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HomeMy WebLinkAboutFinance Sub-Committee 1980 ~~ FSC-l (jT :I. ~. the metropolitan toronto and region conservation authority minutes -- ------------- FINANCE 'SUB-COMMITTEE TUESDAY-APRIL-8-1980 '2/80 The Finance Sub-Committee met at the Authority Office, 5 Shoreham Drive, Downsview, Ontario, on Tuesday, April 8, 1980, commencing at 2:00 p.m. PRESENT WERE Chairman J.S. Scott Members M.W.H. Biggar E.H. Card Mrs. J.A. Gardner . C.F. Kline Authority Chairman R.G. Henderson Authority Vice-Chairman Mrs. F. Gell Secretary-Treasurer K.G. Higgs Director, Planning and POlicy W.A. McLean Director, Finance and Administration W.E. Jones Supervisor, Budget Control, F&A Division J.D.' Finch - Clarkson Gordon Eric Ford, Partner Ron Osborne, Partner Cathy Wither, Audit Senior MINUTES The Report of Meeting il/8Q wa~ p~ese~~ed. Res. fl Moved by: M.W.H. Biggar Seconded by: Mrs. J.A. Gardner RESOLVED THAT: The Report of Meeting #1/80 be received. CARRIED; 1979 AUDITOR'S REPORT AND FINANCIAL STATEMENT TO DECEMBER 31, 1979 Mr. Ron Osborne, Partner, Clarkson Gordon & Co. presented the 1979 Auditor's Report and Financial Statement to December 31, 1979. Res. #2 Moved by: Mrs. F. .Gell Seconded by: M.W.H. Biggar RESOLVED THAT: The 1979 Auditor's Report and Financial Statement to December 31, 1979, as presented by Mr. Ron Osborne, Partner, Clarkson Gordon & Co., be received; and THE COMMITTEE RECOMMENDS THAT the 1979 Auditor's Report and Financial Statement to December 31, 1979 be approved and signed by the Chairman and Secretary- Treasurer of the Authority. CARRIED; FINANCING THE 1979 DEFICIT Res. 13 Moved by: Mrs. F. Gel! Seconded by: M.W.H. Biggar THE COMMITTEE RECO~~ENDS THAT the 1979 operating deficit in the amount of $43,857 as at.December 31, 1979, be financed from the 1980 operations budget of the Authority. CARRIED; . .. " . FSC- 2 - 2 - A SPECIAL THANKS Res. #4 Moved by: Mrs. J.A. Gardner Seconded by: R.G. Henderson THE COMMITTEE RECOMMENDS TPAT a sincere vote of thanks be extended to the Auditors for the preparation of their report. CARRIED; ADJOURNMENT On Motion, the Meeting adjourned at 3:35 p.m. J.S. Scott K.G. Higgs Chairman Secretary-Treasurer . ) - -....... ... <;~ . /1',.'7 V the metropolitan torcnto and region conservatior, authority minutes FINANCE SUI3-COmlITTEE MONDAY-JUNE-23-1980 #3/80 The Finance Sub-Committee met at the Authority Office, 5 Shoreham Drive, Downsview: Ontario, on Monday, June 23, 1980, commencing at 10:00 a.m. PRESENT WERE Chairman J. S. Scott Members M. W. ll. Biggar E. H. Card Mrs. J. A. Gardner Authority Chairman R. G. Henderson Authority Vice Chairman Mrs. F. Gell Secretary-Treasurer K. G. Higgs Director, Planning & Policy W. A. McLean Director, Finance & Administration W. E. Jones Supervisor, BUdget Control, F&A Division J. D. Finch Supervisor, Accounting Services, F&A Division P. D. Torkoff ABSENT WERE Member C. F. Kline MINUTES Tne Minutes of Meeting #2/80.was presented. Res. #5 Moved by: E. H. Card Seconded by: M. W. H. Biggar RESOLVED THAT: The Minutes of Meeting #2/80 be received. CARRIED; 1980 FINANCIAL STATUS TO MAY 31, 1980 The staff presented a report on the 1980 Financial Status to May 31, 1980, together with a comparative analysis of expenditures to the end of May 31, 1978, 1979 and 1980. Res. #6 Moved by: M. W. H. Biggar - Seconded by: Mrs. J. A.. Gardner RESOLVED THAT: The report on the 1980 Financial Status to May 31, 1980, together with a comparative analysis of expenditures to the end of May 31, 1978, 1979, and 1980, be received. CARRIED; -, _. 1981 BUDGET PREPARATION Res. #7 Moved by: E. H. Card Seconded by: R. G. Henderson , THE COMMITTFE RECOMMENDS THAT the report on the ]981 Budget, as appended as Appendix "A" of the Minutes, be received; and THAT the 1981 l3ud~et be prepared on the basis of the goals and objectives set out in the Watershed Plan 'and that the bUdget format be based on the decision units which make up the programs contained in the Watershed Plan; . AND FURTHER THAT the principles of zero-base budgetting be applied to the budget preparation. CARRIED; FSC-4 - 2 - PROPOSED ADDITION TO ADMINISTRATIVE HEADQUARTERS' BUILDING The Committee received a report on the proposed financing of the proposed administrative office extension. Res. #8 Moved by: E. H. Card Seconded by: M.W.H. Biggar THAT the Committee defer considerati.on of the report on the proposed financing of the administration office extension and request the staff to prepare a report on the details of the proposed administrative office extension. CARR lED; ADJOURNEMNT On Motion, the meeting adjourned at 12:00 noon, June 23, 1980. J. S. Scott K. G. Higgs Chairman Secretary-Treasurer ....