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HomeMy WebLinkAboutBudget and Finance Sub-Committee 1983 ~ BF-1 V the metropolitan toronto and region conservation authority minutes BUDGET & FINANCE SUB-COMMITTEE March 24, 1983 U/83 The Budget and Finance Sub-Committee met at the Authority office on Thursday, March 24, 1983, at 9.30 a.m. PRESENT Chairman .1.S Scott Members E.V. Kolb Mrs. L. Hancey W.R. Herridge, Q C. Ms. S. N immQ E.E'. Sutter Chairman of the Authority Mrs. F. Gell ABSENT Members E. Fulton Mrs. N. Stoner I This meeting was called primarily as an orientation meeting for the purpose of acquainting the Committee with records presently maintained by the Property and Accounting staff, and their relationship to the various budgets, Le. Authority, M.N.R., Metro and other member municipalities. A report of the proceedings is provided to members of this Committee and the Executive Committee for information purposes. C.O.E.D. Project and Experience Program Res. n Moved by: Ms. S. Nimmo Seconded by: Mrs. L. Hancey THAT the staff be commended for all the effort and time put into the preparation of these programs. CARRIED; 1982 Division Operating Statements The subject statem~nts were discussed at some length and Mr. Cooper gave reasons for the operating deficit of $104,355 in the Historical Sites Division. Mr. McLean informed the Committee that staff is initiating a Program Performance Review, which will assist Administrators in making necessary changes and in reacting more quickly to situations as they occur. Res. 12 Moved by: Mrs. L. Hancey Seconded by: Mr.- E.E'. Sutter THAT the 1982 Division Operating Statements be received. CARRIED. ON MOTION, the meeting adjourned at 12.10 p.m. . J.S. Scott Warren E. Jones Chairman Secretary-Treasurer . ~ , BE'-2 the metropolitan toronto and region conservation authority minutes BUDGET & FINANCE SUB-COMMITTEE t-tay 26, 1983 12/83 The Budget and Finance Sub-Committee met at the Authority office on Thursday, May 26, 1983 at 9.30 a.m. PRESENT Chair:nan J.S. Scott Members E. Fulton E.V. Kolb Mrs. L. Hancey W.R. Herridge, Q.C. Ms. S. Nimmo E.E'. Sutter Chairman of the Authority Mrs. E' Gell ABSENT: Member Mrs. N. Stoner MINUTES Res. #3 Moved by: E.E'. Sutter Seconded by: Ms. S. Nimmo THAT the Minutes of Meeting tl/83 be approved. CARRIED; COMPARATIVE OPERATING STATEMENTS These reports were presented to the members of the Committee for their information and the Finance & Administration Division answered the members' questions regarding them. Res t4 Moved by: Ms. S. Nimmo Seconded by: W.R. Herridge, Q.C. THAT the Comparative operating Statements be received. CARRIED; PURCHASING POLICY The Committee had before it a report from staff recommending that the firm of Woods Gordon, Management consultants, be retained to make a comprehensive study of the procedures and organization of the purchasing function of the Authority. Res. t5 Moved by: E. ~lton Seconded by: E.E'. Sutter THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT, subject to the approval of the Regional Director of the Ministry of Natural Resources, the. firm of Woods Gordon, Management Consu-ltants, be- retained to make a comprehensive study of the- procedures and organization of the purchasing function of the Authority, ~nd provide a report for both short-term and long-term opportunities for improvement, in accordance with their letter of April 21, 1983, at a cost not to exceed $6,500., subject to these funds being available from the Communications budget of the Finance & Administration Division. CARRIED; -2- BF-3 M.N.R. AUDIT OF 1981 EXPENDITURE REPORTS A copy of the above report was presented for the information of the members at this time, and staff will continue negotiations with officials of the Ministry of Natural Resources A recommended settlement will be put before the Committee as soon as possible. Res. '16 Moved by E.F. Sutter Seconded by D V. Kolb THAT the