivery of services; • Improved satisfaction from our residents; • Public credibility and trust
Page 62 of 168 Grant Thorton Review
Page 63 of 168 GRANT THORNTON REVIEW
1. Strategic Plan 2. Continuous Improvement 3. Staffing Note: Final version of report will be out before the end of the year
Page 64 of 168 STRATEGIC PLAN $50,000
• A recommendation has been included in the report to create a multi-year strategic plan
• A third party consultant would be hired to facilitate the process
• Timing: June 2020 after the new Council is in place
Page 65 of 168 CONTINUOUS IMPROVEMENT $10,000
• A recommendation has been included in the report to continue to support Continuous Improvement training and projects
• This funding will allow the organization to expand on skills and projects in this area
• Timing: Throughout 2020
Page 66 of 168 STAFFING
3 positions – 10 months • Planning • Qplex Assistant Operations Supervisor • Parks & Facilities Contracts Supervisor
Page 67 of 168 PLANNING
• Bench mark Comparison: R:3, MP:6, Sum: 4, D:6 , Q:2 • We have the lowest staff of all Benchmarks in Planning and are one of the fastest growing communities • Our ability to attract and work with Developers quickly will be a leading factor to continue to see growth and development in the community. • Current workload is unsustainable • With the increased workload associated with Levels of Service and Asset Management this position will be required to keep pace with the Growth we are experiencing • Position is budgeted for 10 months Benchmarking Note: R: Riverview, MP: Mount Pearl, Sum:Summerside, D: Dieppe, Q: Quispamsis
Page 68 of 168 ASSISTANT OP SUPERVISOR QPLEX/QMA
• Benchmark Comparison Community Services: R:31, MP:34, Sum: 24, D:52, Q:30 (some seasonal) • Note: the comparisons are difficult in this area as the qplex is a technical building with an outdoor swimming pool and requires substantially more staffing than a standard arena like the QMA • The Operations Supervisor position has been identified internally as highly technical with no succession plan • Requires a unique skillset, difficult to recruit for the Operations Supervisor position. Required significant overlap with previous retirement. • This position would allow for a rotation for on-call technical issues where we currently only have one person. This is not sustainable. • Oversight of all qplex, QMA capital projects have been done inhouse to save money. Current workload will not permit this into the future • Workload increase associated with Asset Management would fall under this position. If this position is not filled we will need to add funds to contract the work for condition assessments and levels of service • Position is budgeted for 10 months
Page 69 of 168 PARKS & FACILITIES CONTRACTS SUPERVISOR • Benchmark Comparison Community Services: R:31, MP:34, Sum: 24, D:52, Q:30 (some seasonal) • The report identifies that Waste Management is not normally managed through the Parks and Facilities department • With incorporating Waste Management and Curbside recycling 4 years ago with no addition of staff the workload had expanded beyond the capacity of the current supervision • Department has taken on in-house project management work to save money but workload is now too high • Workload increase associated with Asset Management would fall under this position. If this position is not filled we will need to add funds to contract the work for condition assessments and levels of service • Work on Garbage and Curbside recycling education and analysis could help in reducing tipping fee costs • Sample of other contracts in the department: Waste Management, Janitorial, Snow removal, security and systems alarms, sanitary products. These are labour intensive and require oversight. • 22 staff (incl students) in department working shift 7 days per week in the summer with only two managers. This role will assist in that area as well • Currently all after hours emergency calls for facilities are shared between two employees • Position is budgeted for 10 months
Page 70 of 168 QUESTIONS
Page 71 of 168 2020 COMMUNITY SERVICES GENERAL OPERATING AND CAPITAL BUDGET
Page 72 of 168 COMMUNITY SERVICES 2019 OPERATING BUDGET
Revenue 2020 Budget 2019 Budget $ Change % $1,115,416 $1,208,625 $(57,209) (4.7)% Expenses 2020 Budget 2019 Budget $ Change % $4,072,594 $4,091,050 $(18,456) -0.45%
Page 73 of 168 COMMUNITY SERVICES GENERAL OPERATING
Page 74 of 168 COMMUNITY SERVICES GENERAL OPERATING
Revenue • 5% facility rate increases as recommended by Finance. • Revenue is down at the qplex as the ice is being removed for 7 weeks. • Meenan’s Cove Beach House closed January 1st for renovations. • Parks rentals decrease due to Forest School relocation to Saint John.
Page 75 of 168 COMMUNITY SERVICES GENERAL OPERATING
Facility Budget Decreases • Meenan’s Cove Beach House due to renovations. • Overall decreases are in areas where projects have been completed. Example: grubs at the Town Hall and sports fields • Streetscape Program removed due to low uptake. • qplex pool - $10,000 decrease in program expenses due to CGAC providing aquatic services.
Page 76 of 168 COMMUNITY SERVICES GENERAL OPERATING
Facility Budget Increases • New janitorial contract – approximately $195,000 plus HST. Rates quoted will remain the same for the three-year term. • qplex sprinkler system valve replacement $8,500 • qplex upper entrance concrete repairs $9,000 • qplex domestic water pump replacement $9,300 • qplex pool grate replacement $8,000 • Memorial Ballfield netting extension $7,500
Page 77 of 168 COMMUNITY SERVICES CAPITAL
Signage and Shouldering of QR Trail - $20,000 • 2.5km of QR Trail paved this fall • Shouldering of the trail needs to be completed in order to prevent erosion • Trail head signage in parking lot • 2 sets of benches, garbage cans, poop and scoop dispensers
Page 78 of 168 COMMUNITY SERVICES CAPITAL Meenan’s Cove Upgrades *More info to be presented on Saturday
Page 79 of 168 COMMUNITY SERVICES CAPITAL
Active Transportation – Mountain Bike Trail Development - $20,000 • Bringing in International Mountain Bike Association • Engineered design • Community engagement
Page 80 of 168 COMMUNITY SERVICES CAPITAL qplex - Rink Boards - $45,000
• Ice has been in since 2012. Over time boards have moved and heaved. There has been anchor damage and ice dam/threshold movement resulting in less secure boards and glass. • The project will include realignment of board panels, repairs of failed weld joints and installation of new anchors where the original ones have been damaged or are no longer present.
Page 81 of 168 COMMUNITY SERVICES CAPITAL qplex Structural Fire Proofing - $42,000 • Rust from the steel has created separation of the fireproof coating resulting in coating deterioration. • Structural integrity of the steel is impacted. • South Elevation. • Completed Phase 1 and 2 in 2019. • Will complete the project.
Page 82 of 168 COMMUNITY SERVICES CAPITAL qplex South Parking Lot Repairs - $200,000 • Recent Engineering Department estimate, and review is $117,000 with another 1-3 years replacement cost will be approx. $281,000
Page 83 of 168 COMMUNITY SERVICES CAPITAL qplex Engineered Solutions for Dissipating Heat in Summer – fluid cooler/pool heat - $25,000 • The summer operations with geothermal unit are challenging as the building generates more heat than is required and/or capable of redistributing. • Plan to hire engineering firm to investigate the potential to get additional heating capacity or heat dissipation. • Improving pool water temperatures will also be analyzed.
Page 84 of 168 COMMUNITY SERVICES CAPITAL qplex Wireless Area Network - $20,000
• Wireless access points and controller for wireless area network were installed when the qplex was commissioned. • Existing system has reached end of life. A new controller is needed as we are not able to add additional access points to existing system. More importantly system is currently unsustainable. It would be very difficult to replace hardware if it were to fail. Difficult to source. • Services both public and private (administrative) systems. • All major events are dependent on wireless internet access.
Page 85 of 168 COMMUNITY SERVICES CAPITAL
QMA Parking lot repairs year 2 of 3 - $45,000 • Parking lot continues to deteriorate.
Page 86 of 168 COMMUNITY SERVICES CAPITAL
QMA Compressor #2 Overhaul - $15,000 • Original equipment. • Preventative maintenance. • Minor repairs as required (both reactionary and preventative). • Planning for additional 10 years before next overhaul or replacement. • Condition assessment as part of asset management will help determine when to anticipatePage 87 of 168 replacement. COMMUNITY SERVICES CAPITAL QMA Brine Header Trench Pipe Supports Replacements & Laterals Inspection/ Repairs - $13,000
• Existing supports are original. • Some show significant signs of corrosion. • Preventative measure. • Install new supports where needed. Existing ones that are significantly corroded will be removed.
