City of FernieHall/Departments/Financial~Services... · Addition housed a vestibule, small lobby area, elevator shaft and stairwell Still results in significant modifications to existing

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2013 – 2017

Financial Plan

Deliberations

February 18, 2013

City of Fernie

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LOGO Recap of Process to Date

JANUARY 7, 2013

Reviewed budget parameters included in 2012 – 2016 Financial Plan Bylaw 2184

Property Tax Adjustments

2013 = 4.0% increase

2014 = 4.0% increase

2015 = 4.0% increase

2016 = 4.0% increase

Water User Fee Adjustments 2013 – 4.0% increase

2014 – 4.0% increase

Sewer User Fee Adjustments 2013 – 6% increase

2014 – 6% increase

Garbage & Recycling Collection 2013 – 30.5% decrease

$50.52 = total adjustment on average single family home

Presented data comparing Property Taxes and User Fees with other BC municipalities.

Reviewed Capital Project Budgets approved with the adoption of Bylaw 2184 Roads, Water, Sewer, Facilities…

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LOGO Recap of Process to Date (cont’d)

JANUARY 21, 2013

Commenced strategic planning process to identify long range goals Provided an overview of the rationale for strategic planning

Reviewed Council’s guiding principles and their current vision and mission statements

Conducted a SWOT analysis

Identified Council’s broad goals and objectives

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LOGO Recap of Process to Date (cont’d)

FEBRUARY 4, 2013

Presented Action Plans identified by staff to achieve Council objectives

Identified Actions requiring additional discussion prior to finalizing Strategic Plan

Operations Reprioritize road projects to allow earlier completion of Cokato Road upgrades

Modifications to sewer capital plan resulting from recent Sewer Outfall grant announcement

Consider pedestrian bridge as an alternate to directional drilling for water main river crossing

Review water conservation commitments in relation to timing of water meter implementation

Discuss Sidewalk Strategy in relation to highway pedestrian routes

Service level enhancements - Snow Removal (operating)

Leisure Services

City Hall accessibility options

Review timing of compressor expenditures

Service level enhancements – Beautification initiatives, Parks & Grounds Maintenance

Fire and Emergency Services

Continue to investigate construction of new facility?

Existing facility Exhaust evacuation system

Identified structures issues

Admin/Legislative Options for recording & web streaming council meetings

Develop strategy to accommodate policing costs

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OPERATIONS

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LOGO Reprioritize Road Projects

ROAD NETWORK CASHFLOW ANALYSIS

PROJECT DESCRIPTION 2012 2013 2014 2015 2016 2017

Downtown Parking Study 782

Downtown Parking Study Implementation 120,000

9th Avenue (13th Street to 4th Street) - Construction 800,000

5th Ave (full rebuild 5,150 sq.m., includes sidewalk, sidestreet (9 St - 11 St $65k), 10% contingency, 15% engineering) 600,000

Road by Learning Centre (Martin Road) 75,000

Mt Fernie Park Road (strip asphalt, revert to gravel standard) 50,000

Ghostrider Subdivision - Stormwater Mitigation 10,000

Ghostrider Subdivision - Manitou Road (rebuild down to subgrade, includes geotech, 10% contingency, 15% engineering) 800,000

4th Street Repairs (6,600 sq.m.) 350,000

Cokato Road (4" asphalt, shaping, compacting, grading only, no engineering) 250,000

Mountview Subdivision (overlay 28,950 sq.m., not including Elkview Drive) 820,000

Park Avenue (rebuild & install sidewalk - bridge to proctor) 500,000

Park Avenue (bridge to 1st Street) and Elkview (overlay only) 250,000 200,000

Parkland Terrace Subdivision (grinding & overlay) 250,000

North End Rehab (neighbourhood adjacent to Isabella Dicken and FSS) 300,000

Address Ghostrider drainage issues 25,000

Overlay Dicken Road from Brenner Road to Chamber of Commerce 90,000

Re-apply base gravels to Ghosrider interior roads 75,000

Sidewalk Replacement Program - - - - 80,000 80,800

Pavement Management Program Annual Allocation - - - - 200,000 1,000,000

TOTAL ANNUAL EXPENDITURE 1,485,782 1,510,000 820,000 750,000 1,280,000 1,080,800

PROJECT FUNDING ALLOCATION 2012 2013 2014 2015 2016 2017

Streets Reserve Fund/Taxation 1,485,782 1,475,000 820,000 750,000 1,280,000 1,080,800

Transportation DCC Fund - 35,000 - - - -

Developer Pay (No DCC Credits) - - - - - -

TOTAL FUNDED 1,485,782 1,510,000 820,000 750,000 1,280,000 1,080,800

STREETS RESERVE FUND ANALYSIS 2012 2013 2014 2015 2016 2017

Opening Balance - Estimated 991,928 873,418 285,025 362,135 683,541 485,661

Plus: Contribution to Reserve from Operations 1,367,272 886,607 897,110 1,071,406 1,082,120 1,092,941