M.N.R. Audit of 1981 Expenditure Reports be =eceived. CARRIED; AUDITOR "MEMORANDUM OF RECOMMENDATIONS" The Committee discussed the Data Processing item on the above report and offered the following suggestions (a) that, on the next agenda of the Budget & Finance Sub-Committee, a time be set aside for the members to be given an opportunity to see the functions of Data Processing in the Administration Division; (b) that serious consideration be given to for:ning an E. D ? Steering Committee as suggested by the Auditors. The Secretary-Treasurer invited the members of this Committee to attend a forth-coming meeting with representatives of M.A.I., Drol Systems and staff to discuss the future of Data Processing requirements in the Authority Res. #7 Moved by Mrs. F Gell Seconded by: Mrs L. Hancey THAT the Auditors' Memorandum of Recommendations and the staff's preliminary response be received CARRIED; FOOD SERVICES DIVISION STATEMENT A Statement of Operations for the Food Services Division for the period ended April 30, 1983 was presented for the information of members Res. '18 Moved by: Mrs L. Hancey Seconded by: Ms. S. Nimmo THAT the Food Services Division Statement be received CARRIED; COED PROGRAM Staff reported that a contract with the Employment Development Branch of the Federal Government has now been signed and a commitment made by them to send to the Authority within the next three weeks a cheque for S326,000 A cheque from the Province of Ontario in the same amount will be mailed in due course. Ninety-nine people have been hired under this Program, this number being 77% of our possible total, but difficulty is being experienced in hiring applicants qualified for the remaining technical positions. -3- BF-4 OTHER BUSINESS provincial Constraint The Cornrni ttee enquired about the freeze on contract awards by the Ministry of Natural Resources Staff reported that 'He shall be informed on May 27 as to the effect the M N R constraint will have on M T R C A 's 1983 provincial cash flow Interest Income The Chair:nan remarked tha t we had had a fair amount of interest income last year and obviously this will be less this year How wi 11 this affect our budget The Secretary-Treasurer replied that we have budgeted $75,000 this year in interest income and expressed concern that this figure may not be realized ON MOTION, the meeting adjourned at 12 00 noon J S Scott Warren E Jones Cha i rman Secretary-Treasurer 1983 05 27 em ~ BF-5 V the metropolitan toronto and region conservation authority minutes BUDGET & FINANCE SUB-COMMITTEE September 7, 1983 #3/83 The Budget and Finance Sub-Committee met at the Authority office on Wednesday, Septemper 7, 1983 at 9 30 a m PRESENT Chairman J S. Scott Members E Fulton Ms. S Nimmo Mrs N Stoner E F Sutter Chairman of the Authority Mrs. F Gell ABSENT Members E V Kolb Mrs L. Hancey W R Herridge, Q C. MINUTES Res '9 Moved by Mrs N Stoner Seconded by E Sutter THAT the Minutes of Meeting '2/83 be approved CARRIED PERFORMANCE APPRAISAL - 1982 Mr MacLean showed the Sub-Committee a Program Performance Appraisal carried out on the 1982 operation This had been undertaken as an experiment and to give the staff experience in completing an appraisal Much had been learned, and staff would like to carry out a more complete program Performance Appraisal for 1983 and suggests that the Budget and Finance Sub-Committee is the appropriate body to receive such an Appraisal. Res no Moved by Mrs N Stoner Seconded by Ms S. Nimmo THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT staff conduct a Program Performance Appraisal as soon as possible after the 1983 budget year, AND FURTHER THAT such Appraisal be submitted to the Budget and Finance Sub-Commi ttee CARRIED C 0 E.D. UP-DATE Mr Ed Harry, Co-ordinator of the C 0 E D. program, was introduced to the Sub-Committee Mr Harry gave an outline of the work undertaken and completed by the C 0 E.D participants, at Lake