~--"'" APPENDIX "A" TO: The Chairman and Members of the Finance Sub-Committee, M.T.R.C.A. Meeting #3/80 Monday-June-23-1980 FROM: Mr. W.A. McLean, Director of Planning and Policy RE: PREPARATION OF THE 1981 BUDGET It is proposed that the preparation of the 1981 Budget reflect three major concepts: l. the proposals of the Watershed Plan, 2. the identification of decision units, and 3. the assignment of staff accountability. The Watershed PIan, currently in circulation for comment, will guide the Authority's work over the next several years and will be implemented by projects adopted to commence in 1982. 1981, while being the last year of existing project approvals, can provide an excellent opportunity, through the budget preparation process, for the Authority to formulate an appropriate budget format for PIan implementation. Programs have, therefore, been broken down into decision units in order to utilize the technique of zero-base budgetting. A decision unit is a tangible activity or group of activities for which a single manager has the responsibility for successful performance. Within each decision unit there may be a number of decision packages. Each decision package represents one way of performing an activity, ie. a level of service within the decision unit. Decision packages can be priori zed within a decision unit and, at a subsequent stage, can be priorized, or ranked, in conjunction with all other decision packages in the total budget. There is, of course, a minimum level of service within each decision unit which must be provided for if the activity described by the unit is to continue as a part of the Authority's work, ie. that level of effort which, if reduced, would necessitate discontinuance of the activity. Once the programs of the Watershed Plan have been divided into decision units, ~~=~ ~~~~ =~~ b~ identified as the management r~sponsibility of a specific cr~FF ---.....-..... ~~ d~cision unit would be the responsibility of staff below the 1:"-_............. . superintendent/supervisor level. This identification of responsibility establishes management accountability for performance of the decision unit and is another component of the successful application of a zero-base budgetting technique. The attached chart illustrates the proposed decision units for use in the preparation of the 1981 budget. In reviewing and ranking decision packages both within each decision unit and amongst all decision units, the priorities of the Authority for the 1981 budget must recognize a number of objectives. The Authority's first priority must be to ensure that those commitments made for the projects adopted and ending in 1981 can be met. Both the commitments in The Metropolitan Toronto and Region Waterfront Project 1977-1981 and The Interim Water and Related Land Management Project 1979-1981 must take priority over any new or expanded proposals evolving from the Watershed Plan. The second priority of the 1981 Budget, however, should be to reflect the program components proposed by the Watershed Plan, in particular, the enrichment of certain activities as well as the introduction of new initiatives such as storm water management. Within each decision unit, the ranking of decision packages will be based on the principles established as part of the preparation of the 1980 budget as follows: 1) Administration and operation costs required to operate the component; 2) Studies and design required to implement scheduled works or activity; 3) Land Acquisition ~ commitments - required for scheduled works - flood plain and valley - headwaters; FSC-6 PREPARATION OF THE 1981 BUDGET PAGE 2 4) Scheduled works or