Page 88 of 168 COMMUNITY SERVICES CAPITAL QMA – Electric Hot Water Tanks Replacement (3) - $25,000
Page 89 of 168 COMMUNITY SERVICES CAPITAL
Energy Audits/Monitoring - $15,000
• Investigate energy saving opportunities at qplex and QMA. • Exploring peak energy monitoring device and software. • qplex having monitoring device(s) would help limit peak demand times. Presently unable to measure.
Page 90 of 168 COMMUNITY SERVICES CAPITAL
Replace 2008 Honda Civic car with electric - $45,000 • Was scheduled to be replaced in 2015
Page 91 of 168 COMMUNITY SERVICES CAPITAL
Replace 2010 GMC 1500 truck - $35,000
• Was scheduled to be replaced in 2017
Page 92 of 168 QUESTIONS: COMMUNITY SERVICES
Page 93 of 168 ENGINEERING & WORKS 2020 GENERAL OPERATING AND CAPITAL BUDGET
Page 94 of 168 ENG & WORKS BUDGET 2020 – OVERVIEW
Proposed Operating Budget 2020
Transportation $4,465,820 Environmental Development $276,142 Protective Services Building Inspection $206,325 This represents 19.04% of Animal Control $74,853 total municipal expenses
Total Budget $5,023,140
It should be noted that it is a decrease in overall percentage share by 1.00%
In actual dollars, this year represents an increase of $204,468 (or 4.24%) over 2019
Page 95 of 168 ENG & WORKS BUDGET 2020 – COMPARISON
$ diff % diff Prop 2020 Budget 2019 Operating Budget category from 2019 from 2019
Transportation $4,465,820 $4,262,443 $203,377 4.77% Environmental Development $276,142 $278,881 ($2,739) (-1%) Protective Services Building Inspection $206,325 $203,287 $3,038 1.49% Animal Control $74,853 $74,061 $792 1.07%
Total Budget $5,023,140 $4,818,672 $204,468 4.24%
% of municipal Expenses 19.04% 20.04% (4.24%)
Page 96 of 168 ENG & WORKS BUDGET 2020 – CONSIDERATIONS
Service Considerations • New Streets 2019 - approximately 0.873 km ( Now 182.085 km ) (2018 0.361/181.212) • Winter and Summer Maintenance – plowing, potholes, signs, lines, etc. • New residential construction 47 units ( 41 in 2018) • New multi Family/ Apt Units 44 - ( 35 in 2018) • Stormwater management – Driveway culverts, roadside ditches • Active Transportation - Walking lanes, Traffic Monitoring, Pedestrian safety
Page 97 of 168 ENG & WORKS BUDGET 2020 – CONSIDERATIONS
Benchmark • 45 Significant winter storm events to date 2019 (280 hrs of snow fighting per staff) (2018 60/433) • 110 culvert work order ( new/replace/repair) - (carried over 37 to 2020) (2018 105/26 & 2017 134/19) • Roughly 637 tons Asphalt placed by crews -potholes, road and driveway repairs (2018-612 & 2017-718) • Approx. 35 - 40 Animal Control calls per month – consistent 2018 • Approx 36 traffic volume/speed studies conducted June to Sept
Page 98 of 168 ENG & WORKS BUDGET 2020 – HIGHLIGHTS +/-
Transportation/Env Health/Bldg Insp/Animal Control • In $5.023 Million Budget, no significant line item changes • Based on similar Service level goals and trends from 2019 • Budget has been adjusted to trends • Better tracking so no largest single line drop -$ • Largest single line increase +$39K winter snow contracts
Page 99 of 168 ENG & WORKS BUDGET 2020 – HIGHLIGHTS +/-
Transportation ( Includes Engineering) • Overall fleet costs ( slight increase of $7k over 2019 levels) • Winter and Summer “ Supplies” increased to properly reflect use • $10k Summer - $17k Winter • Driveway Culvert Budget set to 2019 level ( $73,000 ) • once budget hit - new work order requests or lower priority c/o to 2021
Page 100 of 168 ENG & WORKS BUDGET 2020 – HIGHLIGHTS +/-
Transportation ( Cont’d) • Winter Budget two main increases • Outside contracts increased $39,000 2020 will be first year of renewed 3- year tender for 2020-2023 • Salt budget increased slightly $10,000 to match trend and increased unit price • Summer Budget • Increased sand and gravel use ( road shoulders, washout repairs) +$5400
Page 101 of 168 ENG & WORKS BUDGET 2020 – HIGHLIGHTS +/-
Environmental Development • Main EDS items - No significant line item changes • Support of Comprehensive asset management Plan – GIS integration • Communication and Implementation of revision to standards in town such as Storm water management, asphalt standards, Water & Sewerage standards. • Shift focus to Supporting Strategic plans • Transportation Master Plan, Recreation Master Plan, Stormwater Master plan etc. • And other supporting legislation – Building Bylaw, SubDiv Bylaw, PAC etc
Page 102 of 168 ENG & WORKS BUDGET 2020 – HIGHLIGHTS +/-
Building Inspection • No significant line item changes • Introduced in 2019 a change to Building permit fee calculation methods • Service fee-based cost rather than cost of construction • Initial estimates indicated potential to increase revenue by 15% • At the same time last year 2018 fees were $90,868 compared to similar starts in 2017 were $79,510 • 2019 Revenue increased $123,119 or Approx. 27%
Page 103 of 168 ENG & WORKS BUDGET 2020 – HIGHLIGHTS +/-
Animal Control • No significant line item changes • Costs adjusted annually for salary , services and secondary supplies • Current contract through 2021 • New approach with focus on owner responsibilities appears to be positive
Page 104 of 168 PROPOSED TRANSPORTATION CAPITAL
Category Item Value Equipment Plotter $12,500.00 GPS Base Station $20,000.00 Compact Wheeled Loader (new) $150,000.00 Backhoe excavator ( replace 335) $200,000.00 Asphalt Hot Box Upgrade $50,000.00 $860,500 Vehicles Op Supervisor Vehicle ( replace 327) $48,000.00 (2019 - $702,000)
Storm Miscellaneous Storm Sewer $150,000.00 (2018 - $250,000) Cedar Ridge Storm Abatement Phase 1 $200,000.00 Local Improvement Program $15,000.00
Traffic Calming Equipment for Various areas ( Ped beacons, Radar speed signs) $15,000.00
Roads Squire Drive/Alma Lane/ Rte 119 Roundabout - Cost Share DTI $400,000.00
Gondola Blvd Corridor Phase 4 $370,000.00 Bradley Lake Road Seal (2km) $225,000.00 Model Farm Road (M Cove to Evergreen 1.4km) $270,000.00 $1,927,000 Coventry Crescent (0.4km) $42,000.00 (2019 - $2,156,000) Greenwood Drive (0.75km) $59,000.00 Ritchie Lane (0.3km) $37,000.00 (2018 - $1,587,000) Hughes Cres (0.5km) $59,000.00 Jasper Dr (0.4km) $55,000.00 Brook Street Storm and Street Upgrade (0.56km) $400,000.00 Scarlett/Colton Brook Storm Culvert Design $10,000.00
Page 105 of 168 $2,787,500.00 STREET CAPITAL OVERVIEW
Resurfaced Asphalt ($/tons) Distance (km) 2012 6.55 $90 2013 6.78 $82 2014 3.26 $82 2015 6.54 $75 2016 5.68 $94 2017 5.92 $103 Street 2018 6.05 $85 Capital 2019 6.87 $94 2020 Map 2020 6.74 $110 est
Page 106 of 168 CAPITAL OVERVIEW – EQUIPMENT
Hot Box Upgrade - $50,000 Compact Wheeled Loader - $150,000 Works Op Supervisor 4x4 Pickup - $48,000
Storm Sewer - $365,000 Backhoe Excavator - $200,000 Loc Imp, Cedar Ridge, Misc Misc Traffic Control – Ped safety - $15,000Page 107 of 168 QUESTIONS: ENGINEERING & WORKS
Page 108 of 168 UTILITY GENERAL OPERATING AND CAPITAL BUDGET
Page 109 of 168 UTILITY BUDGET 2020 – COMPARISON
2020 2019 $ difference from % difference from 2019 2019
Sewer Infrastructure $149,996 $147,161 $2,835 1.93% Sewer Lift Stations $294,296 $276,432 $17,864 6.46% Sewer Treatment $251,601 $254,278 -$2,677 -1.05% Sub-Total $695,893 $677,871 $18,022 2.66%