St. George, Kortright Centre, Albion Hills, CIa i rev i lle and Indian Line Campgrounds. The program is working well The Sub-Committee thanked Mr Harry for his report BF-6 OPERATING STATEMENTS - JULY 31, 1983 The above statements were presented to the members of the Comm i t tee for the i r information and the Finance & Administration Division answered the members' questions regarding them Concern was expressed regarding the downward trend in attendance figures at Black Creek Pioneer Village, and this matter will be looked at again if current measures do not succeed in improving the attendance It was urged that long-term plans be made and implemented aggressively as soon as possible Res nl Moved by Mrs. N. Stoner Seconded by E.F Sutter THAT the Operating Statements be received. CARRIED FOOD SERVICE FINANCIAL STATEMENTS - July 31, 1983 Res U2 Moved by Mrs N. Stoner Seconded by E Fulton THAT the Food Service Financial Statements be received CARRIED MANAGEMENT LETTER - FINAL DRAFT Res #13 Moved by E Fulton Seconded by Mrs N Stoner THAT the Management Letter be received and dealt with by the Committee at some future meeting CARRIED -" ON MOTION, the meeting adjourned at 11.00 a m J S. Scott Warren E Jones Chalrman Secretary-Treasurer em 1983 09 13 ~ BF-7 V the metropolitan toronto and region conservation authority minutes BUDGET & FINANCE SUB-COMMITTEE september 26, 1983 #4/83 The Budget and Finance Sub-Committee met at the Authority office on Monday, Septemper 26, 1983 at 9.30 a.m. PRESENT Chairman J .S. .Scott Members E Fulton E V Kolb Mrs. L. Hancey W.R. Herridge, Q.C. Ms S. Nimmo Mrs N Stoner E.F. Sutter Chairman of the Authority Mrs F. Gell MINUTES Res. #14 Moved by E F. Sutter Seconded by Mrs. N. Stoner THAT the Minutes of Meeting #2/83 be approved CARRIED. M.N.R. AUDIT OF 1981 EXPENDITURE REPORTS At Meeting #2/83, the Budget and Finance Sub-Committee had before it an M N.R Audit of 1981 Expenditure Reports The Recommended Adjustment Notices totalled $8,456 78 in favour of the Ministry of Natural Resources, this amount being largely attributable to costs incurred in connection with the Waterfront due to additional work at Humber Bay East and Humber Bay West prior to turning over the areas to the Metropolitan Toronto Parks Department Negotiations continued with the Regional Director, M.N.R., and the Regional Director has now advised that the Audit will be reduced by $5,001 58, leaving a net amount payable to the Province of Ontario of $3,455.20 Res. U5 Moved by Mrs N. Stoner Seconded by E V. Kolb THE SUB-COMMITTEE RECOMMENDS THAT the revised Ministry of Natural Resources Audit of 1981 Expenditure Reports be approved; AND FURTHER THAT the Secretary-Treasurer be authorized and directed to issue a cheque to the Treasurer of ontario in the amount of $3,455 20 CARRIED. BF-8 -2- 1984 PRELIMINARY BUDGET The Sub-Committee considered a staff report on the 1984 Preliminary Budget setting out the criteria used in preparing the budget, and details regarding the volume increases over last year's budget Res. #16 Moved by Mrs L. Hancey Seconded by Mrs. N Stoner THE SUB-COMMITTEE RECOMMENDS THAT the 1984 Preliminary Budget as submitted by the Advisory Boards, and as amended and appended to Agenda of Executive Committee Meeting #16/83, be received; THAT, subject to funding approvals yet to be received from the Province of Ontario, the preliminary budget be reduced as follows PROJECT AMOUNT BUDGET PAGE # Urban and Rural Drainage $ 27,000 V-7 Erosion & Sediment Control 65,000 V-7 Priorization Studies 40,000 V-ll C.L M. Sundry Development 15,575 VI-9 Cold Creek Rifle Range 15,750 VI-9 Indian Line Campground 120,000 VI-9 Heart Lake Washroom 80,000 VI-9 Upgrade maintenance 80,000 VI -11 E.S A. Management 25,000 VI-16 Upstream Erosion 6,000 VI-18 Fish Management 5,000 VI-20 wildlife Management 10,000 VI-20 Kortright Development 100,000 VII -17 B.C.P V Building Activities 201,500 VII I - 7 790,825 ======= in