activity; 5) Studies and design required to complete program or, project preparation: 6) Completion of long term base studies; 7) continuing long term base studies; 8) Initiating 10ng term base studies. The first draft of the budget is to be prepared by each Division during July and August for consideration by the appropriate Advisory Boards in September. RECOMMENDATION: IT IS RECOMMENDED THAT the 1981 Budget be prepared on the basis of the goals and objectives set out in the Watershed Plan and that the budget format be based on the decision units which make up the programs' contained in the Watershed PIan; and FURTHER TlffiT the principles of zero-base budgetting be applied to the budget preparation. 1980.06.19. WAM/mm PROPOSED DECISION UNITS 1981 BUDGET DIVISION PROGRAM DECISION UNIT Water Resources All Support Water Management Planning -Flood Control -Erosion & Sediment Control -Storm Water Management Flood Control Remedial Measures -capital development & maintenance Flood Warning & Flood Forecasting -capital development & operations Erosion & Sediment Remedial Measures Control -capital development & maintenance Storm Water Management Storm Water Management & Regulation Administration Lake Ontario Waterfront Capital Development Development Operation and Maintenance Planning Shoreline Management Remedial Measures . ...... . - I -'-up..... ....U..L \,.01._ "'-....-r-....-.l....... .. JUCl.1.U l..t::':'.LQU\""C Information & Education Community Relations Support Community Relations/ General Conservation Information Revenue Producing/Marketing Resource Management Programs Community Relations/ Development Conservation Education -Conservation Field Centres Development/oper. & Main. -Kortright Special Funding -Kortright Operations & Maintenance -Albion Hills C.F.C. Operations & Maintenance -Boyd C.F.C. Operations & Maintenance -Claremont C.F.C. Operations & Maintenance -Cold Creek C.F.C. Operations & Maintenance -Lake St. George C.F.C. Operations & Maintenance -Black Creek Pioneer Village Historical Heritage Support Sites Capital Development -B.C.P.V. ..-...... - - 2 - DIVISION PROGRAM DECISION UNIT Historical Sites con 'd. Operation & Maintenance -B.C.P.V. Conservation Land All Support Management Watershed Recreation Planning Conservation Area/Development Forest & Wildlife Area/ Development Conservation Area/Op. & Main. 1) Albion Hills 2) Boyd 3) Bruce's Mill 4) Claireville 5) Cold Creek 6) Heart Lake 7) Petticoat Creek Forest & Wildlife Area/Op. & Main. 1) Claremont 2) Glen Haffy 3) Greenwood 4) Humber 5) Palgrave Conservation Land Planning Management Conservation Manageme!!i../ Planning Operations & t-1aintenance Finance & Land Acquisition Land Acquist.ion Administration Property Management Administration Administration General Expenses (~ FSC-!) (7 .. , 1 .. the metropolitan toror:to and region conservation authority . m~nut0s FINANCE sun-COMMITTEE WEDNESDAY-JULY-9-1980 #4/80 --- ---- -- - . '1'he Finance Sub-Connnittee met at the Authori.ty Office, 5 Shoreham Drive, DOWNSVIEW, Ontario, on Monday, July 9, 1980, commencing at 9:00 A.M. PIlE SENT WEHE Chairman J. S. Scott Members M. W. H. Biggar ; E. H. Card Mrs. J. A. Gardner C. F. Kline Authority Chairman R. G. Henderson Authority Vice-Chairman Mrs. F. Gell Executive Member Mrs. L. Hancey Secretary-Treasurer K. G. Higgs Director, Planning & Policy W. A. McLean Director, Finance & Administration W. E. Jones Supervisor, Budget Control, F&A Division J. D. Finch :MINUTES The Minutes of Meeting 113/80 were presented. Res. 119 Moved by: C. F. Kline Seconded bv: E. H. Card RESOLVED TIIAT: The Minutes of Meeting #3/80 Le r~celv~d. CARRIED; PROPOSED ADDITION '1'0 ADMINISTRATIVE HEADQUARTERS' BUILDING The staff presented a report on methods of financing a proposed addition to the administrative headquarters building. Re~. #10 Moved by: C. F. Kline Seconded by: M. W. H. Biggar TIlE COMMITTEE RECOMMENDS THAT: The staff be authorized and directed to approach the Ministry of Natural Resources, through Central Region up to the Deputy Minister level, if necessary, to determine whether or not funds on hand from the sale of lands and funds to be derived from future sale of lands and easements may be used for the purpose of constructing an addition to the Authority's Administrative Headquarters Building. CARRIED; AD<TOUHNMENT On Motion, the meeting adjourned at 10:00 A.M" July 9, 1980. J. S. Scott K. G. IIjg~ Chairman Secretary-Treasurer :j . ~ FSC-IO , the metropolitan toronto and region conservation authority minutes .