Water Wellfields $6,250 $3,750 $2,500 66.67% Water Treatment $46,400 $46,400 $0 0% Water Pumping $47,051 $33,505 $13,546 40.43% Water System $183,677 $176,177 $7,500 4.26% Sub-Total $283,378 $259,832 $23,546 9.06%
Utility Administration $601,251 $541,756 $59,495 10.98%
TOTAL $1,580,522 $1,479,459 $101,063 6.83%
Page 110 of 168 UTILITY BUDGET 2020 – HIGHLIGHTS +/-
Sewer Department • No significant line item changes most divisions • Lift Station costs increase approx. +$10 k for electricity costs • Implementing recommendations of Gondola Point Rd WWPS study • Budgeted $1,900,000 for Roberts Lane WWPS upgrades • Includes pump station replacement and rerouting of forcemains • $1,750,000 funding from Gas Tax • Next Phase of WWPS upgrades slated for 2022
Page 111 of 168 UTILITY BUDGET 2020 – HIGHLIGHTS +/-
Water Department • No significant line item changes most divisions • Water System - Melanie Drive System Water treatment and Emergency Electricity backup review $10k • Required in order to meet conditions of operating License issued by Provincial DOE • Reviewing the submitted Water Distribution and Planning Study • Recommending phased in approach once Wastewater priorities addressed • Interim Expansions will address road condition issues or water quality issues • 2020 identified $450,000 for minor extension on Haven Ct
Page 112 of 168 UTILITY BUDGET 2020 – PROPOSED CAPITAL
Sewer Department • Utility Capital - Building $100,000 • Internal equipment for new Utility Building • Furniture, Shop Equip, Computers, Security system etc. Water Department • Haven Court Water main Expansion Sunset Dr/ Haven Ct to Williams Ct - $450,000 • To complete loop for water quality • Will also enable resurfacing of poor road in area
• One Fleet replacement in 2020 • Utility Operator 4x4 truck (due 2006) - $48,000
Page 113 of 168 QUESTIONS: UTILITY BUDGET
Page 114 of 168 ENGINEERING AND WORKS AND UTILITY FOCUS FOR 2020
• Establish and documentation of standard operating procedures (S.O.P.) for departments and identified activities. • Continued use and familiarity with work order management system, Q-1-1 and Citiworks to improve service delivery. • Continue with next phase of Asset Management identified as asset inventory and Condition Assessments, look to link with Levels of service goals
Page 115 of 168 ENGINEERING AND WORKS AND UTILITY FOCUS FOR 2020
• Establish and documentation of standard operating procedures (S.O.P.) for departments and identified activities.
• With standards and processes developed can improve efficiencies, identify waste, target savings • S.O.P will also standardize expectations and service delivered
Page 116 of 168 ENGINEERING AND WORKS AND UTILITY FOCUS FOR 2020 • Continued use and familiarity with Work order management system, Q-1-1 and Citiworks to improve service delivery.
• New work order system just introduced, as residents become more familiar with interface and nature of services offered will be a more direct source of information. • As work orders entered in system becomes better accounting tool for budget purposes • Can also be used to identify trouble areas with (cluster work requests) • Q-1-1 System being introduced to all town departments and establishes Levels of service
Page 117 of 168 ENGINEERING AND WORKS AND UTILITY FOCUS FOR 2020 • Continue with next phase of Asset Management identified as asset inventory and Condition Assessments, look to link with Levels of service goals • Establish data models / standards. • collecting the right data and storing data in the right location. • Define condition rating methodologies. • selecting the right methodology will ensure the Town collects “actionable” information. • Identify data collection tools. • Eg CitiWorks. Training staff to ensure they have the appropriate tools to complete future assessments. • Prioritize assets to investigate • Focus on Assets missing data 1) buildings, 2) water and wastewater facilities, 3) parks / outdoor recreation spaces, and 4) guiderails/street signs.
Page 118 of 168 WHAT IS ASSET MANAGEMENT PLAN?
• An integrated process for managing municipal infrastructure • Ensures delivery of quality and fiscally-responsible services. • Considers the maintenance, rehabilitation and replacement of all municipal infrastructure • Assists in managing risks and minimizing costs • AM plan helps municipalities make informed, proactive infrastructure and budget decisions according to priorities and needs.
Page 119 of 168 ASSET MANAGEMENT – COUNCIL ROLE
• Council has Significant Role to play in determining “Strategic Vision” for community • Ensure Goals identified and Sufficient resources to achieve desired Level of Service • Council will be faced with adopting Policies directly related to Strategic Vision • Strategic Plan • Master Transportation Plan • Master Recreation Plan • Master Stormwater Plan • Master Water Plan • Master Wastewater Plan Page 120 of 168 QUESTIONS
Page 121 of 168 EXTERNAL SOURCES
Police Fire 911 Library
Regional Services and Waste Management Comex Council Sponsorships EDGSJ and Grants
Page 122 of 168 NEW REGIONAL FACILITIES SHARING MODEL
Updated info will be in slide for Saturday
Page 123 of 168 REGIONAL SERVICES AND EDGSJ PARTNERSHIP
Regional Economic Regional Facilities Development Total Services Commission Greater Saint $727,642 Commission $610,282 John $5,227 $112,133
Decrease TBD Decrease of of $4,456 $16,022 -46.02% -12.5%
Page 124 of 168 PROTECTIVE SERVICES - POLICE
Town Budget $4,008,952 Total Shared Operating Budget $6,622,156 + $620,740 $319,692 10.34% Increase
8.67%
0.0178 Less 2ND Prior yr surplus $0 Net Budget $6,662,156
59.86% Town Share based on Population and Road Kilometres Page 125 of 168 PROTECTIVE SERVICES - 911
Town Budget $245,304 Total Shared Operating Budget $404,625 +$20,319 $12,879 5.3% Increase
5.54%
0.0007 Less 2ND Prior yr surplus $2,556 Net Budget $402,059
61.012% Town Share based on Population
Page 126 of 168 PROTECTIVE SERVICES - FIRE
Town Budget $4,086,452 Total Shared Operating Budget $5,315,173 +$101,586 1.95% increase $397,376 2ND Prior yr deficit 10.77% $79,278
0.0221 Total Shared Capital $1,179,240 +$430,340 increase
59.24% Town Share based and Population and Tax Assessment Page 127 of 168 KENNEBECASIS PUBLIC LIBRARY
Town Budget $156,303 Total Shared Operating Budget $231,154 + $10,259 $22,272 4.6%
16.62%
0.0012 2ND Prior yr surplus $10,204
61.01% Town Share based on Population
*Increase is related to the change in % in both operating and capital as per our agreement (Payments toPage Rothesay 128 of not 168 the Library) WASTE MANAGEMENT
Budget $1,030,795 • Garbage Collection $ 618,195 $34,195 • Tipping Fees $ 394,000 3.43% • Town Dumpsters $ 18,600 0.0019 No change to Tipping Fee costs. $32,195 increase to collection cost from a 5% rate increase and new homes Four year contract starts January 1, 2020
Page 129 of 168 PUBLIC TRANSIT - COMEX
Budget $172,270 • $11,161 Increase to Saint John Transit services of 6% ($8,545) • Increase in janitorial costs of $2,616 • ** Info received after budget was prepared is that the increase is only 1.5%, therefore budget can be adjusted by $6,409
Page 130 of 168 CIVIC RELATIONS – SPONSORSHIPS AND GRANTS
Decrease over 2019 budget - $12,450
Page 131 of 168 What Does All This Mean?