order to reduce the general levy increase over 1983 from 31.1% to 18 4%; AND FURTHER THAT an application be made to Canada Works (Employment and Immigration Canada) for the undertaking of the following projects PROJECT AMOUNT Urban and Rural Drainage $ 27,000 Priorization Structures 40,000 Sundry Development 15,575 Cold Creek Rifle Range 15,750 Heart Lake Washroom 80,000 Upgrade Maintenance 80,000 Upstream Erosion 6,000 Fish Management 5,000 Wildlife Management 10,000 Kortright Development 50,000 B C P V Building Activities 201,500 530,825 =====:::1= CARRIED Res #17 Moved by Mrs L. Hancey Seconded by t1r s. N Stoner THAT staff be congratulated on the excellent presentation of the 1984 preliminary Budget. CARRIED. ON MOTION, the meeting adjourned at 11 10 a m. , J.S. Scott Warren E. Jones Chalr:nan Secretary-Treasurer ~ BF-9 , the metropolitan toronto and region conservation authority minutes BUDGET & FINANCE SUB-COMMITTEE lS-FEBRUARY-1984 iS/83 The Budget and Finance Sub-Committee met at the Authority office on Wednesday, February 1S, 1984 at 9 30 a.m. PRESENT Chairman J.S. Scott Members E.V. Kolb Mrs. L. Hancey Ms. S. Nimmo Chairman of the Authority Mrs. F. Gell W. Foster ABSENT '1embers E. Ful ton W.R. Herridge, Q.C. Mrs. N. Stoner MINUTES Res. U8 Moved by: Mrs. F. Gell Seconded by: Ms. S. Nimmo THAT the Minutes of Meeting i4/83 be approved. CARRIED. AUDITORS' FINANCIAL STATEMENT Since the Auditors will be presenting the financial statement at the forthcoming Executive Committee Meeting, Mr. Rocco Sgambelluri, C.A., of the Finance & Administration Division commented on the Statement to the members of the Budget and Finance Sub-Committee. Res. in9 Moved by: E.V. Kolb Seconded by: Ms. S. Nimmo THE SUB-COMMITTEE RECOMMENDS: THAT the 1983 Auditors' Financial Statement to December 31, 1983, be received as presented; CARRIED. 1984 BUDGET The Authority, at its meeting on October 14, 1983, approved a preliminary 1984 budget for submission to the Province of Ontario and member municipalities to advise them of the Authority's funding requirements for 1984. , We are in receipt of the Minister's Funding Approvals for 1984, under Section 40 of the Conservation Authorities Act. A shortfall in provincial funding approved for 1984 of 2.5 million dollars has resulted in reductions of 3.6 million dollars in the total funding requested in the preliminary budget.. Staff has reviewed the preliminary budget, and has prepared a reduced budget based on the lower level of available funding, for the consideration of the Authority. The major changes from the preliminary budget are as follows . BF-10 - 2 - Finance & Administration Administration reduced by $68,000. This meant reductions in wages and benefits, travel expenses and general expense. Land Acquisition reduced by $615,000 Only $435,000 remalns for land acquisition in all categories. Water Resource Pro ram Administration reduced b 592 000. The three vacanCles in thlS div Slon wlll not be filled. Erosion Control reduced by $1,922,000. Highland Creek will be reduced, Bellamy Road and Durham erosion control will not be proceeded with. Bellamy Road technical studies will pro~eed. Flood Control reduced by $938,000. Only one of four proposed engineering studies will be carried out Pickering/Ajax Flood Control will be reduced (Pickering section done in 1985). Keating Channel will not proceed (Environemtnal Assessment Approval not in place) and F.D.R.P. mapping will be reduced from $300,000 to $100,000. Waterfront reduced by $892,000. One positlon has been deleted and works at most sites have been slightly reduced and work at East Point Park deleted. Conservation Land Management Administration reduced $78,000. A correctlon ln the calculation of benefit costs, together with deletion of one salary, effected this reduction. Planning reduced by $79,000. Boyd Site ~lanning, Claireville Feasibility Study and General Planning deleted. Conservation Area