-- FINANCE SUB-COMMITTEE THURSDAY-SEPTEMBER-25-1980 #5/80 The Finance Sub-Committee met at the Authority Office, 5 Shoreham Drive, DOWNSVIEW, Ontario, on Thursday, September 25, 1980, commencing at 9:30 a.m. and adjourned at 2:00 p.m. The meeting reconvened on Friday, September 26, 1980, commencing at 1:30 p.m. PRESENT WERE Chairman J. S. Scott Members M. W. H. Biggar Mrs. J. A. Gardner Authority Chairman R. G. Henderson Authority Vice-Chairman Mrs. . F. Ge 11 Secretary-Treasurer K. G. Higgs Director, Planning and Policy W. A. McLean Director, Finance and Administration W. E. Jones Supervisor, Budget Control, F&A Division J. D. Finch - ABSENT WERE: Members E. H. Card C. F. Kline MINUTES The Minutes of Meeting #4/80 were presented. Res. #11 Moved by: Mrs. J. A. Gardner Seconded by: Mrs. F. Gell RESOLVED THAT: The Minutes of Meeting #4/80 be received. CARRIED; 1981 PRELIMINARY BUDGET ESTIMATES Res. #12 Moved by: M. W. H. Biggar Se('onded by: Mrs. J. A. Gardner THE COMMITTEE RECOMMENDS THAT~ The 1981 Preliminary Budget Estimates, as amended, be approved. CARRIED; ADJOURNMENT On Motion, the me.-,ti',g adjourned at 3:45 p.m., September 26, 1980. J.' S. Scott K. G. Higgs Chairman -- ---'-- Secretary-Treasurer i . .. _ u -. . (~ l~~;C-ll ',:~,"\~ .tr r ~/ the metropolitan toronto and region conservation authority me IT1 tli t. e s FINANCE SUB-COMMITTEE WEDNESDAY-DELEMBER-IO-ID80 #6/80 , The Fi.nance Sub-Committee met at the Authority Officc, 5 Shoreham Drive, DOWNSVIEW, Ontario, on Wednesday, Deccmber 10, 1980, commencing at 9:00 A.M. PRESENT WERE . Chairman J. S. Scott Members M. W. H. Biggar Mrs. J. A. Gardner C. F. Kli.ne Secretary-Treasurer K. G. .Higgs Director, Planning and Policy W. A. McLean Director, Finance and Administration W. E. Jones Supervisor, Budget Control, F&A Division J. D. Finch Supervisor, Accounting Services, F&A Division P. D. Torkoff ABSENT WERE Authority Chairman R. G. Henderson Authority Vice-Chairman Mrs. F. Gel! MINUTES The Minutes of Meeting #5/80 were prese~ted. Res. #12 Moved by: C. F. Kline Seconded by: Mrs. J. /.. Gardner RESOLVED THAT: The Minutes of Meeting #5/80 be received. CARRIED; FINANCIAL PROGRESS REPORT ESTIMATED TO END OF YEAR The staff submitted a Financial Progress Report up to and including November 30, 1980 with estimates for Revenues and Expenditures for December. This matter was discussed to some length. Res. #13 Moved by: C. F. Kline Seconded by: M. W. H. Biggar RESOLVED THAT: The staff Financial Progress Report up to and including November 30, 1980 with estimates of Revenues and Expenditures for December be received. CARRIED; DISCUSSION OF BUDGET GUIDELINES FOR PREPARATION OF 1981 FINAL BUDGET ESTrM^1~S Res. #14 Moved by: Mrs. J. A. Gardner Seconded by: C. F. Kline RESOLVED THAT: The discussion paper of budget guidelines for prcparation of 1981 Final Budget EstDnates which included recommendations made by Central Region of Ministry of Natural Resources for 1981 grant funding be received. CARRIED; PURCHASE OF WOI1D,PROCESSINCi EQUIPMENT Tho staff subm:ltted a recommendation th:lt the wo['d process in V, cC]uiprncnt be pur- chased from revellues dcrived from interest income and that tho amount of $28,000. included in the HHH budget estirna tOR for purchase of 8Hid equipment be deleted. FSC-12 FINANCE SUB-COMMITTEE MEETING #6/80 - Page 2. Res. #15 Moved by: M. W. H. Biggar Seconded by: C. F. Kline THE COMMITTEE RECOMMENDS THAT: No action be taken at this time with regard to the purchase of word processing equipment. CARRIED; ADJOURNMENT , On Motion, the meeting adjourned at 12:30 P.M., December 10, 1980. J. S. Scott K. G. Higgs Chairman Secretary-Treasurer 1980.12.10. :j <!