Page 132 of 168 BUDGET SUMMARY
PROPOSED GENERAL OPERATING FUND BUDGET - SOURCES OF CHANGES
Tax Rate Effect 2020 2019 2020 $ Change 2020 % Change 2020 EXTERNAL SOURCES
Sub-Total All External Sources 10,454,720 9,655,374 799,346 0.0444 8.28% INTERNAL SOURCES
Sub-Total Internal before Capital 14,655,324 14,021,615 633,709 0.0352 4.52% Proposed Capital Projects from Operating 1,284,136 1,239,155 44,981 0.0025 3.63%
15,939,460 15,260,770 678,690 0.0377 4.45% Sub-Total Internal Expenditures
Total Expenditures 26,394,180 24,916,144 1,478,036 0.0821 5.93%
Unconditional Grant 110,347 110,347 0 0.0000 0.00% Other Revenue 1,489,767 1,760,480 (270,713) -1.5000 -15.38% Property Tax Warrant 24,794,066 23,045,317 1,748,749 0.0971 7.59%
Total Revenue 26,394,180 24,916,144 1,478,036 0.0821 5.93%
TAX BASE 1,800,502,727 1,748,060,900 52,441,827 3.00%
TAX RATE CALCULATED 1.3771 1.3183 Page 133 of 1680.0588 4.46% ASSESSMENTS
2020 BUDGET ITEM 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 ESTIMATE
Property Tax Rates 1.2070 1.2070 1.2070 1.2200 1.2385 1.2485 1.2700 1.2800 1.2900 1.3183 1.3771
Tax Assessment Base 1,355,243,950 1,429,112,450 1,514,101,400 1,561,715,100 1,569,798,200 1,594,839,859 1,648,073,250 1,683,952,600 1,678,350,247 1,748,060,900 1,711,917,252
Total Warrant Revenue 16,357,794 17,249,387 18,275,204 19,052,924 19,911,576 20,930,530 21,554,593 21,650,027 23,044,687 19,441,951 22,517,585 Assessment 15.06% 5.45% 5.95% 3.14% 0.52% 1.60% 3.34% 2.18% -0.33% 4.15% 3.00% Base Growth Total Budget 18,119,406 19,693,098 20,733,731 1,249,214 1,603,147 21,885,257 2,687,026 3,072,154 23,584,213 24,916,144 26,385,233
Budget Growth 12.95% 8.69% 5.28% 2.49% 1.67% 1.31% 3.66% 1.70% 2.22% 5.61% 5.93%
Page 134 of 168 ASSESSMENT BASE GROWTH
Assessment Base Growth 5.95% 5.45%
4.15%
3.34% 3.14% 3.00%
2.18% 1.60%
0.52% -0.33%
2011 2012 2013 2014 2015 2016 2017 2018 2019 2020
Page 135 of 168 FISCAL SERVICES
Debt Service Cost and Ratio 3 14.0%
12.0% 3
10.0% 2
2020 - Debt ratio - 8.4% 8.0% Millions 2 Debt Service Charges Debt Ratio 2024 - Debt ratio - 6.6% 6.0%
1 4.0%
1 2.0%
- 0.0% 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 Page 136 of 168 FISCAL SERVICES
2020 Budget 2019 Budget $ Change % Change
Principal Installments 1,721,093 1,671,213 49,880 3.0%
Interest on Long Term Debt 449,648 482,717 (33,069) -6.9%
Other charges and discounts 54,915 30,061 24,854 82.7%
TOTAL DEBT SERVICE COST 2,225,656 2,183,991 41,665 1.9%
Transfers To Operating Reserve Funds 255,100 254,921 179 0.1% Transfers To Capital Reserve Funds 116,000 - 116,000 - Transfers To General Capital Fund 1,284,136 1,239,155 44,981 3.6% TOTAL FISCAL SERVICES $ 3,880,892 $ 3,678,067 $ 202,825 5.5%
Page 137 of 168 FISCAL SERVICES – LONG TERM DEBT
Outstanding Debentures Original Amt 2020 2021 2022 2023 2024 BD20 Nov 19, 2020 ($955,000) 10 yrs 955,000 61,004 paid paid paid paid BE14 May 27, 2021 $12,240,000) 15 yrs 12,240,000 1,092,665 955,426 1,004,803 1,004,803 1,004,803 BF19 Nov 22, 2026 (2,600,000) 15 yrs 2,600,000 285,773 284,600 40,521 40,521 40,521
FCM 10092 May 28, 2027 ($2M) 15 yrs 2,000,000 154,250 153,566 153,830 154,035 154,180
BJ21 Nov 20, 2033 ($3564,000) 20 yrs 3,564,000 284,829 285,080 283,679 284,705 218,355
BL23 Dec 8, 2034 ($402,000) 20 yrs 402,000 27,610 28,198 27,727 28,220 27,657
BP18 Dec 7 2023 ($428,000) 7yrs 428,000 66,244 66,165 65,913 66,483 paid
BR19 Dec 12 2032 ($750,000) 750,000 62,387 62,480 62,485 62,399 62,220 Capital leases 131,466 22,730 3,227 paid paid paid
Estimate of 2020 interest on borrowing 21,327
Road Construction Transfer to Utility 809,320 91,923 91,923 91,923 91,923 91,923
Total Present Long -Term Debt Cost 2,170,742 1,930,665 1,730,882 1,733,090 1,559,659
Potential New Debt
Meenan's Cove Beach House Reno 15 yrs 1,383,000 116,212 116,212 116,212 116,212
2019 Street Capital 1,016,000 85,373 85,373 85,373 85,373
2020 Street Capital 700,000 58,820 58,820 58,820 58,820 Present Debt Service Cost 2,170,742 2,191,071 1,991,288 1,993,495 1,860,065
Page 138 of 168 RESERVE FUNDS
General Utility Utility Capital 2019 Transactions General Capital Utility Capital LPP Operating Operating Repl. & FC
Opening Balance 930,875 956,363 132,949 366,214 486,099 122,810
Estimated Interest earned in 2019 15,266 15,684 2,180 6,006 7,792 2,014
Budget Contributions per 2019 budget 290,805 214,132 - 301,826 45,197 -
Sub-Total 1,236,946 1,186,179 135,129 670,046 539,268 130,824
Less: Withdrawals Scheduled for Projects Accounting Software Upgrades (25,000) Asset Management (13,500) Police (71,741) Grub control (185,000)
Performance Audit (101,922) Utility truck (50,000) Closing Balance December 31, 2019 839,783 1,186,179 135,129 624,046 539,268 130,824 General Utility Utility Capital 2020 Transactions General Capital Utility Capital LPP Operating Operating Repl. & FC Budget Contributions per 2020 budget 255,100 116,000 - 75,902 45,661
Less: withdrawals scheduled for 2020 Utility building (350,000)
Closing Balance December 31, 2020 1,094,883 1,302,179 135,129 349,948 584,929 130,824 Page 139 of 168 OPTIONS
INCREASE DECREASE DECREASE WITHDRAWAL BORROW TO PROPERTY TAX OPERATING CAPITAL FROM FINANCE RATE EXPENDITURES EXPENDITURES RESERVE CAPTIAL – Cuts - Cuts 1 Cent = FUNDS $180,050
Page 140 of 168 QUESTIONS ON GENERAL OPERATING
Page 141 of 168 UTILITY OPERATING BUDGET
Utility Revenue 2020 2019 $ change % change
Total Water User Fee Revenue 250,645 225,941 24,704 10.9%
Total Sewer User Fee Revenue 2,697,176 2,411,294 285,882 11.9%
Surplus from 2nd Previous Year 7,349 18,416 -11,067 -60.1% Transfer from General Operating 91,923 91,923 0 0.0% Water Transfer Costs 111,529 111,529 0 0.0% Other Revenue 87,644 75,076 12,568 16.7%
Total Other 298,445 296,944 1,501 0.5%
GRAND TOTAL REVENUE 3,246,266 2,934,179 312,087 10.6%
Page 142 of 168 UTILITY OPERATING BUDGET
Expenditures 2020 2019 $ change % chang
Water 283,378 259,832 23,546 9.1%
Sewer 695,893 677,871 18,022 2.7%
Administration 601,251 541,756 59,495 11.0%
Fiscal Services 1,096,181 1,107,697 -11,516 -1.0%
Reserve Funds 121,563 147,023 -25,460 -17.3%
Capital via Operating 448,000 200,000 248,000 124.0%
TOTAL UTILITY EXPENDITURES 3,246,266 2,934,179 312,087 10.6%
Page 143 of 168 UTILITY FISCAL SERVICES
2020 Budget 2019 Budget $ Change % Change
Principal Installments 670,081 674,000 (3,919) -0.6% Interest on Long Term Debt 363,972 374,735 (10,763) -2.9% Utility Contribution to GRF Long Term Debt 8,947 8,947 - 0.0% Other charges and discounts 53,181 50,015 (3,166) 6.3%
TOTAL DEBT SERVICE COST 1,096,181 1,107,697 (11,516) -1.0%
Capital From Operating 448,000 200,000 248,000 124.0% Transfer to Equip Replacement & FC 45,104 44,872 232 0.5% Transfers To Capital Reserve Fund 76,459 102,151 (25,692) -25.2%
TOTAL FISCAL SERVICES $ 1,665,744 $ 1,454,720 $ 211,024 14.5%
Page 144 of 168 UTILITY RATES
• Council should consider the sustainability of the rates, as we know we will need significant funding in the future as per Asset Management and future expansion • Growing the rate now provides some funding • Budget was prepared with rate increases of: • 8.93% increase to sewer rates ($40.00) • 9.26% increase to water user fixed rate ($20) • 10% on water consumption fees