Develooment reduced $25,000. Only the construction of the Claireville washroom/shelter, refreshment facility and small sundry developments remain. Information and Education Administration reduced by $43,000. A correction in~the calculation of benefits and the transfer of one salary to information general program effected this reduction. Marketing increased by $27,000 The Executive Commlttee recommended an increase of $94,000. (Marketing Report) . However, only $27,000. has been found without increasing levy on municipalities. Historical Sites Operations and Maintenance reduced by 5100,000. AdJusted operatlng hours and less staff result from this reduction. not an increase in costs. BF-ll - 3 - RES. #20 Moved by: E V Kolb Seconded by Ms. S Nimmo THE SUB-COMMITTEE RECOMMENDS THAT the 1984 General Budget and the 1984 Capital Budget, dated February 15, 1984, be recommended for adoption by the full Authority, with the following action being taken l. All current projects included in the 1984 General Budget be approved and adopted; 2. And whereas the Conservation Authorities Act provides that, for the carrying out of any project, an Authority shall have the power to determine the portion of total benefit afforded to all municipalities that is afforded to each of them, The Metropolitan Toronto and Region Conservation Authority therefore enacts as follows (i) that all member muncipalities be designated as benefiting for all General Current projects included in the 1984 Budget; (i i) the Authority's share of the cost of the General Current projects included in the 1984 Budget shall be raised from all member municipalities as part of the 1984 Annual General Levy; (iii ) The 1984 Annual General Levy for Administration, Operations and Maintenance programs, Conservation and Recreation Land Management, and the current programs of Water and Related Land Management, be apportioned to the participating municipalities in the portion that the equalized assessment of the whole are under the jurisdiction of the Authori ty, unless otherwise provided in the levy; ( iv) The appropriate Authority officials be instructed to advise all municipalities pursuant to the Conservation Authorities Act and to levy the said municipalities the amount set forth in the 1984 General Current Levy; (v) The Executive Committee be authorized to reduce the said budget and levy, should such action be deemed expedient; 3 The 1984 Capital Works Program and the 1984 Capital Levy for projects included therein and dated February 15, 1984 be recommended for adoption by the full Authority, with the following action being taken (a) All member municipalities be notified of the amount of such monies they are required to raise in 1984, on the basis set forth in the 1984 Capital Works Program and levies for (i) Land Acquisition Project 1984 (i i) Lake Ontario Waterfront Development Project 1984 (b) The Municipality of Metropolitan Toronto be levied for (i) Highland Creek Erosion Control Project 1984 (ii) Erosion Control and Slope Stabilization Project 1984 (iii) Lake Ontario Shoreline Management Project 1984 (iv) Bellamy Road Ravine Project 1984 (c) The Regional Municipality of Peel be levied for the Erosion Control and Slope Stabilization Project 1984 (d) The Regional Municipality of York be levied for the Erosion Control and Slope Stabilization Project 1984 (e) The Regional Municipality of Durham be levied for the following capital projects, subject to the receipt of funding approval from the local municipalities (i) Goodwood Pumping Station 1984 (i i) Pickering/Ajax Remedial Works 1984 BF-12 - 4 - (f) The appropriate Authority officials be instructed to advise all municipalities pursuant to the Conservation Authorities Act, and to levy the said municipalities the amounts set forth in the 1984 Capital Works levies CARRIED. ON MOTION, the meeting adjourned at 10.45 a m. J.S. Scott W.E Jones Chairman Secretary-Treasurer em 1984 02 15