Less: Capital Funded from Streets Reserve 1,485,782 1,475,000 820,000 750,000 1,280,000 1,080,800

Closing Balance - Estimated 873,418 285,025 362,135 683,541 485,661 497,802

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LOGO Modify Sewer Capital due to Grant

SEWER SYSTEM CASHFLOW ANALYSIS

PROJECT DESCRIPTION 2012 2013 2014 2015 2016 2017

Liquid Waste Management Plan 40,000 50,000

Burma Road Lift Station Upgrades - Design 22,000

Burma Road Lift Station Upgrades - Construction 191,000

Sewage Treatment Plant - Upgrades (LWMP recommendations) 1,790,000

Parkland Terrace Main Upgrades (Design) 23,000

9th Avenue Reconstruction 215,652

Aeration System Airflow Reduction 50,000

Sewer Master Plan 100,000

Annual Rehabilitation & Replacement Allocation - 25,000 25,000 100,000 250,000 350,000

TOTAL ANNUAL EXPENDITURE 277,652 316,000 1,815,000 200,000 273,000 350,000

PROJECT FUNDING ALLOCATION 2012 2013 2014 2015 2016 2017

Sewer Reserve Fund/User Fees 242,606 158,887 1,815,000 200,000 250,230 350,000

Sewer DCC Fund 35,046 157,113 - - 22,770 -

Senior Government Grants - - - - -

TOTAL FUNDED 277,652 316,000 1,815,000 200,000 273,000 350,000

SEWER RESERVE FUND ANALYSIS 2012 2013 2014 2015 2016 2017

Opening Balance - Estimated 1,396,128 1,466,296 1,737,690 319,250 450,878 487,291

Contribution to Reserve from Operations 312,774 430,281 396,560 331,628 286,643 394,143

Less: Reserves Used to Fund Capital Expenditures 242,606 158,887 1,815,000 200,000 250,230 350,000

Closing Balance - Estimated 1,466,296 1,737,690 319,250 450,878 487,291 531,434

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LEISURE SERVICES

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LOGO City Hall Accessibility

City Hall spatial analysis undertaken in 2007 Analysis considered modifying existing space to accommodate future personnel requirements

Architect provided three options for reconfiguration of current office space

Analysis included modifications to address accessibility issues First option incorporated an elevator within the existing building envelope

Access from rear of building

Provides access to all three floors

Requires significant modification to existing office configuration on all three levels

Second and third options included the construction of an addition at the back of the building Addition housed a vestibule, small lobby area, elevator shaft and stairwell

Still results in significant modifications to existing office configuration but not to the extent of Option 1

Cost estimates for various options currently unidentified determination of costs would require a budget allocation

Other options and considerations Ramp to front doors not a practical option

Possibility for ramp on 6th Street side of building with access through engineering area

Potential for stair lift to top floor

Modifications to doors and door openings

Modifications to washrooms

Investigation and design would require a budget allocation

Council direction requested with respect to moving forward.

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LOGO Arena Compressor

Strategic Plan as presented $14,010 – Compressor Overhaul (2013)

$50,000 – Compressor Replacement (2016)

Sufficient reserve funds available to move replacement to 2013

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LOGO Service Level Enhancements

Is Council supportive of proposed enhancements?

$10,000 increase to Beautification Contract

$ 5,000 bench/table replacement

$ 5,000 garbage can replacement program

$ 5,000 tree replacement

$ 5,000 pruning program

$ 5,000 weed management – contracted services

$ 1,000 weed management – public awareness

$ 3,000 fertilization program

$ 5,000 turf vitality program

$44,000

Enhancements represent annual expenditures

Funded from General Revenues

$44,000 is approximately equal to a 1% tax increase

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FIRE &

EMERGENCY SERVICES

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LOGO Fire Hall

Recent efforts undertaken in relation to new Fire Hall

Johnston Davidson Architecture (JDA) completed schematic design (2012 Q1) Based on construction on 2nd Avenue site (between 9th and 10th Streets)

Needs analysis and space program

Building siting options

Preliminary floor plans, sketch elevations

Sustainable concepts

JDA presentation to Council – February 27, 2012 Assessed existing facility and location

Schematic design of new Hall at 2nd Avenue site

Next steps if direction is received to pursue this option Detail Design Development – approx cost $100,000

Estimated construction cost $4.2 million

Existing Fire Hall

Various deficiencies identified in JDA assessment

Existing structural assessment indicates existing roof decking, steel joists, steel beams, steel columns and

concrete block walls are insufficient in capacity to carry snow loads

$150,000 budget allocation in 2012 for structural upgrades

JDA has indicated that structural upgrades would trigger post disaster construction standards

Current practice is to shovel roof when there is an accumulation of 19”

Worksafe has identified the need for installation of an exhaust evacuation system

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ADMIN/LEGISLATIVE

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LOGO Recording/Web Streaming Council Meetings

Estimated Costs Using a System Similar to West Kelowna Using a System Similar to Nanaimo Granicus Software

Initial Software $0 $1,200 8,000 to $10,000 Equipment $5,000 audio/video $6,000 server