Page 145 of 168 QUESTIONS ON UTILITY
Page 146 of 168 THE BIG PICTURE
Page 147 of 168 ROTHESAY COMPARISON
1.6000
1.4000 0.1186 0.1161 1.2000
1.0000
0.8000
0.6000 1.2400 1.2022 1.2585
0.4000
0.2000
0.0000 Rothesay 2019 Quispamsis 2019 Quispamsis 2020 qplex Page 148 of 168 HOW DO WE STACK UP?
Municipality Tax rate Population Quispamsis 1.3771 (2020) 18,245 Edmundston 1.6350 16,580 Riverview 1.5926 19,667 Miramichi 1.7399 17,537 Dieppe 1.6295 25,384
Page 149 of 168 UNEQUAL EQUALIZATION
Municipality Core funding Equalization Quispamsis $110,347 $0 Rothesay $122,190 $0 Riverview $165,910 $2,515,797
Page 150 of 168 SUSTAINING SAINT JOHN
Saint John Common Council is considering cuts of up to $11 million.
To ensure stability in the future, we must not punt. An increase in our tax rate is prudent.
Page 151 of 168 TOTAL BUDGET DISCUSSION
2020 Tax Rate Tracking
Page 152 of 168 QUESTIONS
Page 153 of 168
QUISPAMSIS TOWN COUNCIL FINANCE COMMITTEE MINUTES
November 1, 2019, 9:00 am Quispamsis Town Hall - Boardroom
Members Present: Deputy Mayor Libby O’Hara Councillor Sean Luck Councillor Kirk Miller Councillor Emil Olsen Susan Deuville, CAO Krista Brandon , Town Treasurer Nancy Young, Senior Accountant Catherine Snow, Town Clerk
1. Approval of Agenda Moved By Deputy Mayor O’Hara Seconded By Councillor Luck That the agenda items be approved as presented.
Motion Carried
2. 2020 Civic Relations Budget 2.1 Remembrance Day Costs (Discussion) CAO Deuville informed Members the Town has been hosting the Remembrance Day Ceremony at the qplex for the past several years which is well attended by residents of the Kennebecasis Valley. She stated Staff
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will be tallying up the full costs to put on the 2019 Remembrance Day Ceremony, suggesting, following the 2020 civic election, Quispamsis approach Rothesay asking them to contribute financially in the hosting of the Ceremony which is considered a KV event, similar to how the two Towns now partner with the International Women’s Day Event, and the KV Food Basket. 2.2 Proposed 2020 Civic Relations Budget (Attached) The Committee reviewed the proposed Civic Relations, Sponsorships and Grants 2020 Budget as prepared for discussion purposes by the Town Treasurer: Civic Relations Budget - It was the consensus of the Finance Committee to recommend to Council approval of the proposed 2020 Civic Relations Budget, totalling $22,300, as presented below –
Sponsorships – It was the consensus of the Finance Committee
that the Town Treasurer would reach out to PRO Kids requesting additional information concerning their sponsorship request; and
the Finance Committee recommends to Council approval of the proposed 2020 Sponsorships, as presented below:
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Grants - Moved by Deputy Mayor O’Hara Seconded by Councillor Luck the following recommendations be presented to Council with respect to the Grant Applications:
KV Crimestoppers – Placeholder for $1500, (ask was $3000); grant conditional upon submission of documentation in addition to their letter of request. Kennebecasis Valley Committee for Disabled Persons – Yes, $4,000. Shining Horizons Therapeutic Riding Association – Capital campaign for Equine Therapy Centre – No, declined $10,000 ask. Cherry Brook Zoo – Yes, $3000, (ask was $8,000). Kings Way LifeCare Alliance Foundation – Weekend Food Program – No, declined $3,000 application as the Town already supports the KV Food Bank. Kings Way LifeCare Alliance Foundation – Yes, $1000 for Wall Mural in hallway for dementia residents. Key Industries Inc. – Yes, $3000, (ask was $8000). Kennebecasis Valley Oasis Youth Centre – Yes, $5000 – (ask was $10,000). Kennebecasis Valley Community Caring for Children (KV3C) - No $10,000 – as already subsidize group by providing space.
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Quispamsis Middle School – No denied request for $4,375 to purchase 625 books – (The Town had provided QMS with $850 for the 2019 event.) Canadian Peacekeeping Veterans Association – Southern NB Chapter –seeking a grant to assist in operating costs of new health aids, repair of existing health aids, delivery of large items, etc. - No, declined $10,000 ask as does not meet criteria. Third Space Gallery – To bring in Ontario based artists to NB to produce work that explores geological history of NB - No, declined $1,000 ask as does not meet criteria. 1st Kennebecasis Valley BPSA Scouting – Snow shoe purchase (30 Pairs) – No to $3416 ask as does not meet criteria. Dollemont Sunday Pickup Hockey – To offset ice costs – No, declined $4,800 as ask as does not meet criteria. Motion Carried
3. 2020 Fee Review 3.1 Proposed Increases to Town Facility Fees – Arenas/Ballfields/Courts/Buildings
Qplex Rates - Effective for 2020-21 Ice Season o Base $227 (2019, $216) o Early $115 (2019, $108) o Day $ 95 (2019, $88) o Late Night $142 (2019, $134)
QMA Rates – Effective for 2020 – 21 Ice Season o Youth $142 (2019, $134) o Day $206 (2019, $196) o Late Night $141 (2019, $134)
Fields/Courts Fee Increases – Consensus of Finance Committee that all Fields and Courts’ user rates be increased by 5% from the 2019 rates, with the exception of those rates that would not reflect a change in dollar amount with a 5% increase, then those fees to be increased by $1.
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3.2 Proposed Increases to Utility Rates (Sewage & Water) Sewer User Fee – It was the consensus of the Finance Committee to recommend to Council that the Sewer User Fee for 2020 be increased by $10 per quarter, ( $112 to $122) for a total annual Sewer User Fee of $488, (up $40 from the $448 2019 rate). Water User Fee – It was noted the average annual water rate for Town municipal water users, fixed and consumption fees combined, averages approximately $417. It was the consensus of the Finance Committee to direct the Town Treasurer to do an analyses/comparison of annual water rates charged by other New Brunswick Municipalities of similar size to assist the Finance Committee in its deliberations on this matter. The Finance Committee Members acknowledged that as part of the 2020 budget deliberation process, very detailed information needs to be presented justifying the proposed increases in the 2020 budget, focusing on the Town’s Asset Management Plan and the need to be fiscally responsible to ensure the Town’s future sustainability. 4. 2020 Proposed General Fund & Utility Fund Budgets Proposed 2020 General Operating Budget –
Remove $214,131 Reserve for Fire Station 2 (and borrow funds instead); Include $112,133 for Economic Development Greater Saint John (EDGSJ), and put an additional $16,022 into Reserve Fund; All costs associated with Grant Thornton Operations’ Audit to be shown as a separate line item – 3 positions; $50,000 Strategic Plan & $10,000 Continuous Improvement. Proposed 2020 General Capital Budget –
Remove $110,000 qplex rink light upgrade replacements to LEDs (Moved to 2022); Remove $26,000 – Digital Audio Equipment for Council Chambers; Remove $200,000 – qplex south parking lot (overflow), (May consider patching); Remove $45,000 – QMA parking repairs – (Year 2 of 3);
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Remove $375,000 – Plow Truck from Works (Refer to 2021) Remove $400,000 for Squire Drive/Route 119 Roundabout and use Reserve Funds for this purpose; ($200,000 Reserve & $200,000 Operating) Street Capital – Brook Street - $400,000 in 2020 Budget as this street did not get completed in 2019 Street Capital due to high tender costs. Proposed 2020 Utility Operating Budget
Adjust for recommended rates. Proposed 2020 Utility Capital Budget
No changes, accept as presented.