~ .l'Ov-~J fj7 :r/ the metropolitan toronto and region conservation authority . . manUl:eS --- ---- FINANCE SUB-COMMITTEE MONDAY-FEBHUARY-9-l981 #7/80 - The Finance Sub-Committee met at the Authority Office, 5 Shoreham Drive, DOWNSVIEW, ONTARIO, on Monday, February 9, 1981, comluencing at 10:00 A.M. PRESENT WE RE Chairman J. S. Scott Members Mrs. J. A. Gardner C. F. Kline Authority Chairman Dr. Keith Reynolds Authority Vice Chairman Mrs. F. Gell Secretary-Treasurer K. G. Higgs Director, Planning and Policy W. A. McLean Director, Financc and Administration W. E. Jones Administrator, Historical Sites R. K. Cooper Supervisor, Budget Control J. D. Finch Supervisor, Accounting Services P. D. Torkoff Clarkson Gordon R. Osborne Clarkson Gordon Mrs. K. Black ABSEl\'T WERE Member M. W. H. Biggar MINUTES The Minutes of Meeting #6/80 were presented. Res. #16 Moved by: C. F. Kline Seconded by: Mrs. J. A. Gardner RESOLVED THAT: The Minutes of Meeting #6/80 be received. CARRIED; 1980 AUDITOR'S REPORT AND FINANCIAL STATEMENTS (CLARKSON GORDON) The Chairman of the Finance Sub-Committee introduced Mr. Ron Osborne and Mrs. Kathleen Black of Clarkson Gordon, and invited Mr. Osborne to present the Auditor's Report and Financial Statement to Dccember 31, 1980. Res. #17 Moved by: Mrs. J. A. Gardner Seconded by: Mrs. F. Gell RESOLVED THAT: The 1980 Auditor's Report and Financial Statement to December 31, 1980 be reccived; and THE COMMITTEE RECOMMENDS THAT: The 1980 Auditor's Report and Financial Statement to Dccember 31, 1980 be approved and signed by the Chairman and Secretary-Treasurer of the Authority; and THAT same be distributed in accordance with Section 38(3) of The Conservation Authorities Act. CARRIED; FSC-14 - 2 - 1981 GENERAL BUDGET ESTIMATES AND 1981 CAPITAL PROGRAM Res. #18 Moved by: Mrs. F. Gell Seconded by: Dr. J. K. Reynolds THE COMMITTEE RECOM1lliNDS THAT the 1981 General Budget Estimates and 1981 Capital Program, dated February 9, 1981, be adopted; and further in this connection, that the following action be taken: (a) All Current projects included in the 1981 General Budget Estimates be approved and adopted; and (b) 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 municipalities be designated as benefiting for all General Current Projects included in the 1981 General Current Budget; (ii ) The Authority's share of the cost of the General Current Project included in the 1981 General Current Budget, as set forth in the 1981 General Current Budget shall be raised from all member municipalities as part of the 1981 Annual General Levy; (iii) The 1981 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 municipalities or part bears to the equalized assessment of the whole area under the jurisdiction of the Authority, 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 1981 General Current Levy; (v) The Executive Committee be authorized to reduce the said Budget and Levy, should such action be deemed expedient; (c) The 1981 Capital Works Program and the 1981 Capital Levy for Projects included therein and dated February 9, 1981, be adopted; and WHEREAS The Conservation Authorities Act provides that an Authority may, from time to time, determine what monies will be required for Capital expenditures in connection witn any project, and further provides for the method of raising such monies from the participating municipalities. THAT the following action be taken: (a) All Member municipalities be notified of the amount of such monies they are required to raise in 1981, on the basis set forth in the 1981 Capital Works Program and Levies for: (i) The Interim Water and Related Land Management Project 1979-1981; ( ii) The MetropOlitan Toronto and Region Waterfront Project 1977-1981, proposed to be carried out in 1981. (b) The Municipality of Metropolitan Toronto be levied for the Supplementary Project to the Metropolitan Toronto and Region Waterfront Project 1977-1981. (c) The Municipality of Metropolitan Toronto be levied for the Supplementary Project to the Interim Water and Related Land Management Project 1979-1981 and the Addendum thereto for the dredging of the Keating Channel - Don River. (d) 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 1981 Capital Works Levies. CARRIED; - 3 - FSC-15 On Motion, the Meeting adjourned at 11:30 A.M., February 9, 1981. J. S. Scott, Chairman K. G. Higgs, Secretary-Treasurer