$5,000 audio/video $5,000 audio/video

Total Upfront Costs $5,000 $12,200 $13,000 to $15,000 Annual Service Fee $0 $0 $6,000 to $7,000 PROS Provides least expensive service to

public user but with no enhancements

Inexpensive

Provides a middle of the road option Indexed videos Integrated with City website

Provides the best service to public user Indexed videos Cross linked to agenda item User can skip right to the item they want

to watch and see staff report at the same time in the same window

Cloud based delivery platform Training and 24 hour customer and

technical support Integrated with City website Allows for future upgrades and

additional services

CONS Must manually look through video to locate area in meeting to view

No indexing Must open multiple windows No support when there are technical

issues or training Storage space on servers will be an

issue

No support when there are technical issues or training

Must open additional window to view agenda items

Storage space on servers will be an issue

Higher cost with annual service fee

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LOGO Recording/Web Streaming Council Meetings

Audio & Video Equipment Required:

• Analog camera, cabling and ceiling mount

• Wired microphones and wall plates

• Mixer

• Rack with castors

• Plus labour costs required for installation

West Kelowna: http://www.districtofwestkelowna.ca/index.aspx?page=278

• The District of West Kelowna provides a very basic delivery of video streaming, just a link to the video file that is

stored on their server. The number of videos that would be archived is limited due to storage space.

• Links would open up on Media Player in a separate window. It is very basic but effective.

City of Nanaimo: http://www.nanaimo.ca/meetings/VideoPlayer/Index/C130128V

• The City of Nanaimo developed their own software to which time stamps and video archives their meetings and are

happy to share the software with other local governments at no cost under an open source licence

• The costs to implement a similar system would be approximately $7,200 plus video and audio equipment

• hardware: approximately $6,000 for a commodity server with 1TB of storage and TV card

• software: approximately $1,200 for commercial-off-the-shelf (COTS) and open source software

• staff time required to install and configure the software.

Granicus: http://www.granicus.com/lib-docs/documents/Meeting-Services.pdf

• Software cost is estimated between $8,000 to $10,000

• Provides fully-managed live and on-demand streaming of public meetings and events. Meeting videos are fully

searchable, indexed to agenda items and cross-linked to supporting materials.

• Cloud platform - includes unlimited media storage and customer service support.

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LOGO Recording/Web Streaming Council Meetings

Examples of Municipalities using Granicus:

• City of Pitt Meadows: http://pittmeadows.ca.granicus.com/MediaPlayer.php?view_id=2&clip_id=362

• Town of Osoyoos: http://osoyoos.ca.granicus.com/MediaPlayer.php?view_id=2&clip_id=94

• District of Hope: http://hope.ca.granicus.com/MediaPlayer.php?view_id=2&clip_id=135

• District of Sooke: http://sooke.ca.granicus.com/MediaPlayer.php?view_id=5&clip_id=95

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LOGO Strategy to Accommodate Policing Costs

Police Act states that when a municipality reaches 5,000 population, it must assume

responsibility for policing costs 70% of member costs

70% of overtime costs

70% of Police Information and Retrieval System (PIRS) costs

100% of accommodation

100% of municipal employee costs

Population trend 4,448 current (2011 census)

4,217 (2006 census)

4,611 (2001 census)

Policing cost estimate for 2007/08 (provided by Ministry in September of 2006)

Police

Strength

Municipal

Employees Police Overtime PIRS Accom

Municipal

Employee Total

6 1.5 $512,400 $25,256 $958 $33,750 $63,000 $635,364

7 1.75 $597,800 $29,466 $1,117 $39,375 $73,500 $741,258

8 2.0 $683,200 $33,675 $1,277 $45,000 $84,000 $847,152

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LOGO Strategy to Accommodate Policing Costs

If Fernie exceeds 5,000 in 2016 costs are estimated to be $1.2 million

It’s likely that we would also be responsible for construction of a new detachment

The current Five-Year Financial Plan does not anticipate Policing Costs

Based on currently budgeted tax collection in 2016 increased exp of $1.2 million

would require a tax increase of approximately 22% (doesn’t include new detachment)

Options to accommodate policing costs Incrementally increase annual tax collection in anticipation of reaching 5,000 in 2016? 2021?

Wait until we reach 5,000 then implement one time tax increase

Options for alternate payment structure?

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LOGO Potential and Identified Adjustments

Identified Operating Budget Reductions

Non Market Assessment Change Adjustment (preliminary) $30,000

EVPTSA escalation (0.3%) $ 8,000

Wage & Benefit savings (preliminary) $60,000

$98,000

Potential Operating Budget Increases

Leisure Services – Service Level Enhancements $ 44,000

Snow Removal – Service Level Enhancements $ ?

IAFF Collective Bargaining $ ?

Provision for policing costs $ ?

……. $ ? .

$ ?

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LOGO Next Meeting

March 4, 2013 @ 10:00 a.m.

Incorporate direction from today’s meeting into Strategic Plan Present final document to Council for endorsement

Discuss any outstanding issues related to Operating budget