Respectfully submitted,
Catherine Snow Town Clerk
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QUISPAMSIS TOWN COUNCIL FINANCE COMMITTEE MINUTES November 14, 2019, 9:00 am Quispamsis Town Hall - Boardroom
Members Present: Councillor Kirk Miller, Chair Deputy Mayor Libby O’Hara Councillor Sean Luck Councillor Emil Olsen (Observer) Susan Deuville, CAO Krista Brandon, Town Treasurer Nancy Young, Senior Accountant Cathy Snow, Town Clerk
Members Absent: Mayor Gary Clark (previous commitment)
1. APPROVAL OF AGENDA
Moved By Councillor Kirk Miller
The agenda items be approved as presented.
Motion Carried
2. APPROVAL OF MINUTES FROM NOVEMBER 1, 2019 FINANCE COMMITTEE MEETING
Moved By Deputy Mayor O’Hara
Minutes be approved as prepared.
Motion Carried
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3. FURTHER DISCUSSION ON CIVIC RELATIONS BUDGET
3.1 PRO Kids
The Town Treasurer confirmed, since the November 1, 2019 Finance Committee meeting, receipt of correspondence from Brad Adams, Manager of PRO Kids who requested Quispamsis’s continued support in the amount of $7,135 as the Town’s contribution towards the administrative costs of PRO Kids. Mr. Adams stated, to date this year, PRO Kids have successfully placed 67 youth residing in Quispamsis in the Recreation Program of their choosing, and he thanked the Town for its ongoing support.
3.2 KV Crimestoppers (Town Treasurer to Expand)
The Town Treasurer informed Council the $1,500 remains in the Grants portion of the Civic Relations Budget, however, the KV Crimestoppers has still not submitted their application under the Community Grants Fund.
Consensus – It was the consensus of the Finance Committee that if the KV Crimestoppers do not submit the required application by the Council Agenda deadline of November 14, 2019, then the $1,500 be removed from the Civic Relations Budget for the discussion of Council at the November 19, 2019 Regular Meeting. However, if the KV Crimestoppers subsequently submits this information prior to Council’s November 23, 2019 Budget Meeting, then Council as a whole can reconsider the $1,500 request.
3.3 New Sponsorship Request for Council's Consideration - Arts Atlantic Symposium - October 14 - 18, 2020
The Finance Committee reviewed a Sponsorship request from the Arts Atlantic Symposium taking place in Saint John October 14 – 18, 2020. The event aims to be the largest multi-disciplinary art symposium ever to take place on the East Coast and will showcase art around every corner of the City in various forms. The sponsorship request of $1,500 would provide ½ page ad in the event program with town logo, tourism space, spoken-word acknowledgments during the conference, 4 tickets to the Saturday night concert, 4 tickets to the Friday night performance and 2 conference delegate passes.
Moved By Deputy Mayor O’Hara
The Finance Committee recommends to Council that the Arts Atlantic Symposium’s application be referred to Aaron Kennedy, Communications Manager, to consider a contribution of $200 to the Arts Atlantic Symposium from the Town’s Community Sponsorship Ads Program.
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Motion Carried
3.4 KV Oasis - Blair MacDonald - Request for More Funding
Correspondence from Mr. MacDonald addressed to Rothesay Mayor & Council, and copied to Quispamsis Mayor & Council, requested the two Councils consider increasing their level of financial support to KV Oasis, noting the youth who use the Centre are Rothesay and Quispamsis residents. The Centre, he said, provides a place to deal with health issues, and is a place where youth can socialize and grow in a supervised environment. He noted the New Brunswick Children’s Foundation has funded KV Oasis $25,000 annually since it opened and he is finding it, as a Board Member, increasingly difficult to convince his fellow Board Members to continue this support given the level of support from the respective municipalities.
Moved By Deputy Mayor O’Hara
The Finance Committee recommends to Council that Mr. MacDonald’s letter be received and filed, acknowledging that the Town of Quispamsis continues to support the KV Oasis annually through its Community Grant Program.
Motion Carried
4. 2020 - GENERAL OPERATING & CAPITAL FUND BUDGET
The Finance Committee reviewed the proposed 2020 General Operating & Capital Fund Budgets, as per the revisions made at the November 1, 2019 Finance Committee Meeting, with the following points noted:
The changes reduced the proposed tax rate from 1.4062 to 1.3771; a 4.46% increase over the 2019 tax rate.
o Items that the Finance Committee had recommended at their November 1st discussions be removed from the Proposed 2020 Budget, but are still included to allow a full Council discussion and decision at the November 23, 2019 Budget Meeting:
. Borrow rather than using $214,131 from the Reserve Fund for the Fire Station 2 Retrofit. . Squire Drive/Route 119 Round-About - - Instead of taking the full $400,000 from the Reserve Fund, use $200,000 from the Reserve Fund and $200,000 from the Operating Fund; . Remove qplex south parking lot final asphalt coat - $200,000; . QMA Parking Lot - $45,000 (1/3 of parking lot) – to be discussed;
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. Brook Street, $400,000 – While approved as part of the 2019 Street Capital, was subsequently removed when tender came in overbudget, thus deferred to 2020. Finance Committee Members noted Council in future, should be made aware of such changes. . Defer Plow Truck to next year - $375,000. o Amortize Water Tanker. o Decision on Reserve Fund Amount, proposing $210,470.
Other Points -
Grant Thornton Performance Audit recommendations to be shown separately, (awaiting final report), includes - . 3 new positions; . $50,000 Strategic Plan; . $10,000 Continuous Improvement.
Fee increases, (Facilities), instead of rounding out those fees that would not change the dollar amount with a 5% increase; instead the numbers be increased by 5% and 2 decimal points.
Qplex LED Rink Lights - $110,000 – Defer to 2022.
External source increases (Police & Fire) represent a 4.4% increase.
The Finance Committee will promote the need for a Strategic Plan to assist in future year’s annual budgeting process, looking at 3 year budgeting forecasts each year.
Staff will provide for the November 23, 2019 Budget Meeting comparable tax rates of similar sized municipalities.
The Town Treasurer will provide Finance Committee with a cost of borrowing spreadsheet, (debenture payments).
Malcolm Boyd, Architect, will be presenting design options to Council on the Meenan’s Cove Upgrade Project at the next COW meeting. The $124,000 berm costs to mitigate flooding will be identified as a separate item from the project as it would need to be done regardless. The Town will be applying for Provincial Funding to help offset the berm costs. The first of two phases will see a solid berm built the first year, and, the following year, gates will be installed on the berm, which will have the ability to transform to an amphi-theatre.
The Town Treasurer acknowledged the Town is still borrowing for roads, noting in keeping with an asset management plan and to build capacity, it is best to borrow
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only for one time expenditures such as buildings or one time upgrade projects and not for street capital, which is an ongoing annual item.
The Town is now including, when borrowing funds, a mechanism in the budget to put in reserve the costs of borrowing for the year in which the decision to borrow is made. That way, the Town Treasurer explained, the costs on capital budget decisions is not being deferred to future years.
It was noted to borrow $1m at a rate of 3.2% would cost $85,000 per year for 15 years.
A discussion on tax rate increase ensued, with Members noting a 6 cent increase seems too high, and a 3.4 to 4 cent increase would be more reasonable, coming in at approximately 1.35.
5. 2020 - UTILITY OPERATING & CAPITAL FUND BUDGET
The Town Treasurer reported the proposed fee increases to the Utility rates will help fund ongoing capital costs, the Utility Building, and, Gondola Point Pump Stations Upgrade.
No further changes in the Utility Budgets from the November 1, 2019 discussion. 6. CONCLUSION
In conclusion, it was noted the only change in the proposed 2020 Budget from the November 1, 2019 Finance Committee meeting is the potential removal of the KV Crimestopper’s $1,500 grant if they do not submit the required Community Grants application form.
Staff will present the full proposed original 2020 budget to Council at the November 23, 2019 Budget Meeting, and Councillor Miller as Finance Chair will present a list of the Finance Committee’s recommendations, with Council, through its deliberations determining the final tax rate for 2020.
The Finance Committee emphasised the need to disseminate information to the public explaining the necessity of increasing the Town’s tax rate, utility user fees and facility fees in order to keep Quispamsis sustainable by responsibly investing in its infrastructure. Deteriorating roads, wastewater pump stations, sewer lagoon, storm sewers, municipal water system, municipal buildings, parks, ballfields, and trails as well as the municipal fleet all need to be maintained and upgraded pursuant to the Town’s new Asset Management Plan. In addition, the public need to know a very significant portion of the Town’s annual budget extends to external sources, such as the regional police and fire services.
7. ADJOURNMENT
Moved By Councillor Luck
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The Finance Committee meeting adjourn.
Motion Carried
Meeting adjourned at 12:08 p.m.
Respectfully submitted,
Catherine Snow Town Clerk
Finance Committee Meeting November 14, 2019 P a g e | 6 Page 165 of 168 2020 Tax Bases and Community Funding and Equalization Grant
Assiettes fiscales et Subvention de financement et de péréquation communautaires 2020
2019-2020 Core Funding Equalization Local Government 2019 Tax Base 2020 Tax Base Total Grant Growth (Loss) Component Component
($) ($) Croissance Composante Assiette fiscale Assiette fiscale Composante Subvention Gouvernement local (Perte) financement de 2019 2020 péréquation totale 2019-2020 base
ALMA 28,648,950 30,008,150 1,359,200 4,917 0 4,917 AROOSTOOK 10,079,400 10,169,550 90,150 310 105,541 105,851 ATHOLVILLE 221,648,200 235,296,700 13,648,500 N/A N/A 290,668 BALMORAL 98,313,550 102,229,150 3,915,600 8,508 102,392 110,900 BAS-CARAQUET 70,540,400 73,994,600 3,454,200 13,906 150,428 164,334 BATH 21,823,200 22,047,600 224,400 2,697 99,542 102,239 BATHURST 1,054,828,400 1,079,066,793 24,238,393 289,929 3,334,773 3,624,702 BEAUBASSIN -EST 634,922,250 655,293,050 20,370,800 55,005 0 55,005 BELLEDUNE 387,300,156 388,591,000 1,290,844 345,656 0 345,656 BERESFORD 281,851,450 288,508,350 6,656,900 46,844 861,774 908,618 BERTRAND 60,016,750 62,026,950 2,010,200 2,515 197,461 199,976 BLACK'S HARBOUR 61,350,400 58,710,000 (2,640,400) 28,356 242,579 270,935 BLACKVILLE 48,914,000 49,918,450 1,004,450 4,951 203,821 208,772 BOUCTOUCHE 219,289,400 222,999,000 3,709,600 55,271 0 55,271 CAMBRIDGE-NARROWS 95,084,350 96,433,550 1,349,200 752 0 752 CAMPBELLTON 596,394,900 601,598,450 5,203,550 86,268 1,803,029 1,889,297 CAMPOBELLO 95,787,800 98,329,000 2,541,200 1,736 0 1,736 CANTERBURY 13,793,900 13,790,150 (3,750) 490 95,712 96,202 CAP PELE 202,512,650 207,962,950 5,450,300 44,403 156,530 200,933 CARAQUET 386,549,900 393,537,650 6,987,750 86,688 945,937 1,032,625 CENTREVILLE 37,140,250 37,196,300 56,050 14,221 20,579 34,800 CHARLO 83,860,300 86,896,150 3,035,850 6,656 91,476 98,132 CHIPMAN 66,972,900 68,803,450 1,830,550 22,940 311,870 334,810 COCAGNE 210,993,800 216,512,350 5,518,550 N/A N/A 9,222 DALHOUSIE 225,636,600 229,194,000 3,557,400 35,311 1,367,249 1,402,560 DIEPPE 3,158,918,100 3,272,404,203 113,486,103 1,095,459 0 1,095,459 DOAKTOWN 56,463,100 57,388,500 925,400 20,357 199,635 219,992 DORCHESTER 58,889,500 59,559,000 669,500 35,444 55,927 91,371 DRUMMOND 54,200,100 54,900,750 700,650 4,417 0 4,417 EDMUNDSTON 1,436,009,300 1,450,782,700 14,773,400 354,473 5,210,347 5,564,820 EEL RIVER CROSSING 83,177,250 84,354,600 1,177,350 N/A N/A 394,022 FLORENCEVILLE-BRISTOL 219,154,400 223,537,300 4,382,900 125,423 0 125,423 FREDERICTON 7,303,077,073 7,601,756,637 298,679,564 1,890,636 0 1,890,636 FREDERICTON JUNCTION 41,365,400 42,145,750 780,350 1,831 71,578 73,409 GAGETOWN 59,893,550 62,584,800 2,691,250 2,438 0 2,438 GRAND BAY-WESTFIELD 375,785,600 382,520,350 6,734,750 14,310 630,704 645,014 GRAND FALLS 549,086,700 554,786,400 5,699,700 187,245 606,365 793,610 GRAND MANAN 200,289,150 207,806,800 7,517,650 31,418 243,984 275,402 GRANDE ANSE 36,906,850 37,456,950 550,100 6,095 439,712 445,807 HAMPTON 365,177,400 369,950,800 4,773,400 37,627 179,842 217,469 HANWELL 515,571,650 531,500,000 15,928,350 N/A N/A 43,376 HARTLAND 85,793,250 85,446,400 (346,850) 31,198 12,174 43,372 HARVEY 19,996,800 20,910,400 913,600 2,480 40,010 42,490 HAUT-MADAWASKA 266,228,400 284,419,150 18,190,750 N/A N/A 184,959 HILLSBOROUGH 85,182,400 86,547,250 1,364,850 6,162 253,032 259,194 KEDGWICK 119,322,750 120,446,000 1,123,250 21,936 260,472 282,408 LAC BAKER 62,563,600 64,153,200 1,589,600 1,012 0 1,012 LAMEQUE 94,306,100 98,664,100 4,358,000 25,876 150,241 176,117 LE GOULET 26,661,250 27,168,800 507,550 828 239,171 239,999 MAISONNETTE 25,707,250 26,775,550 1,068,300 2,620 67,804 70,424 MCADAM 50,094,900 50,766,100 671,200 10,100 535,695 545,795 MEDUCTIC 14,152,550 14,639,650 487,100 6,172 16,211 22,383 MEMRAMCOOK 316,302,900 324,948,900 8,646,000 20,816 1,134,984 1,155,800 MILLVILLE 10,229,400 9,920,400 (309,000) 356 84,247 84,603 MINTO 104,275,800 105,854,850 1,579,050 16,180 959,858 976,038 MIRAMICHI 1,513,668,000 1,541,422,300 27,754,300 428,407 5,839,821 6,268,228 MONCTON 8,371,165,050 8,712,175,550 341,010,500 3,108,999 0 3,108,999 NACKAWIC 91,843,500 93,299,500 1,456,000 34,629 0 34,629
Page 166 of 168 1 / 2 2020 Tax Bases and Community Funding and Equalization Grant
Assiettes fiscales et Subvention de financement et de péréquation communautaires 2020
2019-2020 Core Funding Equalization Local Government 2019 Tax Base 2020 Tax Base Total Grant Growth (Loss) Component Component
($) ($) Croissance Composante Assiette fiscale Assiette fiscale Composante Subvention Gouvernement local (Perte) financement de 2019 2020 péréquation totale 2019-2020 base NEGUAC 128,640,200 129,930,000 1,289,800 24,021 267,894 291,915 NEW MARYLAND 346,887,100 353,014,900 6,127,800 6,235 0 6,235 NIGADOO 54,425,850 55,394,000 968,150 6,626 108,755 115,381 NORTON 75,778,950 78,301,050 2,522,100 4,510 232,780 237,290 OROMOCTO 1,203,101,550 1,221,435,050 18,333,500 574,123 0 574,123 PAQUETVILLE 51,933,050 53,404,550 1,471,500 9,015 0 9,015 PERTH-ANDOVER 118,115,500 120,002,850 1,887,350 25,494 249,995 275,489 PETITCODIAC 91,222,250 92,473,300 1,251,050 14,418 324,797 339,215 PETIT-ROCHER 107,150,300 109,897,700 2,747,400 11,832 471,717 483,549 PLASTER ROCK 60,764,500 61,429,500 665,000 16,657 297,361 314,018 POINTE-VERTE 42,868,850 44,085,600 1,216,750 1,132 163,815 164,947 PORT ELGIN 24,245,600 25,126,600 881,000 5,838 30,877 36,715 QUISPAMSIS 1,748,060,900 1,800,765,800 52,704,900 114,304 0 114,304 REXTON 82,741,700 84,920,500 2,178,800 7,880 0 7,880 RICHIBUCTO 109,076,350 112,602,550 3,526,200 46,604 41,302 87,906 RIVERSIDE-ALBERT 22,183,850 22,566,800 382,950 859 19,567 20,426 RIVERVIEW 1,518,568,050 1,561,936,900 43,368,850 175,429 2,507,774 2,683,203 RIVIERE-VERTE 39,731,800 40,485,300 753,500 1,859 93,188 95,047 ROGERSVILLE 56,557,600 57,034,550 476,950 7,403 436,638 444,041 ROTHESAY 1,293,791,950 1,330,037,450 36,245,500 128,335 0 128,335 SACKVILLE 634,635,750 657,431,000 22,795,250 67,548 0 67,548 SAINT ANDREWS 319,920,050 328,967,400 9,047,350 64,748 0 64,748 SAINT JOHN 6,923,084,249 7,050,026,572 126,942,323 2,588,366 14,616,390 17,204,756 SAINT LÉONARD 79,221,750 80,009,200 787,450 16,251 317,951 334,202 SAINT-ANDRÉ 191,116,000 188,978,350 (2,137,650) 66,241 0 66,241 SAINT-ANTOINE 111,287,500 113,371,600 2,084,100 12,222 317,692 329,914 SAINTE-ANNE-DE-MADAWASKA 44,439,200 44,604,600 165,400 2,903 192,283 195,186 SAINTE-MARIE-SAINT-RAPHAËL 33,232,500 34,006,150 773,650 3,032 237,070 240,102 SAINT-ISIDORE 49,191,250 51,280,050 2,088,800 6,630 19,353 25,983 SAINT-LÉOLIN 20,108,550 20,959,800 851,250 511 225,206 225,717 SAINT-LOUIS-DE-KENT 60,167,050 61,104,700 937,650 8,338 99,983 108,321 SAINT-QUENTIN 134,930,500 136,251,700 1,321,200 20,941 417,366 438,307 SALISBURY 179,275,400 181,064,150 1,788,750 36,900 168,040 204,940 SHEDIAC 682,166,400 709,243,100 27,076,700 148,698 443,285 591,983 SHIPPAGAN 239,196,300 242,721,900 3,525,600 45,861 403,340 449,201 ST. GEORGE 136,418,100 139,243,600 2,825,500 41,178 87,196 128,374 ST. MARTINS 21,951,400 22,316,000 364,600 1,977 0 1,977 ST. STEPHEN 338,618,950 341,926,900 3,307,950 112,190 1,496,704 1,608,894 STANLEY 29,980,800 30,161,150 180,350 3,482 2,139 5,621 SUSSEX 415,421,200 420,413,200 4,992,000 149,387 423,440 572,827 SUSSEX CORNER 101,434,500 102,652,500 1,218,000 13,937 24,641 38,578 TIDE HEAD 60,489,900 61,360,950 871,050 1,249 41,134 42,383 TRACADIE 1,036,231,050 1,069,537,800 33,306,750 N/A N/A 883,414 TRACY 25,734,250 25,877,750 143,500 959 154,099 155,058 UPPER MIRAMICHI 112,830,850 116,617,500 3,786,650 4,432 286,722 291,154 WOODSTOCK 506,937,600 516,065,950 9,128,350 164,947 690,423 855,370
TOTAL 50,649,579,828 52,091,145,505 1,441,565,677 13,448,775 53,233,424 68,487,860
Page 167 of 168 2 / 2 SNB ASSESSMENT AND TAX BASE COMPARISONS / SNB COMPARAISONS - ÉVALUATION ET ASSIETTE FISCALE TAXING AUTHORITY/AUTORITÉ TAXATRICE: 409 DESCRIPTION: Quispamsis SUB UNIT CODE/SOUS-GROUPE: 00 DESCRIPTION: Quispamsis
Muncipality Type: Town 2019 2020 Difference %
GENERAL RESIDENTIAL PROPERTY / BIENS RÉSIDENTIELS GÉNÉRAUX: 1,574,046,000 1,624,457,400 50,411,400 3.20 PROVINCIAL RESIDENTIAL / BIENS RÉSIDENTIELS PROVINCIAUX: 62,642,900 62,706,800 63,900 0.10 FEDERAL RESIDENTIAL PROPERTY / BIENS RÉSIDENTIELS FÉDÉRAUX: 0 0 0 0.00 NON-PROV-RATE RESIDENTIAL PROPERTY / TAUX NON PROV.-BIENS RÉSIDENTIELS: 4,196,400 4,509,900 313,500 7.47
TOTAL RESIDENTIAL PROPERTY / TOTAL DES BIENS RÉSIDENTIELS: 1,640,885,300 1,691,674,100 50,788,800 3.10
GENERAL NON RESIDENTIAL PROPERTY / BIENS NON RÉSIDENTIELS GÉNÉRAUX: 71,252,900 72,529,000 1,276,100 1.79 PROVINCIAL NON RESIDENTIAL PROPERTY / BIENS NON RÉSIDENTIELS PROVINCIAUX: 1,800 1,800 0 0.00 FEDERAL NON RESIDENTIAL PROPERTY / BIENS NON RÉSIDENTIELS FÉDÉRAUX: 0 0 0 0.00 NON-PROV-RATE NON RESIDENTIAL PROPERTY / TAUX NON PROV.-BIENS NON RÉSIDENTIELS: 195,700 197,000 1,300 0.66
TOTAL NON RESIDENTIAL PROPERTY / TOTAL DES BIENS NON RÉSIDENTIELS: 71,450,400 72,727,800 1,277,400 1.79
MUNICIPAL ASSESSMENT BASE / ASSIETTE D'ÉVALUATION MUNICIPALE: 1,712,335,700 1,764,401,900 52,066,200 3.04 PLUS 1/2 NON-RESIDENTIAL PROPERTY / PLUS 1/2 BIENS NON RÉSIDENTIELS: 35,725,200 36,363,900 638,700 1.79
TOTAL MUNICIPAL TAX BASE / ASSIETTE FISCALE MUNICIPALE TOTALE: 1,748,060,900 1,800,765,800 52,704,900 3.02
ADJUSTMENT TO FEDERAL BASE / AJUSTEMENT À L'ASSIETTE FISCALE FÉDÉRALE 0 (0.00%) 0 (0.00%) 0 0.00
MUNICIPAL TAX BASE FOR RATE / ASSIETTE FISCALE MUNICIPALE POUR LE TAUX: 1,748,060,900 1,800,765,800 52,704,900 3.02
MUNICIPAL RESIDENTIAL PROPERTY / BIENS RÉSIDENTIELS MUNICIPAUX: 3,350,900 3,503,700 152,800 4.56 MUNICIPAL NON RESIDENTIAL PROPERTY / BIENS NON RÉSIDENTIELS MUNICIPAUX: 4,647,000 5,025,600 378,600 8.15 TOTALLY EXEMPT PROPERTY RESIDENTIAL / BIENS RÉSIDENTIELS EXONÉRÉS: 24,308,300 24,296,900 -11,400 -0.05 TOTALLY EXEMPT NON-RESIDENTIAL / BIENS NON RÉSIDENTIELS EXONÉRÉS: 22,277,200 23,151,500 874,300 3.92
TOTAL EXCLUSIONS / TOTAL DES EXCLUSIONS: 54,583,400 55,977,700 1,394,300 2.55
TOTAL NUMBER OF PROPERTIES / NOMBRE DE BIENS SIGNALÉS: 7,343 7,379 36 0.49
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